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Pennsylvania Annual and Quarterly Reporting#

Set Up#

This document contains abbreviated set up requirement for the state of Pennsylvania only, please refer to the general document (Tax Reporting - US General) for other setup procedure that may also be required.

IDGV - State Registration#

• The IDGV Definition tab must be set up for 'State Registration' for State/Province: Pennsylvania.
• The IDGV Variables tab must be set up for 'State Registration' for State/Province: Pennsylvania.
• 'W2 STATE MEDIA FILING' - Enter '02' to generate PA State magnetic media file, then change to '03' for City file.
• RPYEU needs to be run twice to generate file for State of Pennsylvania and then RPYEU needs to be run again to generate city file for Philadelphia. After the State Magnetic media file is generated, if the State Earnings and Taxes need to be included in the Philadelphia City File, the following must be changed:
  • 'W2 STATE MEDIA FILING' - change to '03' to include State information in the city file when Philadelphia file is run.

IDGV - State SUI Registration#

• The IDGV Definition tab must be set up with 'State SUI Registration' for State/Province: Pennsylvania.
• The IDGV Variables tab must be set up with 'State SUI Registration' for State/Province: Pennsylvania.
  • 'W2 STATE MEDIA FILING'- Must be '02' to generate UI wage magnetic media file for state of Pennsylvania.

IDGV - Local Registration#

To report Philadelphia city file:

• The IDGV Definition tab must be set up with 'US Local Registration' for each city in the Jurisdiction field.
• The IDGV Variables tab must be set up for 'US Local Registration' for Philadelphia:

W2 STATE MEDIA FILING	Must be '03' to generate City tax information in Local File format
W2 TAX TYPE CODE	Must enter 'C' for City Tax
W2 TAXING ENTITY	Must be 'PHILA' to generate Philadelphia City File

IDFDV - City Tax Set Up#

If there is applicable city tax, the 'Field Variable' column in IDFDV must be set up appropriately. Note that all other columns are pre-defined in IDFD and may not be altered in the IDFDV screen.

Seq	Identifier	Description	Level	O/R Prompt	Field Source	Field Variable
8500	W2-CITY-NAME	City Name	Local	20-CITY NAME	DB column	DTX.JURISDICTION_NAME
8510	W2-CI-WAGE-HOME	Local Wage, Home city	Local	18-HOME CITY WAGE	Element	W2-CI-WAGE-RES
8520	W2-CI-WAGE-WORK	Local Wage, Work city	Local	18-WORK CITY WAGE	Element	W2-CI-WAGE-WORK
8530	W2-CI-TAX-HOME	Local Tax, Home city	Local	19-HOME CITY TAX	Element	W2-CI-TAX-RES
8540	W2-CI-TAX-WORK	Local Tax, Work city	Local	19-WORK CITY TAX	Element	W2-CI-TAX-WORK

• Identifier 'W2-CITY-NAME' must be set up
• Identifier 'W2-CI-WAGE-HOME' must be set up
• Identifier 'W2-CI-WAGE-WORK' must be set up
• Identifier 'W2-CI-TAX-HOME' must be set up
• Identifier 'W2-CI-TAX-WORK' must be set up

State File Procedures#

• The Pennsylvania Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format.
• Records required are: Code RA,RE,RS,RT,RF (other record codes are not required but may be included).
• The State of Pennsylvania requires to file the PA state account number to be filed on Code RE record, therefore RPYEU must be run to generate PA State File for its own state, IDGV must be set up as follows:
  • for State Registration of Pennsylvania, the IDGV Variable:
    • 'W2 STATE MEDIA FILING' 02 - Pennsylvania state requires its own file, do not include other state information in the state file.

Annual W2 Wage Reporting - EFW2 File Format#

RPYEU must be run and the following selected to generate Pennsylvania state file information:

Media Format:	State File Format
Select State:	Pennsylvania, USA
Report List Filters, Select State:	Pennsylvania, USA
Parameters, Annual Form Code:	(example: use standard form code 'HL$US-W2-2017')
Parameters, Period Type:	Year
Parameters, Period End Date:	Year End Date (i.e. 31-Dec-2016)
Parameters, Media Format:	State File Format

The Directory and Media File Name parameters must be populated or an output file will not be produced.

State Media Magnetic Media Reporting - EFW2 File Format#

Record Name: Code RA - Transmitter Record#

Column	Description	Source
1-2	Record Identifier	Constant "RA"
3-11	Submitter’s Employer ID number (EIN) Numeric only	Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-19	User Identification (User ID)	Required. Eight character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
20-23	Software Vendor Code	Numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP), or fill with blanks.
24-28	Blank	Fill with blanks. Reserved for SSA use only.
29	Resub Indicator	Enter "1" if this file is being resubmitted. Otherwise, enter "0" (zero).
30-35	Resub Wage File Identifier (WFID)	If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent. Otherwise, fill with blanks.
36-37	Software Code	Enter "99" to indicate 'Off-the-Shelf Software'
38-94	Company Name	Enter the Company Name. Left justify and fill with blanks
95-116	Location Address	Enter the company's location address (Attention, Suite, Room Number, etc.
117-138	Delivery Address	Enter the company's delivery address (Street or Post Office Box). Example: 123 Main Street. Left justify and fill with blanks
139-160	City	Enter the company's city. Left justify and fill with blanks
161-162	State Abbreviation	Enter the company's State or commonwealth/territory. Use a postal abbreviation. For foreign address, fill with blanks
163-167	ZIP Code	Enter the company's ZIP code. For a foreign address, fill with blanks
168-171	ZIP Code Extension	Enter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks
172-176	Blank	Fill with blanks. Reserved for SSA use only.
177-199	Foreign State/Province	If applicable, enter the company's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks.
200-214	Foreign Postal Code	If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks.
215-216	Country Code	If one of the following applies, fill with blanks * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code.
217-273	Submitter Name	Derived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295	Submitter Location Address	Derived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317	Submitter Delivery Address	Derived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339	Submitter City	Derived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341	Submitter State Abbreviation	Derived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346	Submitter ZIP Code	Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350	Submitter ZIP Code extension	Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-395 PA	Variety Not Required by the state of Pennsylvania
396-422	Contact Name	Derived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437	Contact Phone Number	Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442	Contact Phone Extension	Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445	Blank
446-485	Contact E-mail	Derived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488	Blank
489-498	Contact FAX	Derived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499	Blank	Fill with blanks. Reserved for SSA use.
500	Preparer Code	Enter one of the following codes to indicate who prepared this file: * A = Accounting Firm * L = Self Prepared * S = Service Bureau * P = Parent Company * O = Other. If more than one code applies, use the code that best describes who prepared this file.
501-512 PA	Blank	Fill with blanks. Reserved for SSA use.

Record Name: Code RE - Employer Record#

Column	Description	Source
1-2	Record Identifier	Constant "RE"
3-6	Tax year CCYY	From user defined FROM-TO period converted to CCYY
7 PA	Agent Indicator Code	If applicable, enter one of the following codes: * 1 = 2678 Agent * 2 = Common Paymaster * 3 = 3504 Agent. If more than one code applies, use the one that best describes your status as an agent. Otherwise, fill with a blank.
8-16	Employer/Agent EIN	System derived from the applicable Federal reporting EIN, from IDGV or IDGR
17-25	Agent for EIN	If "1" was entered in the Agent Indicator Code field (position 7), enter the client-employer's EIN for which you are an Agent. Otherwise, fill with blanks.
26	Terminiating Business Indicator	If this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero).
27-30	Establishment Number	For multiple RE (Employer) Records with the same EIN, you can use this field to assign a unique identifier for each RE Record. Otherwise, fill with blanks.
31-39	Other EIN	For this tax year, if you submiited tax payments to the IRS under Form 941, 943, 944, CT-1 or Schedule H or W2 data to SSA, and a different EIN was used from the EIN in positions 8-16, enter the other EIN. Otherwise, fill with blanks.
40-96	Employer Name	Derived from IDFDV Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118	Employer Location Address	Derived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140	Employer Delivery Address	Derived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162	Employer City	Derived from IDFDV Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164	Employer State Abbreviation	Derived from IDFDV Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169	Employer ZIP Code	Derived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173	Employer ZIP Code Extension	Derived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174	Kind of Employer	Enter the appropriate kind of employer: * F = Federal Government * State/local non-501c. * T = 501c non-government * Y = State/local 501c * N = None apply
175-178	Fill with blanks. Reserved for SSA use.
179-201	Foreign State/Province	If applicable, enter the employer's foreign State/Province. Left justofy and fill with blanks. Otherwise, fill with blanks.
202-216	Foreign Postal Code	If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks.
217-218	Country Code	If one of the following applies, fill with blanks * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code.
219	Employment Code	Enter the appropriate employment code: * A = Agriculture (Form 943) * H = Household (Schedule H) * M = Military (Form 941) * Q = Medicare Qualified Government Employment (Form 941) * X = Railroad (CT-1) * F = Regular (Form 944) * R = Regular, all others (Form 941)
220	Tax Jurisdiction Code	Enter the code that identifies the type of income tax withheld from the employee's earnings: * Blank (W-2) * V = Virgin Islands (W-2VI) * G = Guam (W-2GU) * S = American Samoa (W-2AS) * N = Northern Mariana Islands (W-2CM) * P = Puerto Rico (W-2PR/499R-2)
221	Third Party Sick Pay Indicator	Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero)
222-248	Employer Contact Name	Enter the name of the employer's record. Left justify and fill with blanks
249-263	Employer Contact Phone Number	Enter the employer's contact telephone number with numeric values only (including area code). Do not use any special characters. Left justify and fill with blanks.
264-268	Employer Contact Phone Extension	Enter the employer's contact telephone extension with numeric values only. Do not use any special characters. Left justify and fill with blanks.
269-278	Employer Contact Fax Number	If applicable, enter the employer's contact fax number with numeric values only (including area code). Do not use any special characters. Otherwise, fill with blanks. For US and US Territories only.
279-318	Employer Contact E-Mail/Internet	Enter the employer's contact e-mail/internet address.
319-512 PA	Fill with blanks. Reserved for SSA use.

Record Name: Code RS - State Record#

Column	Description	Source
1-2	Record Identifier	Constant "RS"
3-4	State code, appropriate FIPS postal numeric code	Derived from the State being reported Pennsylvania numeric code is "42"
5-9	Taxing Entity Code Not read by PA Revenue
10-18	Social Security Number	Derived from IDFDV Field Identifier: ‘W2-EE-SSN’ If an invalid SSN is encountered, this field is entered with zeroes
19-33	Employee First Name	Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier
34-48	Employee Middle Name or Initial	Derived from the ‘W2-EE-MIDDLE’ IDFDV Field Identifier
49-68	Employee Last Name	Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier
69-72	Employee Suffix	Derived from the ‘W2-EE-SUFFIX’ IDFDV Field Identifier
73-94	Employee Location Address	Derived from the ‘W2-EE-LOCN-ADDR’ IDFDV Field Identifier
95-116	Employee Delivery Address	Derived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier
117-138	Employee City	Derived from the 'W2-EE-CITY’ IDFDV Field Identifier
139-140	Employee State Abbreviation	Derived from the ‘W2-EE-STATE’ IDFDV Field Identifier
141-145	Employee ZIP Code	Derived from the ‘W2-EE-ZIP’ IDFDV Field Identifier
146-149	Employee ZIP Code Extension	Derived from the ‘W2-EE-ZIP-EXT’ IDFDV Field Identifier:
150-154	Blank	Fill with blanks. Reserved for SSA use.
155-177	Foreign State/Province	If applicable, enter the employer's foreign State/Province. Left justofy and fill with blanks. Otherwise, fill with blanks.
178-192	Foreign Postal Code	If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks.
193-194	Country Code	If one of the following applies, fill with blanks * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code.
195-196	Optional Code	Defined by State/local agency. Applies to unemployment reporting.
197-202	Reporting Period	Enter the last month and four-digit year for the calendar quarter for which this report applies. Applies to unemployment reporting.
203-213	State Quarterly Unemployment Insurance Total Wages	Right justify and zero fill. Applies to unemployment reporting.
214-224	State Quarterly Unemployment Insurance Taxable Wages	Right justify and zero fill. Applies to unemployment reporting.
225-226	Number of Weeks Worked	Defined by State/local agency. Applies to unemployment reporting.
227-234	Date First Employed	Enter the month, day and four-digit year. Applies to unemployment reporting.
235-242	Date of Separation	Enter the month, day and four-digit year. Applies to unemployment reporting.
243-247	Blank	Fill with blanks. Reserved for SSA use.
248-267	State Employer Account Number	Applies to unemployment reporting.
268-273	Blank	Fill with blanks. Reserved for SSA use.
274-275	State code	Enter the appropriate numeric FIPS code. Derived from the State being reported Pennsylvania is code "42". Applies to income tax reporting.
276-286	PA State Taxable Wages	Right justify and zero fill. Applies to income tax reporting. Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers
287-297	PA State Income Tax Withheld	Right justify and zero fill. Applies to income tax reporting. Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ IDFDV Field Identifiers
298-307	Other State Data	Defined by State'local agency. Applies to income tax reporting.
308	Tax Type Code	Enter the appropriate code for entries in fields 309-330: * C = City Income Tac * D = County Income Tax * E = School District Income Tax * F = Other Income Tax. Applies to income tax reporting.
309-319	Local Taxable Wages	To be defined by State/local agency. Applies to income tax reporting.
320-330	Local Income Tax Withheld	To be defined by State/local agency. Applies to income tax reporting.
331-337	State Control Number	Optional. Applies to income tax reporting.
338-412	Supplemental Data 1	To be defned by user.
413-487	Supplemental Data 2	To be defned by user.
488-512	Fill with blanks. Reserved for SSA use.

Record Name: Code RT - Total Record#

New for 2018. This record is no longer required.

Column	Description	Source
1-2	Record Identifier	Constant "RT"
3-339 PA	Variety Not read by PA Revenue
340-475 PA	Blank
476-482	Number of Code RS Record when State Code equals ‘42’ in previous Code RE Records	System derived number of all Code RS records in previous Code RE record
483-497	Total PA Taxable Wages when State Code equals ‘42’ in previous Code RE Records	System derived Total PA Taxable Wages of all Code RS records in previous Code RE record
498-512	Total PA Taxes Withheld when State Code equals ‘42’ in previous Code RE Records	System derived Total PA Taxes of all Code RS records in previous Code RE record

Record Name: Code RF - Final Record#

Column	Description	Source
1-2	Record Identifier	Constant "RF"
3-7	Blank	Fill with blanks. Reserved for SSA use.
8-16	Number of RW Records	Enter the total number of RW (Employee) Records reported on the entire file. Right justify and zero fill.
17-512	Blank	Fill with blanks. Reserved for SSA use.

Philadelphia City#

Philadelphia City Website#

• For W2 city filing: http://www.phila.gov/revenue/pdfs/w2_instructions_for_.pdf

Philadelphia City File Procedures#

• For 2005 reporting, the Philadelphia City Tax Magnetic Media reporting is reported using the EFW2 format
• Record Codes required are: Code RA,RE,RW,RS

Philadelphia City Wage Reporting#

RPYEU must be run and the following selected to generate Philadelphia city file information:

Media Format:	Local File Format
Select State:	Pennsylvania, USA
Select City:	Philadelphia, PA, USA

• Pennsylvania, when RPYEU generates the PHILA Local file, RPYEU will pick up more than one dtx from YTD because Philadelphia has multiple jurisdictions that are for PHILA.
• RPYEU now supports the new lexicon X_W2_MEDIA_FORMAT value of: **21 - PA PHILA format (new)

• When RPYEU is run, select:
  • Media Format: PA PHILA File Format
  • Select City: ALL

• To generate PHILA file, user must select one City or ALL City for the City prompt.
  • IDGV US Local Regist 1 must be set up with Registration # to be reported on Code RS.
  • IDGV UDF: W2 State Media Filing = 03 , W2 Tax Type Code = C , W2 Taxing Entity = PHILA

Philadelphia City Magnetic Media Reporting - EFW2 Format#

Record Name: Code RA - Transmitter Record (Same as Federal Code RA)#

Column	Description	Source
1-2	Record Identifier	Constant "RA"
3-11	Submitter’s Employer ID number (EIN) Numeric only	Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28	Personal Identification Number (PIN) and Software Vendor Code	Derived from IDFDV Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010) Please note that this field consists of an eight character PIN code in positions 12-19, a four character Software Vendor Code in positions 20-23, and five blanks in positions 24-28.
29	Resub Indicator	Derived from IDFDV Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35	Resub WFID	Derived from IDFDV Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37	Software Code	Derived from IDFDV Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94	Company Name	Derived from IDFDV Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116	Location Address	Derived from IDFDV Field Identifier:‘SUB-COMP-LOCN’ (seq 1060)
117-138	Delivery Address	Derived from IDFDV Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160	Company City	Derived from IDFDV Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162	Company State Abbreviation	Derived from IDFDV Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167	Company ZIP Code	Derived from IDFDV Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171	Company ZIP Code Extension	Derived from IDFDV Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176	Blank
177-199	Company Foreign State/Province	Derived from IDFDV Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214	Company Foreign Postal Code	Derived from IDFDV Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216	Company Country Code	Derived from IDFDV Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273	Submitter Name	Derived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295	Submitter Location Address	Derived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317	Submitter Delivery Address	Derived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339	Submitter City	Derived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341	Submitter State Abbreviation	Derived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346	Submitter ZIP Code	Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350	Submitter ZIP Code Extension	Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355	Blank
356-378	Submitter Foreign State/Province	Derived from IDFDV Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393	Submitter Foreign Postal Code	Derived from IDFDV Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395	Submitter Country Code	Derived from IDFDV Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422	Contact Name	Derived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437	Contact Phone Number	Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442	Contact Phone Extension	Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445	Blank
446-485	Contact E-mail	Derived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488	Blank
489-498	Contact FAX	Derived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499	Preferred Method of Problem Notification Code	Derived from IDFDV Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500	Preparer Code	Derived from IDFDV Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512	Blank

Record Name: Code RE - Employer Record (Same as Federal Code RE)#

Column	Description	Source
1-2	Record Identifier	Constant "RE"
3-6	Tax year CCYY	From user specified FROM-TO period converted to CCYY
7	Agent Indicator Code	Derived from IDFDV Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16	Employer/Agent EIN	System derived from the applicable Federal reporting EIN, from IDGV or IDGR
17-25	Agent for EIN	Derived from IDFDV Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26	Terminating Business Indicator	Derived from IDFDV Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30	Establishment Number	Derived from IDFDV Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39	Other EIN	Derived from IDFDV Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96	Employer Name	Derived from IDFDV Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118	Employer Location Address	Derived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140	Employer Delivery Address	Derived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162	Employer City	Derived from IDFDV Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164	Employer State Abbreviation	Derived from IDFDV Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169	Employer ZIP Code	Derived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173	Employer ZIP Code Extension	Derived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-178	Blank
179-201	Employer Foreign State/Province	Derived from IDFDV Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216	Employer Foreign Postal Code	Derived from IDFDV Field Identifier:‘W2-ER-F-POSTAL’ (seq 2090)
217-218	Employer Country Code	Derived from IDFDV Field Identifier:‘W2-ER-COUNTRY’ (seq 2100)
219	Employment Code	From IDGR ‘W2 Employment Type’ or IPRLU FICA and Medicare method If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting, otherwise the W2 Type of employment is derived from IDGR A set of code RE, RW/RO/RS, RT/RU records will be generated for different types of employment
220	Tax Jurisdiction Code	Derived from IDFDV Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221	Third-Party Sick Pay Indicator	Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512	Blank

Record Name: Code RW - Employee Wage Record (Same as Federal Code RW)#

Column	Description	Source
1-2	Record Identifier	Constant "RW"
3-11	Social Security Number	Derived from IDFDV Field Identifier: ‘W2-EE-SSN’ (seq 2500) If an invalid SSN is encountered, this field is entered with zeroes
12-26	Employee First Name	Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
27-41	Employee Middle Name or Initial	Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
42-61	Employee Last Name	Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
62-65	Employee Suffix	Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
66-87	Employee Location Address	Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109	Employee Delivery Address	Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131	Employee City	Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)
132-133	Employee State Abbreviation	Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
134-138	Employee ZIP Code	Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
139-142	Employee ZIP Code Extension	Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
143-147	Blank
148-170	Employee Foreign State/Province	Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
171-185	Employee Foreign Postal Code	Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
186-187	Employee Country Code	Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
188-198	Wages, Tips and other compensation	Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
199-209	Federal Income Tax Withheld	Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-220	Social Security Wages	Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
221-231	Social Security Tax Withheld	Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
232-242	Medicare Wages & Tips	Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
243-253	Medicare Tax Withheld	Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
254-264	Social Security Tips	Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
265-275	Advanced Earned Income Credit	Derived from IDFDV Field Identifier: ‘W2-EIC’ (seq 3080)
276-286	Dependent Care Benefits	Derived from IDFDV Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
287-297	Deferred Compensation contribution to Section 401(k)	Derived from IDFDV Field Identifier: ‘W2-CODE-D’ (seq 4030)
298-308	Deferred Compensation contribution to Section 403(b)	Derived from IDFDV Field Identifier: ‘W2-CODE-E’ (seq 4040)
309-319	Deferred Compensation contribution to Section 408(k)(6)	Derived from IDFDV Field Identifier: ‘W2-CODE-F’ (seq 4050)
320-330	Deferred Compensation contribution to Section 457(b)	Derived from IDFDV Field Identifier: ‘W2-CODE-G’ (seq 4060)
331-341	Deferred Compensation contribution to Section 501(c)(18)(D)	Derived from IDFDV Field Identifier: ‘W2-CODE-H’ (seq 4070)
342-352	Military Employee’s Basic Quarters and Combat Pay	Derived from IDFDV Field Identifier: ‘W2-CODE-Q’ (seq 4140)
353-363	Non-qualified Plan section 457	Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
364-374	Employer Contribution to a Health Savings Account	Derived from IDFDV Field Identifier: ‘W2-CODE-W’ (seq 4190)
375-385	Non-qualified Plan Not section 457	Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)
386-407	Blank
408-418	Employer Cost of Premiums for Group Term Life Insurance Over $50000	Derived from IDFDV Field Identifier: ‘W2-CODE-C’ (seq 4020)
419-429	Income from Non-statutory Stock Options	Derived from IDFDV Field Identifier: ‘W2-CODE-V’ (seq 4180)
430-485	Blank
486	Statutory Employee Indicator	Derived from IDFDV Field Identifier: ‘W2-STAT-EE’ (seq 6000) If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
487	Blank
488	Retirement Plan Indicator	Derived from IDFDV Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020) If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
489	Third-Party Sick Pay Indicator	Derived from IDFDV Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060) If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
490-512	Blank

Record Name: Code RS – Philadelphia City Record#

Column	Description	Source
1-2	Record Identifier	Constant "RS"
3-4	State Code, Appropriate FIPS Postal Numeric Code	Derived from the State being reported, from IDFDV sequence 7000 Pennsylvania numeric code is “42"
5-9	Taxing Entity Code	If County, City or School district tax is reported, this field is derived from IDGV 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
10-18	Social Security Number	Derived from IDFDV Field Identifier: ‘W2-EE-SSN’ (seq 2500) If an invalid SSN is encountered, this field is entered with zeroes.
19-33	Employee First Name	Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48	Employee Middle Name or Initial	Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68	Employee Last Name	Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72	Employee Suffix	Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94	Employee Location Address	Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116	Employee Delivery Address	Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138	Employee City	Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140	Employee State Abbreviation	Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145	Employee ZIP Code	Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149	Employee ZIP Code Extension	Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154	Blank
155-177	Employee Foreign State/Province	Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
178-192	Employee Foreign Postal Code	Derived from IDFDV Field Identifier:‘W2-EE-F-POSTAL’ (seq 2670)
193-194	Employee Country Code	Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)

Location 195 to 267

Apply to Quarterly Unemployment Reporting
If the user specified ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled.
Please read document Tax Reporting - US General for detail for quarterly reporting.

Column	Description	Source
195-196	Optional Code State Specific Data If not used, enter blanks
197-202	Reporting Period MMCCYY	From user specified Period End Date converted to MMCCYY for the quarter e.g. Period End Date = ‘31-Dec-2016’, then reporting period is ‘122016’
203-213	State Quarterly Unemployment Insurance Total Wages	Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ Note that the IDFDV Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Vertex during the US Tax calculation in UPCALC Therefore, for employees who exceed the maximum wage base, this identifier will contain no SUI Insurance wages. This means RPYEU will be using the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages
214-224	State Quarterly Unemployment Insurance Taxable Wages	This amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government Please read document Tax Reporting - US General for detail for quarterly reporting
225-226	Number of Weeks Worked	From system derived number of Weeks Worked for the Reporting State The system reads all pay headers with pay category = ‘Regular Pay’ that are not reversed with a Pay Issue Date that falls within the user specified Quarter begin and end date If the Pay Header’s Work State or Home State is the same as the reporting State, then the Pay Header Tax Weeks is accumulated
227-234	Date First Employed MMDDCCYY	From system derived latest Employment Hired Date
235-242	Date of Separation MMDDCCYY	From system derived latest Employment Termination Date that is greater than the Employment Hired Date
243-247	Blank
248-267	State Employer Account Number	Derived from IDFDV, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV for the SUI Registration of the State
268-273	Blank

Location 274 to 337

Apply to Income Tax Reporting

If the user specified ‘Period Type’ = ‘Quarter’ or ‘Year’, then Location 274 to 337 will be filled.

Column	Description	Source
274-275	State code, appropriate FIPS postal numeric code	Derived from the State being reported e.g. California is code "06"
276-286	State Taxable Wages	Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297	State Income Tax Withheld	Derived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
298-307	Other State Data, to be Defined by Each State
308	Tax Type Code	Derived from IDFDV Field Identifier:'W2 TAX TYPE CODE' Must be ‘C’ for Philadelphia City Tax
309-319	Local Taxable Wages	Derived from IDFDV Field Identifier:‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’
320-330	Local Income Tax Withheld	Derived from IDFDV Field Identifier: ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’
331-337	Philadelphia Business Tax Account number	Derived from IDGV Registration number with ‘US Local Registration’ for Philadelphia City
338-512	Blank

State Quarterly UI Wage Reporting - ICESA Format#

RPYEU must be run and the following selected to generate Pennsylvania state file information:

Media Format:	State SUI File Format
Select State:	Pennsylvania, USA

• The 'Quarterly Form Code' field must be entered in order to produce the UI file in the ICESA format.
• The state of Pennsylvania must be selected in the 'Report List Filters'.
• Annual Form Code - Use the standard supplied form code HL$US-W2-2014. The Variables need to be entered in this form code for specific use in the installation.
• The 'Quarterly Form Code' must be entered in order to produce the UI wage file in ICESA format.
• Use the supplied form code 'HL$US-QTR-2012'. The Variables need to be entered in this form code for specific use in the installation.
• Period Type:Quarter
• Period End Date:Enter the quarter end date, i.e. 30-Jun-2016
• Media File Type:State SUI File Format
  
  
• If the Directory Name/Media File Name is not supplied, an output file will not be produced.

Quarterly UI Wage Magnetic Media Reporting - ICESA Format#

Please note that the following ‘Not Required’ fields may or may not always contain blanks. Note: Columns marked with PA indicates it is a Pennsylvania specific requirement which is not the standard record format.

Record Name: Code A - Transmitter Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘A’
2-5	Payment Year Enter year for which this report is being prepared	From user specified FROM-TO period converted to YYYY
6-14	Transmitter’s Federal EIN Enter only numeric characters; omit hyphens, prefixes and suffixes	Derived from IDFDV Field Identifier: ‘TRAN EIN’ (seq 1010).
15-18	Taxing Entity Code	Constant ‘UTAX’
19-23	Blank
24-73	Transmitter Name Enter the transmitter name of the organization submitting the file	Derived from IDFDV Field Identifier: ‘TRAN NAME’ (seq 1030)
74-113	Transmitter Street Address Enter the street address of the organization submitting the file	Derived from IDFDV Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
114-138	Transmitter City Enter the city of the organization submitting the file	Derived from IDFDV Field Identifier: ‘TRAN CITY’ (seq 1050)
139-140	Transmitter State Enter the standard two character FIPS postal abbreviation	Derived from IDFDV Field Identifier: ‘TRAN STATE’ (seq 1060)
141-153	Report Type Constant 'ORIGINAL'
154-158	Transmitter ZIP Code Enter a valid ZIP code	Derived from IDFDV Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
159-163	Transmitter ZIP Code extension Use this field as necessary for the four digit extension of ZIP code A hyphen is included in position 159	Derived from IDFDV Field Identifier: ‘TRAN ZIP EXTN’ (seq 1070; include hyphen in position 159)
164-193	Transmitter Contact Title of individual from transmitter organization responsible for the accuracy of the wage report	Derived from IDFDV Field Identifier: ‘TRAN CONTACT’ (seq 1090)
194-203	Transmitter Contact Telephone Number Telephone number at which the transmitter contact can be telephoned	Derived from IDFDV Field Identifier: ‘TRAN CONTACT PHONE’(seq 1100)
204-207	Telephone Extension/Box Enter transmitter telephone extension or message box	Derived from IDFDV Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
208-213 PA	Tape Transmitter Authorization Number
214-248 PA	Not Required
249-275 PA	Transmitter Contact Person	Derived from IDFDV Field Identifier: ‘TRAN CONTACT’ (seq 1090)

Record Name: Code B - Authorization Record (optional record, not read by PA)#

Column	Description	Source
1-1	Record Identifier	Constant ‘B’
2-5	Payment Year Enter the year for which this report is being prepared
6-14	Transmitter’s Federal EIN Enter only numeric characters	Derived from IDFDV Field Identifier: BASIC EIN (seq 2010)
15-22	Computer Enter the manufacturer’s name	Derived from IDFDV Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
23-24	Internal Label ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette	Derived from IDFDV Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
25-25	Blank
26-27	Density ‘16’, ‘62’, ‘38’, or blank for diskette	Derived from IDFDV Field Identifier: ‘BASIC DESITY’ (seq 2110)
28-30	Recording Code (Character Set) “EBC’, or ‘ASC’. Always ‘ASC’ for diskette	Derived from IDFDV Field Identifier: ‘BASIC RECORDING MODE’ (seq 2120, first 3 characters)
31-32	Number of Tracks ‘09’, or ‘18’, or blanks for diskette	Derived from IDFDV Field Identifier:‘BASIC RECORDING MODE’ (seq 2120, fourth and fifth character)
33-34	Blocking Factor Enter the blocking factor of the file, not to exceed 85 Enter blanks for diskette	Derived from IDFDV Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
35-38	Taxing Entity Code	Constant ‘UTAX’
39-96	Blank
97-146 PA	Individual Name Enter Blank
147-190	Organization Name The name of the organization to which the media should be returned	Derived from IDFDV Field Identifier: ‘BASIC NAME’ (seq 2040)
191-225	Street Address The street address of the organization to which the media should be returned	Derived from IDFDV Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
226-245	City The city of the organization to which the media should be returned	Derived from IDFDV Field Identifier: ‘BASIC CITY’ (seq 2060)
246-247	State Enter the standard two character FIPS postal abbreviation	Derived from IDFDV Field Identifier: ‘BASIC STATE’ (seq 2070)
248-252	Blank
253-257	ZIP Code Enter a valid ZIP code	Derived from IDFDV Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)
258-262	ZIP Code extension Enter four digit extension of ZIP code, including the hyphen in position 258	Derived from IDFDV Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080) Client must include the hyphen (‘-‘) when defining the IDFDV Seq 2080
263-275	Blank

Record Name: Code E - Employer Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘E’
2-5	Payment Year Enter the year for which the report is being prepared
6-14	Federal EIN Enter only numeric characters of the Federal EIN
15-23	Blank
24-73	Employer Name Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency	Derived from the Entity
74-113	Employer Street Address	Derived from the Entity Location
114-138	Employer City	Derived from the Entity Location
139-140	Employer State Enter the standard two character FIPS postal abbreviation of the employer’s address	Derived from the Entity Location
141-148	Blank
149-153	ZIP code extension Enter four digit extension of ZIP code, including the hyphen in position 149	Derived from the Entity Location
154-158	ZIP code	Derived from the Entity Location.
159-159	Blank
160-160	Type of Employment ‘A’, “H’, ‘M’, ‘Q’, ‘R’, or ‘X’	Derived from IDFDV Field Identifier: ‘TYPE OF EMPLOYMENT’ (seq 3020)
161-162 PA	Blocking Factor Not Required
163-166 PA	Establishment Number Coverage Group/PRU Not Required
167-170	Taxing Entity Code	Constant ‘UTAX’
171-172	State Identifier Code Enter the state FIPS postal numeric code for the state to which wages are being reported
173-187	State Unemployment Insurance Account Number	Derived from the IDGV State SUI Registration
188-189	Reporting Period ‘03’, ‘06’, ‘09’, or ‘12’
190-190	No Workers/No Wages Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record Enter ‘1’ to indicate otherwise
191-208 PA	Not required
209-210 PA	Plant Number Enter blanks
211-275 PA	Not required

Record Name: Code S – Employee Wage Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘S’
2-10	Social Security Number Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10
11-30	Employee Last Name
31-42	Employee First Name
43-43	Employee Middle Initial Enter employee middle initial Leave blank if no middle initial
44-45	State Code Enter the state FIPS postal numeric code for the state to which wages are being reported
46-49 PA	Reporting Quarter and Year Enter the last month and year for the quarter for which this wage report applies (i.e. 0603 for Apr-June 2003)
50-63 PA	State QTR Total Gross Wages Not required
64-77	State QTR Unemployment Insurance Total Wages Enter quarterly wages subject to unemployment taxes	Derived from IDFDV Field Identifier: 7200
78-91	State QTR Unemployment Insurance Excess Wages Not required
92-105	State QTR Unemployment Insurance Taxable Wages Not required
121-129	State QTR Tip Wages Not required
130-131	Number of Weeks Worked. The number of weeks worked in the reporting period	Derived from IDFDV Field Identifier: 3080 This can either be ‘plugged’ as a constant, be picked up from a pay component that is previously populated by a UserCalc, or if left null the P2K will compute the value
132-134	Number of Hours Worked Not required
135-138	Date First Employed Not required
139-142	Date of Separation Not required
143-146	Taxing Entity Code	Constant ‘UTAX’.
147-161	State Unemployment Insurance Account Number Enter state UI employer account number	SUI Registration Number from IDGV
162-275 PA	Not required

Record Name: Code T - Total Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘T’
2-8	Total Number of Employees The total number of ‘S’ records since the last ‘E’ record
9-12	Taxing Entity Code	Constant ‘UTAX’
13-26 PA	Not required
27-40	State QTR Unemployment Insurance Total Wages for employer QTR wages subject to state unemployment taxes Total of this field on all ‘S’ records since the last ‘E’ record
41-54 PA	Not required
55-68	QTR Taxable Wages
69-148 PA	Not required
149-159	QTR ER contributions due
160-163 PA	Not required
164-174	QTR EE withholding amount due
175-275 PA	Not required

Record Name: Code F - Final Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘F’
2-11	Total Number of Employees in File Enter the total number of ‘S’ records in the entire file
12-21	Total Number of Employers in File Enter the total number of ‘E’ records in the entire file
22-25	Taxing Entity Code Constant ‘UTAX’
26-275 PA	Not required

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Notes#

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