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Pennsylvania Annual and Quarterly Reporting#

Set Up#

This document contains abbreviated set up requirements for the state of Pennsylvania only, please refer to the general document (Tax Reporting - US General) for other setup procedures 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; once to generate the file for the State of Pennsylvania and again to generate the 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 the 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'- Enter '02' to generate the UI wage magnetic media file for the State of Pennsylvania.

IDGV - Local Registration#

To report the 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	Enter '03' to generate City tax information in the Local File format
W2 TAX TYPE CODE	Enter 'C' for City Tax
W2 TAXING ENTITY	Enter 'PHILA' to generate the Philadelphia City File

IDFDV - City Tax Set Up#

If there is applicable City tax, the 'Field Variable' column on IDFDV must be set up appropriately. The following Identifiers must be set up:

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

Note that all other columns are pre-defined in IDFD and may not be altered on the IDFDV form.

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, RF (other record codes are not required but can be included).
  NEW FOR 2018: RT Record is not required.
• The State of Pennsylvania requires the PA state account number to be filed on the 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 'W2 STATE MEDIA FILING' IDGV Variable must be set to "2". 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 with the following report parameters and filters selected to generate the Pennsylvania State file information:

Report Parameters

Annual Form Code	Use standard form code, such as 'HL$US-W2-YYYY'
Period Type	Year
Period End Date	Year End Date, such as 31-Dec-YYYY
Media Format	State File Format
Directory Name	Must be defined or an output file will not be generated
Media File Name	Must be defined or an output file will not be generated

Report Filters

Select State

Pennsylvania, USA

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)	Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000). Numeric only.
12-19	User Identification (User ID)	Required. Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
20-23	Software Vendor Code	Enter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP). If "99 (Off-the-Shelf Software) is entered in the Software Code field (positions 36-37) enter the Software Vendor Code. Otherwise, fill with blanks.
24-28	Blank	Fill with blanks. Reserved for SSA use.
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 a 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.
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	Required. Enter the name of the organization's submitter to receive error notification if this file cannot be processed. Left Justify and fill with blanks. Derived from the ‘SUB-SUBM-NAME’ IDFDV Field Identifier (seq 1150).
274-295	Submitter Location Address	Enter the submitter's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘SUB-SUBM-LOCN’ IDFDV Field Identifier (seq 1160).
296-317	Submitter Delivery Address	Required. Enter the submitter's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘SUB-SUBM-DELIV’ IDFDV Field Identifier (seq 1170).
318-339	Submitter City	Required. Enter the submitter's city. Left justify and fill with blanks. Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180).
340-341	Submitter State Abbreviation	Required. Enter the submitter's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-STATE’ IDFDV Field Identifier (seq 1190).
342-346	Submitter ZIP Code	Required. Enter the submitter's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200).
347-350	Submitter ZIP Code extension	Enter the submitter's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘SUB-SUBM-ZIP-EXT’ IDFDV Field Identifier (seq 1210).
351-355	Blank	Fill with blanks. Reserved for SSA use

IMPORTANT NOTE: If using a foreign address, the foreign State/Province (postions 356-378), foreign Postal Code (positions 379-393) and the Contry Code (positions 394-395) are required to be completed.

356-378	Foreign State/Province	If applicable, enter the submitter's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks.
379-393	Foreign Postal Code	If applicable, enter the submitter's foreign Postal Code. Left justify and fill with blanks. Otherwise, fill with blanks.
394-395	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.
396-422	Contact Name	Required. Enter the name of the person to be contacted by SSA concerning processing problems. Left justify and fill with blanks. Derived from the ‘SUB-CONT-NAME’ IDFDV Field Identifier (seq 1250).
423-437	Contact Phone Number	Required. Enter the contact's phone number with numeric valies only (including area code). Do not use any special characters. Left justify and fill with blanks. NOTE: It is imperative that the contact's telephone number be entered in the appropriate positions. Failure to include correct and complete submitter contact information may, in some cases, delay the timely processing of your file. Derived from the ‘SUB-CONT-TEL’ IDFDV Field Identifier (seq 1260).
438-442	Contact Phone Extension	Enter the contact's telephone extension. Left justify and fill with blanks. Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270).
443-445	Blank	Fill with blanks. Reserved for SSA use.
446-485	Contact E-mail/Internet	Enter the contact's e-mail/internet address. Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280).
486-488	Blank	Fill with blanks. Reserved for SSA use.
489-498	Contact Fax	If applicable, enter the contact's fax number (including area code). Otherwise, fill with blanks. Derived from the ‘SUB-CONT-FAX’ IDFDV Field Identifier (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	Required. Enter the tax year for this report (YYYY). Derived from the user defined FROM-TO period, converted to YYYY.
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	Required. 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 (Employer) 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.

IMPORTANT NOTE: The Employer's Name field (positions 40-96) and the Employer's Address fields (positions 97-173) should normally match the employer name and address under which tax payments were submitted to the IRS under Form 941, 943, 944, 945, CT-1 or Schedule H.

40-96	Employer Name	Required. Enter the name associated with the EIN entered in positions 8 - 16. Left justify and fill with blanks. Derived from the ‘W2-ER-NAME’ IDFDV Field Identifier (seq 2010).
97-118	Employer Location Address	Enter the employer's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘W2-ER-LOCN-ADDR’ IDFDV Field Identifier (seq 2020).
119-140	Employer Delivery Address	Enter the employer's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘W2-ER-DELIV-ADDR’ IDFDV Field Identifier (seq 2030).
141-162	Employer City	Enter the employer's city. Left justify and fill with blanks. Derived from the ‘W2-ER-CITY’ IDFDV Field Identifier (seq 2040).
163-164	Employer State Abbreviation	Enter the employer's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘W2-ER-STATE’ IDFDV Field Identifier (seq 2050).
165-169	Employer ZIP Code	Enter the employer's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘W2-ER-ZIP’ IDFDV Field Identifier (seq 2060).
170-173	Employer ZIP Code Extension	Enter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘W2-ER-ZIP-EXT’ IDFDV Field Identifier (seq 2070).
174	Kind of Employer	Required. 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	Blank	Fill with blanks. Reserved for SSA use.
179-201	Foreign State/Province	If applicable, enter the employer's foreign State/Province. Left justify 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	Required. 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	Required. 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 contact. 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	Blank	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	Enter the appropriate FIPS postal numeric code. Derived from the State being reported. Pennsylvania numeric code is "42"
5-9	Taxing Entity Code	Defined by State/local agency.
10-18	Social Security Number	Enter the employee's SSN. If no SSN is available, enter zeroes. Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier.
19-33	Employee First Name	Enter the employee's first name, as shown on the SSN card. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier.
34-48	Employee Middle Name or Initial	If applicable, enter the employee's middle name or initial, as shown on the SSN card. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-MIDDLE’ IDFDV Field Identifier.
49-68	Employee Last Name	Enter the employee's last name, as shown on the SSN card. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier.
69-72	Employee Suffix	If applicable, enter the employee's alphabetic suffix. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-SUFFIX’ IDFDV Field Identifier.
73-94	Employee Location Address	Enter the employee's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘W2-EE-LOCN-ADDR’ IDFDV Field Identifier.
95-116	Employee Delivery Address	Enter the employee's delivery address. Left justify and fill with blanks. Derived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier.
117-138	Employee City	Enter the employee's city. Left justify and fill with blanks. Derived from the 'W2-EE-CITY’ IDFDV Field Identifier.
139-140	Employee State Abbreviation	Enter the employee's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘W2-EE-STATE’ IDFDV Field Identifier.
141-145	Employee ZIP Code	Enter the employee's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ IDFDV Field Identifier.
146-149	Employee ZIP Code Extension	Enter the employee's four-digit extension of the ZIP code. If not applicable, fill with blanks. 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 employee's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks.
178-192	Foreign Postal Code	If applicable, enter the employee'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 that this report applies to. 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 Total 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	Enter the employer's State 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 Tax * 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 defined by user.
413-487	Supplemental Data 2	To be defined by user.
488-512	Blank	Fill with blanks. Reserved for SSA use.

Record Name: Code RT - Total Record#

New for 2018. This record is no longer required.

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:
https://www.revenue.pa.gov/GeneralTaxInformation/Tax%20Types%20and%20Information/EmployerWithholding/Documents/2018_w-2_and_1099_reporting_inst_and_specs.pdf

Philadelphia City File Procedures#

• The Philadelphia City Tax Magnetic Media reporting is reported using the EFW2 format
• Record Codes required are: Code RA, RE, RF, RV

Philadelphia City Wage Reporting#

RPYEU must be run with the following report parameters and filters selected to generate the Pennsylvania City file information:

Report Parameters

Media Format

State File Format

Report Filters

Select State	Pennsylvania, USA
Select City	Philadelphia, PA, USA

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 supports the lexicon X_W2_MEDIA_FORMAT for a value of:
*21 - PA PHILA format

• When RPYEU is run, select the following report parameters and filters:
  
  

Report Parameters

Media Format

PA PHILA File Format

Report Filters

Select City

ALL

To generate the PHILA file, users must select one City or ALL Cities on the City field.

1. IDGV: US Local Regist 1 must be set up with Registration # to be reported on the Code RS record
2. 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)	Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000). Numeric only.
12-19	User Identification (User ID)	Required. Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
20-23	Software Vendor Code	Enter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP). If "99" is entered (Off-the-Shelf Software) in the Software Code field (positions 36-37) enter the Software Vendor Code. Otherwise fill with blanks.
24-28	Blank	Fill with blanks. Reserved for SSA use.
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 a 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.
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	Required. Enter the name of the organization's submitter to receive error notification if this file cannot be processed. Left Justify and fill with blanks. Derived from the ‘SUB-SUBM-NAME’ IDFDV Field Identifier (seq 1150).
274-295	Submitter Location Address	Enter the submitter's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘SUB-SUBM-LOCN’ IDFDV Field Identifier (seq 1160).
296-317	Submitter Delivery Address	Required. Enter the submitter's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘SUB-SUBM-DELIV’ IDFDV Field Identifier (seq 1170).
318-339	Submitter City	Required. Enter the submitter's City. Left justify and fill with blanks. Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180).
340-341	Submitter State Abbreviation	Required. Enter the submitter's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-STATE’ IDFDV Field Identifier (seq 1190).
342-346	Submitter ZIP Code	Required. Enter the submitter's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200).
347-350	Submitter ZIP Code extension	Enter the submitter's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘SUB-SUBM-ZIP-EXT’ IDFDV Field Identifier (seq 1210).
351-355	Blank	Fill with blanks. Reserved for SSA use

IMPORTANT NOTE: If using a foreign address, the foreign State/Province (postions 356-378), foreign Postal Code (positions 379-393) and the Contry Code (positions 394-395) are required to be completed.

356-378	Foreign State/Province	If applicable, enter the submitter's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks.
379-393	Foreign Postal Code	If applicable, enter the submitter's foreign Postal Code. Left justify and fill with blanks. Otherwise, fill with blanks.
394-395	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.
396-422	Contact Name	Required. Enter the name of the person to be contacted by SSA concerning processing problems. Left justify and fill with blanks. Derived from the ‘SUB-CONT-NAME’ IDFDV Field Identifier (seq 1250).
423-437	Contact Phone Number	Required. Enter the contact's phone number with numeric valies only (including area code). Do not use any special characters. Left justify and fill with blanks. NOTE: It is imperative that the contact's telephone number be entered in the appropriate positions. Failure to include correct and complete submiiter contact information may, in some cases, delay the timely processing of your file. Derived from the ‘SUB-CONT-TEL’ IDFDV Field Identifier (seq 1260).
438-442	Contact Phone Extension	Enter the contact's telephone extension. Left justify and fill with blanks. Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270).
443-445	Blank	Fill with blanks. Reserved for SSA use.
446-485	Contact E-mail/Internet	Enter the contact's e-mail/internet address. Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280).
486-488	Blank	Fill with blanks. Reserved for SSA use.
489-498	Contact Fax	If applicable, enter the contact's fax number (including area code). Otherwise, fill with blanks. Derived from the ‘SUB-CONT-FAX’ IDFDV Field Identifier (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 (Same as Federal Code RE)#

Column	Description	Source
1-2	Record Identifier	Constant "RE"
3-6	Tax year	Required. Enter the tax year for this report (YYYY). Derived from the user defined FROM-TO period, converted to YYYY.
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	Required. 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 (Employer) 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.

IMPORTANT NOTE:The Employer's Name field (positions 40-96) and the Employer's Address fields (positions 97-173) should normally match the employer name and address under which tax payments were submitted to the IRS under Form 941, 943, 944, 945, CT-1 or Schedule H.

40-96	Employer Name	Required. Enter the name associated with the EIN entered in positions 8 - 16. Left justify and fill with blanks. Derived from the ‘W2-ER-NAME’ IDFDV Field Identifier (seq 2010).
97-118	Employer Location Address	Enter the employer's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘W2-ER-LOCN-ADDR’ IDFDV Field Identifier (seq 2020).
119-140	Employer Delivery Address	Enter the employer's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘W2-ER-DELIV-ADDR’ IDFDV Field Identifier (seq 2030).
141-162	Employer City	Enter the employer's City. Left justify and fill with blanks. Derived from the ‘W2-ER-CITY’ IDFDV Field Identifier (seq 2040).
163-164	Employer State Abbreviation	Enter the employer's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘W2-ER-STATE’ IDFDV Field Identifier (seq 2050).
165-169	Employer ZIP Code	Enter the employer's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘W2-ER-ZIP’ IDFDV Field Identifier (seq 2060).
170-173	Employer ZIP Code Extension	Enter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘W2-ER-ZIP-EXT’ IDFDV Field Identifier (seq 2070).
174	Kind of Employer	Required. 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	Blank	Fill with blanks. Reserved for SSA use.
179-201	Foreign State/Province	If applicable, enter the employer's foreign State/Province. Left justify 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	Required. 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	Required. 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 contact. 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	Blank	Fill with blanks. Reserved for SSA use.

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	Required. Enter the employee's SSN. If an invalid SSN is encountered, this field is filled with zeros. Derived from the ‘W2-EE-SSN’ (seq 2500) IDFDV Field Identifier.
12-26	Employee First Name	Required. Enter the employee's first name. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ (seq 2510) IDFDV Field Identifier.
27-41	Employee Middle Name or Initial	If applicable, enter the employee's middle name or initial. Left Justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-MIDDLE’ (seq 2520) IDFDV Field Identifier.
42-61	Employee Last Name	Required. Enter the employee's last name. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ (seq 2530) IDFDV Field Identifier.
62-65	Employee Suffix	If applicable, enter the employee's alphabetic suffix. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-SUFFIX’ (seq 2540) IDFDV Field Identifier.
66-87	Employee Location Address	Enter the employee's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘W2-EE-LOCN-ADDR’ (seq 2600) IDFDV Field Identifier.
88-109	Employee Delivery Address	Enter the employee's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘W2-EE-DELIV-ADDR’ (seq 2610) IDFDV Field Identifier.
110-131	Employee City	Enter the employee's City. Left justify and fill with blanks. Derived from the ‘W2-EE-CITY’ (seq 2620) IDFDV Field Identifier.
132-133	Employee State Abbreviation	Enter the employee's State or commonwealth/territory. For a foreign address, fill with blanks. Derived from the ‘W2-EE-STATE’ (seq 2630) IDFDV Field Identifier.
134-138	Employee ZIP Code	Enter the employee's ZIP code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ (seq 2640) IDFDV Field Identifier.
139-142	Employee ZIP Code Extension	Enter the employee's four-digit ZIP code extension. If not applicable, fill with blanks. Derived from the ‘W2-EE-ZIP-EXT’ (seq 2650) IDFDV Field Identifier.
143-147	Blank	Fill with blanks. Reserved for SSA use.
148-170	Employee Foreign State/Province	If applicable, enter the employee's foreign State/Province. Left justify and fill with blanks. Derived from the ‘W2-EE-F-STATE’ (seq 2660) IDFDV Field Identifier.
171-185	Employee Foreign Postal Code	If applicable, enter the employee's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-F-POSTAL’ (seq 2670) IDFDV Field Identifier.
186-187	Employee 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. Derived from the ‘W2-EE-COUNTRY’ (seq 2680) IDFDV Field Identifier.
188-198	Wages, Tips and Other Compensation	No negative amounts. Right justify and zero fill. Derived from the ‘W2-FIT-WAGE’ (seq 3000) IDFDV Field Identifier. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
199-209	Federal Income Tax Withheld	No negative amounts. Right justify and zero fill. Derived from the ‘W2-FIT-TAX’ (seq 3010) IDFDV Field Identifier.
210-220	Social Security Wages	No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-WAGE’ (seq 3020) IDFDV Field Identifier.
221-231	Social Security Tax Withheld	No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-TAX’ (seq 3030) IDFDV Field Identifier.
232-242	Medicare Wages and Tips	No negative amounts. Right justify and zero fill. Derived from the ‘W2-MEDI-WAGE’ (seq 3040) IDFDV Field Identifier.
243-253	Medicare Tax Withheld	No negative amounts. Right justify and zero fill. Derived from the ‘W2-MEDI-TAX’ (seq 3050) IDFDV Field Identifier.
254-264	Social Security Tips	No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-TIP’ (seq 3060) IDFDV Field Identifier.
265-275	Blank	Reserved for SSA use.
276-286	Dependent Care Benefits	No negative amounts. Right justify and zero fill. Derived from the ‘W2-DEP-CARE’ (seq 3090) IDFDV Field Identifier.
287-297	Deferred Compensation Contributions to Section 401(k) (Code D)	No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-D’ (seq 4030) IDFDV Field Identifier. Does not apply to Puerto Rico.
298-308	Deferred Compensation Contributions to Section 403(b) (Code E)	No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-E’ (seq 4040) IDFDV Field Identifier. Does not apply to Puerto Rico.
309-319	Deferred Compensation Contributions to Section 408(k)(6) (Code F)	No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-F’ (seq 4050) IDFDV Field Identifier. Does not apply to Puerto Rico.
320-330	Deferred Compensation Contributions to Section 457(b) (Code G)	No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-G’ (seq 4060) IDFDV Field Identifier. Does not apply to Puerto Rico.
331-341	Deferred Compensation Contributions to Section 501(c)(18)(D) (Code H)	No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-H’ (seq 4070) IDFDV Field Identifier. Does not apply to Puerto Rico employees.
342-352	Blank	Reserved for SSA use.
353-363	Non-qualified Plan Section 457 Distributions or Contributions	No negative amounts. Right justify and zero fill. Derived from the ‘W2-NQUAL-457’ (seq 3102) IDFDV Field Identifier. Does not apply to Puerto Rico.
364-374	Employer Contributions to a Health Savings Account (Code W)	No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-W’ (seq 4190) IDFDV Field Identifier. Does not apply to Puerto Rico or Noerthern Mariana Islands employees.
375-385	Non-qualified Plan Not section 457 Distributions or Contributions	No negative amounts. Right justify and zero fill. Derived from the ‘W2-NQUAL-N457’ (seq 3104) IDFDV Field Identifier.
386-396	Nontaxable Combat Pay (Code Q)	No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees.
397-407	Blank	Fill with blanks. Reserved for SSA use.
408-418	Employer Cost of Premiums for Group Term Life Insurance Over $50,000 (Code C)	No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-C’ (seq 4020) IDFDV Field Identifier. Does not apply to Puerto Rico.
419-429	Income from the Exercise of Non-Statutory Stock Options (Code V)	No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-V’ (seq 4180) IDFDV Field Identifier. Does not apply to Puerto Rico.
430-440	Deferrals Under a Section 409A Non-Qualified Deferred Compensation Plan (Code Y)	No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees.
441-451	Designated Roth Contributions to a Section 401 (k) Plan (Code AA)	No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico employees.
452-462	Designated Roth Contributions to a Section 403 (b) Salary Reduction Agreement (Code BB)	No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico employees.
463-473	Cost of Employer-Sponsored Health Coverage (Code DD)	No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees.
474-484	Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF)	No negative amounts. Right justify and zero fill.
485	Blank	Fill with blanks. Reserved for SSA use.
486	Statutory Employee Indicator	Enter "1" for statutory employee. Otherwise, enter "0" (zero). Derived from the ‘W2-STAT-EE’ (seq 6000) IDFDV Field Identifier.
487	Blank	Fill with blanks. Reserved for SSA use.
488	Retirement Plan Indicator	Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero). Derived from the ‘W2-RETIRE-PLAN’ (seq 6020) IDFDV Field Identifier.
489	Third-Party Sick Pay Indicator	Enter "1" for a retirement plan. Otherwise, enter "0" (zero). Derived from the ‘W2-3PARTY-SICK’ (seq 6060) IDFDV Field Identifier.
490-512	Blank	Fill with blanks. Reserved for SSA use.

Record Name: Code RS – Philadelphia City Record#

Column	Description	Source
1-2	Record Identifier	Constant "RS"
3-4	State Code	Enter the appropriate FIPS postal numeric code. Pennsylvania numeric code is "42". Derived from the State being reported.
5-9	Taxing Entity Code	Defined by State/local agency.
10-18	Social Security Number	Enter the employee's SSN. If no SSN is available, enter zeros. Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier.
19-33	Employee First Name	Enter the employee's first name, as shown on the SSN card. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier.
34-48	Employee Middle Name or Initial	If applicable, enter the employee's middle name or initial, as shown on the SSN card. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-MIDDLE’ IDFDV Field Identifier.
49-68	Employee Last Name	Enter the employee's last name, as shown on the SSN card. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier.
69-72	Employee Suffix	If applicable, enter the employee's alphabetic suffix. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-SUFFIX’ IDFDV Field Identifier.
73-94	Employee Location Address	Enter the employee's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘W2-EE-LOCN-ADDR’ IDFDV Field Identifier.
95-116	Employee Delivery Address	Enter the employee's delivery address. Left justify and fill with blanks. Derived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier.
117-138	Employee City	Enter the employee's city. Left justify and fill with blanks. Derived from the 'W2-EE-CITY’ IDFDV Field Identifier.
139-140	Employee State Abbreviation	Enter the employee's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘W2-EE-STATE’ IDFDV Field Identifier.
141-145	Employee ZIP Code	Enter the employee's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ IDFDV Field Identifier.
146-149	Employee ZIP Code Extension	Enter the employee's four-digit extension of the ZIP code. If not applicable, fill with blanks. 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 employee's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks.
178-192	Foreign Postal Code	If applicable, enter the employee'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.

Locations 195 to 267

Apply to Quarterly Unemployment Reporting
If the user has defined ‘Period Type’ as ‘Quarter’, then Locations 195 to 267 will be filled.
Please read the document Tax Reporting - US General for details on quarterly reporting.

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 that 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 Total 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	Enter the State's Employer Account Number. Applies to unemployment reporting.
268-273	Blank	Fill with blanks. Reserved for SSA use.

Locations 274 to 337

Apply to Income Tax Reporting
If the user has defined ‘Period Type’ as ‘Quarter’ or ‘Year’, then Locations 274 to 337 will be filled.

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. Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers. Applies to income tax reporting.
287-297	PA State Income Tax Withheld	Right justify and zero fill. Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ IDFDV Field Identifiers. Applies to income tax reporting.
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 defined by user.
413-487	Supplemental Data 2	To be defined by user.
488-512	Blank	Fill with blanks. Reserved for SSA use.

State Quarterly UI Wage Reporting - ICESA Format#

RPYEU must be run with the following report parameters and filters selected to generate the Pennsylvania City file information:

Report Parameters

Annual Form Code	Use the annually provided form code, such as HL$US-W2-YYYY. The Variables need to be entered on this form code for specific use in the installation.
Quarterly Form Code	Must be defined in order to produce the UI file in the ICESA format.
Period Type	Select Quarter
Period End Date	Enter the quarter end date, such as 30-Jun-YYYY
Media Format	State SUI File Format
Directory Name	Must be defined or an output file will not be generated.
Media File Name	Must be defined or an output file will not be generated.

Report Filters

Select State

Pennsylvania, USA

Quarterly UI Wage Magnetic Media Reporting - ICESA Format#

NOTE: 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 the year this report is being prepared for. Derived from the user defined FROM-TO period, converted to YYYY
6-14	Transmitter’s Federal Identification Number	Enter the tranmitter's FEIN. Only numeric characters. Omit hyphens, prefixes and suffixes. Derived from the ‘TRAN EIN’ (seq 1010) IDFDV Field Identifier.
15-18	Taxing Entity Code	Constant ‘UTAX’
19-23	Blank	Fill with blanks.
24-73	Transmitter Name	Enter the name of the organization submitting the file. Derived from the ‘TRAN NAME’ (seq 1030) IDFDV Field Identifier.
74-113	Transmitter Street Address	Enter the street address of the organization submitting the file. Derived from the ‘TRAN ADDRESS’ (seq 1040) IDFDV Field Identifier.
114-138	Transmitter City	Enter the City of the organization submitting the file. Derived from the ‘TRAN CITY’ (seq 1050) IDFDV Field Identifier.
139-140	Transmitter State	Enter the standard two-character FIPS postal abbreviation of the organization submitting the file. Derived from the ‘TRAN STATE’ (seq 1060) IDFDV Field Identifier.
141-153	Report Type	Enter 'ORIGINAL' or 'AMENDED'
154-158	Transmitter ZIP Code	Enter blanks
159-163	Transmitter ZIP Code Extension	Enter blanks
164-193	Transmitter Contact Title	Enter the title of the individual from the transmitter's organization that is responsible for the accuracy and completness of the file. Derived from the ‘TRAN CONTACT’ (seq 1090) IDFDV Field Identifier.
194-203	Transmitter Contact Telephone Number	Enter the telephone number where the transmitter contact can be contacted. Derived from the ‘TRAN CONTACT PHONE’(seq 1100) IDFDV Field Identifier.
204-207	Telephone Extension	Enter the telephone extension for the transmitter's contact telephone number. Derived from the ‘TRAN CONTACT EXTN’ (seq 1110) IDFDV Field Identifier.
208-213 PA	Transmitter Authorization Number	Enter blanks.
214-248 PA	Not Required
249-275 PA	Transmitter Contact Person	Enter the name of the individual from the transmitter's organization that is responsible for the accuracy and completness of the file. 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 this report is being prepared for
6-14	Transmitter’s Federal EIN	Enter only numeric characters. Derived from the BASIC EIN (seq 2010) IDFDV Field Identifier.
15-22	Computer	Enter the manufacturer’s name. Derived from the ‘BASIC COMPUTER’ (seq 2020) IDFDV Field Identifier.
23-24	Internal Label	Enter ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette. Derived from the ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters) IDFDV Field Identifier.
25-25	Blank	Enter blanks
26-27	Density	Enter ‘16’, ‘62’, ‘38’, or blank for diskette. Derived from the ‘BASIC DENSITY’ (seq 2110) IDFDV Field Identifier.
28-30	Recording Code (Character Set)	Enter “EBC’, or ‘ASC’. Always ‘ASC’ for diskette. Derived from the ‘BASIC RECORDING MODE’ (seq 2120, first 3 characters) IDFDV Field Identifier.
31-32	Number of Tracks	Enter ‘09’, or ‘18’, or blanks for diskette. Derived from the ‘BASIC RECORDING MODE’ (seq 2120, fourth and fifth character) IDFDV Field Identifier.
33-34	Blocking Factor	Enter the blocking factor of the file. Not to exceed 85. Enter blanks for diskette. Derived from the ‘BLOCKING FACTOR’ (seq 3050) IDFDV Field Identifier.
35-38	Taxing Entity Code	Constant ‘UTAX’
39-96	Blank	Enter blanks
97-146 PA	Individual Name	Enter Blanks
147-190	Organization Name	Enter the name of the organization who the media should be returned to. Derived from the ‘BASIC NAME’ (seq 2040) IDFDV Field Identifier.
191-225	Street Address	Enter the street address of the organization who the media should be returned to. Derived from the ‘BASIC ADDRESS’ (seq 2050) IDFDV Field Identifier.
226-245	City	Enter the City of the organization who the media should be returned to. Derived from the ‘BASIC CITY’ (seq 2060) IDFDV Field Identifier.
246-247	State	Enter the standard two-character FIPS postal abbreviation. Derived from the ‘BASIC STATE’ (seq 2070) IDFDV Field Identifier.
248-252	Blank	Enter blanks
253-257	ZIP Code	Enter a valid ZIP code. Derived from the ‘BASIC ZIP CODE’ (seq 2090) IDFDV Field Identifier.
258-262	ZIP Code extension	Enter the four-digit extension of ZIP code, including the hyphen, in position 258. Derived from the ‘BASIC ZIP EXTN’ (seq 2080) IDFDV Field Identifier. Clients must include the hyphen (‘-‘) when defining the IDFDV Seq 2080
263-275	Blank	Enter blanks

Record Name: Code E - Employer Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘E’
2-5	Reporting Year	Enter the year the report is being prepared for
6-14	Federal Identification Number (FEIN)	Enter the tranmitter's FEIN. Only numeric characters. Omit hyphens, prefixes and suffixes.
15-23	Blank	Enter blanks
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	Enter the street address of the employer's mailing address. Derived from the Entity Location.
114-138	Employer City	Enter the City of the employer's mailing address. Derived from the Entity Location
139-140	Employer State	Enter the appropriate FIPS postal numeric code. Pennsylvania numeric code is "42". Derived from the Entity Location
141-166	Blank	Enter blanks
167-170	Taxing Entity Code	Constant ‘UTAX’
171-172	State Code	Enter the appropriate FIPS postal numeric code. Pennsylvania numeric code is "42".
173-181	State Unemployment Compensation Account Number	Enter the UC employer account number, without spaces or hyphens, no R or M indicators and no check digits. Do not drop the leading zero, if applicable. Left justify and right fill with spaces. Derived from the IDGV State SUI Registration.
182-187	Blank	Enter blanks
188-189	Reporting Period	Enter the last month of the calendar quarter the report applies to. Such as: 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’ employee records. Enter ‘1’ to indicate that the E record will be followed by ‘S’ employee records.
191-275 PA	Not required	Enter blanks

Record Name: Code S – Employee Wage Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘S’
2-10	Social Security Number	Enter the employee’s full nine-digit SSN. Do not drop the leading zeros. If not known, enter blanks.
11-30	Employee Last Name	Enter the employee's last name.
31-42	Employee First Name	Enter the employee's first name.
43-43	Employee Middle Initial	Enter the employee's middle initial. Leave blank if no middle initial
44-45	State Code	Enter the appropriate FIPS postal numeric code. Pennsylvania numeric code is "42".
46-49 PA	Reporting Quarter and Year	Enter the last month and year for the calendar quarter that this wage report applies to (in MMYY format).
50-63 PA	State QTR Total Gross Wages	Enter zeros
64-77	State QTR Unemployment Compensation Total Wages	Enter the quarterly gross wages paid. Include all tip income. Derived from the 7200 IDFDV Field Identifier.
78-91	State QTR Unemployment Compensation Excess Wages	Enter zeros
92-105	State QTR Unemployment Compensation Taxable Wages	Enter quarterly taxable wages.
106-120	Quarterly State disability Insurance Taxable Wages	Enter zeros
121-129	State QTR Tip Wages	Enter zeros
130-131	Number of Weeks Worked	Enter the number of weeks in the reporting period in which $116 or more was earned, regardless of when paid. Valid values are 0 through 14 only. Derived from the 3080 IDFDV Field Identifier. This can either be defined as a constant, or be picked up from a pay component that is previously populated by a UserCalc. If left null, the the system will compute the value.
132-134	Number of Hours Worked	Enter blanks
135-138	Date First Employed	Enter blanks
139-142	Date of Separation	Enter blanks
143-146	Taxing Entity Code	Constant ‘UTAX’.
147-155	State Unemployment Compensation Account Number	Enter the UC employer account number, without spaces or hyphens, no R or M indicators and no check digits. Do not drop the leading zero, if applicable. Left justify and right fill with spaces. Derived from the SUI Registration Number defined on IDGV.
156-161	Blank	Enter blanks
162-275 PA	Not required

Record Name: Code T - Total Record #

Column	Description	Source
1	Record Identifier	Constant ‘T’
2-8	Total Number of Employees	Enter the total number of ‘S’ records reported since the last ‘E’ record
9-12	Taxing Entity Code	Constant ‘UTAX’
13-26 PA	Not required	Enter zeros
27-40	State QTR Unemployment Compensation Total Wages for Employer	Enter the quarterly gross wages subject to State unemployment tax. Include all tip income. The total of this field on all ‘S’ records since the last ‘E’ record for original file.
41-54 PA	Not required	Enter zeros
55-68	State QTR Unemployment Compensation Taxable Wages for Employer	Enter quarterly taxable wages subject to Unemployment taxes.
69-81	Not required	Enter zeros
82-87	Not required	Enter blanks
88-144	Not required	Enter zeros
145-148	Not required	Enter blanks
149-159	Employer Contribution Amount	Enter employer contributions due
160-163 PA	Not required	Enter blanks
164-174	QTR Employee Withholding Amount	Enter employee withholding due
175-226 PA	Not required	Enter zeros
227-233	Month 1 Employment for Employer	Original Report Type - Enter blanks. Amended Report Type - Enter number of covered employees who worked or received pay for the pat period inclusing the 12th day of the 1st month of the reporting period.
234-240	Month 2 Employment for Employer	Original Report Type - Enter blanks. Amended Report Type - Enter number of covered employees who worked or received pay for the pat period inclusing the 12th day of the 2nd month of the reporting period.
241-247	Month 3 Employment for Employer	Original Report Type - Enter blanks. Amended Report Type - Enter number of covered employees who worked or received pay for the pat period inclusing the 12th day of the 3rd month of the reporting period.
248-275	Not required	Enter blanks

Record Name: Code F - Final Record #

Column	Description	Source
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’
26-115 PA	Not required	Enter zeros
116-275	Not required	Enter blanks

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Notes#

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