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Pennsylvania Annual and Quarterly Reporting#

What's New for W2 Wage Reporting for Tax Year 2011#

The following changes have been noted for reporting W2 wages to the Federal Government using the standard EFW2 format:

• (W2 Form) The 'Advance Earned Income Credit Payment' field is eliminated for tax year beginning after December 31, 2010. Box 9, Advance EIC payments, has been deleted from the 2011 Form W2.
• (W2 Form) Code DD is added to Box 12 of the 2011 form W2 to report the cost of employer-sponsored health coverage. However, this reporting will not be mandatory for 2011.
• (W2 Form) Code EE, a new field, 'Designated Roth Contributions Under a Governmental Section 457(b) Plan' has been added to the list of codes in Box 12 of Form W2.
• (W2 File) A new field, 'Kind of Employer' has been added to the RE Employer Record (position 174). This is a required field.
• (W2 File) A new field, 'Cost of Employer-Sponsored Health Coverage' has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
• (W2 File) A new field, 'Designated Roth Contributions Under a Governmental Section 457(b) Plan' has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159)

Set Up#

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

IDGV - State Registration#

• The IDGV Definitiontab 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 Definitiontab 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 Definitiontab 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-W2-2012')
Parameters, Period Type:	Year
Parameters, Period End Date:	Year End Date (i.e. 31-Dec-2011)
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

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

Philadelphia City Magnetic Media Reporting - EFW2 Format#

Record name: Code RA - Transmitter Record (same as federal code RA)

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$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
• The 'Quarterly Form Code' must be entered in order to produce the UI wage file in ICESA format.
• Use the supplied form code 'HL$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-2011
• 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#

Record name

Code A - Transmitter Record

ICESA for the State of Montana#

• The format details are found at the Pennsylvania Labor and Industry website.

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Notes#

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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