Table of Contents
- Pennsylvania Annual and Quarterly Reporting
- What's New for W2 Wage Reporting for Tax Year 2011
- Set Up
- IDGV - State Registration
- IDGV - State SUI Registration
- IDGV - Local Registration
- IDFDV - City Tax Set Up
- State File Procedures
- Annual W2 Wage Reporting - EFW2 File Format
- State Media Magnetic Media Reporting - EFW2 File Format
- Record Name: Code RA - Transmitter Record
- Record Name: Code RE - Employer Record
- Record Name: Code RS - State Record
- Record Name: Code RT - Total Record
- Record Name: Code RF - Final Record
- Philadelphia City
- Philadelphia City Website
- Philadelphia City File Procedures
- Philadelphia City Wage Reporting
- Philadelphia City Magnetic Media Reporting - EFW2 Format
- Record Name: Code RA - Transmitter Record (same as federal code RA)
- Record Name: Code RE - Employer Record (same as federal code RE)
- Record Name: Code RW - Employee Wage Record (same as federal code RW)
- Record Name: Code RS – Philadelphia City Record
- State Quarterly UI Wage Reporting - ICESA Format
- Quarterly UI Wage Magnetic Media Reporting - ICESA Format
- Record Name: Code A - Transmitter Record
- Record Name: Code B - Authorization Record
- Record Name: Code E - Employer Record
- Record Name: Code S – Employee Wage Record
- Record Name: Code T - Total Record
- Record Name: Code F - Final Record
- Notes
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.
- for State Registration of Pennsylvania, the IDGV Variable:
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#
| 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) |
| 12-216 PA | Variety Not Required by the state of Pennsylvania | |
| 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) |
| 499-512 PA | Variety Not Required by the state of Pennsylvania |
Record Name: Code RE - Employer Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RE" |
| 3-6 | Tax year CCYY | From user specified FROM-TO period converted to CCYY |
| 7 PA | Agent Indicator Code Not Required by the state of Pennsylvania | |
| 8-16 | Employer/Agent EIN | System derived from the applicable Federal reporting EIN, from IDGV or IDGR |
| 17-39 PA | Variety Not Required by the state of Pennsylvania | |
| 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) |
| 174-220 PA | Variety Not Required by the state of Pennsylvania | |
| 221-504 PA | Blank | |
| 505-512 PA | PA 8 Digit Account Number | Derived from IDGV with ‘State Registration’ for State/Province: Pennsylvania |
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 IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ |
| 34-48 | Employee Middle Name or Initial | Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ |
| 49-68 | Employee Last Name | Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ |
| 69-72 | Employee Suffix | Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ |
| 73-94 | Employee Location Address | Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ |
| 95-116 | Employee Delivery Address | Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ |
| 117-138 | Employee City | Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ |
| 139-140 | Employee State Abbreviation | Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ |
| 141-145 | Employee ZIP Code | Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ |
| 146-149 | Employee ZIP Code Extension | Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ |
| 150-267 PA | Variety Not read by PA Revenue | |
| 268-273 | Blank | |
| 274-275 | State code, appropriate FIPS postal numeric code Not read by PA Revenue | Derived from the State being reported Pennsylvania is code "42" |
| 276-286 | PA State Taxable Wages | Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ |
| 287-297 | PA State Income Tax Withheld | Derived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ |
| 298-487 PA | Variety Not read by PA Revenue | |
| 488-512 | Blank |
Record Name: Code RT - Total Record#
| 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 | |
| 8-475 PA | Variety Not read by PA Revenue | |
| 476-482 | Number of Code RS Record when State Code equals ‘42’ in all previous Code RE Records | System derived number of all Code RS records in State File |
| 483-497 | Total PA Taxable Wages when State Code equals ‘42’ in all previous Code RE Records | System derived Total PA Taxable Wages of all Code RS records in State File |
| 498-512 | Total PA Taxes Withheld when State Code equals ‘42’ in all previous Code RE Records | System derived Total PA Taxes of all Code RS records in State File |
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)#
| 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) |
| 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 PR_US_QTR_MMREF_Generic.doc 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-2003’, then reporting period is ‘122003’ |
| 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 PR_US_QTR_MMREF_Generic.doc 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-W2-2012. 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#
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 | Blank | |
| 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#
| 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 | |
| 41-275 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 |
Notes#
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