Pennsylvania Annual and Quarterly Reporting#

What's New for Tax Year 2013#

There are no changes for the reporting of State & UI wages.

Set Up#

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

IDGV - State Registration#

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

IDGV - State SUI Registration#

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

IDGV - Local Registration#

To report Philadelphia city file:
  • The IDGV Definition tab must be set up with 'US Local Registration' for each city in the Jurisdiction field.
  • The IDGV Variables tab must be set up for 'US Local Registration' for Philadelphia:
W2 STATE MEDIA FILINGMust be '03' to generate City tax information in Local File format
W2 TAX TYPE CODEMust enter 'C' for City Tax
W2 TAXING ENTITYMust 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.
SeqIdentifierDescriptionLevelO/R PromptField SourceField 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 ElementW2-CI-WAGE-RES
8520 W2-CI-WAGE-WORKLocal Wage, Work city Local 18-WORK CITY WAGE ElementW2-CI-WAGE-WORK
8530 W2-CI-TAX-HOME Local Tax, Home city Local 19-HOME CITY TAX ElementW2-CI-TAX-RES
8540 W2-CI-TAX-WORK Local Tax, Work city Local 19-WORK CITY TAX ElementW2-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-W2-2014')
Parameters, Period Type:Year
Parameters, Period End Date:Year End Date (i.e. 31-Dec-2013)
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#

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID number (EIN)

Numeric only
Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-216 PAVariety

Not Required by the state of Pennsylvania
217-273Submitter NameDerived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295Submitter Location AddressDerived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317Submitter Delivery AddressDerived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339Submitter CityDerived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341Submitter State AbbreviationDerived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346Submitter ZIP CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350Submitter ZIP Code extensionDerived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-395 PAVariety

Not Required by the state of Pennsylvania
396-422Contact NameDerived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437Contact Phone NumberDerived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442Contact Phone ExtensionDerived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445Blank
446-485Contact E-mailDerived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488Blank
489-498Contact FAXDerived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-512 PAVariety

Not Required by the state of Pennsylvania

Record Name: Code RE - Employer Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax year CCYYFrom user specified FROM-TO period converted to CCYY
7 PAAgent Indicator Code

Not Required by the state of Pennsylvania
8-16Employer/Agent EINSystem derived from the applicable Federal reporting EIN, from IDGV or IDGR
17-39 PAVariety

Not Required by the state of Pennsylvania
40-96Employer NameDerived from IDFDV Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118Employer Location AddressDerived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140Employer Delivery AddressDerived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162Employer CityDerived from IDFDV Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164Employer State AbbreviationDerived from IDFDV Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169Employer ZIP CodeDerived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173Employer ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-220 PAVariety

Not Required by the state of Pennsylvania
221-504 PABlank
505-512 PAPA 8 Digit Account NumberDerived from IDGV with ‘State Registration’ for State/Province: Pennsylvania

Record Name: Code RS - State Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State code, appropriate FIPS postal numeric codeDerived from the State being reported

Pennsylvania numeric code is "42"
5-9Taxing Entity Code

Not read by PA Revenue
10-18Social Security NumberDerived from IDFDV Field Identifier: ‘W2-EE-SSN’

If an invalid SSN is encountered, this field is entered with zeroes
19-33Employee First NameDerived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’
34-48Employee Middle Name or InitialDerived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
49-68Employee Last NameDerived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
69-72Employee SuffixDerived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’
73-94Employee Location AddressDerived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’
95-116Employee Delivery AddressDerived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138Employee CityDerived from IDFDV Field Identifier: ‘W2-EE-CITY’
139-140Employee State AbbreviationDerived from IDFDV Field Identifier: ‘W2-EE-STATE’
141-145Employee ZIP CodeDerived from IDFDV Field Identifier: ‘W2-EE-ZIP’
146-149Employee ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’
150-267 PAVariety

Not read by PA Revenue
268-273Blank
274-275State code, appropriate FIPS postal numeric code

Not read by PA Revenue
Derived from the State being reported

Pennsylvania is code "42"
276-286PA State Taxable WagesDerived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297PA State Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
298-487 PAVariety

Not read by PA Revenue
488-512Blank

Record Name: Code RT - Total Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RT"
3-339 PAVariety

Not read by PA Revenue
340-475 PABlank
476-482Number of Code RS Record when State Code equals ‘42’ in previous Code RE RecordsSystem derived number of all Code RS records in previous Code RE record
483-497Total PA Taxable Wages when State Code equals ‘42’ in previous Code RE RecordsSystem derived Total PA Taxable Wages of all Code RS records in previous Code RE record
498-512Total PA Taxes Withheld when State Code equals ‘42’ in previous Code RE RecordsSystem derived Total PA Taxes of all Code RS records in previous Code RE record

Record Name: Code RF - Final Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RF"
3-7Blank
8-475 PAVariety

Not read by PA Revenue
476-482Number of Code RS Record when State Code equals ‘42’ in all previous Code RE RecordsSystem derived number of all Code RS records in State File
483-497Total PA Taxable Wages when State Code equals ‘42’ in all previous Code RE RecordsSystem derived Total PA Taxable Wages of all Code RS records in State File
498-512Total PA Taxes Withheld when State Code equals ‘42’ in all previous Code RE RecordsSystem derived Total PA Taxes of all Code RS records in State File

Philadelphia City#

Philadelphia City Website#

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)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID number (EIN)

Numeric only
Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28Personal Identification Number (PIN) and Software Vendor CodeDerived 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.
29Resub IndicatorDerived from IDFDV Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35Resub WFIDDerived from IDFDV Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37Software CodeDerived from IDFDV Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94Company NameDerived from IDFDV Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116Location AddressDerived from IDFDV Field Identifier:‘SUB-COMP-LOCN’ (seq 1060)
117-138Delivery AddressDerived from IDFDV Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160Company CityDerived from IDFDV Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162Company State AbbreviationDerived from IDFDV Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167Company ZIP CodeDerived from IDFDV Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171Company ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176Blank
177-199Company Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214Company Foreign Postal CodeDerived from IDFDV Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216Company Country CodeDerived from IDFDV Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273Submitter NameDerived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295Submitter Location AddressDerived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317Submitter Delivery AddressDerived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339Submitter CityDerived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341Submitter State AbbreviationDerived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346Submitter ZIP CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350Submitter ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355Blank
356-378Submitter Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393Submitter Foreign Postal CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395Submitter Country CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422Contact NameDerived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437Contact Phone NumberDerived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442Contact Phone ExtensionDerived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445Blank
446-485Contact E-mailDerived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488Blank
489-498Contact FAXDerived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499Preferred Method of Problem Notification CodeDerived from IDFDV Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500Preparer CodeDerived from IDFDV Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512Blank

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

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax year CCYYFrom user specified FROM-TO period converted to CCYY
7Agent Indicator CodeDerived from IDFDV Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16Employer/Agent EINSystem derived from the applicable Federal reporting EIN, from IDGV or IDGR
17-25Agent for EINDerived from IDFDV Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26Terminating Business IndicatorDerived from IDFDV Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30Establishment NumberDerived from IDFDV Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39Other EINDerived from IDFDV Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96Employer NameDerived from IDFDV Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118Employer Location AddressDerived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140Employer Delivery AddressDerived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162Employer CityDerived from IDFDV Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164Employer State AbbreviationDerived from IDFDV Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169Employer ZIP CodeDerived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173Employer ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-178Blank
179-201Employer Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216Employer Foreign Postal CodeDerived from IDFDV Field Identifier:‘W2-ER-F-POSTAL’ (seq 2090)
217-218Employer Country CodeDerived from IDFDV Field Identifier:‘W2-ER-COUNTRY’ (seq 2100)
219Employment CodeFrom 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
220Tax Jurisdiction CodeDerived from IDFDV Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221Third-Party Sick Pay IndicatorDerived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512Blank

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

ColumnDescriptionSource
1-2Record IdentifierConstant "RW"
3-11Social Security NumberDerived from IDFDV Field Identifier: ‘W2-EE-SSN’ (seq 2500)

If an invalid SSN is encountered, this field is entered with zeroes
12-26Employee First NameDerived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
27-41Employee Middle Name or InitialDerived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
42-61Employee Last NameDerived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
62-65Employee SuffixDerived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
66-87Employee Location AddressDerived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109Employee Delivery AddressDerived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131Employee CityDerived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)
132-133Employee State AbbreviationDerived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
134-138Employee ZIP CodeDerived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
139-142Employee ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
143-147Blank
148-170Employee Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
171-185Employee Foreign Postal CodeDerived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
186-187Employee Country CodeDerived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
188-198Wages, Tips and other compensationDerived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
199-209Federal Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-220Social Security WagesDerived from IDFDV Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
221-231Social Security Tax WithheldDerived from IDFDV Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
232-242Medicare Wages & TipsDerived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
243-253Medicare Tax WithheldDerived from IDFDV Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
254-264Social Security TipsDerived from IDFDV Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
265-275Advanced Earned Income CreditDerived from IDFDV Field Identifier: ‘W2-EIC’ (seq 3080)
276-286Dependent Care BenefitsDerived from IDFDV Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
287-297Deferred Compensation contribution to Section 401(k)Derived from IDFDV Field Identifier: ‘W2-CODE-D’ (seq 4030)
298-308Deferred Compensation contribution to Section 403(b)Derived from IDFDV Field Identifier: ‘W2-CODE-E’ (seq 4040)
309-319Deferred Compensation contribution to Section 408(k)(6)Derived from IDFDV Field Identifier: ‘W2-CODE-F’ (seq 4050)
320-330Deferred Compensation contribution to Section 457(b)Derived from IDFDV Field Identifier: ‘W2-CODE-G’ (seq 4060)
331-341Deferred Compensation contribution to Section 501(c)(18)(D)Derived from IDFDV Field Identifier: ‘W2-CODE-H’ (seq 4070)
342-352Military Employee’s Basic Quarters and Combat PayDerived from IDFDV Field Identifier: ‘W2-CODE-Q’ (seq 4140)
353-363Non-qualified Plan section 457Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
364-374Employer Contribution to a Health Savings AccountDerived from IDFDV Field Identifier: ‘W2-CODE-W’ (seq 4190)
375-385Non-qualified Plan Not section 457Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)
386-407Blank
408-418Employer Cost of Premiums for Group Term Life Insurance Over $50000Derived from IDFDV Field Identifier: ‘W2-CODE-C’ (seq 4020)
419-429Income from Non-statutory Stock OptionsDerived from IDFDV Field Identifier: ‘W2-CODE-V’ (seq 4180)
430-485Blank
486Statutory Employee IndicatorDerived from IDFDV Field Identifier: ‘W2-STAT-EE’ (seq 6000)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
487Blank
488Retirement Plan IndicatorDerived from IDFDV Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
489Third-Party Sick Pay IndicatorDerived from IDFDV Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
490-512Blank

Record Name: Code RS – Philadelphia City Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State Code, Appropriate FIPS Postal Numeric CodeDerived from the State being reported, from IDFDV sequence 7000

Pennsylvania numeric code is “42"
5-9Taxing Entity CodeIf 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
10-18Social Security NumberDerived from IDFDV Field Identifier: ‘W2-EE-SSN’ (seq 2500)

If an invalid SSN is encountered, this field is entered with zeroes.
19-33Employee First NameDerived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48Employee Middle Name or InitialDerived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68Employee Last NameDerived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72Employee SuffixDerived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94Employee Location AddressDerived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116Employee Delivery AddressDerived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138Employee CityDerived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140Employee State AbbreviationDerived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145Employee ZIP CodeDerived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149Employee ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154Blank
155-177Employee Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
178-192Employee Foreign Postal CodeDerived from IDFDV Field Identifier:‘W2-EE-F-POSTAL’ (seq 2670)
193-194Employee Country CodeDerived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
Location 195 to 267
Apply to Quarterly Unemployment Reporting
If the user specified ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled.
Please read document Tax Reporting - US General for detail for quarterly reporting.
ColumnDescriptionSource
195-196Optional Code

State Specific Data

If not used, enter blanks
197-202Reporting Period MMCCYYFrom user specified Period End Date converted to MMCCYY for the quarter

e.g. Period End Date = ‘31-Dec-2003’, then reporting period is ‘122003’
203-213State Quarterly Unemployment Insurance Total WagesDerived 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
214-224State Quarterly Unemployment Insurance Taxable WagesThis amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government

Please read document Tax Reporting - US General for detail for quarterly reporting
225-226Number of Weeks WorkedFrom 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
227-234Date First Employed MMDDCCYYFrom system derived latest Employment Hired Date
235-242Date of Separation MMDDCCYYFrom system derived latest Employment Termination Date that is greater than the Employment Hired Date
243-247Blank
248-267State Employer Account NumberDerived 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
268-273Blank
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.
ColumnDescriptionSource
274-275State code, appropriate FIPS postal numeric codeDerived from the State being reported

e.g. California is code "06"
276-286State Taxable WagesDerived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297State Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
298-307Other State Data, to be Defined by Each State
308Tax Type CodeDerived from IDFDV Field Identifier:'W2 TAX TYPE CODE'

Must be ‘C’ for Philadelphia City Tax
309-319Local Taxable WagesDerived from IDFDV Field Identifier:‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’
320-330Local Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’
331-337Philadelphia Business Tax Account numberDerived from IDGV Registration number with ‘US Local Registration’ for Philadelphia City
338-512Blank

State Quarterly UI Wage Reporting - ICESA Format#

RPYEU must be run and the following selected to generate Pennsylvania state file information:
Media Format:State SUI File Format
Select State:Pennsylvania, USA
  • The 'Quarterly Form Code' field must be entered in order to produce the UI file in the ICESA format.
  • The state of Pennsylvania must be selected in the 'Report List Filters'.
  • Annual Form Code - Use the standard supplied form code HL$US-W2-2014. The Variables need to be entered in this form code for specific use in the installation.
  • The 'Quarterly Form Code' must be entered in order to produce the UI wage file in ICESA format.
  • Use the supplied form code 'HL$US-QTR-2012'. The Variables need to be entered in this form code for specific use in the installation.
  • Period Type:Quarter
  • Period End Date:Enter the quarter end date, i.e. 30-Jun-2013
  • 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 #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘A’
2-5Payment Year

Enter year for which this report is being prepared
From user specified FROM-TO period converted to YYYY
6-14Transmitter’s Federal EIN

Enter only numeric characters; omit hyphens, prefixes and suffixes
Derived from IDFDV Field Identifier: ‘TRAN EIN’ (seq 1010).
15-18Taxing Entity CodeConstant ‘UTAX’
19-23Blank
24-73Transmitter Name

Enter the transmitter name of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN NAME’ (seq 1030)
74-113Transmitter Street Address

Enter the street address of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
114-138Transmitter City

Enter the city of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN CITY’ (seq 1050)
139-140Transmitter State

Enter the standard two character FIPS postal abbreviation
Derived from IDFDV Field Identifier: ‘TRAN STATE’ (seq 1060)
141-153Report Type

Constant 'ORIGINAL'
154-158Transmitter ZIP Code

Enter a valid ZIP code
Derived from IDFDV Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
159-163Transmitter 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)
164-193Transmitter Contact

Title of individual from transmitter organization responsible for the accuracy of the wage report
Derived from IDFDV Field Identifier: ‘TRAN CONTACT’ (seq 1090)
194-203Transmitter Contact Telephone Number

Telephone number at which the transmitter contact can be telephoned
Derived from IDFDV Field Identifier: ‘TRAN CONTACT PHONE’(seq 1100)
204-207Telephone Extension/Box

Enter transmitter telephone extension or message box
Derived from IDFDV Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
208-213 PATape Transmitter Authorization Number
214-248 PANot Required
249-275 PATransmitter Contact PersonDerived from IDFDV Field Identifier: ‘TRAN CONTACT’ (seq 1090)

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

ColumnDescriptionSource
1-1Record IdentifierConstant ‘B’
2-5Payment Year

Enter the year for which this report is being prepared
6-14Transmitter’s Federal EIN

Enter only numeric characters
Derived from IDFDV Field Identifier: BASIC EIN (seq 2010)
15-22Computer

Enter the manufacturer’s name
Derived from IDFDV Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
23-24Internal Label

‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette
Derived from IDFDV Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
25-25Blank
26-27Density

‘16’, ‘62’, ‘38’, or blank for diskette
Derived from IDFDV Field Identifier: ‘BASIC DESITY’ (seq 2110)
28-30Recording Code (Character Set)

“EBC’, or ‘ASC’. Always ‘ASC’ for diskette
Derived from IDFDV Field Identifier: ‘BASIC RECORDING MODE’ (seq 2120, first 3 characters)
31-32Number of Tracks

‘09’, or ‘18’, or blanks for diskette
Derived from IDFDV Field Identifier:‘BASIC RECORDING MODE’ (seq 2120, fourth and fifth character)
33-34Blocking 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)
35-38Taxing Entity CodeConstant ‘UTAX’
39-96Blank
97-146 PAIndividual Name

Enter Blank
147-190Organization Name

The name of the organization to which the media should be returned
Derived from IDFDV Field Identifier: ‘BASIC NAME’ (seq 2040)
191-225Street Address

The street address of the organization to which the media should be returned
Derived from IDFDV Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
226-245City

The city of the organization to which the media should be returned
Derived from IDFDV Field Identifier: ‘BASIC CITY’ (seq 2060)
246-247State

Enter the standard two character FIPS postal abbreviation
Derived from IDFDV Field Identifier: ‘BASIC STATE’ (seq 2070)
248-252Blank
253-257ZIP Code

Enter a valid ZIP code
Derived from IDFDV Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)
258-262ZIP 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
263-275Blank

Record Name: Code E - Employer Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘E’
2-5Payment Year

Enter the year for which the report is being prepared
6-14Federal EIN

Enter only numeric characters of the Federal EIN
15-23Blank
24-73Employer Name

Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency
Derived from the Entity
74-113Employer Street AddressDerived from the Entity Location
114-138Employer CityDerived from the Entity Location
139-140Employer State

Enter the standard two character FIPS postal abbreviation of the employer’s address
Derived from the Entity Location
141-148Blank
149-153ZIP code extension

Enter four digit extension of ZIP code, including the hyphen in position 149
Derived from the Entity Location
154-158ZIP codeDerived from the Entity Location.
159-159Blank
160-160Type of Employment

‘A’, “H’, ‘M’, ‘Q’, ‘R’, or ‘X’
Derived from IDFDV Field Identifier: ‘TYPE OF EMPLOYMENT’ (seq 3020)
161-162 PABlocking Factor

Not Required
163-166 PAEstablishment Number Coverage Group/PRU

Not Required
167-170Taxing Entity CodeConstant ‘UTAX’
171-172State Identifier Code

Enter the state FIPS postal numeric code for the state to which wages are being reported
173-187State Unemployment Insurance Account NumberDerived from the IDGV State SUI Registration
188-189Reporting 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 PANot required
209-210 PAPlant Number

Enter blanks
211-275 PANot required

Record Name: Code S – Employee Wage Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘S’
2-10Social Security Number

Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10
11-30Employee Last Name
31-42Employee First Name
43-43Employee Middle Initial

Enter employee middle initial

Leave blank if no middle initial
44-45State Code

Enter the state FIPS postal numeric code for the state to which wages are being reported
46-49 PAReporting 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 PAState QTR Total Gross Wages

Not required
64-77State QTR Unemployment Insurance Total Wages

Enter quarterly wages subject to unemployment taxes
Derived from IDFDV Field Identifier: 7200
78-91State QTR Unemployment Insurance Excess Wages

Not required
92-105State QTR Unemployment Insurance Taxable Wages

Not required
121-129State QTR Tip Wages

Not required
130-131Number 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
132-134Number of Hours Worked

Not required
135-138Date First Employed

Not required
139-142Date of Separation

Not required
143-146Taxing Entity CodeConstant ‘UTAX’.
147-161State Unemployment Insurance Account Number

Enter state UI employer account number
SUI Registration Number from IDGV
162-275 PANot required

Record Name: Code T - Total Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘T’
2-8Total Number of Employees

The total number of ‘S’ records since the last ‘E’ record
9-12Taxing Entity CodeConstant ‘UTAX’
13-26 PANot required
27-40State QTR Unemployment Insurance Total Wages for employer

QTR wages subject to state unemployment taxes

Total of this field on all ‘S’ records since the last ‘E’ record
41-54 PANot required
55-68QTR Taxable Wages
69-148 PANot required
149-159QTR ER contributions due
160-163 PANot required
164-174QTR EE withholding amount due
175-275 PANot required

Record Name: Code F - Final Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘F’
2-11Total Number of Employees in File

Enter the total number of ‘S’ records in the entire file
12-21Total Number of Employers in File

Enter the total number of ‘E’ records in the entire file
22-25Taxing Entity Code

Constant ‘UTAX’
26-275 PANot required

Notes#

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