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US W2 ANNUAL AND QUARTERLY PROCESSING - RHODE ISLAND#

What's New for Tax Year 2011#

(W2 File) A new field, 'Kind of Employer', has been added to the RE Employer Record (position 174). This is a required field.

Set Up#

This document contains abbreviated set up requirement for Rhode Island state 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 Definition tab must be set up for 'State Registration' for State/Province: Rhode Island
• The IDGV Variables tab must be set up for 'State Registration' for State/Province: Rhode Island
• 'W2 STATE MEDIA FILING' - RI state accepts W2 wage report with Federal and other state information, therefore, the Media Filing variable can be set to ‘01’, which will include state information in the Federal File. (However it must be set to ‘02’ if a W2 magnetic media file is required for the state of RI only)

IDGV - State SUI Registration#

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

State File Procedures #

• The state of Rhode Island Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 file format, and the filing of Quarterly UI wages is not required except for payroll companies.
• Records required for the W2 reporting are: Codes RA,RE,RS,RT,RF
• Rhode Island State requires to file the RI state file by itself, therefore, IDGV must be set up so that for State Registration of Rhode Island, the IDGV Variables:
  • ‘W2 STATE MEDIA FILING’ 02 – State requires its own file, do not include other state information in the state file

Annual W2 Wage Reporting – EFW2 Format#

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

Report List Filters, Select State:	Rhode Island, 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 Magnetic Media Reporting – EFW2 File 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 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)

174-174 - Kind of Employer|Derived from IDFDV Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)

175-178|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 screen

- a set of code RE, RW/RO/RS, RT/RU records will be generated for different Type 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 RS - State Wage Record (Same as Federal Code RS, Must Include RI State)#

Column	Description	Source

1-2 - Record Identifier - Constant "RS"

3-4 - State code, appropriate FIPS postal numeric code - system Derived from the State being reported, from IDFDV sequence 7000. - Numeric code for Rhode Island is ‘44’

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

Applicable to Quarterly Unemployment 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 and therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages, therefore RPYEU is 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 Pay Issue Date 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 screen for the SUI Registration of the State

268-273|Blank|

Location 274 to 337

Applicable to Income Tax Reporting

Column	Description	Source

274-275 - State code, appropriate FIPS postal numeric code - system Derived from the State being reported - e.g. Rhode Island numeric code is "44"

276-286 - State Taxable Wages - Derived from IDFDV screen, - 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

- this field is used to report County, City or School district tax - if the County, City or School district requires to report taxes along with the State Tax information, then the following values are used for this field: C – City Income Tax D – County Income Tax E – School District Income Tax F – Other Income Tax

- the user must set up IDGV screen for the Local or School Registration by County/City or School district for the following fields on the Variables Tab: - 'W2 STATE MEDIA FILING' - 'W2 TAX TYPE CODE' - 'W2 TAXING ENTITY'

- 'W2 STATE MEDIA FILING' indicates whether the County/City or School should report taxes with the State or not - 'W2 TAX TYPE CODE' must contain the valid Tax Type Code as defined above - 'W2 TAXING ENTITY' contains the Taxing Entity code supplied by the County/City or School govt. booklet

- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAX TYPE CODE' field

309-319 - Local Taxable Wages - if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-WAGE’ (seq 6500) - if County Tax is reported, this field is derived from Identifier ‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’ - if City Tax is reported, this field is derived from : ‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’

320-330 - Local Income Tax Withheld - if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-TAX’ (seq 6510) - if County Tax is reported, this field is derived from Identifier ‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’ - if City Tax is reported, this field is derived from : ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’

331-337 - State Control Number (Optional) - blank

338-412 - Supplemental Data 1 - State Specific Data. If not used, enter blanks.

413-487 - Supplemental Data 2 - State Specific Data. If not used, enter blanks.

488-512|Blank|

Multiple Code RS records

Multiple code RS records are generated for an employee if there is applicable county, city or school district tax information to be reported for a state. In this case, the state wages and tax will be zero for the subsequent code RS records.

Record Name: Code RT - Total Record (Same as Federal Code RT)#

Column	Description	Source

1-2 - Record Identifier - Constant "RT"

3-9 - Number of RW Records - Total number of code "RW" records reported since last code "RE" record

10-24 - Wages, Tips and Other Compensation|Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record

25-39 - Federal Income Tax Withheld|Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record

40-54 - Social Security Wages|Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record

55-69 - Social Security Tax Withheld|Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record

70-84 - Medicare Wages and Tips|Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record

85-99 - Medicare Tax Withheld|Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record

100-114 - Social Security Tips|Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record

115-129 - Advanced Earned Income Credit|Derived from IDFDV Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record

130-144 - Dependent Care Benefits|Derived from IDFDV Field Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record

145-159 - Deferred Compensation Contributions to Section 401(k)|Derived from IDFDV Field Identifier: ‘W2-CODE-D’, total of all code "RW" records since last "RE" record

160-174 - Deferred Compensation Contributions to Section 403(b)|Derived from IDFDV Field Identifier: ‘W2-CODE-E’, total of all code "RW" records since last "RE" record

175-189 - Deferred Compensation Contributions to Section 408(k)(6)|Derived from IDFDV Field Identifier: ‘W2-CODE-F’, total of all code "RW" records since last "RE" record

190-204 - Deferred Compensation Contributions to Section 457(b)|Derived from IDFDV Field Identifier: ‘W2-CODE-G’, total of all code "RW" records since last "RE" record

205-219 - Deferred Compensation Contributions to Section 501(c)(18)(D)|Derived from IDFDV Field Identifier: ‘W2-CODE-H’, total of all code "RW" records since last "RE" record

220-234 - Military Employee’s Basic Quarters and Combat Pay|Derived from IDFDV Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record

235-249 - Non-Qualified Plan Section 457|Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record

250-264 - Employer Contribution to a Health Savings Account|Derived from IDFDV Field Identifier: ‘W2-CODE-W’, total fo all code ‘RW’ records since last ‘RE’ record

265-279 - Non-Qualified Plan Not Section 457|Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record

280-309|Blank|

310-324 - Employer Cost of Premiums for Group Term Life Insurance over $50000|Derived from IDFDV Field Identifier: ‘W2-CODE-C’, total of all code "RW" records since last "RE" record

325-339 - Income Tax Withheld by Third-Party Payer|Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record

340-354 - Income from Non-statutory Stock Options|Derived from IDFDV Field Identifier: ‘W2-CODE-V’, total of all code "RW" records since last "RE" record

355-512|Blank|

Record Name: Code RF - Final Record (Same as Federal Code RF)#

Column	Description	Source

1-2 - Record Identifier - Constant "RF"

3-7|Blank|

8-16 - Number of RW Records - Total number of code "RW" records on file

17-512|Blank|

State Quarterly UI Wage Reporting#

The state of Rhode Island requires employers to report quarterly wages in state file format.

Please note that the UI wage file is created with all ‘W’ records before a ‘T’ record is created, therefore after the UI wage file is created, it has to be manipulate slightly to move the code ‘T’ record in front of all code ‘W’ records before submission to the state UI department. RPYEU must be run and the following selected to generate Rhode Island state file information:

• Rhode Island state must be selected in the ‘Report List Filters’.
• 'Annual Form Code' – use the standard supplied form code HL$US-W2-2012. You will have to enter The ‘Variables’ will need to be entered into this Form code for specific use in the installation.
• The ‘Quarterly Form Code’ must be entered in order to produce the UI wage file in ICESA format. Use the supplied Form Code ‘HL$US-QTR-2012’. The ‘Variables’ will need to be entered into 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.

UI Wage Magnetic Media Reporting – State File Format#

Record Name: Code T – Employer Summary Record#

Column	Description	Source

1-1 - Record Identifier - Constant "T"

2-13 - Quarterly Wages - Total Wages paid during quarter

14-25 - Wage Record total - Sum of all wages on ‘W’ records

26-34 - Magnetic Tape Reporter Code - only the CD option is supported (for other options, please contact our support department). - constant ‘CDFILEWGR’ for CD filer’s use.

35-43|Blank|

44-53 - Rhode Island Employer Number|Derived from IDFDV Field Identifier: ‘W2-STATE-REGIST’ for the reporting State

54-75|Blank| 76-77 - Year being reported - Last two digits of Year only

78-78 - Quarter being reported - either 1, 2, 3, or 4 (i.e January-March = ‘1’).

79-89 - Employer Name - Legal Business Name

90-276|Blank|

Record Name: Code W – Wage Detail Record#

Column	Description	Source

1-1 - Record Identifier - Constant "W"

2-25|Blank|

26-34 - Microfilm Index number - only the CD option is supported (for other options, please contact our support department). - constant ‘CDFILEWGR’ for CD filer’s use.

35-43 - Employee Social Security Number - use zeros if not available.

44-53 - Rhode Island Employer Number|Derived from IDFDV Field Identifier: ‘W2-STATE-REGIST’ for the reporting State

54-62 - Employee Last Name.

63-63 - Employee First Initial.

64-75 - Wages reported for the Quarter

76-77 - Year being reported - Last two digits of Year only

78-78 - Quarter being reported - either 1, 2, 3, or 4 (i.e January-March = ‘1’).

79-89 - Employer Name - Legal Business Name

90-91 - Number of Weeks paid - Number of Weeks paid during the reporting period. No decimal allowed.

92-95 - Number of Hours paid - Hours worked during the reporting period. No decimal allowed.

96-276|Blank|

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Notes#

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