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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 filing of 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 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 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	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 the 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. RPYEU would then 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, and the 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

Applicable to Income Tax Reporting

Column	Description	Source
274-275	State code, appropriate FIPS postal numeric code	Derived from the State being reported e.g. Rhode Island numeric code is "44"
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 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 IDGV must be set up 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 government 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 of 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$US-W2-2012. The ‘Variables’ will need to be entered into this Form code for specific use in the installation.
• The ‘Quarterly Form Code’ must be entered in order to produce the UI wage file in ICESA format. Use the supplied Form Code ‘HL$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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