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Texas Annual and Quarterly Wage Reporting#

What's New for W2 Wage Reporting for Tax Year 2012#

Texas does not have state personal income tax.

• There is no Quarterly Wage Reporting File Format changes

Set Up#

This document contains abbreviated set up requirement for the state of Texas 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: Texas.
• The IDGV Variables tab must be set up for 'State Registration' for State/Province: Texas; it must also setup ‘W2 State Media Filing’ with value 02.
• 'W2 STATE MEDIA FILING'- Must be ‘02’ to generate TX State magnetic media file for TX State only

IDGV - State SUI Registration#

• The IDGV Definition tab must be set up with 'State SUI Registration' for State/Province: Texas.
• The IDGV Variables tab must be set up with 'State SUI Registration' for State/Province: Texas.

W2 STATE MEDIA FILING	Must be ‘02’ to generate UI wage magnetic media file for state of Texas
W2 TAXING ENTITY	Must contain the County Code of the county with the greatest number of employees This is reported on ICESA format code T record position 248-250

• The IDGV Variables tab must also be set up with ‘State SUI Registration’ for QTR information such as:
• QTR TAXES DUE
  • Must contain the State Quarterly UI Taxes Due
  • This is reported on ICESA format code T record position 88-100
  • Taxes Due = Quarterly State UI taxable wages * UI Tax rate
  • The client must compute this field manually and enter in QTR TAXES DUE every quarter
• QTR ER ASSESS RATE
  • Must contain the UI Tax Rate for this quarter
  • This is reported on ICESA format code T record position 82-87

State File Procedures#

• Texas does not have state personal income tax.
• The Texas Workforce accepts filing of UI quarterly wages via magnetic media using the ICESA format.

Quarterly UI Wage Reporting - ICESA Format#

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

Media Format:	State SUI File Format
Select State:	Texas, USA

• The state of Texas must be selected in the 'Report List Filters'.
• Annual Form Code - Use the standard supplied form code HL$US-W2-2013. The Variables need to be entered in this form code for specific use in the installation.
• The 'Quarterly Form Code' must be entered in order to produce the UI wage file in ICESA format.
• Use the supplied form code 'HL$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. 31-Mar-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.

State Quarterly UI Wage Reporting – ICESA Format#

ICESA File Format for Texas (Multiple Work-sites not supported) Please note that the following ‘Not Required’ fields may or may not always contains blanks. Note: Columns with 'TX' indicate it is a Texas 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 The 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’
15-18	Taxing Entity Code	Constant ‘UTAX’
19-23	Blank
24-73	Transmitter Name The transmitter name of the organization submitting the file	Derived from IDFDV Field Identifier: ‘TRAN NAME’
74-113	Transmitter Street Address The street address of the organization submitting the file	Derived from IDFDV Field Identifier: ‘TRAN ADDRESS’
114-138	Transmitter City The city of the organization submitting the file	Derived from IDFDV Field Identifier: ‘TRAN CITY’
139-140	Transmitter State The standard two character FIPS postal abbreviation	Derived from IDFDV Field Identifier: ‘TRAN STATE’
141-153	Blank
154-158	Transmitter ZIP Code	Derived from IDFDV Field Identifier: ‘TRAN ZIP CODE’
159-163	Transmitter ZIP Code extension Use this field as necessary for the four digit extension of ZIP code. Include hyphen in position 159	Derived from IDFDV Field Identifier: ‘TRAN ZIP EXTN’ (include ‘-‘ in position 159)
164-193	Transmitter Contact Title of the individual from the transmitter organization responsible for the accuracy of the wage report	Derived from IDFDV Field Identifier: ‘TRAN CONTACT’
194-203	Transmitter Contact Telephone Number	Derived from IDFDV Field Identifier: ‘TRAN CONTACT PHONE’
204-207	Telephone Extension/Box The transmitter telephone extension or message box	Derived from IDFDV Field Identifier: ‘TRAN CONTACT EXTN’
208-213 TX	Media Transmitter/Authorization Number Not required
214-214 TX	C-3 Data Indicator	Constant ‘Y’
215-219 TX	Suffix Code Blank
220-220 TX	Allocation List Indicator Enter ‘Y’ if Allocation List is reported on this tape, otherwise leave blank Contains blanks, Allocation List is not supported
221-229 TX	Service Agent ID If reporting an Allocation List, enter 9-digit Service Agent ID, otherwise leave blank Contains blanks, Allocation List is not supported
230-242 TX	Total Remittance Amount If reporting an Allocation List, enter total amount of EFT or check, otherwise leave blank Contains blanks, Allocation List is not supported
243-250	Media Creation Date Contains blanks, enter date in MMDDYYYY format	Derived from the System Date
251-275	Blank

Record Name: Code B - Authorization Record#

Column	Description	Source
1-1	Record Identifier	Constant ‘B’
2-5	Payment Year The year for which this report is being prepared
6-14	Transmitter’s Federal EIN Enter only numeric characters Basic EIN
15-22	Computer The manufacturer’s name	Derived from IDFDV Field Identifier: ‘BASIC COMPUTER’
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
28-30	Recording Code (Character Set) “EBC’, or ‘ASC’. Always ‘ASC’ for diskette
31-32	Number of Tracks ‘09’, or ‘18’, or blanks for diskette
33-34	Blocking Factor The blocking factor of the file, not to exceed 85 Enter blanks for diskette
35-38	Taxing Entity Code Constant ‘UTAX’
39-146	Blank
147-190	Organization Name The name of the organization to which the media should be returned	Derived from IDFDV Field Identifier: ‘BASIC NAME’
191-225	Street Address The street address of the organization to which the media should be returned	Derived from IDFDV Field Identifier: ‘BASIC ADDRESS’
226-245	City The city of the organization to which the media should be returned	Derived from IDFDV Field Identifier: ‘BASIC CITY’
246-247	State The standard two character FIPS postal abbreviation	Derived from IDFDV Field Identifier: ‘BASIC STATE’
248-252	Blank
253-257	ZIP Code	Derived from IDFDV Field Identifier: ‘BASIC ZIP CODE’
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’
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	Derived from the IDGV State SUI Registration
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	Derived from the Entity Location
139-140	Employer State 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’
161-162	Blocking Factor Enter blocking factor of the file, not to exceed 85 Enter blanks for diskette
163-166	Establishment Number or Coverage Group/PRU Enter either the establishment number of the coverage group/PRU, or blank	Derived from IDFDV Field Identifier: 'ESTABLISHMENT NUMBER’
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	Texas Code is ‘48’
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 TX	Not Required
209-255	Blank
256-256	Foreign Indicator Not Required
257-257	Blank
258-266	Other EIN Not Required
267-275	Blank

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 FIPS postal numeric code for Texas is ‘48’
46-49	Blank
50-63	State QTR Total Gross Wages Not Required, contain blanks
64-77	State QTR Unemployment Insurance Total Wages Enter quarterly wages subject to unemployment taxes
78-91	State QTR Unemployment Insurance Excess Wages Not Required, contain blanks
92-105	State QTR Unemployment Insurance Taxable Wages Optional Entry State QTR UI total wages less state QTR UI excess wages
106-134 TX	Not Required, contain blanks
135-142	Blank
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
162-171 TX	Unit/Division Location/Plant Code (Establishment ID) Leave Blank if not reporting BLS3020 Multiple Worksite data Contains blanks
172-176 TX	Unit/Division Location/Plant Code (Unit Number) Use to report Business Unit Number; if not use fill with zero
177-211 TX	Not Required
212-212 TX	Month-1 Employment Leave blank if not reporting BLS3020 Multiple Worksite data Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month, else enter ‘0’
213-213 TX	Month-2 Employment Leave blank if not reporting BLS3020 Multiple Worksite data Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month, else enter ‘0’
214-214 TX	Month-3 Employment Leave blank if not reporting BLS3020 Multiple Worksite data Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month, else enter ‘0’
215-220	Reporting Quarter and Year. Enter the last month and year for the calendar period for which this report applies (i.e. 062007 for Apr-June 2007)
221-232 TX	Not Required
233-275	Blank

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 TX	State QTR Total Gross Wages for employer 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
41-54 TX	State QTR Unemployment Insurance Excess Wages for employer Not Required
55-68 TX	State QTR Unemployment Insurance Taxable Wages for employer QTR Unemployment Insurance Taxable Wages Total of this field on all ‘S’ records since the last ‘E’ record
69-81 TX	Quarterly tip wages for employer Not required
82-87 TX	UI tax rate this quarter The employer UI rate for this reporting period. One decimal point followed by 5 digits e.g. 2.8%=’.02800’	From IDGV ‘SUI Registration’ Variables Tab ‘QTR ER ASSESS RATE’ Please enter as ‘0.028’
88-100 TX	State QTR UI taxes due	From IDGV ‘SUI Registration’ Variables Tab ‘QTR TAXES DUE’ Taxes Due = Quarterly State UI taxable wages * UI Tax rate This field must be computed manually and entered in QTR TAXES DUE every quarter
101-185 TX	Not Required
186-198 TX	Allocation Amount If reporting an Allocation List on this tape, enter the amount to be allocated to this employer account Contain blanks
199-226 TX	Not Required
227-233 TX	Month-1 Employment for employer Leave blank if not reporting C-3 Contribution Data on this tape Total number of employees covered by UI worked or having received pay for the pay period including the 12th day of the first reporting month Total of all ‘S’ records after the last ‘E’ record
234-240 TX	Month-2 Employment Leave Blank if not reporting C-3 Contribution Data on this tape Total number of employees covered by UI worked or having received pay for the pay period including the 12th day of the second reporting month Total of all ‘S’ records after the last ‘E’ record
241-247 TX	Month-3 Employment Leave Blank if not reporting C-3 Contribution Data on this tape Total number of employees covered by UI worked or having received pay for the pay period including the 12th day of the third reporting month Total of all ‘S’ records after the last ‘E’ record
248-250 TX	Country Code	From IDGV ‘SUI Registration’ Variables Tab ‘W2 TAXING ENTITY’ W2 TAXING ENTITY - Must contain the County code of the county with the greatest number of employees This is reported on ICESA format code T record position 248-250
251-257 TX	Outside Country Employees Leave blank if not reporting C-3 Contribution Data on this tape This field currently is not supported
258-267 TX	Document Control Number Not Required
268-275	Blank

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 The total number of ‘E’ records in the entire file
22-25	Taxing Entity Code	Constant ‘UTAX’
26-40 TX	Quarterly Total Gross Wages in File Not Required
41-55	Quarterly State Unemployment Insurance Total Wages in File QTR wages subject to state UI tax Total of this field for all ‘S’ records in the file
56-70 TX	Quarterly State Unemployment Insurance Excess Wages in File Not Required
71-85 TX	Quarterly State Unemployment Insurance Taxable Wages in File Optional Entry State UI gross/total wage less quarterly state UI excess wages Total of this field for all ‘S’ records in the file
86-139 TX	Not Required State Specific data, contain blanks
140-275	Blank

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Notes#

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