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Texas Annual and Quarterly Reporting#

What's New for W2 Wage Reporting for Tax Year 2011#

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 (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.

IDGV - State Registration#

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

State File Procedures#

• The North Dakota Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format, and the filing of Quarterly UI wages via magnetic media using the ICESA format.
• The State of North Dakota requires to file the ND state file by itself, therefore IDGV must be set up as follows:
  • for State Registration of North Dakota, the IDGV Variable:
    • 'W2 STATE MEDIA FILING' 02 - North Dakota 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 North Dakota state file information:

Report List Filters, Select State:	North Dakota, 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:	Federal 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 (same as federal code RA)

Quarterly UI Wage Reporting - ICESA Format#

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

• The state of North Dakota must be selected in the 'Report List Filters'.
• Annual Form Code - Use the standard supplied form code HL$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
• The 'Quarterly Form Code' must be entered in order to produce the UI wage file in ICESA format.
• Use the supplied form code 'HL$US-QTR-2012'. The Variables need to be entered in this form code for specific use in the installation.
• Period Type:Quarter
• Period End Date:Enter the quarter end date, i.e. 30-Jun-2011
• Media File Type:State SUI File Format
  
  
• If the Directory Name/Media File Name is not supplied, an output file will not be produced.

State Quarterly UI Wage Reporting – ICESA Format Record name: Code A - Transmitter Record

ICESA for the State of North Dakota#

• The format details are found at the Job Service North Dakota website.

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Notes#

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IDGV - State SUI Registration

- IDGV Definition Tab must be set up with ‘State SUI Registration’ for State/Province: Texas

- 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

- 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 - 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

- The user must run RPYEU and select the following to generate Texas State file information: Media Format: - State SUI File Format Select State: - Texas, USA

- You must select state TEXAS in the ‘Report List Filters’. - Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. – use the HighLine supplied Form Code ‘HL$US-QTR-2012’.. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - Period Type: Quarter. - Period End Date: Enter the quarter end date, i.e. 30-Jun-2011. - Media File Type: State SUI File Format. - The Directory Name/Media File Name must be supplied or an output file will not be produced.

QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – ICESA format

ICESA File Format for Texas (Multiple Work-sites not supported)

(Please not that the following ‘Not Required’ field may or may not always contains BLANKS).

Note: Columns with TX indicates it is a Texas specific requirement which is not the standard record format

Record name: Code A - Transmitter Record