Table of Contents
- Texas Annual and Quarterly Reporting
- What's New for W2 Wage Reporting for Tax Year 2011
- Set Up
- IDGV - State Registration
- IDGV - State SUI Registration
- State File Procedures
- Quarterly UI Wage Reporting - ICESA Format
- State Quarterly UI Wage Reporting – ICESA Format
- Record Name: Code A - Transmitter Record
- Record Name: Code B - Authorization Record
- Record Name: Code E - Employer Record
- Record Name: Code S – Employee Wage Record
- Record Name: Code T - Total Record
- Record Name: Code F - Final Record
- Notes
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: 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$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
- The 'Quarterly Form Code' must be entered in order to produce the UI wage file in ICESA format.
- Use the supplied form code 'HL$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#
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 formatRecord 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. - Enter employee last name.
31-42 - Employee First Name. - Enter 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 Mutiple Worksite data. - contain blanks
172-176 TX - Unit/Division Location/Plant Code (Unit Number) - Use to report Business Unit Number; if not use fill with zero. - fill with zero
177-211 TX - Not Required.
212-212 TX - Month-1 Employment. - Leave Blank if not reporting BLS3020 Mutiple 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 Mutiple 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 - user must compute this field manually and enter in QTR TAXES DUE every quarter
101-185 TX - Not Required.
186-198 TX - Allocation Amount. - If reporting an Allocation List on this tape, then enter 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 employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month. Total fo 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 employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month. Total fo 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 employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month. Total for 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 - Enter 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|
