Texas Annual and Quarterly Wage Reporting#

What's New for W2 Wage Reporting for Tax Year 2013#

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 FILINGMust be ‘02’ to generate UI wage magnetic media file for state of Texas
W2 TAXING ENTITYMust 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 #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘A’
2-5Payment Year

The year for which this report is being prepared
From user specified FROM-TO period converted to YYYY
6-14Transmitter’s Federal EIN

Enter only numeric characters; omit hyphens, prefixes and suffixes
Derived from IDFDV Field Identifier: ‘TRAN EIN’
15-18Taxing Entity Code Constant ‘UTAX’
19-23Blank
24-73Transmitter Name

The transmitter name of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN NAME’
74-113Transmitter Street Address

The street address of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN ADDRESS’
114-138Transmitter City

The city of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN CITY’
139-140Transmitter State

The standard two character FIPS postal abbreviation
Derived from IDFDV Field Identifier: ‘TRAN STATE’
141-153Blank
154-158Transmitter ZIP CodeDerived from IDFDV Field Identifier: ‘TRAN ZIP CODE’
159-163Transmitter 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)
164-193Transmitter Contact

Title of the individual from the transmitter organization responsible for the accuracy of the wage report
Derived from IDFDV Field Identifier: ‘TRAN CONTACT’
194-203Transmitter Contact Telephone NumberDerived from IDFDV Field Identifier: ‘TRAN CONTACT PHONE’
204-207Telephone Extension/Box

The transmitter telephone extension or message box
Derived from IDFDV Field Identifier: ‘TRAN CONTACT EXTN’
208-213 TXMedia Transmitter/Authorization Number

Not required
214-214 TXC-3 Data IndicatorConstant ‘Y’
215-219 TXSuffix Code

Blank
220-220 TXAllocation List Indicator

Enter ‘Y’ if Allocation List is reported on this tape, otherwise leave blank

Contains blanks, Allocation List is not supported
221-229 TXService 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 TXTotal Remittance Amount

If reporting an Allocation List, enter total amount of EFT or check, otherwise leave blank

Contains blanks, Allocation List is not supported
243-250Media Creation Date

Contains blanks, enter date in MMDDYYYY format
Derived from the System Date
251-275Blank

Record Name: Code B - Authorization Record#

ColumnDescriptionSource
1-1Record IdentifierConstant ‘B’
2-5Payment Year

The year for which this report is being prepared
6-14Transmitter’s Federal EIN

Enter only numeric characters

Basic EIN
15-22Computer

The manufacturer’s name
Derived from IDFDV Field Identifier: ‘BASIC COMPUTER’
23-24Internal Label

‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette
Derived from IDFDV Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
25-25Blank
26-27Density

‘16’, ‘62’, ‘38’, or blank for diskette
28-30Recording Code (Character Set)

“EBC’, or ‘ASC’. Always ‘ASC’ for diskette
31-32Number of Tracks

‘09’, or ‘18’, or blanks for diskette
33-34Blocking Factor

The blocking factor of the file, not to exceed 85

Enter blanks for diskette
35-38Taxing Entity Code

Constant ‘UTAX’
39-146Blank
147-190Organization Name

The name of the organization to which the media should be returned
Derived from IDFDV Field Identifier: ‘BASIC NAME’
191-225Street Address

The street address of the organization to which the media should be returned
Derived from IDFDV Field Identifier: ‘BASIC ADDRESS’
226-245City

The city of the organization to which the media should be returned
Derived from IDFDV Field Identifier: ‘BASIC CITY’
246-247State

The standard two character FIPS postal abbreviation
Derived from IDFDV Field Identifier: ‘BASIC STATE’
248-252Blank
253-257ZIP CodeDerived from IDFDV Field Identifier: ‘BASIC ZIP CODE’
258-262ZIP Code extension

Enter four digit extension of ZIP code, including the hyphen in position 258
Derived from IDFDV Field Identifier: ‘BASIC ZIP EXTN’
263-275Blank

Record Name: Code E - Employer Record#

ColumnDescriptionSource
1-1Record IdentifierConstant ‘E’
2-5Payment Year

Enter the year for which the report is being prepared
6-14Federal EIN

Enter only numeric characters
Derived from the IDGV State SUI Registration
15-23Blank
24-73Employer Name

Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency
Derived from the Entity
74-113Employer Street AddressDerived from the Entity Location
114-138Employer Derived from the Entity Location
139-140Employer State

The standard two character FIPS postal abbreviation of the employer’s address
Derived from the Entity Location
141-148Blank
149-153ZIP code extension

Enter four digit extension of ZIP code, including the hyphen in position 149
Derived from the Entity Location
154-158ZIP codeDerived from the Entity Location.
159-159Blank
160-160Type of Employment

‘A’, “H’, ‘M’, ‘Q’, ‘R’, or ‘X’
Derived from IDFDV Field Identifier: ‘TYPE OF EMPLOYMENT’
161-162Blocking Factor

Enter blocking factor of the file, not to exceed 85

Enter blanks for diskette
163-166Establishment Number or Coverage Group/PRU

Enter either the establishment number of the coverage group/PRU, or blank
Derived from IDFDV Field Identifier: 'ESTABLISHMENT NUMBER’
167-170Taxing Entity CodeConstant ‘UTAX’
171-172State Identifier Code

Enter the state FIPS postal numeric code for the state to which wages are being reported
Texas Code is ‘48’
173-187State Unemployment Insurance Account NumberDerived from the IDGV State SUI Registration
188-189Reporting Period

‘03’, ‘06’, ‘09’, or ‘12’
190-190No 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 TXNot Required
209-255Blank
256-256Foreign Indicator

Not Required
257-257Blank
258-266Other EIN

Not Required
267-275Blank

Record Name: Code S – Employee Wage Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘S’
2-10Social Security Number

Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10
11-30Employee Last Name
31-42Employee First Name
43-43Employee Middle Initial

Enter employee middle initial

Leave blank if no middle initial
44-45State 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’
46-49Blank
50-63State QTR Total Gross Wages

Not Required, contain blanks
64-77State QTR Unemployment Insurance Total Wages

Enter quarterly wages subject to unemployment taxes
78-91State QTR Unemployment Insurance Excess Wages

Not Required, contain blanks
92-105State QTR Unemployment Insurance Taxable Wages

Optional Entry

State QTR UI total wages less state QTR UI excess wages
106-134 TXNot Required, contain blanks
135-142Blank
143-146Taxing Entity CodeConstant ‘UTAX’
147-161State Unemployment Insurance Account Number

Enter state UI employer account number
SUI Registration Number from IDGV
162-171 TXUnit/Division Location/Plant Code (Establishment ID)

Leave Blank if not reporting BLS3020 Multiple Worksite data

Contains blanks
172-176 TXUnit/Division Location/Plant Code (Unit Number)

Use to report Business Unit Number; if not use fill with zero
177-211 TXNot Required
212-212 TXMonth-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 TXMonth-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 TXMonth-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’
215-220Reporting 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 TXNot Required
233-275Blank

Record Name: Code T - Total Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘T’
2-8Total Number of Employees

The total number of ‘S’ records since the last ‘E’ record
9-12Taxing Entity CodeConstant ‘UTAX’
13-26 TXState QTR Total Gross Wages for employer

Not Required
27-40State 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 TXState QTR Unemployment Insurance Excess Wages for employer

Not Required
55-68 TXState 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 TXQuarterly tip wages for employer

Not required
82-87 TXUI 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 TXState QTR UI taxes dueFrom 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 TXNot Required
186-198 TXAllocation Amount

If reporting an Allocation List on this tape, enter the amount to be allocated to this employer account

Contain blanks
199-226 TXNot Required
227-233 TXMonth-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 TXMonth-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 TXMonth-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 TXCountry CodeFrom 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 TXOutside Country Employees

Leave blank if not reporting C-3 Contribution Data on this tape

This field currently is not supported
258-267 TXDocument Control Number

Not Required
268-275Blank

Record Name: Code F - Final Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘F’
2-11Total Number of Employees in File

Enter the total number of ‘S’ records in the entire file
12-21Total Number of Employers in File

The total number of ‘E’ records in the entire file
22-25Taxing Entity CodeConstant ‘UTAX’
26-40 TXQuarterly Total Gross Wages in File

Not Required
41-55Quarterly 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 TXQuarterly State Unemployment Insurance Excess Wages in File

Not Required
71-85 TXQuarterly 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 TXNot Required

State Specific data, contain blanks
140-275Blank

Notes#

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