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!!!US W2 ANNUAL AND QUARTERLY PROCESSING
W2 Annual and Quarterly Processing reports from the employees' QTD information according to client selection criteria to produce Quarterly Wage Report for individual states filing. Most states accept either the EFW2 or the [ICESA]/[NASWA] wage reporting format.
For additional information and detailed field description of the [RPYEU] function, please refer to W2 Year End procedure document [PR_US_W2_PROCESS_20yy].
!!Steps
The following steps outline the sequence of events to produce the Quarterly Wage Report File:
*RPREGT - Produce QTD Register for Quarterly Reporting
*IDFD - Set up Form and File Definition
**This screen specifies the default values for client to enter on [IDFDV].
**The information on this screen is provided using a script, the client only needs to execute the script to load in the most current information for the year.
**Do NOT alter this information in any way without guidance and permission from Support.
*IDFDV- Enter the Variables
**All clients must enter the [IDFDV] variables for the supplied script file ‘HL$US-W2-ccyy’ (where ccyy denotes the tax year and will be updated each year) must be entered where applicable. In addition, for the clients who report quarterly wages in the [ICESA]/[NASWA] format, then the [IDFDV] variables for a second supplied script file ‘HL$US-QTR-20yy’ (note the name of this file remains the same for year 2004 onwards) is also required to be entered where applicable.
*RDFD - To Report the File Definition from IDFD and IDFDV
*RPYEU - Produce US Year/Quarter End Summary Report for the Reporting Year or Quarter
**This report must be used to balance to the QTD Register report (RPREGT) for quarter report.
**Exception messages from this summary Report must be checked and the exceptions corrected.
**Generate State/Local File in the federal file format for states that accept the federal file format
**Generate State/Local File for states with specific file format requirement
**[RPYEU] must be run one state at a time to generate state specific files
**Each state may have its own requirement, you must check with Support to verify if the state is supported prior to running [RPYEU] for a specific state file
**Generate XML file to feed into RPW2 program to print W2 forms for year end reporting
**In utility trace mode, [RPYEU] generates dynamic SQL Select statement and trace file for debugging
!!General Set Up
Only employees in entities with a government registration set up for ‘State SUI Registration’ will be selected.
!IMUF – Define User Fields
__Define User Fields for P2K_CM_GOVT_REGISTRATIONS (IDGV)__\\The following user fields are used on the [IDGV Variables|IDGV#VariablesTab] tab and must be set up on [IMUF].
*W2 STATE MEDIA FILING
*W2 TAX TYPE CODE
*W2 TAXING ENTITY
*W2 WAGE PLAN CODE
*W2 BRANCH CODE
For Quarterly Reporting in Non-EFW2 file format, these User Defined Fields (UDF) are used when client is using ‘HL$US-QTR-20yy’ form code.
The following UDFs must be set up on [IMUF]:
||Table||User Field Name||Prompt||Field Type||Field Sequence
|[P2K_CM_GOVT_REGISTRATIONS]|QTR TAXES DUE|QTR Taxes Due|Char|1000
|[P2K_CM_GOVT_REGISTRATIONS]|QTR PREV UNDERPAYMENT|QTR Prev Underpayment|Char|1010
|[P2K_CM_GOVT_REGISTRATIONS]|QTR INTEREST QTR Interest|Char|1020
|[P2K_CM_GOVT_REGISTRATIONS]|QTR PENALTY QTR Penalty|Char|1030
|[P2K_CM_GOVT_REGISTRATIONS]|QTR CR OVERPAYMENT|QTR CR Overpayment|Char|1040
|[P2K_CM_GOVT_REGISTRATIONS]|QTR ER ACCESS RATE|QTR ER Access Rate|Char|1050
|[P2K_CM_GOVT_REGISTRATIONS]|QTR ER ACCESS AMT|QTR ER Access Amt|Char|1060
|[P2K_CM_GOVT_REGISTRATIONS]|QTR EE ACCESS RATE|QTR EE Access Rate|Char|1070
|[P2K_CM_GOVT_REGISTRATIONS]|QTR EE ACCESS AMT|QTR EE Access Amt|Char|1080
|[P2K_CM_GOVT_REGISTRATIONS]|QTR PAYMENT DUE|QTR Payment Due|Char|1090
|[P2K_CM_GOVT_REGISTRATIONS]|QTR ALLOCATION AMT|QTR Allocation Amt|Char|1100
|[P2K_CM_GOVT_REGISTRATIONS]|QTR REFERENCE NUMBER|QTR Reference Number|Char|1110
__Define User Fields for P2K_CM_DEPARTMENT_DETAILS (IDDP)__\\The following user fields are used on [IDDP] and must be set up on [IMUF].
*SUI ER NUMBER
*W2 DESTINATION
||Table||User Field Name||Prompt||Field Type||Field Sequence
|[P2K_CM_DEPARTMENT_DETAILS]|SUI ER NUMBER|SUI ER Number|Char|20
|[P2K_CM_DEPARTMENT_DETAILS]|W2 DESTINATIONW2|Destination|Char|30
Some states require SUI ER Number by department, in this case, the [IDDP] User Field ‘SUI ER Number’ may be required.
For example, the State of Minnesota requires the Quarterly file to be reported by MN State Unemployment Insurance Account Number and MN Employer Unit Number, and these two numbers are defined at the department level, therefore, the client must set up the UDF ‘SUI ER Number’ for each department
e.g. For ‘Planning & Zoning’ department, the MN number is ‘7977999-004’. Therefore on IDDP the client should enter set the UDF ‘SUI ER Number’ = 7977999-004 on [IDDP]
- if the ‘SUI ER Number’ is not set up for a department, then the SUI ER Number from IDGV screen is used
- note that on IDDP screen, the client must click the detail section of the screen and then click the UDF button to get to UDF screen
- client may enter ‘W2 Destination’ for distributing the W2 forms by department
IMUF - Define User Fields for P2K_HR_IDENTITIES (IEID screen)
- the following user fields are used on IEID screen, therefore the client must set up on the IMUF screen
- ‘W2 DESTINATION’
- ‘MMREF PROBATIONARY’
- ‘MMREF OFFICER CODE’
Table User Field Name Prompt Field Type Fld Seq Format
P2K_HR_IDENTITIES W2 DESTINATION W2 Destination Char 50
P2K_HR_IDENTITIES MMREF PROBATIONARY MMREF Probationary 60
P2K_HR_IDENTITIES MMREF OFFICER CODE MMREF Officer Code Char 70
!IEID – Employee Identity Screen User Field
IEID - the client may enter the ‘W2 Destination’, ‘MMREF Officer Code’ for the employee
- ‘MMREF Probationary’ code is not used by all states (i.e. the state of Minnesota does not require this code)
- MMREF Officer Code is not required by all states (i.e. The file Code RS record position 341, State of Minnesota requires to report the Officer Code for the employee, then and if the employee qualifies as an Officer for the state of Minnesota, the client should enter ‘Y’ on ‘MMREF Officer Code’ field).
IDGV - Define Government Registrations
The client must set up ‘Federal Registration’ on IDGV screen for Country ‘USA’ with valid ‘Employer Identification Number’ by ‘Government Registration Set’ by Entity.
!Clients with One Federal Registration
If client has one Federal registration, the client should define one Government set of Registrations, e.g. ‘Main Registration Set’.
Then within this set of Government Registrations, the client will set up Federal/State/Local Registrations on IDGV for this set.
On IDGV, the client should set up Federal Registration with Registration Type = ‘US Fed Regist 1’.
%%information: Note, if Registration Type ‘US Fed Regist 1’ is used, then the FICA registration should be defined using Registration Type = ‘US FICA Regist 1’.%%
!Clients with Multiple Federal Registrations
For client with multiple Federal Registrations, there are two options:
(1) Client can use one ‘Main Registration Set’, in this case then set up Registration Type ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’
This allows for up to nine Federal Registrations.
(2) Client can also use multiple ‘Registration Set’, in this case then set up Registration Type ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘ Fed Regist 9’
This allows for unlimited number of Federal Registrations.
%%information: Note, if Registration Type ‘US Fed Regist 1’ is used, then the FICA registration should be defined using Registration Type = ‘US FICA Regist 1’. If ‘US Fed Regist 2’ is used, then use ‘US FICA Regist 2’. If ‘US Fed Regist 3’ is used, then use ‘US FICA Regist 3’ etc…
i.e. At Federal level, always matching the last digit of Registration Type. This is similar to State/Local Registration levels ‘Regist type’.%%
The client may use ‘Govt Registration Set’ to group similar Registrations together.
For Example:
Govt Registration Set Meaning
MAIN REGIST use by Highline as default to group all registrations initially
REGIST 2 client may define another set for all level of registrations for this Set
FED REGIST client may define Federal level registrations for this Set
STATE REGIST client may define State level registrations for this Set
LOCAL REGIST client may define Local level registrations for this Set
FULLTIME REGIST client may define Registrations for Full time employees for this Set
PARTTIME REGIST client may define Registrations for Part time employees for this Set
SEASONAL REG client may define Registrations for Seasonal employees for this Set
STATE OHIO client may define Registrations for Ohio for this Set only
The IDGV ‘Govt Registration Set’ is then used on the IDGR screen ‘Registration’ tab for each of the Federal/State/Local level.
!IDGR - Define Group for Federal/State/Local Govt Registration
The Federal/State/Local Government Registrations are entered on IDGR screen ‘Registrations’ tab.
%%warning IMPORTANT:Federal/State/Local Registration MUST not be changed for a Group for different effective date records.%%
UPCLOZ program is not cutting new YTD records if the Group changes effective date. Therefore if the Group requires a change to the Registration numbers, the client should either create a new Group or change all effective records to the same Registration numbers.
For each group, at Federal level, the Federal Registration number is retrieved according to the ‘Fed Regist Set’ and ‘Fed Regist Type’ from IDGV screen and then display on the IDGR screen.
For each group, at State/Prov level, the user can point to a ‘State/Prov Set’ and ‘State/Prov Type’. Since each group can be paid in many different States or Provinces, the State/Prov Registration number cannot be displayed on IDGR screen. For each employee belong to this group, the State/Prov Registration Number is retrieved from IDGV screen by ‘State/Prov Set’ and ‘State/Prov Type’ and the State/Prov of this employee.
At local level, the Local Registration Number is retrieved from IDGV screen by ‘Local Regist Set’ and ‘Local Regist Type’ and the GEO Local of this employee
!!State Level Set Up
The following levels of Government Registration must be set up for the state to be reported
!IDSP - Define States
- an entry must exist for a State on IDSP in order for the State to be reported.
- an entry must exist on IDGV screen for a State with the ‘State Registration’ in order for the State to be reported
- if a State is missing on IDGV screen, RPYEU will create a default entry for that State with Regist Number 0 and issue warning
- the client must then change to the correct State Registration Number for that State in order to file to the State government
State/Prov Code State/Prov Name Country Postal Start Postal End Area Code
FL FLORIDA USA
GA GEORGIA USA
HI HIWAII USA
!IDCN - Define Counties
- if there is county tax applicable for a State, an entry must exist for the County Code on the IDCN screen in order for the county tax to be reported
- the County Code is the first 2 segments of the GEO code
- e.g. In Indiana, GEO code ‘15-097-0670’ is for the city of ‘Indianapolis’, the County Code ‘15-097-0000’ is for County of ‘Marion’, therefore set up County Code ‘15-097-0000’ ‘Marion’ on IDCN screen
- the GEO codes and County codes are provided by Vertex for US taxation, please refer to the VERTEX GEO CODES LIST booklet and enter the required county codes on IDCN screen
- an entry must exist on IDGV screen with ‘Local Registration’ for a County in order for the County tax to be reported
County County Code State/Province
MARIN 05-041-0000 CALIFORNIA, USA
MARION 01-093-0000 ALABAMA, USA
MARION 15-097-0000 INDIANA, USA
MARIPOSA 05-043-0000 CALIFORNIA, USA
!IDSD - Define School Districts
- an entry must exist for a School District in order for the School District tax to be reported
School District School District Name County State/Province
2504 Grandview Heights City S.D. FRANKLIN, OH, USA OHIO, USA
40140 Crestwood LUZERINE, PA, USA PENNSYLVANIA, USA
40160 Dallas LUZERINE, PA, USA PENNSYLVANIA, USA
40260 Greater Nanticoke Area LUZERINE, PA, USA PENNSYLVANIA, USA
!IDTX - Define Tax Jurisdictions
- an entry must exist at the ‘State Level’ in order for the state tax to be reported. Note that the ‘State Level’ GEO code entry must end with ‘000-0000’ (i.e. 05-000-000 for the state of California).
- an entry must exist at the ‘City level’ for a tax jurisdiction in order for the city tax to be reported
- an entry must exist on IDGV screen with ‘Local Registration’ for a City in order for the City tax to be reported
- the FIPS code in this IDTX screen is currently not being used by the RPYEU program. (The RPYEU program derives the FIPS code automatically).
!IDGV - Define Government Registrations
IDGV - Define State Government Registrations for the State in the ‘Definition’ tab, e.g. Arizona
- Enter the Arizona State Employer Account Number on the ‘Number’ field
- Then enter the various State Government W2 (Quarter) information for the State in the ‘Variables’ tab
- Use ‘02’ for W2 State Media Filing if the wage information is for a state only and contains no other state info.
The following levels of Government Registration must be set up for the Federal, State, County, City and School tax reporting.
Federal Level:
- one or multiple Federal Government Registrations must exist for each Entity with ‘Govt Regist Set’ ‘US Fed Regist 1’ … etc
State Level:
- an entry must exist for each State for an Entity with ‘State Registration’.
- when clients are defining the ‘State Registration’, the client must also set up the ‘Variables’ tab.
- the fields on IDGV ‘Variables’ tab are first defined on IMUF User Defined Variable screen for P2K_CM_GOVT_REGISTRATIONS’ automatically by RPYEU
- Many fields in the IDGV ‘Variables’ tab applies to different States at the State level and/or Local level. These variables must be defined at the State/Local levels whenever applicable.
- then on IDGV ‘Variables’ tab, the variable ‘W2 State Media Filing’ must be set up to indicate if this State requires to produce a W2 File (or Quarterly File) for the State
- the ‘W2 State Media Filing’ values are:
00 – Not Required to file magnetic media to the State
01 – Include State Code RS record in the Federal File, the user can send federal file to the State
02 – State requires its own File, do not include other State information in the State File
- if the State file layout is conforming to the standard Federal SSA Code RS format and the State accepts a copy of the Federal file that includes the code RW records, the client should set up the ‘W2 State Media Filing’ variable = ‘01’
- then when RPYEU is run, the State Information Code RS record will automatically be generated in the federal file, the client only needs to send a copy of the federal file to the State
- if the State does not accept other State’s information in their State file, the client should set up ‘W2 State Media Filing’ variable = ‘02’
- when RPYEU is run, the client should select to run by one State at a time and to select the Media Format = ‘State File Format’
- then if the State has its own specific State file layout, RPYEU will generate the State File in the specific file layout, otherwise the generic Federal Code RS format layout is used
- if the State requires its own State File layout, please check section IV for a list of States that are supported
Local Level:
- an entry must exist for each County for an Entity with ‘Local Registration’ for the County tax to be reported
- an entry must exist for each City for an Entity with ‘Local Registration’ for the City tax to be reported
- Many fields in the IDGV ‘Variables’ tab applies to different States at the State level and/or Local level. These variables must be defined at the State/Local levels whenever applicable.
- when clients are defining the ‘Local Registration’, the user can optionally set up the ‘Variables’ tab to indicate if this Local requires to be filed via magnetic media on a W2 File:
- 'W2 STATE MEDIA FILING'
- 'W2 TAX TYPE CODE'
- 'W2 TAXING ENTITY'
- the ‘W2 State Media Filing’ values are:
00 – Not Required to file magnetic media
01 – Include Local Information in Code RS record for Federal File format
02 – Include Local Information in Code RS record for the State File format
03 – Local requires its own File, do not include other Local information in the File
- if the Local information is to be reported along with the Federal File Code RS information, the user should set up the ‘W2 State Media Filing’ variable = ‘01’ for this Local
- then when RPYEU is run, the State Information Code RS record will be generated along with the Local information
- if the Local information is to be reported along with the State File Code RS information, the user should set up the ‘W2 State Media Filing’ variable = ‘02’ for this Local
- then when RPYEU is run for a State, the State Information Code RS record will be generated along with the Local information
- if the Local requires its own format, the user should set up ‘W2 State Media Filing’ variable = ‘03’
- then when RPYEU is run and the client selects to generate ‘Local File format’, the client must also select the specific City or County, then the Local file format will be generated
- NOTE: this feature requires specific program logic for each Local, please check with High Line to see if the local is supported
- if ‘W2 State Media Filing’ is set up for a Local, then IDGV Variables Tab must also be set up:
- ‘W2 TAX TYPE CODE’ - to contain one of the following values:
C – City Income Tax
D – County Income Tax
E – School District Income Tax
- ‘W2 TAXING ENTITY’ - to define the 5 characters Taxing Entity Code for each Local.
- e.g. Ohio Cleveland would be ‘200’, refer to Cleveland filing requirement
- e.g. Indiana would contain the 2 digits County Code supplied by Indiana
School Level:
- an entry must exist for each School district for an Entity with ‘School Registration’ for the school tax to be reported
- when clients are defining the ‘School Registration’, the client should also set up the IDGV ‘Variables’ tab for:
- 'W2 STATE MEDIA FILING'
- 'W2 TAX TYPE CODE'
- 'W2 TAXING ENTITY'
- the ‘W2 State Media Filing’ values are:
00 – Not Required to file magnetic media
01 – Include School Information in Code RS record for Federal File format
02 – Include School Information in Code RS record for the State for State File format
03 – Include School Information in Code RS record for the Local File format
- if the School information is to be reported along with the Federal File Code RS information, the client should set up the ‘W2 State Media Filing’ variable = ‘01’ for this Local
- then when RPYEU is run, the State Information Code RS record will be generated along with the School information
- if the School information is to be reported along with the State File Code RS information, the client should set up the ‘W2 State Media Filing’ variable = ‘02’ for this Local
- then when RPYEU is run, the State Information Code RS record will be generated along with the School information
- if the School requires its own format, the client should set up ‘W2 State Media Filing’ variable = ‘03’
- note: this feature requires specific program logic for each School, please check with High Line to see if the local is supported
- if ‘W2 State Media Filing’ is set up for a School, then IDGV Variables Tab must also be set up:
- ‘W2 TAX TYPE CODE’ to contain one of the following values:
E – School District Income Tax
- ‘W2 TAXING ENTITY’ to define the 5 characters School District Code
!IDGV - Define State SUI Registrations for Quarterly Filing
When running RPYEU with Calendar Type = ‘Q’ for a quarter, each State must set up with ‘US SUI Regist’. The last digit of ‘US SUI Regist’ Registration type must match the last digit of ‘US State Regist’ Registration type, i.e. ‘US State Regist 1’ should also define ‘US SUI Regist 1’, ‘US State Regist 2’ should also define ‘US SUI Regist 2’ etc
According to each State’s quarterly filing format, some State may require to submit Taxes Due, Previous Underpayment etc. For each quarter, the user must define IDGV screen Variables tab for these quarterly amount for the proper ‘US SUI Regist’ prior to running RPYEU.
For Example:
If ‘QTR Penalty is $590.26; then enter ‘590.26’ in the ‘QTR Penalty’ field in the IDGV screen Variable tab.
Please note each QTR field’s decimal point and enter in the above format. Also note that each applicable ‘Govt Rate Type’ in the bottom part of the screen must also be setup, these includes the SUI maximum base amount, SUI ER rate, etc..
;IDGV:Define SUI Registration. The ‘US SUI Regist 1’ Registration Type must be defined for the state in order to run the UI report file.
- An SUI entry must exist for each State within an Entity with ‘State Registration’
- The ‘W2 Taxing Entity’ entry in the Variables tab of the US SUI Registration screen is used to populate the ‘Taxing Entity Code’ column in the State Record for Quarterly UI Wage reporting.
!IDGV – Government Registration for SDI (optional)
;IDGV:Define ‘US SDI Registration’ for each state, if required (such as in California).
- enter the California State Employer Account Number (SEAN) for SDI on the ‘Number’ field if applicable
‘W2 STATE MEDIA FILING’ - enter ‘02’ to generate State magnetic media file for each state only
‘W2 WAGE PLAN CODE’ - enter the Wage Plan Code for the State Employer Account Numbers (SEANs)
- for ‘US SDI Registration’, please enter the SDI (SDI Reporting) Wage Plan Code
‘W2 BRANCH CODE’ - if the client is registered with the Department as a branch coded Employer, then
enter the 3 character branch code
- if not applicable, the user should enter as ‘000’
!!Local Level Set Up
!IDGV - Local Registration
To report the Ohio City tax, IDGV must be set up with ‘US Local Registration 1’ for each City in the Jurisdiction field:
- IDGV Variables Tab must be set up for ‘US Local Registration 1’ for each city:
‘W2 STATE MEDIA FILING’ - Must be ‘03’ to generate City tax information in Local File format
‘W2 TAX TYPE CODE’ - Must enter ‘C’ for City Tax
‘W2 TAXING ENTITY’ - enter the City Code for state if required (i.e. Ohio)
!IDFDV- Define Table Column Values
Client must set up the ‘Field Variable’ column in IDFDV for the Form Definition that is being used for RPYEU reporting. The following example shows what might be setup in that column (note that all the other columns are all predefined in IDFD and may not be changed in IDFDV):
Seq Field Identifier Description Level Prompt Field Source Field Variable
1010 TRAN EIN Transmitter EIN Transmittal TRAN EIN Constant 9876542103
1020 TRAN ADDR IND Trans Foreign Address Transmittal TRAN ADDR IND Constant
1030 TRAN NAME Transmitter Name Transmittal TRAN NAME Constant HIGH LINE CORP
1040 TRAN ADDRESS Transmitter Address Transmittal TRAN ADDRESS Constant 100 WOODBINE AVENUE
1050 TRAN CITY Transmitter City Transmittal TRAN CITY Constant MARKHAM
IDFDV – City Tax Set Up
If City tax applies, IDFDV must be set up. The following example shows what might be setup in the ‘Field Variable column (note that all the other columns are all predefined in IDFD and may not be changed in IDFDV):
Seq Field Identifier Description Level Prompt Field Source Field Variable
8500 W2-CITY-NAME City Name Local 20-City Name DB Column DTX.JURISDICTION_NAME
8510 W2-CI-WAGE-HOME Local Wage (Home) Local 18-Home City Wage Element W2-CI-WAGE-RES
8520 W2-CI-WAGE-WORK Local Wage (Work) Local 18-Work City Wage Element W2-CI-WAGE-WORK
8530 W2-CI-TAX-HOME Local Tax (Home) Local 19-Home City Tax Element W2-CI-TAX-RES
8540 W2-CI-TAX-WORK Local Tax (Work) Local 19-Work City Tax Element W2-CI-TAX-WORK
Identifier ‘W2-CITY-NAME’ - must be set up
Identifier ‘W2-CI-WAGE-HOME’ - must be set up
Identifier ‘W2-CI-WAGE-WORK’ - must be set up
Identifier ‘W2-CI-TAX-HOME’ - must be set up
Identifier ‘W2-CI-TAX-WORK’ - must be set up
!IDFDV – Form Definition Variables
(1) Definition for file HL$US-W2-ccyy (Mandatory for all Quarterly Report Filers)
IDFD FORM: HL$US-W2-ccyy - supplied by Highline, where ‘ccyy’ denotes the tax reporting year
IDFD FORM TYPE: US EFW2 definition - indicate the W2 definition is for EFW2 filing format
Seq Field Identifier Description Suggested Source Suggested Variable
1000 SUB-ER-EIN Submitter’s Employer EIN Constant 9 characters EIN
1010 SUB-PIN-NUMBER Personal Identification Number Constant 17 characters assigned to you as PIN#
1020 SUB-RESUB-IND Resubmit Indicator Constant Enter 1 if file is resubmitted, else 0
1030 SUB-RESUB-WFID Resubmit SSA WFID from notice Constant If resubmit, enter SSA WFID from notice.
1040 SUB-SOFTWARE Submitter Software Code Constant Enter your company data
1050 SUB-COMP-NAME Company Name receive EFW2 Constant Enter Company name who receive EFW2
1060 SUB-COMP-LOCN Company Location Address Constant Enter company’s location address .ie. Attention, Suite, Room Num etc
1070 SUB-COMP-DELIV Company Delivery Address Constant Enter company’s delivery address i.e. Street or Post Office Box
1080 SUB-COMP-CITY Company’s City Constant Enter company’s city
1090 SUB-COMP-STATE Company’s State Abbrev Constant Enter company’s State Abbreviation
1100 SUB-COMP-ZIP Company’s ZIP Code Constant Enter company’s ZIP code
1110 SUB-COMP-ZIP-EXT Company’s ZIP Code Extension Constant Enter company’s ZIP code extension
1120 SUB-COMP-F-STATE Company’s foreign State/province Constant Enter company’s foreign state
1130 SUB-COMP-F-POST Company’s country if applicable Constant Enter company’s foreign postal code
1140 SUB-COMP-COUNTRY Company’s country if applicable Constant Enter company’s country if applicable
1150 SUB-SUBM-NAME Submitter Organization Name Constant Organization Name to receive
1160 SUB-SUBM-LOCN Submitter Location Address Constant Enter submitter location address (i.e. Attention, Suite, Room Num etc.)
1170 SUB-SUBM-DELIV Submitter Delivery Address Constant Enter submitter delivery address (i.e. Street or Post Office Box)
1180 SUB-SUBM-CITY Submitter City Constant Enter submitter city
1190 SUB-SUBM-STATE Submitter State Abbrev Constant Enter submitter State Abbreviation
1200 SUB-SUBM-ZIP Submitter ZIP Code Constant Enter submitter ZIP code
1210 SUB-SUBM-ZIP-EXT Submitter ZIP Code Extension Constant Enter submitter ZIP code extension, including the hyphen.
1220 SUB-SUBM-F-STATE Submitter foreign State/province Constant Enter submitter foreign state/province
1230 SUB-SUBM-F-POST Submitter foreign postal code Constant Enter submitter foreign postal code
1240 SUB-SUBM-COUNTRY Submitter country if applicable Constant Enter submitter country if applicable
1250 SUB-CONT-NAME Contact name for SSA Constant Enter your company data
1260 SUB-CONT-TEL Contact telephone # for SSA Constant Enter your company data
1270 SUB-CONT-TEL-EXT Contact telephone extension Constant Enter your company data
1280 SUB-CONT-EMAIL Contact e-mail address for SSA Constant Enter your company data
1290 SUB-CONT-FAX Contact FAX phone # for SSA Constant Enter your company data
1300 SUB-CONT-METH Preferred Contact method Constant Enter your company data
1310 SUB-PREPARER Preparer Code Constant Enter your company data
1480 SUB-3RD-PARTY-SICK Third-Party Sick Pay Indicator Constant Enter your company data
1490 SUB-3RD-PARTY-TAX Income Tax Withheld by 3rd Party Constant Enter your company data
1500 W2-ER-AGENT-IND Agent Indicator Code Constant If applicable, enter appropriate code
1510 W2-ER-FOR-EIN Agent for which EIN Constant If you are an agent, enter the EIN for
1520 W2-ER-TERM-BUS Terminating business indicator Constant Enter appropriate code from SSA
1530 W2-ER-ESTAB Establishment Number Constant Further identify within EIN
1540 W2-ER-OTHER-EIN Other EIN Constant Other EIN used
2000 W2-ER-EIN Employer Identification Number Data Base Column DGV.GOVT_REGIST_NUMBER
2010 W2-ER-NAME Employer Name Data Base Column DED.ENTITY_NAME
2020 W2-ER-LOCN-ADDR Employer Location Address Data Base Column Enter employer’s location address (i.e. Attention, Suite, Room Num etc. use DLN.ADDRESS_LINE_1 or DLN.ADDRESS_LINE_2)
2030 W2-ER-DELIV-ADDR Employer Delivery Address Data Base Column Enter employer’s delivery address (i.e. Street or Post Office Box, use DLN.ADDRESS_LINE_1 or DLN.ADDRESS_LINE_2)
2040 W2-ER-CITY Employer City Data Base Column Enter employer’s city DLN. LOCALITY
2050 W2-ER-STATE Employer State Abbrev Data Base Column Enter employer’s State abbreviation
2060 W2-ER-ZIP Employer ZIP Code Data Base Column Enter employer’s ZIP Code DLN.ZIP_POSTAL
2070 W2-ER-ZIP-EXT Employer ZIP Extension Data Base Column Enter employer’s ZIP Code DLN.ZIP_POSTAL, use derivation expression substr(~,6) for ZIP extension
2080 W2-ER-F-STATE Employer foreign State/province Data Base Column or Constant Enter Employer foreign state
2090 W2-ER-F-POSTAL Employer foreign postal code Data Base Column or Constant Enter Employer foreign state
2100 W2-ER-COUNTRY Employer country if applicable Constant Enter Employer country if applicable
2110 W2-ER-TAX-JURIS Tax Jurisdiction Code Constant Enter Employer country if applicable
2120 W2-KIND-OF-EMPLOYER Kind of Employer Constant
2500 W2-EE-SSN Employee Social Security Number Data Base Column EID.GOVERNMENT_CODE
2510 W2-EE-FIRST-NAME Employee First Name Data Base Column EID.FIRST_NAME
2520 W2-EE-MIDDLE Employee Middle Name Data Base Column EID.MIDDLE_NAME
2530 W2-EE-LAST-NAME Employee Last Name Data Base Column EID.LAST_NAME
2540 W2-EE-SUFFIX Employee Suffix Name Data Base Column EID.RANK with derivation expression Decode(~,’01’,’JR’,’02’,’SR’,NULL)
2600 W2-EE-LOCN-ADDR Employee Location Address Data Base Column Enter employee’s location address (i.e. Attention, Suite, Room Num etc., use EPS.ADDRESS_LINE_1 or EPS.ADDRESS_LINE_2)
2610 W2-EE-DELIV-ADDR Employee Delivery Address Data Base Column Enter employee’s delivery address (i.e. Street or Post Office Box, use EPS.ADDRESS_LINE_1 or EPS.ADDRESS_LINE_2)
2620 W2-EE-CITY Employee City Data Base Column Enter employee’s city EPS.LOCALITY
2630 W2-EE-STATE Employee State Abbrev Data Base Column Enter employee’s State abbreviation DSP.STATE_PROVINCE_CODE
2640 W2-EE-ZIP Employee ZIP Code Data Base Column Enter employee’s ZIP Code EPS.ZIP_POSTAL
2650 W2-EE-ZIP-EXT Employee ZIP Extension Data Base Column Enter employee’s ZIP Code EPS.ZIP_POSTAL-use derivation expression substr(~,6) for ZIP extension
2660 W2-EE-F-STATE Employee foreign State/province Data Base Column or Constant Enter Employee foreign state
2670 W2-EE-F-POSTAL Employee foreign postal code Data Base Column or Constant Enter Employee foreign postal code
2680 W2-EE-COUNTRY Employee country if applicable Constant Enter Employee country if applicable
2800 W2-CONTROL-PRT Print Control Number on Form Constant
2810 W2-CONTROL-NUM Control Number on Form Data Base Column Person Code
2900 W2-EXCLUDE-EE Exclude Employee Data Base Column Enter your company data
3000 W2-FIT-WAGE Wages, Tips, Other Compensation Element W2-BOX-01
3010 W2-FIT-TAX Federal Income Tax Withheld Element W2-BOX-02
3020 W2-SSN-WAGE Social Security Wages Element W2-BOX-03,- use derivation expression LEAST(~,80400.00) for year 2001 max
3030 W2-SSN-TAX Social Security Tax Withheld Element W2-BOX-04,- use derivation expression LEAST(~,4984.80) for year 2001 max
3040 W2-MEDI-WAGE Medicare Wages and Tips Element W2-BOX-05
3050 W2-MEDI-TAX Medicare Tax Withheld Element W2-BOX-06
3060 W2-SSN-TIP Social Security Tips Element W2-BOX-07
3070 W2-ALLOC-TIP Allocated Tips Element W2-BOX-08
3080 W2-EIC Advanced EIC Credit Element W2-BOX-09
3090 W2-DEP-CARE Dependent Care Benefit Element W2-BOX-10
3100 W2-NQUAL Non Qualified Plans Element W2-BOX-11
3102 W2-NQUAL-457 Non Qualified Plans Sect 457 Element W2-BOX-11-457
3104 W2-NQUAL-N457 Non Qualified Plans Not Sect 457 Element W2-BOX-11-N457
4000 W2-CODE-A Un-collect SSA/RRTA tax on tips Pay Component Enter your company data
4010 W2-CODE-B Un-collect Medicare tax on tips Pay Component Enter your company data
4020 W2-CODE-C Group Term Life Ins > 50000 Pay Component Enter your company data
4030 W2-CODE-D Deferred 401(k) cash Pay Component Enter your company data
4040 W2-CODE-E Deferred 401(b) Salary reduction Pay Component Enter your company data
4050 W2-CODE-F Deferred 408(k)(6) Salary reduction Pay Component Enter your company data
4060 W2-CODE-G Deferred 457(b) compensation Pay Component Enter your company data
4070 W2-CODE-H Deferred 501(c)18(D) tax exempt Pay Component Enter your company data
4080 W2-CODE-J Non taxable sick pay Pay Component Enter your company data
4090 W2-CODE-K 20% excise parachute payment Pay Component Enter your company data
4100 W2-CODE-L EE business expense reimbursement Pay Component Enter your company data
4110 W2-CODE-M Un-collect SSA/RRTA group ins Pay Component Enter your company data
4120 W2-CODE-N Un-collect Medicare group insurance Pay Component Enter your company data
4130 W2-CODE-P Moving expense Pay Component Enter your company data
4140 W2-CODE-Q Military compensation Pay Component Enter your company data
4150 W2-CODE-R Employer Contribution to MSA Pay Component Enter your company data
4160 W2-CODE-S Salary reduction to 408(p) Pay Component Enter your company data
4170 W2-CODE-T Adoption benefits Pay Component Enter your company data
4180 W2-CODE-V Income of nonstat stock option Pay Component Enter your company data
4190 W2-CODE-W ER cont. to Health Savings Acct Pay Component Enter your company data
4200 W2-CODE-Y Deferrals 409A Non-qualify plan Pay Component Enter your company data
4210 W2-CODE-Z Income 409A Non-qualify plan Pay Component Enter your company data
4220 W2-CODE-AA Roth Contribution 401(k) Pay Component Enter your company data
4230 W2-CODE-BB Roth Contribution 403(b) Pay Component Enter your company data
4240 W2-CODE-CC HIRE Act Wages Pay Component Enter your company data
4250 W2-CODE-DD ER sponsored Health Coverage Pay Component Enter your company data
4260 W2-CODE-EE Roth Contribution 457(b) Pay Component Enter your company data
5000 W2-OTHER-01 Your company description Pay Component Enter your company data
5nnn W2-OTHER-02/19 Your company description Pay Component Enter your company data
5190 W2-OTHER-20 Your company description Pay Component Enter your company data
5500 W2-USER-01 User Amount Pay Component Enter your company data
5xxx W2-USER-02/19 User Amount Pay Component Enter your company data
5690 W2-USER-20 User Amount Pay Component Enter your company data
5700 W2-HL-01 HL Reserved Amount Pay Component Enter your company data
57yy W2-HL-02/19 HL Reserved Amount Pay Component Enter your company data
5790 W2-HL-20 HL Reserved Amount Pay Component Enter your company data
6000 W2-STAT-EE Statutory employee Statistics Enter your company data
6020 W2-RETIRE-PLAN Retirement plan employee Statistics Enter your company data
6060 W2-3PARTY-SICK Third-party sick pay Statistics Enter your company data
6500 W2-SCHL-WAGE School Taxable Wages Element W2-SCHL-WAGE
6510 W2-SCHL-TAX School Tax Element W2-SCHL-TAX
7000 W2-STATE-CODE State Code Data Base Column DSP.STATE_PROVINCE_CODE
7010 W2-STATE-REGIST State Registration I.D. No Data Base Column DGV.GOVT_REGIST_NUMBER
7020 W2-STATE-WAGE-HO State Wages and Tips (Home State) Element W2-STATE-WAGE-H
7030 W2-STATE-WAGE-WO State Wages and Tips (Work State) Element W2-STATE-WAGE-W
7040 W2-STATE-TAX-HOM State Income Tax (Home State) Element W2-STATE-TAX-H
7050 W2-STATE-TAX-WOR State Income Tax (Work State) Element W2-STATE-TAX-W
7200 W2-SUI-WAGE-EE State SUI Wages (Employee) Element W2-SUI-WAGE-EE
7210 W2-SUI-WAGE-ER State SUI Wages (Employer) Element W2-SUI-WAGE-ER
7220 W2-SUI-TAX-EE SUI Tax (Employee contribution) Element W2-SUI-TAX-EE
7230 W2-SUI-TAX-ER State SUI Tax (Employer contribution) Element W2-SUI-TAX-ER
7240 W2-SDI-WAGE-EE State SDI Wages (Employee) Element W2-SDI-WAGE-EE
7250 W2-SDI-WAGE-ER State SDI Wages (Employer) Element W2-SDI-WAGE-ER
7260 W2-SDI-TAX-EE State SDI Tax (Employee contribution) Element W2-SDI-TAX-EE
7270 W2-SDI-TAX-ER State SDI Tax (Employer contribution) Element W2-SDI-TAX-ER
7280 W2-SUI-HRS-WRK Regular Hours Element
7500 W2-TIP-WAGE-WORK Work State Tip Wages Element
7510 W2-ST-TIP-WORK Work State Tips Element
7600 W2-WC-WORK Workers Compensation Contribution Element
8000 W2-CNTY-NAME County Name Data Base Column DCN.COUNTY_NAME
8010 W2-CN-WAGE-HOME County Wages (Home County) Element W2-CNTY-WAGE-H
8020 W2-CN-WAGE-WORK County Wages (Work County) Element W2-CNTY-WAGE-W
8030 W2-CN-TAX-HOME County Tax (Home County) Element Element W2-CNTY-TAX-H
8040 W2-CN-TAX-WORK County Tax (Work County) Element Element W2-CNTY-TAX-W
8500 W2-CITY-NAME City Name Data Base Column DTX.JURISDICTION_NAME
8510 W2-CI-WAGE-HOME City Wages (Home City) Element W2-CITY-WAGE-H
8520 W2-CI-WAGE-WORK City Wages (Work City) Element W2-CITY-WAGE-W
8530 W2-CI-TAX-HOME City Tax (Home City) Element W2-CITY-TAX-H
8540 W2-CI-TAX-WORK City Tax (Work City) Element W2-CITY-TAX-W
!IDFDV Mailing Address Set Up
- for Employer and Employee Address, the user may use the primary address or the mailing address for reporting
- i.e. derived from IDFDV screen
Field Identifier Suggested Field Variable
W2-ER-LOCN-ADDR DLN.ADDRESS_LINE_2
W2-ER-DELIV-ADDR DLN.ADDRESS_LINE_1
W2-ER-CITY DLN.LOCALITY
W2-ER-STATE DSP.STATE_PROVINCE_CODE
W2-ER-ZIP DLN.ZIP_POSTAL
W2-ER-ZIP-EXT DLN.ZIP_POSTAL
W2-ER-F-STATE DSP.STATE_PROVINCE_CODE
W2-ER-F-POSTAL DLN.ZIP_POSTAL’ or null
W2-ER-COUNTRY DCO.COUNTRY_CODE’ or null
W2-EE-LOCN-ADDR EPS.ADDRESS_LINE_2
W2-EE-DELIV-ADDR EPS.ADDRESS_LINE_1
W2-EE-CITY EPS.LOCALITY
W2-EE-STATE DSP.STATE_PROVINCE_CODE
W2-EE-ZIP EPS.ZIP_POSTAL
W2-EE-ZIP-EXT EPS.ZIP_POSTAL
W2-EE-F-STATE DSP.STATE_PROVINCE_CODE
W2-EE-F-POSTAL EPS.ZIP_POSTAL’ or null
W2-EE-COUNTRY DCO.COUNTRY_CODE’ or null
- if Mailing Address is used, the user MUST set up Identifier ‘W2-ER-STATE’, ‘W2-ER-F-STATE ‘, ‘W2-ER-COUNTRY’ or for ‘W2-EE-STATE’, ‘W2-EE-F-STATE ‘, ‘W2-EE-COUNTRY’ to contain the word ‘MAIL’ as Constant so that the program can pick up the Mailing State and Country for the address, this is because the DSP and DCO cannot distinguish if the user has used the Mailing Address or primary address
Field Identifier Suggested Field Variable
W2-ER-LOCN-ADDR DLN.MAIL_ADDRESS_LINE_2
W2-ER-DELIV-ADDR DLN.MAIL_ADDRESS_LINE_1
W2-ER-CITY DLN.MAIL_LOCALITY
W2-ER-STATE Constant ‘MAIL’
W2-ER-ZIP DLN.MAIL_ZIP_POSTAL
W2-ER-ZIP-EXT DLN.MAIL_ZIP_POSTAL
W2-ER-F-STATE Constant ‘MAIL’
W2-ER-F-POSTAL DLN.MAIL_ZIP_POSTAL’ or null
W2-ER-COUNTRY Constant ‘MAIL’
W2-EE-LOCN-ADDR EPS.MAIL_ADDRESS_LINE_2
W2-EE-DELIV-ADDR EPS.MAIL_ADDRESS_LINE_1
W2-EE-CITY EPS.MAIL_LOCALITY
W2-EE-STATE Constant ‘MAIL’
W2-EE-ZIP EPS.MAIL_ZIP_POSTAL
W2-EE-ZIP-EXT EPS.MAIL_ZIP_POSTAL
W2-EE-F-STATE Constant ‘MAIL’
W2-EE-F-POSTAL EPS.MAIL_ZIP_POSTAL’ or null
W2-EE-COUNTRY Constant ‘MAIL’
- the user does not need to set up derivation expression ‘REPLACE('MAIL',~)’, please remove any derivation expression
- if the Mailing addresses are used in IDFDV set up, and the Mailing Addresses are not set up, the Primary Addresses will be used
(2) Definition for file HL$US-QTY-20yy (Mandatory for Filers NOT using the EFW2 Reporting Format)
IDFD FORM: HL$US-QTR-2012 - supplied by Highline, file name remains the same for year 2011 onwards
IDFD FORM TYPE: US UI Quarterly definition - indicate the QTR definition is for Non EFW2 filing format
Seq Field Identifier Description Suggested Source Suggested Variable
1010 TRAN EIN Transmitter EIN Constant Transmitter 9 characters EIN
1020 TRAN ADDR IND Trans Foreign Address Indicator Constant Blank if not Foreign Transmitter
1030 TRAN NAME Transmitter Name Constant Enter transmitter name
1040 TRAN ADDRESS Transmitter Address Constant Enter transmitter address
1050 TRAN CITY Transmitter City Constant Enter transmitter city
1060 TRAN STATE Transmitter State Constant Enter transmitter state abbreviation
1070 TRAN ZIP EXTN Transmitter ZIP code extension Constant Transmitter ZIP extension, including the hyphen.
1080 TRAN ZIP CODE Transmitter ZIP code Constant Transmitter ZIP code
1090 TRAN CONTACT Transmitter Contact Person Constant Name of Contact Person
1100 TRAN CONTACT PHON Contact Phone Extension Constant Phone Number of Contact Person
1110 TRAN CONTACT EXTN Contact Phone Extension Constant Contact Phone extension
1120 TRAN MEDIA NUMBE Transmitter Media Number Constant Media Number as assigned
1130 EMPLOYER SEAN Employer SEAN (Ohio) Constant Contact Phone extension
1140 THIRD PARTY ADMIN ID Third Party ID (Ohio) Constant ID Number as assigned
2010 BASIC EIN Organization EIN Constant Enter Organization EIN
2020 BASIC COMPUTER Computer Constant Name of Computer
2030 BASIC ADDR IND Organization Address Indicator Constant Leave blank if not Foreign
2040 BASIC NAME Organization Name Constant Organization Name
2050 BASIC ADDRESS Organization Address Constant Organization Address
2060 BASIC CITY Organization City Constant Organization City
2070 BASIC STATE Organization State Constant Organization State
2080 BASIC ZIP EXTN Organization ZIP code extension Constant Organization ZIP extension, including the hyphen.
2090 BASIC ZIP CODE Organization ZIP code Constant Organization ZIP code
2100 BASIC INTERNAL LAB Internal Label Constant The first 2 characters for Internal label; the 3rd and 4th characters for Filing Type (if required by state)
2110 BASIC DENSITY Density Constant
2120 BASIC RECORDING M Recoding Mode Constant Basic Recording Mode and Number of tracks. ‘ASC09’ for ASCII 9-track.
3010 ER MAIL ADDR Use Employer Mailing Address Constant
3020 TYPE OF EMPLOYMEN Employer Type of Employment Constant
3030 ESTABLISHMENT NU Establishment Number Constant
3040 FOREIGN ADDR INDIC Foreign Address Indicator Constant
3050 BLOCKING FACTOR Maximum Blocking Factor Constant
3060 OTHER EIN Employer Other EIN Constant
3070 WAGE PLAN CODE Wage Plan Code Constant
3080 NUMBER OF WEEKS Weeks Worked Element
3090 TOTAL GROSS WAGES Total Gross Wages Element
3100 SUI TOTAL WAGES SUI Total Wages Not Required Not Required. The system will derive this amount from W2-state-wage-home (seq 7020) and W2-state-wage-work (seq 7030) in HL$US-W2-ccyy.
3110 SUI TAXABLE WAGES SUI Taxable Wages Not Required Not Required The system will derive this amount from SUI total wages and the Maximum SUI wage base
3120 SDI TAXABLE WAGES SDI Taxable Wages Not Required Not Required. The system will derive this amount from W2-sdi-wage-ee (seq 7240) in HL$US-W2-ccyy
3130 TIP WAGES Tip Wages Element
3140 TAXES DUE SUI Tax Remittance Amount Element
3150 PREVIOUS UNDERPAY Previous Quarter Underpayment Element
3160 INTEREST Interest on Overdue UI Element
3170 PENALTY Penalty on Overdue UI Element
3180 CREDIT OVERPAYME Credit/Overpayment Element
3190 ER ASSESSMENT RAT Employer Assessment Rate Constant
3200 ER ASSESSMENT AMO Employer Assessment Amount Element
3210 EE ASSESSMENT RAT Employee Assessment Rate Element
3220 EE ASSESSMENT AMO Employee Assessment Amount Element
3230 PAYMENT DUE Payment Due Element
3240 ALLOCATION AMOUN Allocation Amount Element
3250 STATE TAX WAGES Wages subject to St Income Tax Not Required Not Required. The system will derive this amount from W2-state-wage-home (seq 7020) and W2-state-wage-work (seq 7030 in HL$US-W2-ccyy
3260 STATE TAX State Income Tax Element
3270 SEASONAL INDICATO Seasonal Indicator Constant
3280 SEPARATE SUI SIT Separate SUI and SIT in the file Constant
3290 RS REFERENCE NUM Employment Security Ref Number Constant
3300 HOURS ELEMENT Element Code for Hours Worked Element
3310 ROUTING NUMBER Bank Routing Number Constant Enter your company data
3320 BANK ACCOUNT NUMBER Bank Account Number Constant Enter your company data
3330 ACCOUNT TYPE Bank Account Type Constant Enter your company data
3340 NAME ON BANK ACCOUNT Name on Bank Account Constant Enter your company data
3350 OUT OF STATE WAGE Out of State Wage Indicator Constant Enter your company data
!!State File Procedures
For 2002 onward reporting, most States accepts filing of quarterly information via magnetic media using either the EFW2 or the ICESA format. Record Codes generally required for the EFW2 reporting are ‘RA’,’RE’,’RS’,’RT’, and ‘RF’, but some record codes may be optional for some states. Record Codes generally required for the ICESA reporting are ‘A’,’B’,’E’,’S’,’T’, and ‘F’.
- When running RPYEU (the Year End Wage Report and File Formatter program), the EFW2 reporting format is automatically triggered when the values in both the ‘Annual Form Code’ column and the’ Quarterly Form Code’ column are identical (or the ‘Quarterly Form Code’ column is left blank). To create a State Reporting format other then the EFW2 format, the ‘Quarterly Form Code’ MUST be entered, and it MUST be different than that of the ‘Annual Form Code’.
- In addition to the EFW2/ICESA reporting formats, many States also accept other reporting formats. The reporting formats that High Line supports for each state are listed in Section II. Please note that the High Line supported state information is informational only and is current at the time this document is prepared, it is subject to change without notice by each of the state government.
- in addition to the State Magnetic media filing, the employers may be required to manually fill in State Form to report additional information for SUI
- the clients may be required to fill in the ‘Total Wages Paid’, ‘Wages in Excess of SUI Wage Base’, ‘SUI Taxable Wages’ and/or also the Employee Count information for employees who have been paid on the 12th day of each month of the quarter
- when RPYEU is run for quarterly information, RPYEU produces a level of report at the ‘SUI Registration’ level that contains these information, the client will then manually enter the required information on the Form to file for the State
!!Using RPYEU for State Quarterly Wage Reporting
For quarterly reporting depending on the State, some States accept EFW2 format, some States accept ICESA, TIB4 format etc.
For States that accept EFW2 format,
- enter Annual Form Code: HL$US-W2-ccyy
- Quarterly Form Code must either be blank, or same as Annual Form Code (note, do not enter HL$US-QTR-2012 in this code field, or the program will produce the quarterly wage report file in the ICESA format regardless of the state selected).
For States that accept ICESA, TIB4, or other state specific format,
- enter Annual Form Code: HL$US-W2-ccyy
- enter Quarterly Form Code: HL$US-QTR-2012 (note, leaving this code field blank will trigger the program to generate the quarterly wage report file in efw2 format regardless of the state selected).
When Quarterly Form Code is for ICESA, TIB4 format, RPYEU will call the quarterly logic and use the Identifiers from Quarterly Form Code: HL$US-QTR-20yy to generate the ICESA, TIB4 format, the State Wages/taxes/SUI etc are retrieved by Annual Form Code: HL$US-W2-ccyy for the proper Work/Res GEO.
Form Code: - HL$US-W2-ccyy
Federal Regist Number: - enter the Federal Registration Number
Period Type: - enter ‘Quarter’
Period End Date: - enter the Quarter Ending Date
As of Date: - this date is used to retrieve employee information such as Name and address etc
Sort by Level: - must enter ‘DEPT SUI ER Number’ (if required. i.e. for Minnesota)
Provide Sort Level Totals: - this is optional, if yes, the total is generated by ‘DEPT SUI ER Number’
Combine Employment Type: - Must be ‘Yes’ because Code RE record is not reported by ‘Employment Type’
Media Format: - select ‘State File Format’ or ‘State SUI File Format’ for Quarterly MMREF1 File
Select State: - must be the state where wage reports are to be filed (i.e. Minnesota, USA’)
Please enter other prompts accordingly.
- RPYEU will generate the State Quarterly File Format (EFW2/ICESA/TIB-4 etc.) according to the State Specification. A text file and an XTML file by the name of the ‘Media File Name’ prompt input will be created for sending to the government. In addition, if ‘Trace Level’ (other then exception only) is used, then a ‘_trace.csv’ and a ‘_select.txt’ file will be created for the purpose of tracing program and/or system problems.
!!City File Procedures
There will be as many Code RS records as needed per employee for each City that has tax information as required by each state
Below shows as an example in Selecting an OHIO city when running RPYEU.
- The client must run RPYEU and select the following to generate Ohio City file information:
Media Format: - Local File Format
Select State: - Ohio, USA
!!State Format Details
!Notes on all State Formats:
(The information contained in this section is informational only and is current at the time this document is prepared, and is subject to change without notice by each of the state government. For the latest state UI wage report information, please contact the Unemployment Insurance department of each respective state).
- Most state accepts either the ICESA or EFW2 quarterly wage reporting format with a slight variation from the Standard SSA supplied format that is describer in Sections III and IV in this document.
- The record length for the ICESA wage reporting format can either be 275 bytes or 276 bytes in length, although most states that accept this format prefers a 275 byte record, but a 276 byte record is acceptable from those installations that cannot produce an odd number record length file.
- Many states only read the columns (within each record type) that is applicable for their state, and will ignore data that may be present in other columns.
- To minimize inconsistence for all states, the program will compare the state specific format to the SSA supplied Standard format, and as long as all the state required columns are present, and in the same positions in the same record type as defined in the Standard SSA format, then a record with the Standard SSA format will be created for that state. Other columns that are not required by the states may or may not be blank (or zero) filled. In other words, those columns may contain some left over data that is specified in the Standard SSA format but is not used by the state.
- For states where a file column is different than those of the Standard SSA format, then those columns will be highlighted with the state abbreviated code for easy identification.
- Please refer to Section III for a more detailed description of each record type and the values required for each columns for states that accepts the ICESA wage reporting format.
- Please refer to Section IV for a more detailed description of each record type and the values required for each columns for states that accepts the EFW2 wage reporting format.
- Unless there are marked difference in setup procedure required for running quarterly wage report for any particular states, otherwise please refer to the General Set Up procedure in Section I for further information.
!!Standard ICESA/NASWA Magnetic Format for Quarterly Wage Reporting
!Record Name:Code A - Transmitter Record
Column Description
1-1 - Record Identifier.
- Constant ‘A’.
2-5 - Payment Year.
- Enter 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 screen, Field Identifier: ‘TRAN EIN’ (seq 1010).
15-18 - Taxing Entity Code.
- Constant ‘UTAX’
19-23 - Blanks.
24-73 - Transmitter Name.
- Enter the transmitter name of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN NAME’ (seq 1030)
74-113 - Transmitter Street Address.
- Enter the street address of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
114-138 - Transmitter City.
- Enter the city of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN CITY’ (seq 1050)
139-140 - Transmitter State.
- Enter the standard two character FIPS postal abbreviation.
- Derived from IDFDV screen, Field Identifier: ‘TRAN STATE’ (seq 1060)
141-153 - Blanks.
154-158 - Transmitter ZIP Code.
- Enter a valid ZIP code
- Derived from IDFDV screen, Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
159-163 - Transmitter ZIP Code extension.
- Use this field as necessary for the four digit extension of ZIP code. Includes a hyphen in position 159
- Derived from IDFDV screen, Field Identifier: ‘TRAN ZIP EXTN’ (seq 1070; include ‘-‘ in position 159)
164-193 - Transmitter Contact.
- Title of individual from transmitter organization responsible for the accuracy of the wage report
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT’(seq 1090)
194-203 - Transmitter Contact Telephone Number
- Telephone number at which the transmitter contact can be telephoned
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100)
204-207 - Telephone Extension/Box.
- Enter transmitter telephone extension or message box
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
208-213 - Media Transmitter/Authorization Number.
- Identifier assigned to the entity transmitting the media
- Derived from IDFDV screen, Field Identifier: ‘TRAN MEDIA NUMBER’ (seq 1120)
214-214 - C-3 Data.
- State Specific Data. If not used, enter blanks.
215-219 - Suffix Code.
- State Specific Data. If not used, enter blanks
220-220 - Allocation Lists.
- State Specific Data. If not used, enter blanks.
221-229 - Service Agent ID.
- State Specific Data. If not used, enter blanks.
230-242 - Total Remittance Amount.
- State Specific Data. If not used, enter blanks.
243-250 - Media Creation Date.
- Enter date in MMDDYYYY format
- Derived from the System Date
251-275 - Blanks
276-276 - Blanks (for system that cannot produce an odd number record length file only).
!Record Name:Code B - Authorization Record
Column Description
1-1 - Record Identifier.
- Constant ‘B’
2-5 - Payment Year.
- Enter the year for which this report is being prepared
6-14 - Transmitter’s Federal EIN.
- Enter only numeric characters
- Derived from IDFDV screen, Field Identifier: BASIC EIN (seq 2010)
15-22 - Computer.
- Enter the manufacturer’s name
- Derived from IDFDV screen, Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
23-24 - Internal Label.
- ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
25-25 - Blank.
26-27 - Density.
- ‘16’, ‘62’, ‘38’, or blank for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC DESITY’ (seq 2110)
28-30 - Recording Code (Character Set).
- “EBC’, or ‘ASC’. Always ‘ASC’ for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC RECOEDING MODE’ (seq 2120, first 3 characters)
31-32 - Number of Tracks.
- ‘09’, or ‘18’, or blanks for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC RECOEDING MODE’ (seq 2120, fourth and fifth character)
33-34 - Blocking Factor.
- Enter the blocking factor of the file, not to exceed 85. Enter blanks for diskette
- Derived from IDFDV screen, Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
35-38 - Taxing Entity Code.
- Constant ‘UTAX’
39-146 - Blanks.
147-190 - Organization Name.
- The name of the organization to which the media should be returned
- Derived from IDFDV screen, Field Identifier: ‘BASIC NAME’ (seq 2040)
191-225 - Street Address.
- The street address of the organization to which the media should be returned.
- Derived from IDFDV screen, Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
226-245 - City.
- The city of the organization to which the media should be returned
- Derived from IDFDV screen, Field Identifier: ‘BASIC CITY’ (seq 2060)
246-247 - State.
- Enter the standard two character FIPS postal abbreviation
- Derived from IDFDV screen, Field Identifier: ‘BASIC STATE’ (seq 2070)
248-252 - Blanks.
253-257 - ZIP Code.
- Enter a valid ZIP code
- Derived from IDFDV screen, Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)
258-262 - ZIP Code extension.
- Enter four digit extension of ZIP code, including the hyphen in position 258.
- Derived from IDFDV screen, Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080)
- Client must include the hyphen (‘-‘) when defining the IDFDV seq 2080.
263-275 - Blanks
276-276 - Blanks (for system that cannot produce an odd number record length file only).
!Record Name:Code E - Employer Record
Column Description
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 of the Federal EIN
15-23 - Blanks.
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
- Enter the street address of the Employer
- Derived from the Entity Location
114-138 - Employer City
- Enter the city of employer’s mailing address
- Derived from the Entity Location
139-140 - Employer State
- Enter the standard two character FIPS postal abbreviation of the employer’s address
- Derived from the Entity Location
141-148 - Blanks.
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.
- Enter a valid ZIP code
- Derived from the Entity Location.
159-159 - Blank.
160-160 - Type of Employment.
- ‘A’ (Agriculture), ‘F’ (Federal), ‘H’ (Household), ‘M’ (Military),
‘Q’ (Medicare Qualified Government Employees), ‘R’ (Regular, all other), or ‘X’ (Railroad).
- Derived from IDFDV screen, Field Identifier: ‘TYPE OF EMPLOYMENT’ (seq 3020)
161-162 - Blocking Factor.
- Enter blocking factor of the file, not to exceed 85. Enter blanks for diskette.
- Derived from IDFDV screen, Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
163-166 - Establishment Number or Coverage Group/PRU.
- Enter either the establishment number of the coverage group/PRU, or blank.
- Derived from IDFDV screen, Field Identifier: ‘ESTABLISHMENT NUMBER’ (seq 3030)
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.
173-187 - State Unemployment Insurance Account Number.
- Enter state UI employer 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.
191-191 - Tax Type Code
- State Specific Data. If not used, enter blanks.
192-196 - Taxing Entity Code
- State Specific Data. If not used, enter blanks.
197-203 - State Control Number.
State Specific Data. If not used, enter blanks.
204-208 - Unit Number.
- State Specific Data. If not used, enter blanks.
209-255 - Blanks.
256-256 - Foreign Indicator.
- If data in positions 74-158 is for a foreign address, enter the letter ‘X’, else leave it blank.
- Derived from IDFDV screen, Field Identifier: ‘FOREIGN ADDR INDICATOR’ (seq 3040)
257-257 - Blank.
258-266 - Other EIN.
- Enter Blanks if no other EIN was used.
- Derived from IDFDV screen, Field Identifier: ‘OTHER EIN’ (seq 3060)
267-275 - Blanks.
276-276 - Blanks (for system that cannot produce an odd number record length file only).
!Record Name:Code S – Employee Wage Record
Column Description
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
46-49 - Blanks.
50-63 - State QTR Total Gross Wages.
- Enter quarterly wages subject to all taxes.
- Derived from IDFDV screen, Field sequence 3090
64-77 - State QTR Unemployment Insurance Total Wages.
- Enter quarterly wages subject to unemployment taxes.
- Derived from IDFDV screen, Field sequence 7200
78-91 - State QTR Unemployment Insurance Excess Wages
- Quarterly wages in excess of the state UI taxable wage base
92-105 - State QTR Unemployment Insurance Taxable Wages.
- State QTR UI total wages less state QTR UI excess wages.
106-120 - Quarterly State Disability Insurance Taxable Wages.
- State Specific Data. If not used, enter zero.
121-129 - Quarterly Tip Wages
- Include all tip wages
130-131 - Number of Weeks Worked.
- The number of weeks worked in the reporting period.
- Derived from IDFDV screen, Field sequence 3080
- This can either be ‘Plugged’ as a constant, be picked up from a Pay Component that is previously populated by a UserCalc, or if left null the P2K will compute the value.
132-134 - Number of Hours Worked.
- The number of hours worked in the reporting period.
- Derived from IDFDV screen, Field sequence 3300
135-142 - Blanks.
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
162-176 - Unit/Division Location/Plant Code
- The ID assigned to identify wages by work site.
177-190 - State Taxable Wages.
- Enter wages subject to state income tax.
191-204 - State Income Tax withheld
- Enter wages subject to state income tax.
205-206 - Seasonal Indicator
- Derived from IDFDV screen, Field sequence 3270
- State Specific Data. If not used, enter blanks.
207-207 - Employer Health Insurance Code
- State Specific Data. If not used, enter blank.
208-208 - Employee Health Insurance Code.
- State Specific Data. If not used, enter blank.
209-209 - Probationary Code.
- State Specific Data. If not used, enter blank.
210-210 - Officer Code.
- Enter ‘1’ for officers of the corporation, else enter ‘0’.
211-211 - Wage Plan Code.
- State Specific Data. If not used, enter blank.
212-212 - Month-1 Employment.
- 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 - Month-2 Employment.
- 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 - Month-3 Employment.
- 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. 062003 for Apr-June 2003).
221-226 - Date First Employed.
- Enter the month and year (i.e. 072003).
227-232 - Date of Separation.
- Enter the month and year (i.e. 112003).
233-275 - Blanks.
276-276 - Blanks (for system that cannot produce an odd number record length file only).
!Record Name:Code T - Total Record
Column Description
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 - State QTR Total Gross Wages for employer
- QTR gross wages subject to all taxes. Total of this field on all ‘S’ records since the last ‘E’ record.
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 - State QTR Unemployment Insurance Excess Wages for employer.
- QTR wages in excess of the state UI taxable wage base Total of all ‘S’ records since the last ‘E’ record.
55-68 - State QTR Unemployment Insurance Taxable Wages for employer.
- QTR UI total wages less state QTR UI excess wages. Total of all ‘S’ records since the last ‘E’ record.
69-81 - Quarterly tip wages for employer.
- Enter all tip income. Total of this field on all ‘S’ records since the last ‘E’ record.
82-87 - 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’.
88-100 - State QTR UI taxes due
- UI taxes due. QTR state UI taxable wages times UI tax rate.
101-111 - Previous Quarter(s) underpayment.
- State Specific Data. If not used, enter zero.
112-122 - Interest.
- State Specific Data. If not used, enter zero.
123-133 - Penalty.
- State Specific Data. If not used, enter zero.
134-144 - Credit/Overpayment.
- State Specific Data. If not used, enter zero.
145-148 - Employer Assessment Rate.
- State Specific Data. If not used, enter blank.
149-159 - Employer Assessment Amount.
- State Specific Data. If not used, enter zero.
160-163 - Employee Assessment Rate.
- State Specific Data. If not used, enter blanks.
164-174 - Employee Assessment Amount.
- State Specific Data. If not used, enter zero.
175-185 - Total Payment Due.
- State Specific Data. If not used, enter zero.
186-198 - Allocation Amount.
- State Specific Data. If not used, enter zero.
199-212 - Wages subject to State Income Tax.
- State Specific Data. If not used, enter zero.
213-226 - State Income Tax withheld.
- State Specific Data. If not used, enter zero.
227-233 - Month-1 Employment for employer.
- Total number of employee covered by UI worked or received pay for the pay period including the 12th day of the first reporting month. Total for all ‘S’ records after the last ‘E’ record.
234-240 - Month-2 Employment.
- 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 for all ‘S’ records after the last ‘E’ record.
241-247 - Month-3 Employment.
- 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 - Country Code.
- State Specific Data. If not used, enter blanks.
251-257 - Outside Country Employees.
- State Specific Data. If not used, enter blanks.
258-267 - Document Control Number.
- State Specific Data. If not used, enter blanks.
268-275 - Blanks.
276-276 - Blanks (for system that cannot produce an odd number record length file only).
!Record Name:Code F - Final Record
Column Description
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 - Quarterly Total Gross Wages in File
- QTR gross wages subject to all taxes. Total of this field for all ‘S’ records in the file
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 - Quarterly State Unemployment Insurance Excess Wages in File
- QTR wages in excess of the state UI taxable wage base. Total of this field for all ‘S’ records in the file
71-85 - Quarterly State Unemployment Insurance Taxable Wages in File
- State UI gross/total wage less quarterly state UI excess wages. Total of this field for all ‘S’ records in the file
86-100 - Quarterly State Disability Insurance Taxable Wages in File.
- State Specific Data. If not used, enter zero.
101-115 - Quarterly Tip Wages in File.
- Enter all tip income. Total of this field on all ‘S’ records in the file.
116-123 - Month-1 Employment for employers in File.
- Total number of employees covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month. Total of this field on all ‘S’ records in the file.
124-131 - Month-2 Employment for employers in File.
- Total number of employees covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month. Total of this field on all ‘S’ records in the file.
132-139 - Month-3 Employment for employers in File.
- Total number of employees covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month. Total of this field on all ‘S’ records in the file.
140-275 - Blanks.
276-276 - Blanks (for system that cannot produce an odd number record length file only).
!!Standard EFW2 (formerly MMREF-1) Magnetic Format for Quarterly Wage Reporting
!Record Name:Code RA - Transmitter Record
Column Description
1-2 - Record Identifier
- Constant "RA"
3-11 - Submitter’s Employer ID number (EIN)
- Numeric only
- Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28 - Personal Identification Number (PIN)
- Derived from IDFDV screen, Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
29 - Resub Indicator
- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35 - Resub WFID
- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37 - Software Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94 - Company Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116 - Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
117-138 - Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160 - Company City
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162 - Company State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167 - Company ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171 - Company ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176 - Blanks
177-199 - Company Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214 - Company Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216 - Company Country Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273 - Submitter Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295 - Submitter Location Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317 - Submitter Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339 - Submitter City
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341 - Submitter State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346 - Submitter ZIP code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350 - Submitter ZIP code extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355 - Blanks.
356-378 - Submitter Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393 - Submitter Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395 - Submitter Country Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422 - Contact Name
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437 - Contact Phone Number
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442 - Contact Phone Extension
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445 - Blanks
446-485 - Contact E-mail
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488 - Blanks
489-498 - Contact FAX
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499 - Preferred Method of Problem Notification Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500 - Preparer Code
- Derived from IDFDV screen, Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512 - Blanks
!Record Name:Code RE - Employer Record
Column Description
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 screen, 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 screen, Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26 - Terminating Business Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30 - Establishment Number
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39 - Other EIN
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96 - Employer Name
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118 - Employer Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140 - Employer Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162 - Employer City
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164 - Employer State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169 - Employer ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173 - Employer ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-174 - Kind of Employer
- Derived from IDFDV screen, Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178 - Blanks
179-201 - Employer Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216 - Employer Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218 - Employer Country Code
- Derived from IDFDV screen, 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 screen
- a set of code RE, RW/RO/RS, RT/RU records will be generated for different Type of employment
220 - Tax Jurisdiction Code
- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221 - Third-Party Sick Pay Indicator
- Derived from IDFDV screen, Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512 - Blanks.
!Record Name:Code RW - Employee Wage Record (Optional for State Quarterly Reporting)
Column Description
1-2 - Record Identifier
- Constant "RW"
3-11 - Social Security Number
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SSN’ (seq 2500)
- if an invalid SSN is encountered, this field is entered with zeroes.
12-26 - Employee First Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
27-41 - Employee Middle Name or Initial
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
42-61 - Employee Last Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
62-65 - Employee Suffix
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
66-87 - Employee Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109 - Employee Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131 - Employee City
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
132-133 - Employee State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
134-138 - Employee ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
139-142 - Employee ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
143-147 - Blanks
148-170 - Employee Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
171-185 - Employee Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
186-187 - Employee Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
188-198 - Wages, Tips and other compensation
- Derived from IDFDV screen, Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
199-209 - Federal Income Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-220 - Social Security Wages
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
221-231 - Social Security Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
232-242 - Medicare Wages & Tips
- Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
243-253 - Medicare Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
254-264 - Social Security Tips
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
265-275 - Advanced Earned Income Credit
- Derived from IDFDV screen, Field Identifier: ‘W2-EIC’ (seq 3080)
276-286 - Dependent Care Benefits
- Derived from IDFDV screen, Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
287-297 - Deferred Compensation contribution to Section 401(k)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-D’ (seq 4030)
298-308 - Deferred Compensation contribution to Section 403(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-E’ (seq 4040)
309-319 - Deferred Compensation contribution to Section 408(k)(6)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-F’ (seq 4050)
320-330 - Deferred Compensation contribution to Section 457(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-G’ (seq 4060)
331-341 - Deferred Compensation contribution to Section 501(c)(18)(D)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-H’ (seq 4070)
342-352 - Military Employee’s Basic Quarters and Combat Pay
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’ (seq 4140)
353-363 - Non-qualified Plan section 457
- Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
364-374 - Employer Contribution to a Health Savings Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-W’ (seq 4190)
375-385 - Non-qualified Plan Not section 457
- Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)
386-407 - Blanks
408-418 - Employer cost of premiums for Group Term Life insurance over $50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-C’ (seq 4020)
419-429 - Income from Non-statutory Stock Options
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-V’ (seq 4180)
430-462 - blank
463-473 - Cost of Employer-Sponsored Health Coverage
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-DD’ (seq 4250)
474-485 - blank
486 - Statutory Employee Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-STAT-EE’ (seq 6000)
- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
487 - blank
488 - Retirement Plan Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020)
- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
489 - Third-Party Sick Pay Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060)
- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
490-512 - blank
!Record Name:Code RO - Employee Wage Record (Optional for State Quarterly Reporting)
Column Description
1-2 - Record Identifier
- Constant ‘RO’
3-11 - blank
;Location 12 to 264:Not applicable to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
12-22 - Allocated Tips
- Derived from IDFDV screen, Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)
23-33 - Uncollected Employee Tax on Tips
- combined the uncollected social security tax and the uncollected medicare tax
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)
34-44 - Medical Savings Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-R’ (seq 4150)
45-55 - Simple Retirement Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-S’ (seq 4160)
56-66 - Qualified Adoption Expenses
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-T’ (seq 4170)
67-77 - Uncollected SSA tax on Group Ins > 50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-M’ (seq 4110)
78-88 - Uncollected Medicare tax on Group Ins > 50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-N’ (seq 4120)
89-110 - blank
111-121 - Designated Roth Contribution under section 457(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-EE’ (seq 4260)
122-264 - blank
;Location 265 to 362: For Puerto Rico employees only.
265 - Civil Status
266-274 - Spouse’s SSN
- blank
275-285 - Wages Subject to Puerto Rico Tax
- stored as zeroes
286-296 - Commissions Subject to Puerto Rico Tax
- stored as zeroes
297-307 - Allowances Subject to Puerto Rico Tax
- stored as zeroes
308-318 - Tips Subject to Puerto Rico Tax
- stored as zeroes
319-329 - Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax
- stored as zeroes
330-340 - Puerto Rico Tax Withheld
- stored as zeroes
341-351 - Retirement Fund Subject to Puerto Rico Tax
- stored as zeroes
352-362 - blank
Location 363 to 384:For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
363-373 - Total wages, tips and other compensation subject to Virgin Islands, income tax
- stored as zeroes
374-384 - Virgin Islands, etc… Income Tax Withheld
- stored as zeroes
385-512 - Blanks.
!Record Name:Code RS - Supplemental Record (Use for State Wage Reporting)
Column Description
1-2 - Record Identifier
- Constant "RS"
3-4 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported, from IDFDV sequence 7000.
- e.g. California is code "06"
5-9 - Taxing Entity Code
- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
10-18 - Social Security Number
- Derived from IDFDV screen, 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 screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48 - Employee Middle Name or Initial
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68 - Employee Last Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72 - Employee Suffix
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94 - Employee Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116 - Employee Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138 - Employee City
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140 - Employee State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145 - Employee ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149 - Employee ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154 - Blanks.
155-177 - Employee Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
178-192 - Employee Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
193-194 - Employee Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
;Location 195 to 267:Applicable to Quarterly Unemployment Reporting
If the user specified ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled.
Please read document [PR_US_QTR_MMREF_Generic.doc] for detail for quarterly reporting.
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 screen, 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, therefore RPYEU is 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 with Pay Issue Date 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 - Blanks
248-267 - State Employer Account Number
- Derived from IDFDV screen, 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 screen for the SUI Registration of the State
268-273 - Blanks
;Location 274 to 337:Applicable to INCOME TAX REPORTING.
If the user specified ‘Period Type’ = ‘Quarter’ or ‘Year’, then Location 274 to 337 will be filled.
274-275 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. California is code "06"
276-286 - State Taxable Wages
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297 - State Income Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
298-307 - Other State Data, to be defined by each State
State: California
298-302 - State data SUI Tax
- Derived from IDFDV screen, Field Identifier: ‘W2-SUI-TAX-ER’ (seq 7230)
303-307 - State data SDI Tax
- Derived from IDFDV screen, Field Identifier: ‘W2-SDI-TAX-EE’ (seq 7240)
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
- the user must set up IDGV screen 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 are 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
Column Description
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 screen, Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
25-39 - Federal Income Tax Withheld
- Derived from IDFDV screen, Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
40-54 - Social Security Wages
- Derived from IDFDV screen, Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
55-69 - Social Security Tax Withheld
- Derived from IDFDV screen, Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
70-84 - Medicare Wages and Tips
- Derived from IDFDV screen, Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
85-99 - Medicare Tax Withheld
- Derived from IDFDV screen, Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
100-114 - Social Security Tips
- Derived from IDFDV screen, Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
115-129 - Advanced Earned Income Credit
- Derived from IDFDV screen, Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
130-144 - Dependent Care Benefits
- Derived from IDFDV screen, 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 screen, 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 screen, 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 screen, 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 screen, 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 screen, 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 screen, 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 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 screen, 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 Identifier ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
280-294 - blank
295-309 - Cost of Employer-Sponsored Health Coverage
- Derived from IDFDV screen, Field Identifier ‘W2-CODE-DD’, total of all code "RW" records since last "RE" record
310-324 - Employer Cost of Premiums for Group Term Life Insurance over $50000
- Derived from IDFDV screen, 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 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 screen, Field Identifier ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
355-512 - blank
!Record Name:Code RU - Total Record (Optional for State Quarterly Reporting)
Column Description
1-2 - Record Identifier
- Constant "RU"
3-9 - Number of RO Records
- Total number of code "RO" records reported since last code "RE" record
10-24 - Allocated Tips
- Derived from IDFDV screen, Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record
25-39 - Uncollected Employee Tax on Tips
- Derived from IDFDV ‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record
40-54 - Medical Savings Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record
55-69 - Simple Retirement Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record
70-84 - Qualified Adoption Expenses
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-T’, total of all code "RO" records since last "RE" record
85-99 - Uncollected SSA tax on Group Ins > 50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-M’, total of all code "RO" records since last "RE" record
100-114 - Uncollected Medicare tax on Group Ins > 50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-N’, total of all code "RO" records since last "RE" record
115-144 - Blank
145-159 - Designated Roth Contribution under section 457(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-EE’, total of all code "RO" records since last "RE" record
160-354 - Blank
355-369 - Wages Subject to Puerto Rico Tax
- stored as zeroes
370-384 - Commissions Subject to Puerto Rico Tax
- stored as zeroes
385-399 - Allowances Subject to Puerto Rico Tax
- stored as zeroes
400-414 - Tips Subject to Puerto Rico Tax
- stored as zeroes
415-429 - Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax
- stored as zeroes
430-444 - Puerto Rico Tax Withheld
- stored as zeroes
445-459 - Retirement Fund Subject to Puerto Rico Tax
- stored as zeroes
460-474 - Total wages, tips and other compensation subject to Virgin Islands, income tax
- stored as zeroes
475-489 - Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax Withheld
- stored as zeroes
490-512 - blank
!Record Name:Code RF - Final Record
Column Description
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
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![Notes|Edit:Internal.US_Annual_Qtrly_Reporting_GEN]
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