This is version 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 . It is not the current version, and thus it cannot be edited.

Back to current versionRestore this version

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 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 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 is used.
• Note that on IDDP, the detail section of the screen must be clicked first and then the UDF button must be clicked in order to get to the UDF screen.
• ‘W2 Destination’ may be entered for distributing the W2 forms by department.
  
  

Define User Fields for P2K_HR_IDENTITIES (IEID screen)
The following user fields are used on IEID and must be set up on IMUF:

• ‘W2 DESTINATION’
• ‘MMREF PROBATIONARY’
• ‘MMREF OFFICER CODE’

Table	User Field Name	Prompt	Field Type	Field Sequence
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#

The W2 Destination ‘MMREF Officer Code’ may be entered 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 reporting of the Officer Code for the employee. If then 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#

‘Federal Registration’ must be set up on IDGV for Country ‘USA’ with valid ‘Employer Identification Number’ by ‘Government Registration Set’ by Entity.

Clients with One Federal Registration If you have one Federal registration, one government set of registrations should be defined, e.g. ‘Main Registration Set’. Then within this set of Government Registrations, the Federal/State/Local Registrations will need to be set up on IDGV.

On IDGV, Federal Registration should be set up with Registration Type = ‘US Fed Regist 1’.

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. ‘Main Registration Set’ can be used; in this case Registration Type ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’ need to be set up. This allows for up to nine federal registrations.
2. Multiple ‘Registration Set’ can also be used, in this case Registration Type ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’ need to be set up. This allows for unlimited number of Federal Registrations.

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 match the last digit of the registration type. This is similar to ‘Regist Type’ at State/Local Registration levels .

‘Govt Registration Set’ may be used to group similar Registrations together. For Example:

Govt Registration Set	Meaning
MAIN REGIST	Used as a default to group all registrations initially
REGIST 2	Another set may be defined for all level of registrations for this set
FED REGIST	Federal level registrations for this set may be defined
STATE REGIST	State level registrations for this set may be defined
LOCAL REGIST	Local level registrations for this set may be defined
FULLTIME REGIST	Registrations for Full time employees for this set may be defined
PARTTIME REGIST	Registrations for Part time employees for this set may be defined
SEASONAL REG	Registrations for Seasonal employees for this set may be defined
STATE OHIO	Registrations for Ohio may be defined for this set only

The IDGV ‘Govt Registration Set’ is then used on the IDGR Registration tab for each of the Federal/State/Local levels.

IDGR - Define Group for Federal/State/Local Govt Registration#

The Federal/State/Local Government Registrations are entered on the IDGR Registration tab. IMPORTANT: Federal/State/Local Registration MUST not be changed for a Group for different effective date records.

UPCLOZ program will not cut new YTD records if the group changes effective date. Therefore, if a group requires a change to the registration numbers, either a new group should be created or all the effective records should be changed 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 and then displayed on IDGR.

For each group, at State/Prov level, a ‘State/Prov Set’ and ‘State/Prov Type’ can be pointed to. Since each group can be paid in many different states or provinces, the State/Prov Registration number cannot be displayed on IDGR. For each employee belong to this group, the State/Prov Registration Number is retrieved from IDGV by ‘State/Prov Set’, ‘State/Prov Type’ and the State/Prov of this employee.

At local level, the Local Registration number is retrieved from IDGV by ‘Local Regist Set’, ‘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 for a state with the ‘State Registration’ in order for the state to be reported.
• If a state is missing on IDGV, RPYEU will create a default entry for that state with Regist Number 0 and issue a warning. The correct State Registration Number must be provided for that State in order to file to the State government

State/Prov Code	State/Prov Name	Country
FL	FLORIDA	USA
GA	GEORGIA	USA
HI	HAWAII	USA

IDCN - Define Counties#

• If there is county tax applicable for a state, an entry must exist for the County code on the IDCN in order for the county tax to be reported
• The County code is the first two segments of the GEO code. For example, in Indiana, GEO code ‘15-097-0670’ is for the city of Indianapolis, the County Code ‘15-097-0000’ is for Marion county, therefore set up County code ‘15-097-0000’ ‘Marion’ on IDCN.
• The GEO 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.
• An entry must exist on IDGV 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 with ‘Local Registration’ for a city in order for the City tax to be reported
• The FIPS code in this IDTXscreen is currently not being used by the RPYEU program. (The RPYEU program derives the FIPS code automatically.)

IDGV - Define Government Registrations#

Define State Government Registrations for the State in the ‘Definition’ Tab For example, the state of 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 the IDGV Variables tab are first defined on IMUF 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.

• 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, federal file can be sent 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 ‘W2 State Media Filing’ variable = ‘01’ should be set up
• When RPYEU is run, the State Information code RS record will automatically be generated in the federal file, a copy of the federal file needs only to be sent to the state

• If the state does not accept other state’s information in their state file, ‘W2 State Media Filing’ variable = ‘02’ should be set up.
• When RPYEU is run, it should be selected to run by one state at a time and 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

• For an entity with ‘Local Registration’, an entry must exist for each county in order for the County tax to be reported
• For an Entity with ‘Local Registration’, an entry must exist for each city in order for the City tax to be reported
• Many fields in the IDGV Variables tab apply to different states at the State level and/or Local level. These variables must be defined at the State/Local levels whenever applicable.

• When the ‘Local Registration’ is defined, the IDGV Variables tab can be optionally set up 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 ‘W2 State Media Filing’ variable should be set to ‘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 ‘W2 State Media Filing’ variable should be set to ‘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 ‘W2 State Media Filing’ variable should be set to ‘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 Support to see if the local is supported.

If ‘W2 State Media Filing’ is set up for a Local, then the 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 five 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 two digits County code supplied by Indiana

School Level

• For an entity with ‘School Registration’, an entry must exist for each school district for the school tax to be reported
• When clients are defining the ‘School Registration’, the IDGV Variables tab must be set up 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 ‘W2 State Media Filing’ variable should be set to ‘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 ‘W2 State Media Filing’ variable should be set to ‘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 ‘W2 State Media Filing’ variable should be set to ‘03’

Note: This feature requires specific program logic for each school, please check with Support to see if the local is supported.

If ‘W2 State Media Filing’ is set up for a school, then the 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 five 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 states may require submission of Taxes Due, Previous Underpayment etc. For each quarter, the IDGV Variables tab must be defined 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 Variables 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..

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)#

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’, 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 three character branch code If not applicable, ‘000’ should be entered

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:

The 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#

The ‘Field Variable’ column must be set up 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 a possible 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#

Definition for file HL$US-W2-ccyy (Mandatory for all Quarterly Report Filers)

IDFD FORM

HL$US-W2-ccyy - supplied, 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. i.e. 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	Pay Component	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 primary address or the mailing address may be used for reporting. i.e. derived from IDFDV.

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 Identifiers ‘W2-ER-STATE’, ‘W2-ER-F-STATE ‘, ‘W2-ER-COUNTRY’ or for ‘W2-EE-STATE’, ‘W2-EE-F-STATE ‘, ‘W2-EE-COUNTRY’ must be set up 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 be distinguished if the Mailing Address or primary address has been used.

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 derivation expression ‘REPLACE('MAIL',~)’ does not need to be set up, please remove any derivation expression

If the Mailing addresses are used in the IDFDV set up, and the Mailing Addresses are not set up, the Primary Addresses will be used

Definition for file HL$US-QTY-20yy (Mandatory for Filers NOT using the EFW2 Reporting Format)

IDFD FORM

HL$US-QTR-2012- supplied, 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	Constant	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 accept filing of quarterly information via magnetic media using either the EFW2 or the ICESA format. The record codes that generally required for the EFW2 reporting are ‘RA’,’RE’,’RS’,’RT’, and ‘RF’, however, some record codes may be optional for some states. The 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 than 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, employers may be required to manually fill in the State form to report additional information for SUI.

‘Total Wages Paid’, ‘Wages in Excess of SUI Wage Base’, ‘SUI Taxable Wages’ and/or also the Employee Count information may be required to be filled in 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 this information, the required information can then be manually entered 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 the EFW2 format and other states accept ICESA, TIB4 format etc.

For states that accept EFW2 format,

• Enter Annual Form Code: HL$US-W2-ccyy
• The Quarterly Form Code must either be blank or the same as the Annual Form code. Note: Do not enter HL$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 the Quarterly Form Code is for ICESA or TIB4 format, RPYEU will call the quarterly logic and use the Identifiers from Quarterly Form Code=HL$US-QTR-20yy to generate the ICESA & TIB4 format. The State Wages/taxes/SUI etc are retrieved from Annual Form Code=HL$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 submission to the government. In addition, if ‘Trace Level’ (other than 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 is an example in selecting an OHIO city when running RPYEU.

RPYEU must be run and the following selected 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 for information only, 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 states accept either the ICESA or EFW2 quarterly wage reporting format with a slight variation from the supplied Standard SSA format that is describer in earlier sections of this page.
• 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 prefer a 275 byte record. However, 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 are applicable for their state and will ignore data that may be present in other columns.
• To minimize inconsistencies for all states, the program will compare the state specific format to the Standard SSA supplied format. 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 state 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.
• Refer to the previous section on ISCESA/NASWA Formatting for a more detailed description of each record type and the values required for each columns for states that accept the ICESA wage reporting format.
• Refer to Section IV EFW2 Formatting for a more detailed description of each record type and the values required for each columns for states that accept the EFW2 wage reporting format.
• Unless there are marked differences in the setup procedure required for running quarterly wage report for any particular states, refer to the General Set Up Procedure for further information.

Standard ICESA/NASWA Magnetic Format for Quarterly Wage Reporting #

Record Name:Code A - Transmitter Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘A’
2-5	Payment Year Theyear for which this report is being prepared	From user specified FROM-TO period converted to YYYY
6-14	Transmitter’s Federal EIN Enter only numeric characters; omit hyphens, prefixes and suffixes	Derived from IDFDV Field Identifier: ‘TRAN EIN’ (seq 1010).
15-18	Taxing Entity Code	Constant ‘UTAX’
19-23	Blank
24-73	Transmitter Name The transmitter name of the organization submitting the file	Derived from IDFDV Field Identifier: ‘TRAN NAME’ (seq 1030)
74-113	Transmitter Street Address The street address of the organization submitting the file	Derived from IDFDV Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
114-138	Transmitter City The city of the organization submitting the file	Derived from IDFDV Field Identifier: ‘TRAN CITY’ (seq 1050)
139-140	Transmitter State The standard two character FIPS postal abbreviation	Derived from IDFDV Field Identifier: ‘TRAN STATE’ (seq 1060)
141-153	Blank
154-158	Transmitter ZIP Code Enter a Valid ZIP Code	Derived from IDFDV 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 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 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 Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100)
204-207	Telephone Extension/Box The transmitter telephone extension or message box	Derived from IDFDV Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
208-213	Media Transmitter/Authorization Number Identifier assigned to the entity transmitting the media	Derived from IDFDV 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	Blank
276-276	Blank Only for systems that cannot produce an odd number record length file

Record Name:Code B - Authorization Record#

Column	Description	Source
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 Field Identifier: BASIC EIN (seq 2010)
15-22	Computer Enter the manufacturer’s name	Derived from IDFDV Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
23-24	Internal Label ‘SL’, ‘NS’, ‘NL’, ‘AL’, or Blank for Diskette	Derived from IDFDV Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
25-25	Blank
26-27	Density ‘16’, ‘62’, ‘38’, or blank for diskette	Derived from IDFDV Field Identifier: ‘BASIC DESITY’ (seq 2110)
28-30	Recording Code (Character Set) “EBC’, or ‘ASC’. Always ‘ASC’ for diskette	Derived from IDFDV 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 Field Identifier: ‘BASIC RECORDING 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 Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
35-38	Taxing Entity Code	Constant ‘UTAX’
39-146	Blank
147-190	Organization Name The name of the organization to which the media should be returned	Derived from IDFDV Field Identifier: ‘BASIC NAME’ (seq 2040)
191-225	Street Address The street address of the organization to which the media should be returned	Derived from IDFDV Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
226-245	City The city of the organization to which the media should be returned	Derived from IDFDV Field Identifier: ‘BASIC CITY’ (seq 2060)
246-247	State Enter the standard two character FIPS postal abbreviation	Derived from IDFDV Field Identifier: ‘BASIC STATE’ (seq 2070)
248-252	Blank
253-257	ZIP Code Enter a valid ZIP code	Derived from IDFDV 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 Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080) The hyphen (‘-‘) must be included when defining the IDFDV seq 2080
263-275	Blank
276-276	Blank Only for systems that cannot produce an odd number record length file

Record Name:Code E - Employer Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘E’
2-5	Payment Year The year for which the report is being prepared
6-14	Federal EIN Enter only numeric characters of the Federal EIN
15-23	Blank
24-73	Employer Name Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency	Derived from the entity
74-113	Employer Street Address The street address of the employer	Derived from the Entity Location
114-138	Employer City 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	Blank
149-153	ZIP Code Extension Enter four digit extension of ZIP code, including the hyphen in position 149	Derived from the Entity Location
154-158	ZIP code 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 Field Identifier: ‘TYPE OF EMPLOYMENT’ (seq 3020)
161-162	Blocking Factor Blocking factor of the file, not to exceed 85 Enter blanks for diskette	Derived from IDFDV 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 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 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	Blank
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 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 Field Identifier: ‘OTHER EIN’ (seq 3060)
267-275	Blank
276-276	Blank Only for systems that cannot produce an odd number record length file.

Record Name:Code S – Employee Wage Record #

Column	Description	Source

1-1 - Record Identifier. - Constant ‘S’

2-10 - Social Security Number - Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10

11-30 - Employee Last Name. - Enter employee last name.

31-42 - Employee First Name. - Enter employee first name

43-43 - Employee Middle Initial. - Enter employee middle initial. Leave blank if no middle initial

44-45 - State Code - Enter the state FIPS postal numeric code for the state to which wages are being reported

46-49|Blank|

50-63 - State QTR Total Gross Wages. - Enter quarterly wages subject to all taxes|Derived from IDFDV Field Identifier: Sequence 3090

64-77 - State QTR Unemployment Insurance Total Wages. - Enter quarterly wages subject to unemployment taxes|Derived from IDFDV Field Identifier: 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 Field Identifier: 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 Field Identifier: Sequence 3300

135-142|Blank|

143-146 - Taxing Entity Code. - Constant ‘UTAX’.

147-161 - State Unemployment Insurance Account Number. - Enter state UI employer account number - SUI Registration Number from IDGV

162-176 - 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 Field Identifier: 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|Blank|

276-276|Blank

Only for systems that cannot produce an odd number record length file.

Record Name:Code T - Total Record #

Column	Description	Source

1-1 - Record Identifier. - Constant ‘T’

2-8 - Total Number of Employees. - The total number of ‘S’ records since the last ‘E’ record

9-12 - Taxing Entity Code. - Constant ‘UTAX’.

13-26 - 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|Blank|

276-276|Blank

Only for systems that cannot produce an odd number record length file.

Record Name:Code F - Final Record #

Column	Description	Source

1-1 - Record Identifier. - Constant ‘F’.

2-11 - Total Number of Employees in File - Enter the total number of ‘S’ records in the entire file

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

22-25 - Taxing Entity Code. - Constant ‘UTAX’

26-40 - 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|Blank|

276-276|Blank (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	Source

1-2 - Record Identifier - Constant "RA"

3-11 - Submitter’s Employer ID number (EIN) - Numeric only|Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’ (seq 1000)

12-28 - Personal Identification Number (PIN)|Derived from IDFDV Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)

29 - Resub Indicator|Derived from IDFDV 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 Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)

38-94 - Company Name|Derived from IDFDV Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)

95-116 - Location Address|Derived from IDFDV Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)

117-138 - Delivery Address|Derived from IDFDV Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)

139-160 - Company City|Derived from IDFDV Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)

161-162 - Company State Abbreviation|Derived from IDFDV Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)

163-167 - Company ZIP Code|Derived from IDFDV Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)

168-171 - Company ZIP Code Extension|Derived from IDFDV Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)

172-176|Blank|

177-199 - Company Foreign State/Province|Derived from IDFDV Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)

200-214 - Company Foreign Postal Code|Derived from IDFDV Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)

215-216 - Company Country Code|Derived from IDFDV Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)

217-273 - Submitter Name|Derived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)

274-295 - Submitter Location Address|Derived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)

296-317 - Submitter Delivery Address|Derived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)

318-339 - Submitter City|Derived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)

340-341 - Submitter State Abbreviation|Derived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)

342-346 - Submitter ZIP Code|Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)

347-350 - Submitter ZIP Code Extension|Derived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)

351-355|Blank|

356-378 - Submitter Foreign State/Province|Derived from IDFDV Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)

379-393 - Submitter Foreign Postal Code|Derived from IDFDV Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)

394-395 - Submitter Country Code|Derived from IDFDV Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)

396-422 - Contact Name|Derived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)

423-437 - Contact Phone Number|Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)

438-442 - Contact Phone Extension|Derived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)

443-445|Blank|

446-485 - Contact E-mail|Derived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)

486-488|Blank|

489-498 - Contact FAX|Derived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)

499-499 - Preferred Method of Problem Notification Code|Derived from IDFDV Field Identifier: ‘SUB-CONT-METH’ (seq 1300)

500-500 - Preparer Code|Derived from IDFDV Field Identifier: ‘SUB-PREPARER’ (seq 1310)

501-512|Blank|

Record Name:Code RE - Employer Record#

Column	Description	Source

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 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 Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)

26 - Terminating Business Indicator|Derived from IDFDV Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)

27-30 - Establishment Number|Derived from IDFDV Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)

31-39 - Other EIN|Derived from IDFDV Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)

40-96 - Employer Name|Derived from IDFDV Field Identifier: ‘W2-ER-NAME’ (seq 2010)

97-118 - Employer Location Address|Derived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)

119-140 - Employer Delivery Address|Derived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)

141-162 - Employer City|Derived from IDFDV Field Identifier: ‘W2-ER-CITY’ (seq 2040)

163-164 - Employer State Abbreviation|Derived from IDFDV Field Identifier: ‘W2-ER-STATE’ (seq 2050)

165-169 - Employer ZIP Code|Derived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2060)

170-173 - Employer ZIP Code Extension|Derived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)

174-174 - Kind of Employer|Derived from IDFDV Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)

175-178|Blank|

179-201 - Employer Foreign State/Province|Derived from IDFDV Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)

202-216 - Employer Foreign Postal Code|Derived from IDFDV Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)

217-218 - Employer Country Code|Derived from IDFDV 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 Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)

221 - Third-Party Sick Pay Indicator|Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)

222-512|Blank|

Record Name:Code RW - Employee Wage Record (Optional for State Quarterly Reporting)#

Column	Description	Source

1-2 - Record Identifier - Constant "RW"

3-11 - Social Security Number|Derived from IDFDV 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 Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)

27-41 - Employee Middle Name or Initial|Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)

42-61 - Employee Last Name|Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)

62-65 - Employee Suffix|Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)

66-87 - Employee Location Address|Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)

88-109 - Employee Delivery Address|Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)

110-131 - Employee City|Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)

132-133 - Employee State Abbreviation|Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)

134-138 - Employee ZIP Code|Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)

139-142 - Employee ZIP Code Extension|Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)

143-147|Blank|

148-170 - Employee Foreign State/Province|Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)

171-185 - Employee Foreign Postal Code|Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)

186-187 - Employee Country Code|Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)

188-198 - Wages, Tips and Other Compensation|Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)

199-209 - Federal Income Tax Withheld|Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’ (seq 3010)

210-220 - Social Security Wages|Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)

221-231 - Social Security Tax Withheld|Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’ (seq 3030)

232-242 - Medicare Wages & Tips|Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)

243-253 - Medicare Tax Withheld|Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)

254-264 - Social Security Tips|Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’ (seq 3060)

265-275 - Advanced Earned Income Credit|Derived from IDFDV Field Identifier: ‘W2-EIC’ (seq 3080)

276-286 - Dependent Care Benefits|Derived from IDFDV Field Identifier: ‘W2-DEP-CARE’ (seq 3090)

287-297 - Deferred Compensation contribution to Section 401(k)|Derived from IDFDV Field Identifier: ‘W2-CODE-D’ (seq 4030)

298-308 - Deferred Compensation contribution to Section 403(b)|Derived from IDFDV Field Identifier: ‘W2-CODE-E’ (seq 4040)

309-319 - Deferred Compensation contribution to Section 408(k)(6)|Derived from IDFDV Field Identifier: ‘W2-CODE-F’ (seq 4050)

320-330 - Deferred Compensation contribution to Section 457(b)|Derived from IDFDV Field Identifier: ‘W2-CODE-G’ (seq 4060)

331-341 - Deferred Compensation contribution to Section 501(c)(18)(D)|Derived from IDFDV Field Identifier: ‘W2-CODE-H’ (seq 4070)

342-352 - Military Employee’s Basic Quarters and Combat Pay|Derived from IDFDV Field Identifier: ‘W2-CODE-Q’ (seq 4140)

353-363 - Non-qualified Plan section 457|Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’ (seq 3102)

364-374 - Employer Contribution to a Health Savings Account|Derived from IDFDV Field Identifier: ‘W2-CODE-W’ (seq 4190)

375-385 - Non-qualified Plan Not section 457|Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)

386-407|Blank|

408-418 - Employer cost of premiums for Group Term Life insurance over $50000|Derived from IDFDV Field Identifier: ‘W2-CODE-C’ (seq 4020)

419-429 - Income from Non-statutory Stock Options|Derived from IDFDV Field Identifier: ‘W2-CODE-V’ (seq 4180)

430-462|Blank|

463-473 - Cost of Employer-Sponsored Health Coverage|Derived from IDFDV Field Identifier: ‘W2-CODE-DD’ (seq 4250)

474-485|Blank|

486 - Statutory Employee Indicator|Derived from IDFDV 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 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 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	Source

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 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 Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)

34-44 - Medical Savings Account|Derived from IDFDV Field Identifier: ‘W2-CODE-R’ (seq 4150)

45-55 - Simple Retirement Account|Derived from IDFDV Field Identifier: ‘W2-CODE-S’ (seq 4160)

56-66 - Qualified Adoption Expenses|Derived from IDFDV Field Identifier: ‘W2-CODE-T’ (seq 4170)

67-77 - Uncollected SSA tax on Group Ins > 50000|Derived from IDFDV Field Identifier: ‘W2-CODE-M’ (seq 4110)

78-88 - Uncollected Medicare tax on Group Ins > 50000|Derived from IDFDV Field Identifier: ‘W2-CODE-N’ (seq 4120)

89-110|Blank|

111-121 - Designated Roth Contribution under section 457(b)|Derived from IDFDV Field Identifier: ‘W2-CODE-EE’ (seq 4260)

122-264|Blank|

Location 265 to 362

For Puerto Rico employees only.

Column	Description	Source

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.

Column	Description	Source

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|Blank|

Record Name:Code RS - Supplemental Record (Use for State Wage Reporting)#

Column	Description	Source

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 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 Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)

34-48 - Employee Middle Name or Initial|Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)

49-68 - Employee Last Name|Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)

69-72 - Employee Suffix|Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)

73-94 - Employee Location Address|Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)

95-116 - Employee Delivery Address|Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)

117-138 - Employee City|Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)

139-140 - Employee State Abbreviation|Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)

141-145 - Employee ZIP Code|Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)

146-149 - Employee ZIP Code Extension|Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)

150-154|Blank|

155-177 - Employee Foreign State/Province|Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)

178-192 - Employee Foreign Postal Code|Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)

193-194 - Employee Country Code|Derived from IDFDV 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.

Column	Description	Source

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 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|Blank|

248-267 - State Employer Account Number|Derived from IDFDV 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|Blank|

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.

Column	Description	Source

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 Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)

287-297 - State Income Tax Withheld|Derived from IDFDV 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 Field Identifier: ‘W2-SUI-TAX-ER’ (seq 7230)

303-307 - State data SDI Tax|Derived from IDFDV 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	Source

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 Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record

25-39 - Federal Income Tax Withheld|Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record

40-54 - Social Security Wages|Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record

55-69 - Social Security Tax Withheld|Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record

70-84 - Medicare Wages and Tips|Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record

85-99 - Medicare Tax Withheld|Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record

100-114 - Social Security Tips|Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record

115-129 - Advanced Earned Income Credit|Derived from IDFDV Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record

130-144 - Dependent Care Benefits|Derived from IDFDV Field 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 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 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 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 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 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 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 Field 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 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 Field 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 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 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 Field 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 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	Source

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 Field Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record

25-39 - Uncollected Employee Tax on Tips|Derived from IDFDV Field Identifier: ‘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 Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record

55-69 - Simple Retirement Account|Derived from IDFDV Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record

70-84 - Qualified Adoption Expenses|Derived from IDFDV 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 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 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 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	Source
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

---

Notes#

Click to create a new notes page