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US W2 ANNUAL AND QUARTERLY PROCESSING#

W2 Annual and Quarterly Processing reports from the employees' QTD information according to the user defined selection criteria to produce Quarterly Wage Reports for individual State filing. Most States accept either the EFW2 or the ICESA wage reporting format.

For additional information and detailed field descriptions of the RPYEU process, please refer to the W2 Process document.

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 form defines the default values for users to enter on IDFDV.
• The information on this form is provided by High Line using a script. Users only need to execute the script to load in the most current information for the year.
• Do NOT alter this information in any way without the permission and guidance of High Line Support or a Consultant.
  
  

IDFDV: Enter the Variables

• Organizations must enter the IDFDV variables for the supplied script file ‘HL$US-W2-YYYY’ (YYYY denotes the tax year and is updated each year), where applicable.
• In addition, for organizations who report quarterly wages in the ICESA format, the IDFDV variables for the second quarterly supplied script file ‘HL$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 quarterly reporting
• 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 requirements
• RPYEU must be run, one State at a time, to generate the State specific files
• Each State may have its own requirements. Users must check with High Line to confirm if the State is supported, prior to running RPYEU for a specific State file
• Generate the XML file to feed into the RPW2 program to print W2 forms for year end reporting
• In utility trace mode, RPYEU generates a dynamic SQL select statement and a trace file for debugging

General Set Up#

Only employees in entities with a government registration set up for ‘State SUI Registration’ will be processed.

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 organizations are using the ‘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 DESTINATION	W2Destination	Char	30

Some States require the SUI ER Number by department. In this case, the IDDP User Field ‘SUI ER Number’ may be required.

Example: The State of Minnesota requires the Quarterly file to be reported by MN State Unemployment Insurance Account Number and MN Employer Unit Number. These two numbers are defined at the Department level, therefore, users must set up the UDF ‘SUI ER Number’ for each department. Example: For the ‘Planning & Zoning’ department, the MN number is ‘7977999-004’. Therefore on IDDP, users should set the UDF ‘SUI ER Number’ to '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: On IDDP, users must click on the detail section of the form first, then click the UDF button to get to the UDF screen.
• ‘W2 Destination’ can 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’ can be entered for an employee.

• The MMREF Probationary code is not used by all States. Example: The State of Minnesota does not require this code.
• The MMREF Officer code is not required by all States. Example: The RS record, position 341, the State of Minnesota requires reporting of the Officer Code for an employee. If an employee qualifies as an Officer for the State of Minnesota, users should enter ‘Y’ on the ‘MMREF Officer Code’ field.

IDGV - Define Government Registrations#

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

Organizations with One Federal Registration
If your organization has one Federal registration, users must define one Government Registration Set, such as a Main Registration Set.

Then within this Government Registration Set, users should set up the Federal, State and Local Registrations on IDGV.

Example: On IDGV, users should set up the Federal Registration with the Registration Type defined as US Fed Regist 1.

NOTE: If Registration Type US Fed Regist 1 is used, then:
*The FICA registration should be defined using the Registration Type US FICA Regist 1
*The MEDICARE registration should be defined using Registration Type US MEDI Regist 1, etc. The last digit of the Registration Type must match each type of registration.

For each Group, at the Federal level, the Federal Registration number is retrieved according to the Fed Regist Set and Fed Regist Type from the IDGV form and is displayed on the IDGR form.

Organizations with Multiple Federal Registrations
If your organization has multiple Federal Registrations, users have two options:
1. One Registration Set can be set up, then set up the Registration Types of Fed Regist 1, Fed Regist 2, up to Fed Regist 9. This allows up to nine Federal Registrations.
2. Multiple Registration Sets can be set up, then set up Registration Types of Fed Regist 1, Fed Regist 2, up to Fed Regist 9, for each Registration Set. This allows an unlimited number of Federal Registrations.

Note: If the 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.

Example: At the Federal level, always match the last digit of the registration type. This is similar to ‘Regist Type’ at State/Local Registration levels.

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

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

Important Note for IDGV set up:
The IDGV 'Govt Registration Set' and 'Registration Types' are used on the IDGR form, 'Registration' tab for each of the Federal, State and Local level set up.

On the IDGV form, users must match the last digit of the Registration Type for the same Federal, State and Local level of registrations.

Example 1: If the Registration Type is defined as US Fed Regist 1, then:

• FICA Registration Type must be US FICA Regist 1
• MEDI Registration Type must be US MEDI Regist 1

If Registration Type is defined as US State Regist 1, then:

• SUI Registration Type must be US SUI Regist 1
• SDI Registration Type must be US SDI Regist 1

Example 2: If Registration Type is defined as US Fed Regist 2, then:

• FICA Registration Type must be US FICA Regist 2
• MEDI Registration Type must be US MEDI Regist 2

If Registration Type is defined as US State Regist 2, then:

• SUI Registration Type must be US SUI Regist 2
• SDI Registration Type must be US SDI Regist 2

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.
The UPCLOZ process 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 number.

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 is 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 belonging to this group, the State/Prov Registration Number is retrieved from IDGV by ‘State/Prov Set’, ‘State/Prov Type’ and the 'State/Prov' of the employee.

At local level, the Local Registration number is retrieved from IDGV by ‘Local Regist Set’, ‘Local Regist Type’ and the GEO Local of the employee.

State Level Set Up#

The following levels of Government Registration must be set up for the State to be reported.

IDSP- Define States#

• A State must be defined on IDSP in order for the State to be reported.
• A State must be defined on IDGV for an Entity with the State Registration by Govt Regist Set and Registration Type 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 the Registration Number set to '0' and issue a warning. The correct State Registration Number must be defined for that State in order to file to the State government.
• When the State Registration is defined, the Variables tab must also be set up. See the State Media Filing section below.
• The RPYEU process automatically uses the UDF defined on the IDGV Variables tab for P2K_CM_GOVT_REGISTRATIONS.
  
  

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

IDCN - Define Counties#

• If County tax is applicable for a State, the County must be defined on the Define Counties (IDCN) form in order for the County tax to be reported.
• The County code is the first two segments of the GEO code. Example: In Indiana, GEO code ‘15-097-0670’ is for the City of Indianapolis and the County Code ‘15-097-0000’ is for Marion County. Therefore, users should define the Marion County Code as 15-097-0000 on the IDCN form.
• The GEO and County codes are provided by Symmetry for US taxation.
• A County Tax Jurisdiction must be defined on IDGV with the Local Registration 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#

The School Registration must be defined on IDGV 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#

• Each State must be defined in order for the State tax to be reported. Note: The ‘State Level’ GEO code entry must end with ‘000-0000’, such as 05-000-000 for the State of California.
• A City’s Tax Jurisdiction must be defined IDTX in order for the City tax to be reported.
• A County Tax Jurisdiction must be defined IDGV with the Local Registration in order for the County tax to be reported.
• The FIPS code on IDTX 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
Example: For the State of Arizona:

• Enter the Arizona State Employer Account Number in the ‘Regist #’ field
• Enter the various State Government W2 (Quarter) information for the State in the Variables tab.
  • Define the 'W2 State Media Filing' variable as ‘02’ if the wage information is for the 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
A State must be defined on IDGV for an Entity with the State Registration by Govt Regist Set and Registration Type in order for the State to be reported.

When the State Registration is defined, the Variables tab must also be set up.

The fields on the IDGV Variables tab are first defined on IMUF for P2K_CM_GOVT_REGISTRATIONS.

• The RPYEU process automatically uses the UDF defined on the IDGV Variables tab for P2K_CM_GOVT_REGISTRATIONS.
  
  

Many fields on 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.

On IDGV Variables tab, the ‘W2 State Media Filing’ variable must be defined if a State requires to produce a W2 File (or Quarterly File) for the State.

The ‘W2 State Media Filing’ values are:

Value	Description
00	Not required to file Magnetic Media to the State.
01	Include State Code RS Records in the Federal File. Users can send the federal file to the State. 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, users should set the W2 State Media Filing variable to ‘01’. When the RPYEU process is run, the State Code RS record will automatically be generated in the federal file. Users only need to send a copy of the federal file to the State.
02	State requires its own file. Do not include other State information in the State file. If the State does not accept other State’s information in their State file, users should set the W2 State Media Filing variable to ‘02’. Users should run the RPYEU process, one State at a time, and set the Media Format field to 'State File Format'. If the State has its own specific State file layout, the RPYEU process 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 with High Line for a list of States that are supported.

Local Level
A County Tax Jurisdiction must be defined on IDGV with the Local Registration in order for the County tax to be reported.

A City Tax Jurisdiction must be defined on IDGV with the Local Registration in order for the City tax to be reported.

When users are defining the Local Registration, users should also set up the Variables tab. See the section on 'State Media for Local Filing' for more details.

On the IDGV form, Variables tab, the W2 State Media Filing variable can be defined (optional) to indicate if this Local requires to be filed with magnetic media on the W2 File.

• W2 STATE MEDIA FILING
• W2 TAX TYPE CODE
• W2 TAXING ENTITY

The ‘W2 State Media Filing’ values are:

Value	Description
00	Not Required to File Magnetic Media
01	Include Local Federal Code RS records in the Federal File format. If the Local information is to be reported along with the Federal Code RS information, users should set the W2 State Media Filing variable to ‘01’ for this Local. When RPYEU is run, the State Code RS records will be generated along with the Local information.
02	Include Local State Code RS records in the State File format. If the Local information is to be reported along with the State Code RS information, users should set the W2 State Media Filing variable to ‘02’ for this Local. When RPYEU is run, the State Code RS records will be generated along with the Local information.
03	Local requires its own File, do not include other Local information in the File. If the Local requires its own format, users should set the W2 State Media Filing variable to ‘03’ for this Local. When the RPYEU process is run and a user selects to generate the Local File format, users must also select the specific City or County and the Local file format will be generated. NOTE: This feature requires specific program logic for each Local. Please check with High Line to ensure the Local is supported.

If W2 State Media Filing is defined for a Local, the IDGV Variables tab must be set up for:
1. W2 TAX TYPE CODE should contain one of the following values:

• C-City Income Tax
• D-School District Income Tax
• E-County Income Tax

2. W2 TAXING ENTITY must be set up to define the Taxing Entity Code for each Local. Example:

• Ohio Cleveland would be 200. Refer to Cleveland filing requirement
• Indiana would be defined with the County Code provided by Indiana

School Level
The School Registration must be defined on IDGV for the School in order for the school tax to be reported.

When the School Registration is defined, the IDGV Variables tab should be set up with:

• W2 STATE MEDIA FILING
• W2 TAX TYPE CODE
• W2 TAXING ENTITY

The ‘W2 State Media Filing’ values are:

Value	Description
00	Not Required to File Magnetic Media
01	Include School Code RS records in the Federal File format. If the School information is to be reported along with the Federal Code RS information, users should set the W2 State Media Filing variable to ‘01’ for this Local. When RPYEU is run, the State Code RS records will be generated along with the School information.
02	Include School Code RS record in the State File format. If the School information is to be reported along with the State Code RS information, users should set the W2 State Media Filing variable to ‘02’ for this Local. Then when RPYEU is run, the State Code RS records will be generated along with the School information.
03	School requires its own File, do not include other Local information in the File. If the School requires its own format, users should set the W2 State Media Filing variable to ‘03’ for this Local. NOTE: This feature requires specific program logic for each Local. Please check with High Line to ensure the Local is supported.

When the W2 State Media Filing is defined, the IDGV Variables tab should be set up with:

• W2 TAX TYPE CODE: E – School District Income Tax
• W2 TAXING ENTITY: The five character School District code

IDGV - Define State SUI Registrations for Quarterly Filing#

When running RPYEU with the Calendar Type defined as ‘Q’ for a quarter, each State must be set up with the US SUI Regist. The last digit of US SUI Regist Registration type must match the last digit of US State Regist Registration type.

Example: If Registration Type is defined as US State Regist 1, then:

• SUI Registration Type must be US SUI Regist 1

If Registration Type is defined as US State Regist 2, then:

• SUI Registration Type must be US SUI Regist 2

According to each State’s quarterly filing format, some States may require to submit Taxes Due, Previous Underpayment, etc. For each quarter, users must define the IDGV Variables tab for these quarterly amounts with the proper US SUI Regist, prior to running RPYEU. Example: If the QTR Penalty is $590.26; then enter ‘590.26’ in the 'QTR Penalty' field on 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 form must also be setup, including 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 form 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 the ‘US SDI Registration’ for each State, if required, such as in California. Enter the California State Employer Account Number (SEAN) for SDI in the ‘Regist #’ field, if applicable.

Variable	Description
W2 STATE MEDIA FILING	Enter ‘02’ to generate the 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 your organization is registered with the Department as a branch coded Employer, 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, the IDGV IDGV Variables tab must be set up for ‘US Local Registration 1’ for each city, in the Jurisdiction field:

Variable	Description
W2 STATE MEDIA FILING	Must be set to ‘03’ to generate City tax information in the Local File format
W2 TAX TYPE CODE	Must be set to ‘C’ for City Tax
W2 TAXING ENTITY	Enter the City Code for the State, if required, such as Ohio

IPUTR - Maintain US Tax Rates#

The IPUTR forms holds all of the US Tax Rates that are generated by the Symmetry Tax Engine. If the IMST site preference US TAX SERIES is set to 1, this means the Symmetry Tax Engine is used for US Taxation.

• The Symmetry Tax Engine allows users to load the US tax rates into the IPUTR form with the UPUTR load process, for Federal and State tax rates by effective date.
• The Annual and Quarterly reporting of RPYEU will retrieve the US tax rates from IPUTR according to the RPYEU ‘Period End Date’ parameter.
  • Example: On April 30, a user runs RPYEU for Q1 that ends on March 31, therefore the RPYEU Period End Date = ‘Mar-31-2017’ and the As Of Date = ‘Apr-30-2017’. In this case, the IPUTR Tax rates are retrieved for the Period End Date ‘Mar-31-2017’
• Users can override the IPUTR Tax Rates or Wage Base on the IPUTR form be defining the ‘Override Tax Rate’ or ‘Override Wage Base’ fields.
• Users can also override the IPUTR Tax Rates or Wage Base on the IDGV form by Government Registrations. Therefore if IDGV has a specific entry with the ‘Govt Rate Type’ that overrides the Tax Rate or Wage Base amount, then this IDGV entry is used.

The following IPUTR entries are retrieved by RPYEU

Federal level:

• 00-000-0000-ER_FICA-000: the Wage Base is retrieved. This Wage Base is used to report the Annual Maximum Wage Base on the W2 form
  

State level:

• XX-000-0000-ER_SUTA-000: the Tax Rate and Wage Base are retrieved, where XX is the FIPS code for each State
  • The ER_SUTA Tax Rate and Wage Base are used to calculate SUI Excess Wages and SUI Taxable Wages for quarterly reporting
  • If the IDGV ‘Govt Rate Type’ = ‘US SUI ER Rate’ or ‘US SUI Max Base Amt’, then the IDGV entry is used, otherwise the IPUTR entry is used.

IDFDV- Define Table Column Values#

The ‘Field Variable’ column must be set up on IDFDV for the Form Definition that is being used for the RPYEU reporting. The following example shows what could be setup in that column. Note that all the other columns are all predefined on the IDFD form and cannot be changed on 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	145 RENFREW DRIVE
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 sample setup for the ‘Field Variable' column. Note that all the other columns are all predefined on the IDFD form and can not be changed on 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-YYYY (Mandatory for all Quarterly Report Filers)

IDFD FORM	HL$US-W2-YYYY	System supplied. ‘YYYY’ denotes the tax reporting year
IDFD FORM TYPE	US EFW2 definition	Defines the W2 definition for EFW2 filing format

NOTE: Fields marked with an asterisk (*) are mandatory.

For California SDI reporting, there are two options to print SDI on W2 forms:

1. For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not zero, then Box 19 will print the employee's SDI contribution and Box 20 will print the description ‘CASDI’ (This option is only available to clients who are running the W2 report in Oracle, it is not available to clients running W2 in the Windard platform).
2. For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not set up, Box 14 can be set up to print ‘CASDI’ and the SDI amount.

IDFDV – Employer Primary Address and Mailing Address#

• In order to use the Employer Primary Address, Identifiers 2020 – 2070 do not need to be set up. Leave these Identifiers blank and the system will use the Primary Address as the default
• In order to use the Employer Mailing Address, the following Identifiers need to be defined:

Seq	Field Identifier	Description	Field Variable
2020	W2-ER-LOCN-ADDR	Employer Location Address	MAIL
2030	W2-ER-DELIV-ADDR	Employer Delivery Address	blank
2040	W2-ER-CITY	Employer City	blank
2050	W2-ER-STATE	Employer State Abbrev	blank
2060	W2-ER-ZIP	Employer Zip Code	blank
2070	W2-ER-ZIP-EXT	Employer Zip Code Extension	blank
2100	W2-ER-COUNTRY	Employer country	blank

• The Reference Text field will guide the set up of each Address Identifier.
• If the mailing address is not defined for the employer on IDLN or IDEN location field, the IDLN primary address will be used.
• If the user has previous Address set up prior to 2006 and if the word ‘MAIL’ is defined, the mailing address will be used, otherwise the primary address will be used.

Foreign Employer Country Primary and Mailing Address set up:

Seq	Field Identifier	Description	Field Variable
2080	W2-ER-F-STATE	Employer foreign State Abbrev	Blank or enter the word NAME If ‘NAME’ is entered, the State name is used, otherwise the State code is used. This foreign state description is printed on W2 and reported on EFW2 file
2090	W2-ER-F-POSTAL	Employer foreign postal Code	Blank
2105	W2-ER-F-COUNTRY	Employer foreign country	Blank or enter the word NAME, or ISO If ‘NAME’ is entered, the Country name is used If ‘ISO’ is entered, the ISO Country code from IDCO UDF ‘ISO COUNTRY CODE’ is used, otherwise the IDCO Country code is used

IDFDV – Employee Primary Address and Mailing Address#

• In order to use the Primary Address, Identifiers 2600 – 2650 do not need to be set up. Leave these Identifiers blank and the system will use the Primary Address as default
• In order to use the Mailing Address, the following Identifiers need to be defined:

Seq	Field Identifier	Description	Field Variable
2600	W2-EE-LOCN-ADDR	Employer Location Address	MAIL
2610	W2-EE-DELIV-ADDR	Employer Delivery Address	Blank
2620	W2-EE-CITY	Employer City	Blank
2630	W2-EE-STATE	Employer State Abbrev	Blank
2640	W2-EE-ZIP	Employer Zip Code	Blank
2650	W2-EE-ZIP-EXT	Employer Zip Code Extension	Blank
2680	W2-EE-COUNTRY	Employer country	Blank

• The Reference Text field will guide the set up of each Address Identifier.
• If the mailing address for the employee is not defined on IEPI, the primary address on IEPI will be used.
• If the user a has previous Address set up prior to 2006 and if the word ‘MAIL’ is defined, then the mailing address will be used, otherwise the primary address will be used.

Foreign Employee Country Primary and Mailing Address set up:

Seq	Field Identifier	Description	Field Variable
2660	W2-EE-F-STATE	Employee foreign State Abbrev	Blank or enter the word NAME If ‘NAME’ is entered, the State name is used, otherwise the State code is used. This foreign State description is printed on W2 and reported on EFW2 file.
2670	W2-EE-F-POSTAL	Employee foreign postal code	Blank
2685	W2-EE-F-COUNTRY	Employee foreign country	Blank or enter the word NAME, or ISO If ‘NAME’ is entered, the Country name is used If ‘ISO’ is entered, the ISO Country code from IDCO UDF ‘ISO COUNTRY CODE’ is used, otherwise the IDCO Country code is used

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

IDFD FORM

HL$US-QTR-2017: Supplied, file name remains the same for year 2011 onwards

IDFD FORM TYPE

US UI Quarterly definition: Defines the QTR definition is for non-EFW2 filing format

Field Identifier	Description	Suggested Source	Suggested Variable
TRAN EIN	Transmitter EIN	Constant	Transmitter 9 characters EIN
TRAN ADDR IND	Trans Foreign Address Indicator	Constant	Blank if not Foreign Transmitter
TRAN NAME	Transmitter Name	Constant	Enter transmitter name
TRAN ADDRESS	Transmitter Address	Constant	Enter transmitter address
TRAN CITY	Transmitter City	Constant	Enter transmitter city
TRAN STATE	Transmitter State	Constant	Enter transmitter state abbreviation
TRAN ZIP EXTN	Transmitter ZIP code extension	Constant	Transmitter ZIP extension, including the hyphen.
TRAN ZIP CODE	Transmitter ZIP code	Constant	Transmitter ZIP code
TRAN CONTACT	Transmitter Contact Person	Constant	Name of Contact Person
TRAN CONTACT PHON	Contact Phone Extension	Constant	Phone Number of Contact Person
TRAN CONTACT EXTN	Contact Phone Extension	Constant	Contact Phone extension
TRAN MEDIA NUMBE	Transmitter Media Number	Constant	Media Number as assigned
EMPLOYER SEAN	Employer SEAN (Ohio)	Constant	Phone extension
THIRD PARTY ADMIN ID	Third Party ID (Ohio)	Constant	ID Number as assigned
BASIC EIN	Organization EIN	Constant	Enter Organization EIN
BASIC COMPUTER	Computer	Constant	Name of Computer
BASIC ADDR IND	Organization Address Indicator	Constant	Leave blank if not Foreign
BASIC NAME	Organization Name	Constant	Organization Name
BASIC ADDRESS	Organization Address	Constant	Organization Address
BASIC CITY	Organization City	Constant	Organization City
BASIC STATE	Organization State	Constant	Organization State
BASIC ZIP EXTN	Organization ZIP code extension	Constant	Organization ZIP extension, including the hyphen.
BASIC ZIP CODE	Organization ZIP code	Constant	Organization ZIP code
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)
BASIC DENSITY	Density	Constant
BASIC RECORDING M	Recoding Mode	Constant	Basic Recording Mode and Number of tracks. ‘ASC09’ for ASCII 9-track
ER MAIL ADDR	Use Employer Mailing Address	Constant
TYPE OF EMPLOYMEN	Employer Type of Employment	Constant
ESTABLISHMENT NU	Establishment Number	Constant
FOREIGN ADDR INDIC	Foreign Address Indicator	Constant
BLOCKING FACTOR	Maximum Blocking Factor	Constant
OTHER EIN	Employer Other EIN	Constant
WAGE PLAN CODE	Wage Plan Code	Constant
NUMBER OF WEEKS	Weeks Worked	Element
TOTAL GROSS WAGES	Total Gross Wages	Element
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$US-W2-YYYY.
SUI TAXABLE WAGES	SUITaxable Wages	Not Required	Not Required. The system will derive this amount from SUI total wages and the Maximum SUI wage base.
SDI TAXABLE WAGES	SDITaxable Wages	Not Required	Not Required. The system will derive this amount from W2-SDI-WAGE-EE (Seq #7240) in HL$US-W2-YYYY.
TIP WAGES	Tip Wages	Element
TAXES DUE SUI	Tax Remittance Amount	Element
PREVIOUS UNDERPAY	Previous Quarter Underpayment	Element
INTEREST	Interest on Overdue UI	Element
PENALTY	Penalty on Overdue UI	Element
CREDIT OVERPAYME	Credit/Overpayment	Element
ER ASSESSMENT RAT	Employer Assessment Rate	Constant
ER ASSESSMENT AMO	Employer Assessment Amount	Element
EE ASSESSMENT RAT	Employee Assessment Rate	Element
EE ASSESSMENT AMO	Employee Assessment Amount	Element
PAYMENT DUE	Payment Due	Element
ALLOCATION AMOUN	Allocation Amount	Element
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-YYYY.
STATE TAX	State Income Tax	Element
SEASONAL INDICATO	Seasonal Indicator	Constant
SEPARATE SUI SIT	Separate SUI and SIT in the file	Constant
RS REFERENCE NUM	Employment Security Ref Number	Constant
HOURS ELEMENT	Element Code for Hours Worked	Element
ROUTING NUMBER	Bank Routing Number	Constant	Enter your company data
BANK ACCOUNT NUMBER	Bank Account Number	Constant	Enter your company data
ACCOUNT TYPE	Bank Account Type	Constant	Enter your company data
NAME ON BANK ACCOUNT	Name on Bank Account	Constant	Enter your company data
OUT OF STATE WAGE	Out of State Wage Indicator	Constant	Enter your company data

State File Procedures#

Most States accept quarterly filing information via magnetic media using either the EFW2 or the ICESA format. The record codes that are 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 are supported for each State are listed in Section II. Please note that the supported State information is informational only and is current at the time this document was prepared. It is subject to change without notice by each of the State governments.

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.

The ‘Total Wages Paid’, ‘Wages in Excess of SUI Wage Base’, ‘SUI Taxable Wages’ and/or 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, it produces a 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 format.

For states that accept EFW2 format:

• Enter the Annual Form Code: HL$US-W2-YYYY
• The Quarterly Form Code must either be blank or the same as the Annual Form code.

Note: Do not enter HL$US-QTR-YYYY 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 or another state specific format:

• Enter the Annual Form Code: HL$US-W2-YYYY
• Enter the Quarterly Form Code: HL$US-QTR-YYYY

Note: Leaving this code field blank will trigger the program to generate the quarterly wage report file in the EFW2 format, regardless of the State selected.

When the Quarterly Form Code is for the ICESA format, RPYEU will call the quarterly logic and use the Identifiers from the Quarterly Form Code=HL$US-QTR-YYYY to generate the ICESA format. The State Wages, Taxes, SUI. etc. are retrieved from the Annual Form Code=HL$US-W2-YYYY for the proper Work/Res GEO.

RPYEU REPORT PARAMETERS

Field	Description
Form Code:	HL$US-W2-YYYY
Federal Regist Number:	Enter the Federal Registration Number
Period Type:	Enter ‘Quarter’
Period End Date:	Enter the Quarter Ending Date
As of Date:	Defines the start date of the reporting period
Sort by Level:	Users must enter ‘DEPT SUI ER Number’, if required, such as for Minnesota
Provide Sort Level Totals:	Optional. When set to YES, the totals are generated by ‘DEPT SUI ER Number’
Combine Employment Type:	Users must set this field to YES because the Code RE record is not reported by ‘Employment Type’
Media Format:	Select either ‘State File Format’ or ‘State SUI File Format’ for Quarterly MMREF1 File
Select State:	Select the State to be reported, such as Minnesota, USA’

Please enter other prompts accordingly.

RPYEU will generate the State Quarterly File Format (EFW2/ICESA) according to the State specifications. A text file and an XML file, as defined on the ‘Media File Name’ field, will be created for submission to the government. In addition, if the 'Trace Level' (set to anything other than Exceptions Only) is used, then a ‘_trace.csv’ and a ‘_select.txt’ file will be created for the purpose of tracing 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 of selecting an OHIO city when running RPYEU.

RPYEU must be run and the following selected to generate the 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 State. For the latest State UI wage report information, please contact the Unemployment Insurance department of each respective State.

• Most States accept either the EFW2 or the ICESA quarterly wage reporting formats with a slight variation from the supplied Standard SSA format that is described in earlier sections of this page.
• The record length for the ICESA wage reporting format can be either 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. Consequently, these 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, those columns will be highlighted with the State abbreviated code for easy identification.
• Refer to the ICESA Formatting section for a more detailed description of each record type and the values required for each column, for States that accept the ICESA wage reporting format.
• Refer to the EFW2 Formatting section for a more detailed description of each record type and the values required for each column, 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.

State Media Magnetic Media Reporting - SSA EFW2 File Format#

Code RA - Submitter Record#

Code RE - Employer Record#

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

Code RO - Employee Wage Record (Optional for State Quarterly Reporting)#

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

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.

Code RT - Total Record#

Code RU - Total Record (Optional for State Quarterly Reporting)#

Code RF - Final Record #

Standard ICESA 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 Defines the year this report is being prepared for.	From the user defined FROM-TO period, converted to YYYY
6-14	Transmitter’s Federal EIN Enter only numeric characters, omit hyphens, prefixes and suffixes.	Derived from IDFDV 'TRAN EIN’ Field Identifier.
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 ‘TRAN NAME’ Field Identifier.
74-113	Transmitter Street Address The street address of the organization submitting the file.	Derived from IDFDV ‘TRAN ADDRESS’ Field Identifier.
114-138	Transmitter City The City of the organization submitting the file.	Derived from IDFDV ‘TRAN CITY’ Field Identifier.
139-140	Transmitter State The standard two character FIPS postal abbreviation	Derived from IDFDV ‘TRAN STATE’ Field Identifier.
141-153	Blank
154-158	Transmitter ZIP Code Enter a valid ZIP Code	Derived from IDFDV ‘TRAN ZIP CODE’ Field Identifier.
159-163	Transmitter ZIP Code extension Defines the four digit extension of ZIP code, if applicable. Includes a hyphen in position 159	Derived from IDFDV ‘TRAN ZIP EXTN’ Field Identifier (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 ‘TRAN CONTACT’ Field Identifier.
194-203	Transmitter Contact Telephone Number Telephone number for the transmitter contact.	Derived from IDFDV ‘TRAN CONTACT PHONE’ Field Identifier.
204-207	Telephone Extension/Box The transmitter telephone extension or message box	Derived from IDFDV ‘TRAN CONTACT EXTN’ Field Identifier.
208-213	Media Transmitter/Authorization Number Identifier assigned to the entity transmitting the media.	Derived from IDFDV ‘TRAN MEDIA NUMBER’ Field Identifier.
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 the date in the MMDDYYYY format	Derived from the System Date
251-275	Blank
276-276	Blank. Used 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 'BASIC EIN' Field Identifier.
15-22	Computer Enter the manufacturer’s name	Derived from IDFDV ‘BASIC COMPUTER’ Field Identifier.
23-24	Internal Label SL, NS, NL or AL	Derived from IDFDV ‘BASIC INTERNAL LABEL’ Field Identifier.
25-25	Blank
26-27	Density 16, 62 or 38	Derived from IDFDV ‘BASIC DESITY’ Field Identifier.
28-30	Recording Code (Character Set) EBC.	Derived from IDFDV ‘BASIC RECOEDING MODE’ Field Identifier.
31-32	Number of Tracks 09 or 18	Derived from IDFDV ‘BASIC RECORDING MODE’ Field Identifier.
33-34	Blocking Factor Enter the blocking factor of the file, not to exceed 85.	Derived from IDFDV ‘BLOCKING FACTOR’ Field Identifier.
35-38	Taxing Entity Code	Constant ‘UTAX’
39-146	Blank
147-190	Organization Name The name of the organization the media should be returned to	Derived from IDFDV ‘BASIC NAME’ Field Identifier.
191-225	Street Address The street address of the organization the media should be returned to	Derived from IDFDV ‘BASIC ADDRESS’ Field Identifier.
226-245	City The City of the organization the media should be returned to	Derived from IDFDV ‘BASIC CITY’ Field Identifier.
246-247	State Enter the standard two character FIPS postal abbreviation	Derived from IDFDV ‘BASIC STATE’ Field Identifier.
248-252	Blank
253-257	ZIP Code Enter a valid ZIP code	Derived from IDFDV ‘BASIC ZIP CODE’ Field Identifier.
258-262	ZIP Code extension Enter the four digit ZIP code extension, including the hyphen in position 258. The hyphen (‘-‘) must be included when defining the BASIC ZIP EXTN’ Field Identifier on IDFDV.	Derived from IDFDV ‘BASIC ZIP EXTN’ Field Identifier.
263-275	Blank
276-276	Blank. Used 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 ZIP code extension, 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 others X: Railroad	Derived from IDFDV ‘TYPE OF EMPLOYMENT’ Field Identifier.
161-162	Blocking Factor Blocking factor of the file, not to exceed 85. Enter blanks for diskette	Derived from IDFDV ‘BLOCKING FACTOR’ Field Identifier.
163-166	Establishment Number or Coverage Group/PRU Enter either the establishment number of the coverage group/PRU, or Blank	Derived from IDFDV ‘ESTABLISHMENT NUMBER’ Field Identifier.
167-170	Taxing Entity Code	Constant ‘UTAX’
171-172	State Identifier Code Enter the State FIPS postal numeric code for the State that is 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’, otherwise, leave it blank	Derived from IDFDV ‘FOREIGN ADDR INDICATOR’ Field Identifier.
257-257	Blank
258-266	Other EIN Enter blanks if no other EIN was used	Derived from IDFDV ‘OTHER EIN’ Field Identifier.
267-275	Blank
276-276	Blank. Used 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
31-42	Employee First Name
43-43	Employee Middle Initial Leave blank if no middle initial.
44-45	State Code The state FIPS postal numeric code for the State being reported.
46-49	Blank
50-63	State QTR Total Gross Wages Quarterly wages subject to all taxes.	Derived from IDFDV 'TOTAL GROSS WAGES' Field Identifier.
64-77	State QTR Unemployment Insurance Total Wages 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	Sate 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 'NUMBER OF WEEKS' Field Identifier. This can either be defined as a constant, be picked up from a pay component that was previously populated by a UserCalc, or, if left null, the system will compute the value.
132-134	Number of Hours Worked The number of hours worked in the reporting period	Derived from IDFDV 'HOURS ELEMENT' Field Identifier.
135-142	Blank
143-146	Taxing Entity Code	Constant ‘UTAX’
147-161	State Unemployment Insurance 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	State Specific Data. If not used, enter blanks. Derived from IDFDV 'SEASONAL INDICATOR' Field Identifier.
207-207	Employer Health Insurance Code	State Specific Data. If not used, enter blanks.
208-208	Employee Health Insurance Code	State Specific Data. If not used, enter blanks.
209-209	Probationary Code	State Specific Data. If not used, enter blanks.
210-210	Officer Code Enter ‘1’ for Officers of the corporation. Otherwise enter ‘0’.
211-211	Wage Plan Code.	State Specific Data. If not used, enter blanks.
212-212	Month-1 Employment Enter ‘1’ if the employee is covered by UI, worked or received pay for the pay period including the 12th day of the first reporting month. Otherwise enter ‘0’.
213-213	Month-2 Employment Enter ‘1’ if the employee is covered by UI, worked or received pay for the pay period including the 12th day of the second reporting month. Otherwise enter ‘0’.
214-214	Month-3 Employment Enter ‘1’ if the employee is covered by UI, worked or received pay for the pay period including the 12th day of the third reporting month. Otherwise enter ‘0’.
215-220	Reporting Quarter and Year Enter the last month and year for the calendar period for the reporting period. Example: 062018 for Apr-June 2018
221-226	Date First Employed Enter the month and year the employee was first employed, such as 072017
227-232	Date of Separation Enter the month and year the employee separated, such as 112017
233-275	Blank
276-276	Blank. Used 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, such as 2.8% =.02800
88-100	State QTR UI taxes due. UI taxes due.	QTR State UI taxable wages multiplied by the UI tax rate
101-111	Previous Quarter(s) underpayment.	State Specific Data. If not used, enter blanks.
112-122	Interest	State Specific Data. If not used, enter blanks.
123-133	Penalty	State Specific Data. If not used, enter blanks.
134-144	Credit/Overpayment	State Specific Data. If not used, enter blanks.
145-148	Employer Assessment Rate	State Specific Data. If not used, enter blanks.
149-159	Employer Assessment Amount	State Specific Data. If not used, enter blanks.
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 blanks.
175-185	Total Payment Due	State Specific Data. If not used, enter blanks.
186-198	Allocation Amount	State Specific Data. If not used, enter blanks.
199-212	Wages subject to State Income Tax	State Specific Data. If not used, enter blanks.
213-226	State Income Tax withheld	State Specific Data. If not used, enter blanks.
227-233	Month-1 Employment Total number of employees covered by UI who 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 employees covered by UI who worked or received 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 employees covered by UI who worked or received 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. Used 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.	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 All tip income.	Total of this field on all ‘S’ records in the file.
116-123	Month-1 Employment Total number of employees covered by UI who worked or received 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 Total number of employees covered by UI who worked or received 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 Total number of employees covered by UI who worked or received 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. Used only systems that cannot produce an odd number record length file.

Appendix: State Reporting documents#

Alabama	Wage File Due Date is January-31	state FIPS code is 01	tax reporting - AL
Alaska		state FIPS code is 02	tax reporting - AK
American Samoa		state FIPS code is 03	(FIPS 5-1 Reserved Code)
Arizona	Wage File Due Date is February-28	state FIPS code is 04	tax reporting - AZ
Arkansas	Wage File Due Date is February-28	state FIPS code is 05	tax reporting - AR
California	Wage File Due Date is January-31	state FIPS code is 06	tax reporting - CA
Canal Zone		state FIPS code is 07	(FIPS 5-1 Reserved Code)
Colorado	Wage File Due Date is March-31	state FIPS code is 08	tax reporting - CO
Connecticut	Wage File Due Date is January-31	state FIPS code is 09	tax reporting - CT
Delaware	Wage File Due Date is January-31	state FIPS code is 10	tax reporting - DE
District of Columbia	Wage File Due Date is January-31	state FIPS code is 11	tax reporting - DC
Florida		state FIPS code is 12	tax reporting - FL
Georgia	Wage File Due Date is January-31	state FIPS code is 13	tax reporting - GA
Guam		state FIPS code is 14	(FIPS 5-1 Reserved Code)
Hawaii	Wage File Due Date is February-28	state FIPS code is 15	tax reporting - HI
Idaho	Wage File Due Date is January-31	state FIPS code is 16	tax reporting - ID
Illinois	Wage File Due Date is February-15	state FIPS code is 17	tax reporting - IL
Indiana	Wage File Due Date is January-31	state FIPS code is 18	tax reporting - IN
Iowa	Wage File Due Date is January-31	state FIPS code is 19	tax reporting - IA
Kansas	Wage File Due Date is February-28	state FIPS code is 20	tax reporting - KS
Kentucky	Wage File Due Date is January-31	state FIPS code is 21	tax reporting - KY
Louisiana	Wage File Due Date is February-28	state FIPS code is 22	tax reporting - LA
Maine	Wage File Due Date is January-31	state FIPS code is 23	tax reporting - ME
Maryland	Wage File Due Date is January-31	state FIPS code is 24	tax reporting - MD
Massachusetts	Wage File Due Date is January-31	state FIPS code is 25	tax reporting - MA
Michigan	Wage File Due Date is February-28	state FIPS code is 26	tax reporting - MI
Minnesota	Wage File Due Date is January-31	state FIPS code is 27	tax reporting - MN
Mississippi	Wage File Due Date is January-31	state FIPS code is 28	tax reporting - MS
Missouri	Wage File Due Date is January-31	state FIPS code is 29	tax reporting - MO
Montana	Wage File Due Date is February-28	state FIPS code is 30	tax reporting - MT
Nebraska	Wage File Due Date is January-31	state FIPS code is 31	tax reporting - NE
Nevada		state FIPS code is 32	tax reporting - NV
New Hampshire		state FIPS code is 33	tax reporting - NH
New Jersey	Wage File Due Date is February-28	state FIPS code is 34	tax reporting - NJ
New Mexico	Wage File Due Date is February-28	state FIPS code is 35	tax reporting - NM
New York	Wage File Due Date is February-28	state FIPS code is 36	tax reporting - NY
North Carolina	Wage File Due Date is January-31	state FIPS code is 37	tax reporting - NC
North Dakota	Wage File Due Date is January-31	state FIPS code is 38	tax reporting - ND
Ohio	Wage File Due Date is January-31	state FIPS code is 39	tax reporting - OH
Okalahoma	Wage File Due Date is February-28	state FIPS code is 40	tax reporting - OK
Oregon	Wsge File Due Date is January-31	state FIPS code is 41	tax reporting - OR
Pennsylvania	Wage File Due Date is January-31	state FIPS code is 42	tax reporting - PA
Puerto Rico	Wage File Due Date is January-31	state FIPS code is 72	tax reporting - PR
Rhode Island	Wage File Due Date is January-31	state FIPS code is 44	tax reporting - RI
South Carolina	Wage File Due Date is January-31	state FIPS code is 45	tax reporting - SC
South Dakota		state FIPS code is 46	tax reporting - SD
Tennessee		state FIPS code is 47	tax reporting - TN
Texas		state FIPS code is 48	tax reporting - TX
Utah	Wage File Due Date is January-31	state FIPS code is 49	tax reporting - UT
Vermont	Wage File Due Date is January-31	state FIPS code is 50	tax reporting - VT
Virginia	Wage File Due Date is January-31	state FIPS code is 51	tax reporting - VA
Virgin Islands		state FIPS code is 52	(FIPS 5-1 Reserved Code)
Washington		state FIPS code is 53	tax reporting - WA
West Virginia	Wage File Due Date is February-28	state FIPS code is 54	tax reporting - WV
Wisconsin	Wage File Due Date is January-31	state FIPS code is 55	tax reporting - WI
Wyoming		state FIPS code is 56	tax reporting - WY

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Notes#

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