Table of Contents

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:

TableUser Field NamePromptField TypeField Sequence
P2K_CM_GOVT_REGISTRATIONSQTR TAXES DUEQTR Taxes DueChar1000
P2K_CM_GOVT_REGISTRATIONSQTR PREV UNDERPAYMENTQTR Prev UnderpaymentChar1010
P2K_CM_GOVT_REGISTRATIONSQTR INTERESTQTR InterestChar1020
P2K_CM_GOVT_REGISTRATIONSQTR PENALTY QTR PenaltyChar1030
P2K_CM_GOVT_REGISTRATIONSQTR CR OVERPAYMENTQTR CR OverpaymentChar1040
P2K_CM_GOVT_REGISTRATIONSQTR ER ACCESS RATEQTR ER Access RateChar1050
P2K_CM_GOVT_REGISTRATIONSQTR ER ACCESS AMTQTR ER Access AmtChar1060
P2K_CM_GOVT_REGISTRATIONSQTR EE ACCESS RATEQTR EE Access RateChar1070
P2K_CM_GOVT_REGISTRATIONSQTR EE ACCESS AMTQTR EE Access AmtChar1080
P2K_CM_GOVT_REGISTRATIONSQTR PAYMENT DUEQTR Payment DueChar1090
P2K_CM_GOVT_REGISTRATIONSQTR ALLOCATION AMTQTR Allocation AmtChar1100
P2K_CM_GOVT_REGISTRATIONSQTR REFERENCE NUMBERQTR Reference NumberChar1110

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

TableUser Field NamePromptField TypeField Sequence
P2K_CM_DEPARTMENT_DETAILSSUI ER NUMBERSUI ER NumberChar20
P2K_CM_DEPARTMENT_DETAILSW2 DESTINATIONW2DestinationChar30

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’

TableUser Field NamePromptField TypeField Sequence
P2K_HR_IDENTITIESW2 DESTINATIONW2 DestinationChar50
P2K_HR_IDENTITIESMMREF PROBATIONARY MMREFProbationary 60
P2K_HR_IDENTITIESMMREF OFFICER CODE MMREFOfficer CodeChar70

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 SetMeaning
MAIN REGISTUsed as a default to group all registrations initially
REGIST 2Another set may be defined for all level of registrations for this set
FED REGISTFederal level registrations for this set may be defined
STATE REGISTState level registrations for this set may be defined
LOCAL REGISTLocal level registrations for this set may be defined
FULLTIME REGISTRegistrations for Full time employees for this set may be defined
PARTTIME REGISTRegistrations for Part time employees for this set may be defined
SEASONAL REGRegistrations for Seasonal employees for this set may be defined
STATE OHIORegistrations 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 CodeState/Prov NameCountry
FLFLORIDAUSA
GAGEORGIAUSA
HIHAWAIIUSA

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

CountyCounty CodeState/Province
MARIN05-041-0000CALIFORNIA, USA
MARION01-093-0000ALABAMA, USA
MARION15-097-0000INDIANA, USA
MARIPOSA05-043-0000CALIFORNIA, USA

IDSD - Define School Districts#

An entry must exist for a school district in order for the School District tax to be reported

School DistrictSchool District NameCountyState/Province
2504Grandview Heights City S.D.FRANKLIN, OH, USAOHIO, USA
40140CrestwoodLUZERINE, PA, USAPENNSYLVANIA, USA
40160DallasLUZERINE, PA, USAPENNSYLVANIA, USA
40260Greater Nanticoke AreaLUZERINE, PA, USAPENNSYLVANIA, 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.
SeqField IdentifierDescriptionLevelPromptField SourceField Variable
1010TRAN EINTransmitter EINTransmittalTRAN EINConstant9876542103
1020TRAN ADDR INDTrans Foreign AddressTransmittalTRAN ADDR INDConstant
1030TRAN NAMETransmitter NameTransmittalTRAN NAMEConstantHIGH LINE CORP
1040TRAN ADDRESSTransmitter AddressTransmittalTRAN ADDRESSConstant100 WOODBINE AVENUE
1050TRAN CITYTransmitter CityTransmittalTRAN CITYConstantMARKHAM

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.
SeqField IdentifierDescriptionLevelPromptField SourceField Variable
8500W2-CITY-NAMECity NameLocal20-City NameDB ColumnDTX.JURISDICTION_NAME
8510W2-CI-WAGE-HOMELocal Wage (Home)Local18-Home City WageElementW2-CI-WAGE-RES
8520W2-CI-WAGE-WORKLocal Wage (Work)Local18-Work City WageElementW2-CI-WAGE-WORK
8530W2-CI-TAX-HOMELocal Tax (Home)Local19-Home City TaxElementW2-CI-TAX-RES
8540W2-CI-TAX-WORKLocal Tax (Work)Local19-Work City TaxElementW2-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

SeqField IdentifierDescriptionSuggested SourceSuggested Variable
1000SUB-ER-EINSubmitter’s Employer EINConstant9 characters EIN
1010SUB-PIN-NUMBERPersonal Identification NumberConstant17 characters assigned to you as PIN#
1020SUB-RESUB-INDResubmit IndicatorConstantEnter 1 if file is resubmitted, else 0
1030SUB-RESUB-WFIDResubmit SSA WFID from noticeConstantIf resubmit, enter SSA WFID from notice.
1040SUB-SOFTWARESubmitter Software CodeConstantEnter your company data
1050SUB-COMP-NAMECompany Name receive EFW2ConstantEnter Company name who receive EFW2
1060SUB-COMP-LOCNCompany Location AddressConstantEnter company’s location address. i.e. Attention, Suite, Room Num, etc.
1070SUB-COMP-DELIVCompany Delivery AddressConstantEnter company’s delivery address i.e. Street or Post Office Box
1080SUB-COMP-CITYCompany’s CityConstantEnter company’s city
1090SUB-COMP-STATECompany’s State AbbrevConstantEnter company’s State Abbreviation
1100SUB-COMP-ZIPCompany’s ZIP CodeConstantEnter company’s ZIP code
1110SUB-COMP-ZIP-EXTCompany’s ZIP Code ExtensionConstantEnter company’s ZIP code extension
1120SUB-COMP-F-STATECompany’s foreign State/provinceConstantEnter company’s foreign state
1130SUB-COMP-F-POSTCompany’s country if applicableConstantEnter company’s foreign postal code
1140SUB-COMP-COUNTRYCompany’s country if applicableConstantEnter company’s country if applicable
1150SUB-SUBM-NAMESubmitter Organization NameConstantOrganization Name to receive
1160SUB-SUBM-LOCNSubmitter Location AddressConstantEnter submitter location address (i.e. Attention, Suite, Room Num etc.)
1170SUB-SUBM-DELIVSubmitter Delivery AddressConstantEnter submitter delivery address (i.e. Street or Post Office Box)
1180SUB-SUBM-CITYSubmitter CityConstantEnter submitter city
1190SUB-SUBM-STATESubmitter State AbbrevConstantEnter submitter State Abbreviation
1200SUB-SUBM-ZIPSubmitter ZIP CodeConstantEnter submitter ZIP code
1210SUB-SUBM-ZIP-EXTSubmitter ZIP Code ExtensionConstantEnter submitter ZIP code extension, including the hyphen.
1220SUB-SUBM-F-STATESubmitter foreign State/provinceConstantEnter submitter foreign state/province
1230SUB-SUBM-F-POSTSubmitter foreign postal codeConstantEnter submitter foreign postal code
1240SUB-SUBM-COUNTRYSubmitter country if applicableConstantEnter submitter country if applicable
1250SUB-CONT-NAMEContact name for SSAConstantEnter your company data
1260SUB-CONT-TELContact telephone # for SSAConstantEnter your company data
1270SUB-CONT-TEL-EXTContact telephone extensionConstantEnter your company data
1280SUB-CONT-EMAILContact e-mail address for SSAConstantEnter your company data
1290SUB-CONT-FAXContact FAX phone # for SSAConstantEnter your company data
1300SUB-CONT-METHPreferred Contact methodConstantEnter your company data
1310SUB-PREPARERPreparer CodeConstantEnter your company data
1480SUB-3RD-PARTY-SICKThird-Party Sick Pay IndicatorConstantEnter your company data
1490SUB-3RD-PARTY-TAXIncome Tax Withheld by 3rd PartyConstantEnter your company data
1500W2-ER-AGENT-INDAgent Indicator CodeConstantIf applicable, enter appropriate code
1510W2-ER-FOR-EINAgent for which EINConstantIf you are an agent, enter the EIN for
1520W2-ER-TERM-BUSTerminating business indicatorConstantEnter appropriate code from SSA
1530W2-ER-ESTABEstablishment NumberConstantFurther identify within EIN
1540W2-ER-OTHER-EINOther EINConstantOther EIN used
2000W2-ER-EINEmployer Identification NumberData Base ColumnDGV.GOVT_REGIST_NUMBER
2010W2-ER-NAMEEmployer NameData Base ColumnDED.ENTITY_NAME
2020W2-ER-LOCN-ADDREmployer Location AddressData Base ColumnEnter employer’s location address (i.e. Attention, Suite, Room Num etc. use DLN.ADDRESS_LINE_1 or DLN.ADDRESS_LINE_2)
2030W2-ER-DELIV-ADDREmployer Delivery AddressData Base ColumnEnter employer’s delivery address (i.e. Street or Post Office Box, use DLN.ADDRESS_LINE_1 or DLN.ADDRESS_LINE_2)
2040W2-ER-CITYEmployer CityData Base ColumnEnter employer’s city DLN. LOCALITY
2050W2-ER-STATEEmployer State AbbrevData Base ColumnEnter employer’s State abbreviation
2060W2-ER-ZIPEmployer ZIP CodeData Base ColumnEnter employer’s ZIP Code DLN.ZIP_POSTAL
2070W2-ER-ZIP-EXTEmployer ZIP ExtensionData Base ColumnEnter employer’s ZIP Code DLN.ZIP_POSTAL, use derivation expression substr(~,6) for ZIP extension
2080W2-ER-F-STATEEmployer foreign State/provinceData Base Column or ConstantEnter Employer foreign state
2090W2-ER-F-POSTALEmployer foreign postal codeData Base Column or ConstantEnter Employer foreign state
2100W2-ER-COUNTRYEmployer country if applicableConstantEnter Employer country if applicable
2110W2-ER-TAX-JURISTax Jurisdiction CodeConstantEnter Employer country if applicable
2120W2-KIND-OF-EMPLOYERKind of EmployerConstant
2500W2-EE-SSNEmployee Social Security NumberData Base ColumnEID.GOVERNMENT_CODE
2510W2-EE-FIRST-NAMEEmployee First NameData Base ColumnEID.FIRST_NAME
2520W2-EE-MIDDLEEmployee Middle NameData Base ColumnEID.MIDDLE_NAME
2530W2-EE-LAST-NAMEEmployee Last NameData Base ColumnEID.LAST_NAME
2540W2-EE-SUFFIXEmployee Suffix NameData Base ColumnEID.RANK with derivation expression Decode(~,’01’,’JR’,’02’,’SR’,NULL)
2600W2-EE-LOCN-ADDREmployee Location AddressData Base ColumnEnter employee’s location address (i.e. Attention, Suite, Room Num etc., use EPS.ADDRESS_LINE_1 or EPS.ADDRESS_LINE_2)
2610W2-EE-DELIV-ADDREmployee Delivery AddressData Base ColumnEnter employee’s delivery address (i.e. Street or Post Office Box, use EPS.ADDRESS_LINE_1 or EPS.ADDRESS_LINE_2)
2620W2-EE-CITYEmployee CityData Base ColumnEnter employee’s city EPS.LOCALITY
2630W2-EE-STATEEmployee State AbbrevData Base ColumnEnter employee’s State abbreviation DSP.STATE_PROVINCE_CODE
2640W2-EE-ZIPEmployee ZIP CodeData Base ColumnEnter employee’s ZIP Code EPS.ZIP_POSTAL
2650W2-EE-ZIP-EXTEmployee ZIP ExtensionData Base ColumnEnter employee’s ZIP Code EPS.ZIP_POSTAL-use derivation expression substr(~,6) for ZIP extension
2660W2-EE-F-STATEEmployee foreign State/provinceData Base Column or ConstantEnter Employee foreign state
2670W2-EE-F-POSTALEmployee foreign postal codeData Base Column or ConstantEnter Employee foreign postal code
2680W2-EE-COUNTRYEmployee country if applicableConstantEnter Employee country if applicable
2800W2-CONTROL-PRTPrint Control Number on FormConstant
2810W2-CONTROL-NUMControl Number on FormData Base ColumnPerson Code
2900W2-EXCLUDE-EEExclude EmployeeData Base ColumnEnter your company data
3000W2-FIT-WAGEWages, Tips, Other CompensationElementW2-BOX-01
3010W2-FIT-TAXFederal Income Tax WithheldElementW2-BOX-02
3020W2-SSN-WAGESocial Security WagesElementW2-BOX-03,- use derivation expression LEAST(~,80400.00) for year 2001 max
3030W2-SSN-TAXSocial Security Tax WithheldElementW2-BOX-04,- use derivation expression LEAST(~,4984.80) for year 2001 max
3040W2-MEDI-WAGEMedicare Wages and TipsElementW2-BOX-05
3050W2-MEDI-TAXMedicare Tax WithheldElementW2-BOX-06
3060W2-SSN-TIPSocial Security TipsElementW2-BOX-07
3070W2-ALLOC-TIPAllocated TipsElementW2-BOX-08
3080W2-EICAdvanced EIC CreditElementW2-BOX-09
3090W2-DEP-CAREDependent Care BenefitElementW2-BOX-10
3100W2-NQUALNon Qualified PlansElementW2-BOX-11
3102W2-NQUAL-457Non Qualified Plans Sect 457ElementW2-BOX-11-457
3104W2-NQUAL-N457Non Qualified Plans Not Sect 457ElementW2-BOX-11-N457
4000W2-CODE-AUn-collect SSA/RRTA tax on tipsPay ComponentEnter your company data
4010W2-CODE-BUn-collect Medicare tax on tipsPay ComponentEnter your company data
4020W2-CODE-CGroup Term Life Ins > 50000Pay ComponentEnter your company data
4030W2-CODE-DDeferred 401(k) cashPay ComponentEnter your company data
4040W2-CODE-EDeferred 401(b) Salary reductionPay ComponentEnter your company data
4050W2-CODE-FDeferred 408(k)(6) Salary reductionPay ComponentEnter your company data
4060W2-CODE-GDeferred 457(b) compensationPay ComponentEnter your company data
4070W2-CODE-HDeferred 501(c)18(D) tax exemptPay ComponentEnter your company data
4080W2-CODE-JNon taxable sick payPay ComponentPay ComponentPay ComponentEnter your company data
4090W2-CODE-K20% excise parachute paymentPay ComponentEnter your company data
4100W2-CODE-LEE business expense reimbursementPay ComponentEnter your company data
4110W2-CODE-MUn-collect SSA/RRTA group insPay ComponentEnter your company data
4120W2-CODE-NUn-collect Medicare group insurancePay ComponentEnter your company data
4130W2-CODE-PMoving expensePay ComponentEnter your company data
4140W2-CODE-QMilitary compensationPay ComponentEnter your company data
4150W2-CODE-REmployer Contribution to MSAPay ComponentEnter your company data
4160W2-CODE-SSalary reduction to 408(p)Pay ComponentEnter your company data
4170W2-CODE-TAdoption benefitsPay ComponentEnter your company data
4180W2-CODE-VIncome of nonstat stock optionPay ComponentEnter your company data
4190W2-CODE-WER cont. to Health Savings AcctPay ComponentEnter your company data
4200W2-CODE-YDeferrals 409A Non-qualify planPay ComponentEnter your company data
4210W2-CODE-ZIncome 409A Non-qualify planPay ComponentEnter your company data
4220W2-CODE-AARoth Contribution 401(k)Pay ComponentEnter your company data
4230W2-CODE-BBRoth Contribution 403(b)Pay ComponentEnter your company data
4240W2-CODE-CCHIRE Act WagesPay ComponentEnter your company data
4250W2-CODE-DDER sponsored Health CoveragePay ComponentEnter your company data
4260W2-CODE-EERoth Contribution 457(b)Pay ComponentEnter your company data
5000W2-OTHER-01Your company descriptionPay ComponentEnter your company data
5nnnW2-OTHER-02/19Your company descriptionPay ComponentEnter your company data
5190W2-OTHER-20Your company descriptionPay ComponentEnter your company data
5500W2-USER-01User AmountPay ComponentEnter your company data
5xxxW2-USER-02/19User AmountPay ComponentEnter your company data
5690W2-USER-20User AmountPay ComponentEnter your company data
5700W2-HL-01HL Reserved AmountPay ComponentEnter your company data
57yyW2-HL-02/19HL Reserved AmountPay ComponentEnter your company data
5790W2-HL-20HL Reserved AmountPay ComponentEnter your company data
6000W2-STAT-EEStatutory employeeStatisticsEnter your company data
6020W2-RETIRE-PLANRetirement plan employeeStatisticsEnter your company data
6060W2-3PARTY-SICKThird-party sick payStatisticsEnter your company data
6500W2-SCHL-WAGESchool Taxable WagesElementW2-SCHL-WAGE
6510W2-SCHL-TAXSchool TaxElementW2-SCHL-TAX
7000W2-STATE-CODEState CodeData Base ColumnDSP.STATE_PROVINCE_CODE
7010W2-STATE-REGISTState Registration I.D. NoData Base ColumnDGV.GOVT_REGIST_NUMBER
7020W2-STATE-WAGE-HOState Wages and Tips (Home State)ElementW2-STATE-WAGE-H
7030W2-STATE-WAGE-WOState Wages and Tips (Work State)ElementW2-STATE-WAGE-W
7040W2-STATE-TAX-HOMState Income Tax (Home State)ElementW2-STATE-TAX-H
7050W2-STATE-TAX-WORState Income Tax (Work State)ElementW2-STATE-TAX-W
7200W2-SUI-WAGE-EEState SUI Wages (Employee)ElementW2-SUI-WAGE-EE
7210W2-SUI-WAGE-ERState SUI Wages (Employer)ElementW2-SUI-WAGE-ER
7220W2-SUI-TAX-EESUI Tax (Employee contribution)ElementW2-SUI-TAX-EE
7230W2-SUI-TAX-ERState SUI Tax (Employer contribution)ElementW2-SUI-TAX-ER
7240W2-SDI-WAGE-EEState SDI Wages (Employee)ElementW2-SDI-WAGE-EE
7250W2-SDI-WAGE-ERState SDI Wages (Employer)ElementW2-SDI-WAGE-ER
7260W2-SDI-TAX-EEState SDI Tax (Employee contribution)ElementW2-SDI-TAX-EE
7270W2-SDI-TAX-ERState SDI Tax (Employer contribution)ElementW2-SDI-TAX-ER
7280W2-SUI-HRS-WRKRegular HoursElement
7500W2-TIP-WAGE-WORKWork State Tip WagesElement
7510W2-ST-TIP-WORKWork State TipsElement
7600W2-WC-WORKWorkers Compensation ContributionElement
8000W2-CNTY-NAMECounty NameData Base ColumnDCN.COUNTY_NAME
8010W2-CN-WAGE-HOMECounty Wages (Home County)ElementW2-CNTY-WAGE-H
8020W2-CN-WAGE-WORKCounty Wages (Work County)ElementW2-CNTY-WAGE-W
8030W2-CN-TAX-HOMECounty Tax (Home County) ElementElementW2-CNTY-TAX-H
8040W2-CN-TAX-WORKCounty Tax (Work County) ElementElementW2-CNTY-TAX-W
8500W2-CITY-NAMECity NameData Base ColumnDTX.JURISDICTION_NAME
8510W2-CI-WAGE-HOMECity Wages (Home City)ElementW2-CITY-WAGE-H
8520W2-CI-WAGE-WORKCity Wages (Work City)ElementW2-CITY-WAGE-W
8530W2-CI-TAX-HOMECity Tax (Home City)ElementW2-CITY-TAX-H
8540W2-CI-TAX-WORKCity Tax (Work City)ElementW2-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 IdentifierSuggested Field Variable
W2-ER-LOCN-ADDRDLN.ADDRESS_LINE_2
W2-ER-DELIV-ADDRDLN.ADDRESS_LINE_1
W2-ER-CITYDLN.LOCALITY
W2-ER-STATEDSP.STATE_PROVINCE_CODE
W2-ER-ZIPDLN.ZIP_POSTAL
W2-ER-ZIP-EXTDLN.ZIP_POSTAL
W2-ER-F-STATEDSP.STATE_PROVINCE_CODE
W2-ER-F-POSTALDLN.ZIP_POSTAL’ or null
W2-ER-COUNTRYDCO.COUNTRY_CODE’ or null
W2-EE-LOCN-ADDREPS.ADDRESS_LINE_2
W2-EE-DELIV-ADDREPS.ADDRESS_LINE_1
W2-EE-CITYEPS.LOCALITY
W2-EE-STATEDSP.STATE_PROVINCE_CODE
W2-EE-ZIPEPS.ZIP_POSTAL
W2-EE-ZIP-EXTEPS.ZIP_POSTAL
W2-EE-F-STATEDSP.STATE_PROVINCE_CODE
W2-EE-F-POSTALEPS.ZIP_POSTAL’ or null
W2-EE-COUNTRYDCO.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 IdentifierSuggested Field Variable
W2-ER-LOCN-ADDRDLN.MAIL_ADDRESS_LINE_2
W2-ER-DELIV-ADDRDLN.MAIL_ADDRESS_LINE_1
W2-ER-CITYDLN.MAIL_LOCALITY
W2-ER-STATEConstant ‘MAIL’
W2-ER-ZIPDLN.MAIL_ZIP_POSTAL
W2-ER-ZIP-EXTDLN.MAIL_ZIP_POSTAL
W2-ER-F-STATEConstant ‘MAIL’
W2-ER-F-POSTALDLN.MAIL_ZIP_POSTAL’ or null
W2-ER-COUNTRYConstant ‘MAIL’
W2-EE-LOCN-ADDREPS.MAIL_ADDRESS_LINE_2
W2-EE-DELIV-ADDREPS.MAIL_ADDRESS_LINE_1
W2-EE-CITYEPS.MAIL_LOCALITY
W2-EE-STATEConstant ‘MAIL’
W2-EE-ZIPEPS.MAIL_ZIP_POSTAL
W2-EE-ZIP-EXTEPS.MAIL_ZIP_POSTAL
W2-EE-F-STATEConstant ‘MAIL’
W2-EE-F-POSTALEPS.MAIL_ZIP_POSTAL’ or null
W2-EE-COUNTRYConstant ‘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

SeqField IdentifierDescriptionSuggested SourceSuggested Variable
1010TRAN EINTransmitter EINConstantTransmitter 9 characters EIN
1020TRAN ADDR INDTrans Foreign Address IndicatorConstantBlank if not Foreign Transmitter
1030TRAN NAMETransmitter NameConstantEnter transmitter name
1040TRAN ADDRESSTransmitter AddressConstantEnter transmitter address
1050TRAN CITYTransmitter CityConstantEnter transmitter city
1060TRAN STATETransmitter StateConstantEnter transmitter state abbreviation
1070TRAN ZIP EXTNTransmitter ZIP code extensionConstantTransmitter ZIP extension, including the hyphen.
1080TRAN ZIP CODETransmitter ZIP codeConstantTransmitter ZIP code
1090TRAN CONTACTTransmitter Contact PersonConstantName of Contact Person
1100TRAN CONTACT PHONContact Phone ExtensionConstantPhone Number of Contact Person
1110TRAN CONTACT EXTNContact Phone Extension ConstantContact Phone extension
1120TRAN MEDIA NUMBETransmitter Media NumberConstantMedia Number as assigned
1130EMPLOYER SEANEmployer SEAN (Ohio)ConstantConstantPhone extension
1140THIRD PARTY ADMIN IDThird Party ID (Ohio)ConstantID Number as assigned
2010BASIC EIN Organization EINConstantEnter Organization EIN
2020BASIC COMPUTERComputerConstantName of Computer
2030BASIC ADDR INDOrganization Address IndicatorConstantLeave blank if not Foreign
2040BASIC NAMEOrganization NameConstantOrganization Name
2050BASIC ADDRESSOrganization AddressConstantOrganization Address
2060BASIC CITYOrganization CityConstantOrganization City
2070BASIC STATEOrganization StateConstantOrganization State
2080BASIC ZIP EXTNOrganization ZIP code extensionConstantOrganization ZIP extension, including the hyphen.
2090BASIC ZIP CODEOrganization ZIP codeConstantOrganization ZIP code
2100BASIC INTERNAL LABInternal LabelConstantThe first 2 characters for Internal label; the 3rd and 4th characters for Filing Type (if required by state)
2110BASIC DENSITYDensityConstant
2120BASIC RECORDING M Recoding ModeConstantBasic Recording Mode and Number of tracks. ‘ASC09’ for ASCII 9-track
3010ER MAIL ADDRUse Employer Mailing AddressConstant
3020TYPE OF EMPLOYMENEmployer Type of EmploymentConstant
3030ESTABLISHMENT NUEstablishment NumberConstant
3040FOREIGN ADDR INDICForeign Address IndicatorConstant
3050BLOCKING FACTORMaximum Blocking FactorConstant
3060OTHER EINEmployer Other EINConstant
3070WAGE PLAN CODEWage Plan CodeConstant
3080NUMBER OF WEEKSWeeks WorkedElement
3090TOTAL GROSS WAGESTotal Gross WagesElement
3100SUI TOTAL WAGES SUITotal Wages Not RequiredNot RequiredThe system will derive this amount from W2-state-wage-home (seq 7020) and W2-state-wage-work (seq 7030) in HL$US-W2-ccyy.
3110SUI TAXABLE WAGES SUITaxable WagesNot RequiredNot Required. The system will derive this amount from SUI total wages and the Maximum SUI wage base
3120SDI TAXABLE WAGES SDITaxable WagesNot RequiredNot Required. The system will derive this amount from W2-sdi-wage-ee (seq 7240) in HL$US-W2-ccyy
3130TIP WAGESTip WagesElement
3140TAXES DUE SUITax Remittance AmountElement
3150PREVIOUS UNDERPAYPrevious Quarter UnderpaymentElement
3160INTERESTInterest on Overdue UIElement
3170PENALTYPenalty on Overdue UIElement
3180CREDIT OVERPAYMECredit/OverpaymentElement
3190ER ASSESSMENT RATEmployer Assessment RateConstant
3200ER ASSESSMENT AMOEmployer Assessment AmountElement
3210EE ASSESSMENT RATEmployee Assessment RateElement
3220EE ASSESSMENT AMOEmployee Assessment AmountElement
3230PAYMENT DUEPayment DueElement
3240ALLOCATION AMOUNAllocation AmountElement
3250STATE TAX WAGESWages subject to St Income TaxNot RequiredNot 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
3260STATE TAXState Income TaxElement
3270SEASONAL INDICATOSeasonal IndicatorConstant
3280SEPARATE SUI SITSeparate SUI and SIT in the fileConstant
3290RS REFERENCE NUMEmployment Security Ref NumberConstant
3300HOURS ELEMENTElement Code for Hours WorkedElement
3310ROUTING NUMBERBank Routing NumberConstantEnter your company data
3320BANK ACCOUNT NUMBERBank Account NumberConstantEnter your company data
3330ACCOUNT TYPEBank Account TypeConstantEnter your company data
3340NAME ON BANK ACCOUNTName on Bank AccountConstantEnter your company data
3350OUT OF STATE WAGEOut of State Wage IndicatorConstantEnter 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 #

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

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

Enter only numeric characters; omit hyphens, prefixes and suffixes
Derived from IDFDV Field Identifier: ‘TRAN EIN’ (seq 1010).
15-18Taxing Entity CodeConstant ‘UTAX’
19-23Blank
24-73Transmitter Name

The transmitter name of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN NAME’ (seq 1030)
74-113Transmitter Street Address

The street address of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
114-138Transmitter City

The city of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN CITY’ (seq 1050)
139-140Transmitter State

The standard two character FIPS postal abbreviation
Derived from IDFDV Field Identifier: ‘TRAN STATE’ (seq 1060)
141-153Blank
154-158Transmitter ZIP Code

Enter a Valid ZIP Code
Derived from IDFDV Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
159-163Transmitter 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)
164-193Transmitter Contact

Title of individual from transmitter organization responsible for the accuracy of the wage report
Derived from IDFDV Field Identifier: ‘TRAN CONTACT’(seq 1090)
194-203Transmitter Contact Telephone Number

Telephone number at which the transmitter contact can be telephoned
Derived from IDFDV Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100)
204-207Telephone Extension/Box

The transmitter telephone extension or message box
Derived from IDFDV Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
208-213Media Transmitter/Authorization Number

Identifier assigned to the entity transmitting the media
Derived from IDFDV Field Identifier: ‘TRAN MEDIA NUMBER’ (seq 1120)
214-214C-3 Data
\State Specific Data

If not used, enter blanks
215-219Suffix Code
\State Specific Data

If not used, enter blanks
220-220Allocation Lists
\State Specific Data

If not used, enter blanks
221-229Service Agent ID
\State Specific Data

If not used, enter blanks
230-242Total Remittance Amount
\State Specific Data

If not used, enter blanks
243-250Media Creation Date

Enter date in MMDDYYYY format
Derived from the System Date
251-275Blank
276-276Blank

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

Record Name:Code B - Authorization Record#

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

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

Enter only numeric characters
Derived from IDFDV Field Identifier: BASIC EIN (seq 2010)
15-22Computer

Enter the manufacturer’s name
Derived from IDFDV Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
23-24Internal Label

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

‘16’, ‘62’, ‘38’, or blank for diskette
Derived from IDFDV Field Identifier: ‘BASIC DESITY’ (seq 2110)
28-30Recording Code (Character Set)

“EBC’, or ‘ASC’. Always ‘ASC’ for diskette
Derived from IDFDV Field Identifier: ‘BASIC RECOEDING MODE’ (seq 2120, first 3 characters)
31-32Number of Tracks

‘09’, or ‘18’, or blanks for diskette
Derived from IDFDV Field Identifier: ‘BASIC RECORDING MODE’ (seq 2120, fourth and fifth character)
33-34Blocking 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)
35-38Taxing Entity CodeConstant ‘UTAX’
39-146Blank
147-190Organization Name

The name of the organization to which the media should be returned
Derived from IDFDV Field Identifier: ‘BASIC NAME’ (seq 2040)
191-225Street Address

The street address of the organization to which the media should be returned
Derived from IDFDV Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
226-245City

The city of the organization to which the media should be returned
Derived from IDFDV Field Identifier: ‘BASIC CITY’ (seq 2060)
246-247State

Enter the standard two character FIPS postal abbreviation
Derived from IDFDV Field Identifier: ‘BASIC STATE’ (seq 2070)
248-252Blank
253-257ZIP Code

Enter a valid ZIP code
Derived from IDFDV Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)
258-262ZIP Code extension

Enter four digit extension of ZIP code, including the hyphen in position 258
Derived from IDFDV Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080)

The hyphen (‘-‘) must be included when defining the IDFDV seq 2080
263-275Blank
276-276Blank

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

Record Name:Code E - Employer Record #

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

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

Enter only numeric characters of the Federal EIN
15-23Blank
24-73Employer Name

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

Enter the standard two character FIPS postal abbreviation of the employer’s address
Derived from the Entity Location
141-148Blank
149-153ZIP Code Extension

Enter four digit extension of ZIP code, including the hyphen in position 149
Derived from the Entity Location
154-158ZIP code

Enter a valid ZIP code
Derived from the Entity Location.
159-159Blank
160-160Type 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)
161-162Blocking Factor

Blocking factor of the file, not to exceed 85

Enter blanks for diskette
Derived from IDFDV Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
163-166Establishment Number or Coverage Group/PRU

Enter either the establishment number of the coverage group/PRU, or blank
Derived from IDFDV Field Identifier: ‘ESTABLISHMENT NUMBER’ (seq 3030)
167-170Taxing Entity CodeConstant ‘UTAX’
171-172State Identifier Code

Enter the state FIPS postal numeric code for the state to which wages are being reported
173-187State Unemployment Insurance Account Number

State UI employer account number
Derived from the IDGV State SUI Registration
188-189Reporting Period

‘03’, ‘06’, ‘09’, or ‘12’
190-190No Workers/No Wages

Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record

Enter ‘1’ to indicate otherwise
191-191Tax Type Code

State Specific Data

If not used, enter blanks
192-196Taxing Entity Code

State Specific Data

If not used, enter blanks
197-203State Control Number

State Specific Data

If not used, enter blanks
204-208Unit Number

State Specific Data

If not used, enter blanks
209-255Blank
256-256Foreign 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)
257-257Blank
258-266Other EIN

Enter blanks if no other EIN was used
Derived from IDFDV Field Identifier: ‘OTHER EIN’ (seq 3060)
267-275Blank
276-276Blank

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

Record Name:Code S – Employee Wage Record #

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

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

Leave blank if no middle initial
44-45State Code

The state FIPS postal numeric code for the state to which wages are being reported
46-49Blank
50-63State QTR Total Gross Wages

Quarterly wages subject to all taxes
Derived from IDFDV Field Identifier: Sequence 3090
64-77State QTR Unemployment Insurance Total Wages

Quarterly wages subject to unemployment taxes
Derived from IDFDV Field Identifier: Sequence 7200
78-91State QTR Unemployment Insurance Excess Wages

Quarterly wages in excess of the state UI taxable wage
base
92-105State QTR Unemployment Insurance Taxable Wages

State QTR UI total wages less state QTR UI excess wages
106-120Quarterly State Disability Insurance Taxable Wages

State Specific Data

If not used, enter zero
121-129Quarterly Tip Wages

Include all tip wages
130-131Number 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 system will compute the value.
132-134Number of Hours Worked

The number of hours worked in the reporting period
Derived from IDFDV Field Identifier: Sequence 3300
135-142Blank
143-146Taxing Entity CodeConstant ‘UTAX’
147-161State Unemployment Insurance Account NumberSUI Registration Number from IDGV
162-176Unit/Division Location/Plant Code

The ID assigned to identify wages by work site
177-190State Taxable Wages

Enter wages subject to state income tax
191-204State Income Tax withheld

Enter wages subject to state income tax
205-206Seasonal IndicatorDerived from IDFDV Field Identifier: Sequence 3270

State Specific Data

If not used, enter blanks
207-207Employer Health Insurance Code

State Specific Data

If not used, enter blanks
208-208Employee Health Insurance Code

State Specific Data

If not used, enter blanks
209-209Probationary Code

State Specific Data

If not used, enter blanks
210-210Officer Code

Enter ‘1’ for officers of the corporation, else enter ‘0’
211-211Wage Plan Code

State Specific Data

If not used, enter blanks
212-212Month-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’
213-213Month-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’.
214-214Month-3 EmploymentEnter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month, else enter ‘0’.
215-220Reporting Quarter and Year

Enter the last month and year for the calendar period for which this report applies (i.e. 062003 for Apr-June 2003)
221-226Date First Employed

Enter the month and year (i.e. 072003)
227-232Date of Separation

Enter the month and year (i.e. 112003)
233-275Blank
276-276Blank

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

Record Name:Code T - Total Record #

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

The total number of ‘S’ records since the last ‘E’ record
9-12Taxing Entity CodeConstant ‘UTAX’
13-26State 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
27-40State QTR Unemployment Insurance Total Wages for employer

QTR wages subject to state unemployment taxes

Total of this field on all ‘S’ records since the last ‘E’ record
41-54State 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
55-68State 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
69-81Quarterly tip wages for employer

Enter all tip income

Total of this field on all ‘S’ records since the last ‘E’ record
82-87UI tax rate this quarter

The employer UI rate for this reporting period

One decimal point followed by 5 digits e.g. 2.8%=’.02800’
88-100State QTR UI taxes due

UI taxes due

QTR state UI taxable wages times UI tax rate
101-111Previous Quarter(s) underpayment

State Specific Data

If not used, enter blanks
112-122Interest

State Specific Data

If not used, enter blanks
123-133Penalty

State Specific Data

If not used, enter blanks
134-144Credit/Overpayment

State Specific Data

If not used, enter blanks
145-148Employer Assessment Rate

State Specific Data

If not used, enter blanks
149-159Employer Assessment Amount

State Specific Data

If not used, enter blanks
160-163Employee Assessment Rate

State Specific Data

If not used, enter blanks
164-174Employee Assessment Amount

State Specific Data

If not used, enter blanks
175-185Total Payment Due

State Specific Data

If not used, enter blanks
186-198Allocation Amount

State Specific Data

If not used, enter blanks
199-212Wages subject to State Income Tax

State Specific Data

If not used, enter blanks
213-226State Income Tax withheld

State Specific Data

If not used, enter blanks
227-233Month-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
234-240Month-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
241-247Month-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
248-250Country Code

State Specific Data

If not used, enter blanks
251-257Outside Country Employees

State Specific Data

If not used, enter blanks
258-267Document Control Number

State Specific Data

If not used, enter blanks
268-275Blank
276-276Blank

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

Record Name:Code F - Final Record #

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

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

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

QTR gross wages subject to all taxes

Total of this field for all ‘S’ records in the file
41-55Quarterly State Unemployment Insurance Total Wages in File

QTR wages subject to state UI tax

Total of this field for all ‘S’ records in the file
56-70Quarterly 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
71-85Quarterly 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
86-100Quarterly State Disability Insurance Taxable Wages in File

State Specific Data

If not used, enter zero
101-115Quarterly Tip Wages in File

Enter all tip income

Total of this field on all ‘S’ records in the file
116-123Month-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
124-131Month-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
132-139Month-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
140-275Blank
276-276Blank (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 #

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID number (EIN)

Numeric only
Derived from IDFDV Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28Personal Identification Number (PIN)Derived from IDFDV Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
29Resub IndicatorDerived from IDFDV Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35Resub WFIDDerived from IDFDV screen, Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37Software CodeDerived from IDFDV Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94Company NameDerived from IDFDV Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116Location AddressDerived from IDFDV Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
117-138Delivery AddressDerived from IDFDV Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160Company CityDerived from IDFDV Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162Company State AbbreviationDerived from IDFDV Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167Company ZIP CodeDerived from IDFDV Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171Company ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176Blank
177-199Company Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214Company Foreign Postal CodeDerived from IDFDV Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216Company Country CodeDerived from IDFDV Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273Submitter NameDerived from IDFDV Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295Submitter Location AddressDerived from IDFDV Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317Submitter Delivery AddressDerived from IDFDV Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339Submitter CityDerived from IDFDV Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341Submitter State AbbreviationDerived from IDFDV Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346Submitter ZIP CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350Submitter ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355Blank
356-378Submitter Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393Submitter Foreign Postal CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395Submitter Country CodeDerived from IDFDV Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422Contact NameDerived from IDFDV Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437Contact Phone NumberDerived from IDFDV Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442Contact Phone ExtensionDerived from IDFDV Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445Blank
446-485Contact E-mailDerived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488Blank
489-498Contact FAXDerived from IDFDV Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499Preferred Method of Problem Notification CodeDerived from IDFDV Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500Preparer CodeDerived from IDFDV Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512Blank

Record Name:Code RE - Employer Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax year CCYYFrom user specified FROM-TO period converted to CCYY
7Agent Indicator CodeDerived from IDFDV Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16Employer/Agent EINSystem derived the applicable Federal reporting EIN, from IDGV or IDGR
17-25Agent for EINDerived from IDFDV Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26Terminating Business IndicatorDerived from IDFDV Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30Establishment NumberDerived from IDFDV Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39Other EINDerived from IDFDV Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96Employer NameDerived from IDFDV Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118Employer Location AddressDerived from IDFDV Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140Employer Delivery AddressDerived from IDFDV Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162Employer CityDerived from IDFDV Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164Employer State AbbreviationDerived from IDFDV Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169Employer ZIP CodeDerived from IDFDV Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173Employer ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-174Kind of EmployerDerived from IDFDV Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178Blank
179-201Employer Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216Employer Foreign Postal CodeDerived from IDFDV Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218Employer Country CodeDerived from IDFDV Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100)
219Employment CodeFrom 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

A set of code RE, RW/RO/RS, RT/RU records will be generated for different types of employment
220Tax Jurisdiction CodeDerived from IDFDV Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221Third-Party Sick Pay IndicatorDerived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512Blank

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

ColumnDescriptionSource
1-2Record IdentifierConstant "RW"
3-11Social Security NumberDerived from IDFDV Field Identifier: ‘W2-EE-SSN’ (seq 2500)

If an invalid SSN is encountered, this field is entered with zeroes
12-26Employee First NameDerived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
27-41Employee Middle Name or InitialDerived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
42-61Employee Last NameDerived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
62-65Employee SuffixDerived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
66-87Employee Location AddressDerived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109Employee Delivery AddressDerived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131Employee CityDerived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)
132-133Employee State AbbreviationDerived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
134-138Employee ZIP CodeDerived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
139-142Employee ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
143-147Blank
148-170 Employee Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
171-185Employee Foreign Postal CodeDerived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
186-187Employee Country CodeDerived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
188-198Wages, Tips and Other CompensationDerived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
199-209Federal Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-220Social Security WagesDerived from IDFDV Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
221-231Social Security Tax WithheldDerived from IDFDV Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
232-242Medicare Wages & TipsDerived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
243-253Medicare Tax WithheldDerived from IDFDV Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
254-264Social Security TipsDerived from IDFDV Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
265-275Advanced Earned Income CreditDerived from IDFDV Field Identifier: ‘W2-EIC’ (seq 3080)
276-286Dependent Care BenefitsDerived from IDFDV Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
287-297Deferred Compensation contribution to Section 401(k)Derived from IDFDV Field Identifier: ‘W2-CODE-D’ (seq 4030)
298-308Deferred Compensation contribution to Section 403(b)Derived from IDFDV Field Identifier: ‘W2-CODE-E’ (seq 4040)
309-319Deferred Compensation contribution to Section 408(k)(6)Derived from IDFDV Field Identifier: ‘W2-CODE-F’ (seq 4050)
320-330Deferred Compensation contribution to Section 457(b)Derived from IDFDV Field Identifier: ‘W2-CODE-G’ (seq 4060)
331-341Deferred Compensation contribution to Section 501(c)(18)(D)Derived from IDFDV Field Identifier: ‘W2-CODE-H’ (seq 4070)
342-352Military Employee’s Basic Quarters and Combat PayDerived from IDFDV Field Identifier: ‘W2-CODE-Q’ (seq 4140)
353-363Non-qualified Plan section 457Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
364-374Employer Contribution to a Health Savings AccountDerived from IDFDV Field Identifier: ‘W2-CODE-W’ (seq 4190)
375-385Non-qualified Plan Not section 457Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)
386-407Blank
408-418Employer cost of premiums for Group Term Life insurance over $50000Derived from IDFDV Field Identifier: ‘W2-CODE-C’ (seq 4020)
419-429Income from Non-statutory Stock OptionsDerived from IDFDV Field Identifier: ‘W2-CODE-V’ (seq 4180)
430-462Blank
463-473Cost of Employer-Sponsored Health CoverageDerived from IDFDV Field Identifier: ‘W2-CODE-DD’ (seq 4250)
474-485Blank
486Statutory Employee IndicatorDerived from IDFDV Field Identifier: ‘W2-STAT-EE’ (seq 6000)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
487Blank
488Retirement Plan IndicatorDerived from IDFDV Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
489Third-Party Sick Pay IndicatorDerived 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)#

ColumnDescriptionSource
1-2 Record IdentifierConstant ‘RO’
3-11Blank
Location 12 to 264
Not applicable to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
ColumnDescriptionSource
12-22Allocated TipsDerived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)
23-33Uncollected Employee Tax on Tips

A combination of 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)
34-44Medical Savings AccountDerived from IDFDV Field Identifier: ‘W2-CODE-R’ (seq 4150)
45-55Simple Retirement AccountDerived from IDFDV Field Identifier: ‘W2-CODE-S’ (seq 4160)
56-66Qualified Adoption ExpensesDerived from IDFDV Field Identifier: ‘W2-CODE-T’ (seq 4170)
67-77Uncollected SSA tax on Group Ins > 50000Derived from IDFDV Field Identifier: ‘W2-CODE-M’ (seq 4110)
78-88Uncollected Medicare tax on Group Ins > 50000Derived from IDFDV Field Identifier: ‘W2-CODE-N’ (seq 4120)
89-110Blank
111-121Designated Roth Contribution under section 457(b)Derived from IDFDV Field Identifier: ‘W2-CODE-EE’ (seq 4260)
122-264Blank
Location 265 to 362
For Puerto Rico employees only.
ColumnDescriptionSource
265Civil Status
266-274Spouse’s SSN

Blank
275-285Wages Subject to Puerto Rico Tax

Stored as zeroes
286-296Commissions Subject to Puerto Rico Tax

Stored as zeroes
297-307Allowances Subject to Puerto Rico Tax

Stored as zeroes
308-318Tips Subject to Puerto Rico Tax

Stored as zeroes
319-329Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax

Stored as zeroes
330-340Puerto Rico Tax Withheld

Stored as zeroes
341-351Retirement Fund Subject to Puerto Rico Tax

Stored as zeroes
352-362Blank

Location 363 to 384:For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.

ColumnDescriptionSource
363-373Total wages, tips and other compensation subject to Virgin Islands, income tax

Stored as zeroes
374-384Virgin Islands, etc… Income Tax Withheld

Stored as zeroes
385-512Blank

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

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State code

Appropriate FIPS postal numeric code
Derived from the State being reported, from IDFDV sequence 7000

e.g. California is code "06"
5-9Taxing Entity CodeIf 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
10-18Social Security NumberDerived from IDFDV Field Identifier: ‘W2-EE-SSN’ (seq 2500)

If an invalid SSN is encountered, this field is entered with zeroes
19-33Employee First NameDerived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48Employee Middle Name or InitialDerived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68Employee Last NameDerived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72Employee SuffixDerived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94Employee Location AddressDerived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116Employee Delivery AddressDerived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138Employee CityDerived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140Employee State AbbreviationDerived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145Employee ZIP CodeDerived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149Employee ZIP Code ExtensionDerived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154Blank
155-177Employee Foreign State/ProvinceDerived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
178-192Employee Foreign Postal CodeDerived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
193-194Employee Country CodeDerived 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.
ColumnDescriptionSource
195-196Optional Code

State Specific Data

If not used, enter blanks
197-202Reporting Period MMCCYYFrom user specified Period End Date converted to MMCCYY for the quarter

e.g. Period End Date = ‘31-Dec-2003’, then reporting period is ‘122003’
203-213State Quarterly Unemployment Insurance Total WagesDerived 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. RPYEU would then be 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
214-224State Quarterly Unemployment Insurance Taxable WagesThis 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
225-226Number of Weeks WorkedFrom 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, and the Pay Issue Date that 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
227-234Date First Employed MMDDCCYYFrom system derived latest Employment Hired Date
235-242Date of Separation MMDDCCYYFrom system derived latest Employment Termination Date that is greater than the Employment Hired Date
243-247Blank
248-267State Employer Account NumberDerived 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
268-273Blank
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.
ColumnDescriptionSource
274-275State code, appropriate FIPS postal numeric codeDerived from the State being reported

e.g. California is code "06"
276-286State Taxable WagesDerived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297State Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
298-307Other State Data

To be defined by each state

e.g. State: California
298-302State data SUI TaxDerived from IDFDV Field Identifier: ‘W2-SUI-TAX-ER’ (seq 7230)
303-307State data SDI TaxDerived from IDFDV Field Identifier: ‘W2-SDI-TAX-EE’ (seq 7240)
308Tax 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

IDGV must be set up 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
309-319Local Taxable WagesIf 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’
320-330Local Income Tax WithheldIf 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’
331-337State Control Number (optional)Blank
338-412Supplemental Data 1

State Specific Data

If not used, enter blanks
413-487Supplemental Data 2

State Specific Data

If not used, enter blanks
488-512Blank
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#

ColumnDescriptionSource
1-2Record IdentifierConstant "RT"
3-9Number of RW Records

Total number of code "RW" records reported since last code "RE" record
10-24Wages, Tips and Other CompensationDerived from IDFDV Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
25-39Federal Income Tax WithheldDerived from IDFDV Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
40-54Social Security WagesDerived from IDFDV Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
55-69Social Security Tax WithheldDerived from IDFDV Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
70-84Medicare Wages and TipsDerived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
85-99Medicare Tax WithheldDerived from IDFDV Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
100-114Social Security TipsDerived from IDFDV Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
115-129Advanced Earned Income CreditDerived from IDFDV Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
130-144Dependent Care BenefitsDerived from IDFDV Field Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record
145-159Deferred Compensation Contributions to Section 401(k)Derived from IDFDV Field Identifier: ‘W2-CODE-D’, total of all code "RW" records since last "RE" record
160-174Deferred Compensation Contributions to Section 403(b)Derived from IDFDV Field Identifier: ‘W2-CODE-E’, total of all code "RW" records since last "RE" record
175-189Deferred 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
190-204Deferred Compensation Contributions to Section 457(b)Derived from IDFDV Field Identifier: ‘W2-CODE-G’, total of all code "RW" records since last "RE" record
205-219Deferred 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
220-234Military Employee’s Basic Quarters and Combat PayDerived from IDFDV Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record
235-249Non-Qualified Plan Section 457Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record
250-264Employer Contribution to a Health Savings AccountDerived from IDFDV Field Identifier: ‘W2-CODE-W’, total of all code ‘RW’ records since last ‘RE’ record
265-279Non-Qualified Plan Not Section 457Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
280-294Blank
295-309Cost of Employer-Sponsored Health CoverageDerived from IDFDV Field Identifier: ‘W2-CODE-DD’, total of all code "RW" records since last "RE" record
310-324Employer Cost of Premiums for Group Term Life Insurance over $50000Derived from IDFDV Field Identifier: ‘W2-CODE-C’, total of all code "RW" records since last "RE" record
325-339Income Tax Withheld by Third-Party PayerDerived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record
340-354Income from Non-statutory Stock optionsDerived from IDFDV Field Identifier: ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
355-512Blank

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

ColumnDescriptionSource
1-2Record IdentifierConstant "RU"
3-9Number of RO Records

Total number of code "RO" records reported since last code "RE" record
10-24Allocated TipsDerived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record
25-39Uncollected Employee Tax on TipsDerived from IDFDV Field Identifier: ‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record
40-54Medical Savings AccountDerived from IDFDV Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record
55-69Simple Retirement AccountDerived from IDFDV Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record
70-84Qualified Adoption ExpensesDerived from IDFDV Field Identifier: ‘W2-CODE-T’, total of all code "RO" records since last "RE" record
85-99Uncollected SSA tax on Group Ins > 50000Derived from IDFDV Field Identifier: ‘W2-CODE-M’, total of all code "RO" records since last "RE" record
100-114Uncollected Medicare tax on Group Ins > 50000Derived from IDFDV Field Identifier: ‘W2-CODE-N’, total of all code "RO" records since last "RE" record
115-144Blank
145-159Designated Roth Contribution under section 457(b)Derived from IDFDV Field Identifier: ‘W2-CODE-EE’, total of all code "RO" records since last "RE" record
160-354Blank
355-369Wages Subject to Puerto Rico Tax

Stored as zeroes
370-384Commissions Subject to Puerto Rico Tax

Stored as zeroes
385-399Allowances Subject to Puerto Rico Tax

Stored as zeroes
400-414Tips Subject to Puerto Rico Tax

Stored as zeroes
415-429Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax

Stored as zeroes
430-444Puerto Rico Tax Withheld

Stored as zeroes
445-459Retirement Fund Subject to Puerto Rico Tax

Stored as zeroes
460-474Total wages, tips and other compensation subject to Virgin Islands, income tax

Stored as zeroes
475-489Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax Withheld

Stored as zeroes
490-512Blank

Record Name:Code RF - Final Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RF"
3-7Blank
8-16 Number of RW Records

Total number of code "RW" records on file
17-512Blank

Notes#

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