Table of Contents

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 W2 Year End procedure 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 guidance and permission of High Line Support or a Cconsultant.

IDFDV: Enter the Variables

  • Organizations must enter the IDFDV variables for the supplied script file ‘HL$US-W2-YYYY’ (YYYY denotes the tax year and IS updated each year) must be entered, where applicable.
  • In addition, for organizations who report quarterly wages in the ICESA/NASWA format, the IDFDV variables for the second quarterly supplied script file ‘HL$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:

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 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 that 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

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’ 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 SetNotes
MAIN REGISTUse as a default to group all registrations initially
REGIST 2Users can define another for all level of registrations
FED REGISTUsers can define Federal level registrations for this set
STATE REGISTUsers can define State level registrations for this set
LOCAL REGISTUsers can define Local level registrations for this set
FULLTIME REGISTUsers can define Registrations for Full time employees for this set
PARTTIME REGISTUsers can define Registrations for Part time employees for this set
SEASONAL REGUsers can define Registrations for Seasonal employees for this set may be defined
STATE OHIOUsers 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 CodeState/Prov NameCountry
FLFLORIDAUSA
GAGEORGIAUSA
HIHAWAIIUSA

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 the IDGV form with the Local Registration 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#

The School Registration must be defined on the IDGV form 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#

  • 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 on the IDTX form in order for the City tax to be reported.
  • A County Tax Jurisdiction must be defined on the IDGV form 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:

ValueDescription
00Not required to file Magnetic Media to the State.
01Include 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.
02State 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 the IDGV form with the Local Registration in order for the County tax to be reported.

A City Tax Jurisdiction must be defined on the IDGV form 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:
ValueDescription
00Not Required to File Magnetic Media
01Include 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.
02Include 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.
03Local 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 Local File format, the 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 the IDGV form 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:

ValueDescription
00Not Required to File Magnetic Media
01Include 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.
02Include 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.
03School 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.
VariableDescription
W2 STATE MEDIA FILINGEnter ‘02’ to generate the State Magnetic Media file for each State only
W2 WAGE PLAN CODEEnter 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 CODEIf 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, IDGV The IDGV Variables tab must be set up for ‘US Local Registration 1’ for each city, in the Jurisdiction field:

VariableDescription
W2 STATE MEDIA FILINGMust be set to ‘03’ to generate City tax information in the ocal File format
W2 TAX TYPE CODEMust be set to ‘C’ for City Tax
W2 TAXING ENTITYEnter 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.
SeqField IdentifierDescriptionLevelPromptField SourceField Variable
1010TRAN EINTransmitter EINTransmittalTRAN EINConstant9876542103
1020TRAN ADDR INDTrans Foreign AddressTransmittalTRAN ADDR INDConstant
1030TRAN NAMETransmitter NameTransmittalTRAN NAMEConstantHIGH LINE CORP
1040TRAN ADDRESSTransmitter AddressTransmittalTRAN ADDRESSConstant145 RENFREW DRIVE
1050TRAN CITYTransmitter CityTransmittalTRAN CITYConstantMARKHAM

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.
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$US-W2-YYYY (Mandatory for all Quarterly Report Filers)
IDFD FORM
HL$US-W2-YYYY: Supplied, where ‘YYYY’ denotes the tax reporting year
IDFD FORM TYPE
US EFW2 definition: Defines the W2 definition is for the EFW2 filing format

NOTE: Fields marked with an asterisk (*) are mandatory.
IDFD FORM: HL$US-W2-2016 - system supplied
IDFD FORM TYPE: US W2 EFW2 - defines the W2 definition for EFW2 filing format

Form Code ‘HL$US-W2-2016’ Identifiers
Field IdentifierDescriptionSuggested Field SourceSuggested Variable
* SUB-ER-EINSubmitter’s Employer EINConstant9 character EIN
* SUB-USER-IDSubmitter User IdentificationConstant8 character User ID assigned to the employee who is attesting to the accuracy of the file
SUB-RESUB-INDResubmitt IndicatorConstantEnter 1 if file is resubmitted, otherwise 0
SUB-RESUB-WFIDResubmitt SSA WFID from noticeConstantIf resubmitted, enter SSA WFID from notice
SUB-VENDORSoftware Vendor CodeConstantEnter your company data
SUB-SOFTWARESubmitter Software CodeConstantEnter your company data
SUB-COMP-NAMECompany Name receive EFW2ConstantEnter Company name who receives EFW2
SUB-COMP-LOCNCompany Location AddressConstantEnter company’s location address
such as Attention, Suite, Room # etc
SUB-COMP-DELIVCompany Delivery AddressConstantEnter company’s delivery address
such as Street or Post Office Box
SUB-COMP-CITYCompany’s CityConstantEnter company’s city
SUB-COMP-STATECompany’s State AbbrevConstantEnter company’s State Abbreviation
SUB-COMP-ZIPCompany’s ZIP CodeConstantEnter company’s ZIP code
SUB-COMP-ZIP-EXTCompany’s ZIP Code ExtensionConstantEnter company’s ZIP code extension
SUB-COMP-F-STATECompany’s foreign State/provinceConstantEnter company’s foreign State/Province
SUB-COMP-F-POSTCompany’s foreign postal codeConstantEnter company’s foreign postal code
SUB-COMP-COUNTRYCompany’s country if applicableConstantEnter company’s Country if applicable
* SUB-SUBM-NAMESubmitter Organization NameConstantOrganization Name to receive unprocessed data
* SUB-SUBM-LOCNSubmitter Location AddressConstantEnter submitter location address
such as Attention, Suite, Room # etc
* SUB-SUBM-DELIVSubmitter Delivery AddressConstantEnter submitter delivery address
such as Street or Post Office Box
* SUB-SUBM-CITYSubmitter CityConstantEnter submitter city
* SUB-SUBM-STATESubmitter State AbbrevConstantEnter submitter State Abbreviation
* SUB-SUBM-ZIPSubmitter ZIP CodeConstantEnter submitter ZIP code
SUB-SUBM-ZIP-EXTSubmitter ZIP Code ExtensionConstantEnter submitter ZIP code extension
SUB-SUBM-F-STATESubmitter foreign State/provinceConstantEnter submitter foreign State/Province
SUB-SUBM-F-POSTSubmitter foreign postal codeConstantEnter submitter foreign postal code
SUB-SUBM-COUNTRYSubmitter country if applicableConstantEnter submitter Country, if applicable
* SUB-CONT-NAMEContact name for SSAConstantEnter your company data
* SUB-CONT-TELContact telephone # for SSAConstantEnter your company data
SUB-CONT-TEL-EXTContact telephone extensionConstantEnter your company data
* SUB-CONT-EMAILContact e-mail address for SSAConstantEnter your company data
SUB-CONT-FAXContact FAX phone # for SSAConstantEnter your company data
SUB-CONT-METHPreferred Contact methodConstantMUST be BLANK
SUB-PREPARERPreparer CodeConstantEnter your company data
SUB-3RD-PARTY-SICKThird-Party Sick Pay IndicatorConstantEnter your company data
SUB-3RD-PARTY-TAXIncome Tax Withheld by 3rd PartyConstantEnter your company data
W2-ER-AGENT-INDAgent Indicator CodeConstantEnter appropriate code, if applicable
W2-ER-FOR-EINAgent for which EINConstantIf you are an agent, enter the EIN for which you are an agent for
W2-ER-TERM-BUSTerminating business indicatorConstantEnter appropriate code from SSA
W2-ER-ESTABEstablishment NumberConstantFurther identify within EIN
W2-ER-OTHER-EINOther EINConstantOther EIN used
* W2-ER-EINEmployer Identification NumberData Base ColumnDGV.GOVT_REGIST_NUMBER
* W2-ER-NAMEEmployer NameData Base ColumnDED.ENTITY_NAME
W2-ER-LOCN-ADDREmployer Location AddressConstantEmployer’s location address
such as Attention, Suite, Room # etc.
DLN.ADDRESS_LINE_2 or DLN.MAIL_ADDRESS_LINE_2

Enter the word MAIL or blank
To use Primary address, leave this blank
To use Mailing address, enter the word MAIL
System will derive the complete primary or mailing address and store in the Address Identifiers.
W2-ER-DELIV-ADDREmployer Delivery AddressConstantEmployer’s delivery address
such as Street or Post Office Box
DLN.ADDRESS_LINE_1 or DLN.MAIL_ADDRESS_LINE_1

Enter blank, system derived
W2-ER-CITYEmployer CityConstantEmployer’s city
DLN.LOCALITY or DLN.MAIL_LOCALITY
Enter blank, system derived
W2-ER-STATEEmployer State AbbrevConstantEmployer’s State abbreviation
DSP.STATE_PROVINCE_CODE
Enter blank, system derived
W2-ER-ZIPEmployer ZIP CodeConstantEmployer’s ZIP Code
DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL
Enter blank, system derived
W2-ER-ZIP-EXTEmployer ZIP ExtensionConstantEmployer’s ZIP Code
DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL
Enter blank, system derived
W2-ER-F-STATEEmployer foreign State/provinceConstantEmployer foreign state/province or Constant
Enter the word NAME or blank
W2-ER-F-POSTALEmployer foreign postal codeConstantEnter Employer foreign postal code or Constant
W2-ER-COUNTRYEmployer country if applicableConstantEnter Employer country
Enter blank, system derived
W2-ER-F-COUNTRYEmployer foreign countryConstantEnter the word NAME, ISO or blank
W2-ER-TAX-JURISTax Jurisdiction CodeConstant Enter appropriate code or null
W2-EE-SSNEmployee Social Security NumberData Base ColumnEID.GOVERNMENT_CODE
W2-EE-FIRST-NAMEEmployee First NameData Base ColumnEID.FIRST_NAME
W2-EE-MIDDLEEmployee Middle NameData Base ColumnEID.MIDDLE_NAME
W2-EE-LAST-NAMEEmployee Last NameData Base ColumnEID.LAST_NAME
W2-EE-SUFFIXEmployee Suffix NameData Base ColumnEID.RANK with derivation expression
Decode(~,’01’,’JR’,’02’,’SR’,NULL)
W2-EE-LOCN-ADDREmployee Location AddressConstantEmployee’s location address
such as Attention, Suite, Room # etc

EPS.ADDRESS_LINE_2
EPS.MAIL_ADDRESS_LINE_2

Enter the word MAIL or blank
To use Primary address, leave this blank.
To use Mailing address, enter the word MAIL.
System will derive the complete primary or mailing address and store in the Address Identifiers.
W2-EE-DELIV-ADDREmployee Delivery AddressConstantEmployee’s delivery address
such as Street or Post Office Box

EPS.ADDRESS_LINE_2 or EPS.MAIL_ADDRESS_LINE_2

Enter blank, system derived
W2-EE-CITYEmployee CityConstantEmployee’s city
EPS.LOCALITY or EPS.MAIL_LOCALITY
Enter blank, system derived
W2-EE-STATEEmployee State AbbrevConstantEmployee’s State abbreviation
DSP.STATE_PROVINCE_CODE
Enter blank, system derived
W2-EE-ZIPEmployee ZIP CodeConstantEmployee’s ZIP Code
EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL
Enter blank, system derived
W2-EE-ZIP-EXTEmployee ZIP ExtensionConstantEnter employee’s ZIP Code
EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL
Use derivation expression substr(~,6) for ZIP extension
W2-EE-F-STATEEmployee foreign State/provinceConstantEmployee foreign state/province or Constant
Enter the word NAME or blank
W2-EE-F-POSTALEmployee foreign postal codeConstantEmployee foreign postal code
Enter blank, system derived
W2-EE-COUNTRYEmployee country if applicableConstantEnter Employee country
Enter blank, system derived
W2-EE-F-COUNTRYEmployer foreign countryConstantEnter the word NAME or the word ISO or blank
W2-CONTROL-PRTPrint Control Number on FormConstantNull, 0 – Do not print Control Number on W2 Form
1 - Print Control Number as defined in W2-CONTROL-NUM Identifier
2 - Print Control Number as defined from RPYEU ‘Sort Level By’ prompt
3 - Print W2-CONTROL-NUM Identifier and Person Code
4 - Print ‘Sort Level By’ prompt and Person Code
5 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier
6 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier and Person Code
W2-CONTROL-NUMControl Number on FormData Base ColumnEnter your company data
W2-EXCLUDE-EEExclude EmployeeData Base ColumnEnter your company data
W2-FIT-WAGEWages, Tips, Other CompensationElementW2-BOX-01
W2-FIT-TAXFederal Income Tax WithheldElementW2-BOX-02
W2-SSN-WAGESocial Security WagesElementW2-BOX-03
Derivation expression LEAST(~,113700.00) may be used for year 2013 max

System verify Box 3 + Box 7 does not exceed annual max, otherwise issue message
W2-SSN-TAXSocial Security Tax WithheldElementW2-BOX-04
Derivation expression LEAST(~,7049.40)may be used for year 2013 max
W2-MEDI-WAGEMedicare Wages and TipsElementW2-BOX-05
W2-MEDI-TAXMedicare Tax WithheldElementW2-BOX-06
W2-SSN-TIPSocial Security TipsElementW2-BOX-07
W2-ALLOC-TIPAllocated TipsElementW2-BOX-08
W2-EICAdvanced EIC CreditElementW2-BOX-09
W2-DEP-CAREDependent Care BenefitElementW2-BOX-10
W2-NQUALNon Qualified PlansElementW2-BOX-11
W2-NQUAL-457Non Qualified Plans Sect 457ElementW2-BOX-11-457
W2-NQUAL-N457Non Qualified Plans Not Sect 457ElementW2-BOX-11-N457
W2-CODE-AUncollect SSA/RRTA tax on tipsPay ComponentEnter your company data
W2-CODE-BUncollect Medicare tax on tipsPay ComponentEnter your company data
W2-CODE-CGroup Term Life Ins > 50000Pay ComponentEnter your company data
W2-CODE-DDeferred 401(k) cashPay ComponentEnter your company data
W2-CODE-EDeferred 401(b) Salary reductionPay ComponentEnter your company data
W2-CODE-FDeferred 408(k)(6) Salary reductPay ComponentEnter your company data
W2-CODE-GDeferred 457(b) compensationPay ComponentEnter your company data
W2-CODE-HDeferred 501(c)18(D) tax exemptPay ComponentEnter your company data
W2-CODE-JNon taxable sick payPay ComponentEnter your company data
W2-CODE-K20% excise parachute paymentPay ComponentEnter your company data
W2-CODE-LEmployee business expense reimbursePay ComponentEnter your company data
W2-CODE-MUncollect SSA/RRTA group insPay ComponentEnter your company data
W2-CODE-NUncollect medicare group insPay ComponentEnter your company data
W2-CODE-PMoving expensePay ComponentEnter your company data
W2-CODE-QNontaxable combat payPay ComponentEnter your company data (obsoleted since Tax Year 2012)
W2-CODE-REmployer Contrib to MSAPay ComponentEnter your company data
W2-CODE-SSalary reduction to 408(p)Pay ComponentEnter your company data
W2-CODE-TAdoption benefitsPay ComponentEnter your company data
W2-CODE-VIncome of nonstat stock optPay ComponentEnter your company data
W2-CODE-WER contrib Health Saving AccountPay ComponentEnter your company data
W2-CODE-YDeferrals 409A Nonqual planPay ComponentEnter your company data
W2-CODE-ZIncome 409A Nonqual planPay ComponentEnter your company data
W2-CODE-AARoth contrib 401(k)Pay ComponentEnter your company data
W2-CODE-BBRoth contrib 403(b)Pay ComponentEnter your company data
W2-CODE-CCHIRE exempt wagesPay ComponentEnter your company data
W2-CODE-DDER sponsored Health CoveragePay ComponentEnter your company data
W2-CODE-EERoth Contribution 457(b)Pay ComponentEnter your company data

The values from W2-OTHER-01 to W2-OTHER-20 are printed on W2 Form Box 14.

Field IdentifierDescriptionSuggested Field SourceSuggested Variable
W2-OTHER-01Your company descriptionPay ComponentEnter your company data
W2-OTHER-nnYour company descriptionPay ComponentEnter your company data
W2-OTHER-20Your company descriptionPay ComponentEnter your company data

Please enter Box 14 Description in the Prompt field in format of 14-xxxxxxx.

The values from W2-USER-01 to W2-USER-20 are used by CLIENTS only, the values are not printed on the W2 form or file. These identifiers are used to obtain amounts to show on the RPYEU Summary report. Example: 125 plan, 401 plan, benefit amounts, or employer portion of certain employee contribution etc.

Field IdentifierDescriptionSuggested Field SourceSuggested Variable
W2-USER-01Your company descriptionPay ComponentEnter your company data
W2-USER-nnYour company descriptionPay ComponentEnter your company data
W2-USER-20Your company descriptionPay ComponentEnter your company data

The values from W2-HL-01 to W2-HL-10 are used by High Line only. These identifiers are used to obtain amounts to show on RPYEU Summary report or for other purposes. These are reserved areas for High Line to define additional new variables that are not available or defined when the programming is done. If needed, High Line will give instructions for users to set these up.

Field IdentifierDescriptionSuggested Field SourceSuggested Variable
W2-HL-01High Line defined descriptionPay ComponentEnter your company data
W2-HL-nnHigh Line defined descriptionPay ComponentEnter your company data
W2-HL-10High Line defined descriptionPay ComponentEnter your company data
W2-STAT-EEStatutory employeeStatisticsEnter your company data
W2-RETIRE-PLANRetirement plan employeeStatisticsEnter your company data
W2-3PARTY-SICKThird-party sick payStatisticsEnter your company data
W2-SCHL-WAGESchool Taxable WagesElementW2-SCHL-WAGE
W2-SCHL-TAXSchool TaxElement W2-SCHL-TAX
W2-STATE-CODEState CodeData Base ColumnDSP.STATE_PROVINCE_CODE
W2-STATE-REGISTState Registration I.D. NoData Base ColumnDGV.GOVT_REGIST_NUMBER
W2-STATE-WAGE-HOMEState Wages and Tips (Home State)ElementW2-STATE-WAGE-H
W2-STATE-WAGE-WORKState Wages and Tips (Work State)ElementW2-STATE-WAGE-W
W2-STATE-TAX-HOMEState Income Tax (Home State)ElementW2-STATE-TAX-H
W2-STATE-TAX-WORKState Income Tax (Work State)ElementW2-STATE-TAX-W
W2-SUI-WAGE-EEState SUI Wages (Employee)ElementW2-SUI-WAGE-EE
W2-SUI-WAGE-ERState SUI Wages (Employer)ElementW2-SUI-WAGE-ER
W2-SUI-TAX-EEState SUI Tax (Employee contribution)ElementW2-SUI-TAX-EE
W2-SUI-TAX-ERState SUI Tax (Employer contribution)ElementW2-SUI-TAX-ER
W2-SDI-WAGE-EEState SDI Wages (Employee)ElementW2-SDI-WAGE-EE
W2-SDI-WAGE-ERState SDI Wages (Employer)ElementW2-SDI-WAGE-ER
W2-SDI-TAX-EEState SDI Tax (Employee contribution)ElementW2-SDI-TAX-EE
W2-SDI-TAX-ERState SDI Tax (Employer contribution)ElementW2-SDI-TAX-ER
W2-SUI-HRS-WRKSUI Hours WorkedElementW2-SUI-HRS-WORK
W2-SUI-WK-WRKSUI Weeks Worked (From User)ElementW2-SUI-WK-WORK
W2-SUI-WEEKS-WRKSUI Weeks Worked (Derived)Not specifiedSystem Derived, no need to set up
W2-SUI-TAXABLE-WAGESSUI Taxable WagesNot specifiedSystem Derived, no need to set up
W2-SUI-EXCESS-WAGESSUI Excess WagesNot specifiedSystem Derived, no need to set up
W2-SUI-MTH1-WORKSUI Worked on 12th day of mth 1Not specifiedSystem Derived, no need to set up
W2-SUI-MTH2-WORKSUI Worked on 12th day of mth 2Not specifiedSystem Derived, no need to set up
W2-SUI-MTH3-WORKSUI Worked on 12th day of mth 3Not specifiedSystem Derived, no need to set up
W2-TIP-WAGE-WORKWork State Tips Wages ElementTips Wages for each State
W2-ST-TIP-WORKWork State TipsPay ComponentTips for each State
W2-WC-WORKWorkers Compensation ContributionElementW2-WC-WORK
W2-CNTY-NAMECounty NameData Base ColumnDCN.COUNTY_NAME
W2-CN-WAGE-HOMECounty Wages (Home County)ElementW2-CNTY-WAGE-H
W2-CN-WAGE-WORKCounty Wages (Work County)ElementW2-CNTY-WAGE-W
W2-CN-TAX-HOMECounty Tax (Home County)ElementW2-CNTY-TAX-H
W2-CN-TAX-WORKCounty Tax (Work County)ElementW2-CNTY-TAX-W
W2-CITY-NAMECity Name Data Base ColumnDTX.JURISDICTION_NAME
W2-CI-WAGE-HOMECity Wages (Home City)ElementW2-CITY-WAGE-H
W2-CI-WAGE-WORKCity Wages (Work City)ElementW2-CITY-WAGE-W
W2-CI-TAX-HOMECity Tax (Home City)ElementW2-CITY-TAX-H
W2-CI-TAX-WORKCity Tax (Work City)ElementW2-CITY-TAX-W

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 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:

SeqField IdentifierDescriptionField Variable
2020W2-ER-LOCN-ADDREmployer Location AddressMAIL
2030W2-ER-DELIV-ADDREmployer Delivery Addressblank
2040W2-ER-CITYEmployer Cityblank
2050W2-ER-STATEEmployer State Abbrevblank
2060W2-ER-ZIPEmployer Zip Codeblank
2070W2-ER-ZIP-EXTEmployer Zip Code Extensionblank
2100W2-ER-COUNTRYEmployer countryblank
  • 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:

SeqField IdentifierDescriptionField Variable
2080W2-ER-F-STATEEmployer foreign State AbbrevBlank 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
2090W2-ER-F-POSTALEmployer foreign postal CodeBlank
2105W2-ER-F-COUNTRYEmployer foreign countryBlank 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:
SeqField IdentifierDescriptionField Variable
2600W2-EE-LOCN-ADDREmployer Location AddressMAIL
2610W2-EE-DELIV-ADDREmployer Delivery AddressBlank
2620W2-EE-CITYEmployer CityBlank
2630W2-EE-STATEEmployer State AbbrevBlank
2640W2-EE-ZIPEmployer Zip CodeBlank
2650W2-EE-ZIP-EXTEmployer Zip Code ExtensionBlank
2680W2-EE-COUNTRYEmployer countryBlank
  • 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:

SeqField IdentifierDescriptionField Variable
2660W2-EE-F-STATEEmployee foreign State AbbrevBlank 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.
2670W2-EE-F-POSTALEmployee foreign postal codeBlank
2685W2-EE-F-COUNTRYEmployee foreign countryBlank 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 IdentifierDescriptionSuggested SourceSuggested Variable
TRAN EINTransmitter EINConstantTransmitter 9 characters EIN
TRAN ADDR INDTrans Foreign Address IndicatorConstantBlank if not Foreign Transmitter
TRAN NAMETransmitter NameConstantEnter transmitter name
TRAN ADDRESSTransmitter AddressConstantEnter transmitter address
TRAN CITYTransmitter CityConstantEnter transmitter city
TRAN STATETransmitter StateConstantEnter transmitter state abbreviation
TRAN ZIP EXTNTransmitter ZIP code extensionConstantTransmitter ZIP extension, including the hyphen.
TRAN ZIP CODETransmitter ZIP codeConstantTransmitter ZIP code
TRAN CONTACTTransmitter Contact PersonConstantName of Contact Person
TRAN CONTACT PHONContact Phone ExtensionConstantPhone Number of Contact Person
TRAN CONTACT EXTNContact Phone Extension ConstantContact Phone extension
TRAN MEDIA NUMBETransmitter Media NumberConstantMedia Number as assigned
EMPLOYER SEANEmployer SEAN (Ohio)ConstantPhone extension
THIRD PARTY ADMIN IDThird Party ID (Ohio)ConstantID Number as assigned
BASIC EINOrganization EINConstantEnter Organization EIN
BASIC COMPUTERComputerConstantName of Computer
BASIC ADDR INDOrganization Address IndicatorConstantLeave blank if not Foreign
BASIC NAMEOrganization NameConstantOrganization Name
BASIC ADDRESSOrganization AddressConstantOrganization Address
BASIC CITYOrganization CityConstantOrganization City
BASIC STATEOrganization StateConstantOrganization State
BASIC ZIP EXTNOrganization ZIP code extensionConstantOrganization ZIP extension, including the hyphen.
BASIC ZIP CODEOrganization ZIP codeConstantOrganization ZIP code
BASIC INTERNAL LABInternal LabelConstantThe first 2 characters for Internal label; the 3rd and 4th characters for Filing Type (if required by state)
BASIC DENSITYDensityConstant
BASIC RECORDING MRecoding ModeConstantBasic Recording Mode and Number of tracks. ‘ASC09’ for ASCII 9-track
ER MAIL ADDRUse Employer Mailing AddressConstant
TYPE OF EMPLOYMENEmployer Type of EmploymentConstant
ESTABLISHMENT NUEstablishment NumberConstant
FOREIGN ADDR INDICForeign Address IndicatorConstant
BLOCKING FACTORMaximum Blocking FactorConstant
OTHER EINEmployer Other EINConstant
WAGE PLAN CODEWage Plan CodeConstant
NUMBER OF WEEKSWeeks WorkedElement
TOTAL GROSS WAGESTotal Gross WagesElement
SUI TOTAL WAGESSUI Total WagesNot RequiredNot Required. The system will derive this amount from W2-STATE-WAGE-HOME (Seq #7020) and W2-STATE-WAGE-WORK (Seq #7030) in HL$US-W2-YYYY.
SUI TAXABLE WAGESSUITaxable WagesNot RequiredNot Required. The system will derive this amount from SUI total wages and the Maximum SUI wage base.
SDI TAXABLE WAGESSDITaxable WagesNot RequiredNot Required. The system will derive this amount from W2-SDI-WAGE-EE (Seq #7240) in HL$US-W2-YYYY.
TIP WAGESTip WagesElement
TAXES DUE SUITax Remittance AmountElement
PREVIOUS UNDERPAYPrevious Quarter UnderpaymentElement
INTERESTInterest on Overdue UIElement
PENALTYPenalty on Overdue UIElement
CREDIT OVERPAYMECredit/OverpaymentElement
ER ASSESSMENT RATEmployer Assessment RateConstant
ER ASSESSMENT AMOEmployer Assessment AmountElement
EE ASSESSMENT RATEmployee Assessment RateElement
EE ASSESSMENT AMOEmployee Assessment AmountElement
PAYMENT DUEPayment DueElement
ALLOCATION AMOUNAllocation AmountElement
STATE 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-YYYY.
STATE TAXState Income TaxElement
SEASONAL INDICATOSeasonal IndicatorConstant
SEPARATE SUI SITSeparate SUI and SIT in the fileConstant
RS REFERENCE NUMEmployment Security Ref NumberConstant
HOURS ELEMENTElement Code for Hours WorkedElement
ROUTING NUMBERBank Routing NumberConstantEnter your company data
BANK ACCOUNT NUMBERBank Account NumberConstantEnter your company data
ACCOUNT TYPEBank Account TypeConstantEnter your company data
NAME ON BANK ACCOUNTName on Bank AccountConstantEnter your company data
OUT OF STATE WAGEOut of State Wage IndicatorConstantEnter 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 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 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, 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-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 or another state specific format:

  • Enter the Annual Form Code: HL$US-W2-YYYY
  • Enter the Quarterly Form Code: HL$US-QTR-2012
Note: Leaving this code field blank will trigger the program to generate the quarterly wage report file in 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

FieldDescription
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:This date is used to retrieve employee information such as name, address, etc.
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 total is 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 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.

Standard ICESA Magnetic Format for Quarterly Wage Reporting #

Record Name: Code A - Transmitter Record #

ColumnDescriptionSource
1-1Record IdentifierConstant ‘A’
2-5Payment Year.
Defines the year this report is being prepared for.
From the user defined FROM-TO period, converted to YYYY
6-14Transmitter’s Federal EIN.
Enter only numeric characters, omit hyphens, prefixes and suffixes.
Derived from IDFDV 'TRAN EIN’ Field Identifier.
15-18Taxing Entity CodeConstant ‘UTAX’
19-23Blank
24-73Transmitter Name.
The transmitter name of the organization submitting the file.
Derived from IDFDV ‘TRAN NAME’ Field Identifier.
74-113Transmitter Street Address.
The street address of the organization submitting the file.
Derived from IDFDV ‘TRAN ADDRESS’ Field Identifier.
114-138Transmitter City.
The City of the organization submitting the file.
Derived from IDFDV ‘TRAN CITY’ Field Identifier.
139-140Transmitter State.
The standard two character FIPS postal abbreviation
Derived from IDFDV ‘TRAN STATE’ Field Identifier.
141-153Blank
154-158Transmitter ZIP Code.
Enter a valid ZIP Code
Derived from IDFDV ‘TRAN ZIP CODE’ Field Identifier.
159-163Transmitter 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).
164-193Transmitter Contact.
Title of individual from transmitter organization responsible for the accuracy of the wage report.
Derived from IDFDV ‘TRAN CONTACT’ Field Identifier.
194-203Transmitter Contact Telephone Number.
Telephone number for the transmitter contact.
Derived from IDFDV ‘TRAN CONTACT PHONE’ Field Identifier.
204-207Telephone Extension/Box.
The transmitter telephone extension or message box
Derived from IDFDV ‘TRAN CONTACT EXTN’ Field Identifier.
208-213Media Transmitter/Authorization Number.
Identifier assigned to the entity transmitting the media.
Derived from IDFDV ‘TRAN MEDIA NUMBER’ Field Identifier.
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 the date in the MMDDYYYY format
Derived from the System Date
251-275Blank
276-276Blank. Used 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 'BASIC EIN' Field Identifier.
15-22Computer.
Enter the manufacturer’s name
Derived from IDFDV ‘BASIC COMPUTER’ Field Identifier.
23-24Internal Label.
SL, NS, NL or AL
Derived from IDFDV ‘BASIC INTERNAL LABEL’ Field Identifier.
25-25Blank
26-27Density.
16, 62 or 38
Derived from IDFDV ‘BASIC DESITY’ Field Identifier.
28-30Recording Code (Character Set).
EBC.
Derived from IDFDV ‘BASIC RECOEDING MODE’ Field Identifier.
31-32Number of Tracks.
09 or 18
Derived from IDFDV ‘BASIC RECORDING MODE’ Field Identifier.
33-34Blocking Factor.
Enter the blocking factor of the file, not to exceed 85.
Derived from IDFDV ‘BLOCKING FACTOR’ Field Identifier.
35-38Taxing Entity CodeConstant ‘UTAX’
39-146Blank
147-190Organization Name.
The name of the organization the media should be returned to
Derived from IDFDV ‘BASIC NAME’ Field Identifier.
191-225Street Address.
The street address of the organization the media should be returned to
Derived from IDFDV ‘BASIC ADDRESS’ Field Identifier.
226-245City.
The City of the organization the media should be returned to
Derived from IDFDV ‘BASIC CITY’ Field Identifier.
246-247State.
Enter the standard two character FIPS postal abbreviation
Derived from IDFDV ‘BASIC STATE’ Field Identifier.
248-252Blank
253-257ZIP Code.
Enter a valid ZIP code
Derived from IDFDV ‘BASIC ZIP CODE’ Field Identifier.
258-262ZIP 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.
263-275Blank
276-276Blank.
Used 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.
114-138Employer 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 ZIP code extension, 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 others
X: Railroad
Derived from IDFDV ‘TYPE OF EMPLOYMENT’ Field Identifier.
161-162Blocking Factor.
Blocking factor of the file, not to exceed 85. Enter blanks for diskette
Derived from IDFDV ‘BLOCKING FACTOR’ Field Identifier.
163-166Establishment Number or Coverage Group/PRU.
Enter either the establishment number of the coverage group/PRU, or Blank
Derived from IDFDV ‘ESTABLISHMENT NUMBER’ Field Identifier.
167-170Taxing Entity CodeConstant ‘UTAX’
171-172State Identifier Code.
Enter the State FIPS postal numeric code for the State that is 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’, otherwise, leave it blank
Derived from IDFDV ‘FOREIGN ADDR INDICATOR’ Field Identifier.
257-257Blank
258-266Other EIN.
Enter blanks if no other EIN was used
Derived from IDFDV ‘OTHER EIN’ Field Identifier.
267-275Blank
276-276Blank.
Used 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 being reported.
46-49Blank
50-63State QTR Total Gross Wages.
Quarterly wages subject to all taxes.
Derived from IDFDV 'TOTAL GROSS WAGES' Field Identifier.
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.Sate 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 '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.
132-134Number of Hours Worked.
The number of hours worked in the reporting period
Derived from IDFDV 'HOURS ELEMENT' Field Identifier.
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 Indicator.State Specific Data. If not used, enter blanks.
Derived from IDFDV 'SEASONAL INDICATOR' Field Identifier.
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. Otherwise enter ‘0’.
211-211Wage Plan Code.State Specific Data. If not used, enter blanks.
212-212Month-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’.
213-213Month-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’.
214-214Month-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’.
215-220Reporting Quarter and Year.
Enter the last month and year for the calendar period for the reporting period. Example: 062018 for Apr-June 2018)
221-226Date First Employed.
Enter the month and year the employee was first employed, such as 072017
227-232Date of Separation.
Enter the month and year the employee separated, such as 112017
233-275Blank
276-276Blank.
Used 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, such as 2.8% =.02800
88-100State QTR UI taxes due.
UI taxes due. QTR State UI taxable wages multiplied by the 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 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.
234-240Month-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.
241-247Month-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.
248-250Country 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.
Used 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.
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 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.
124-131Month-2 Employment for employers in File.
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.
132-139Month-3 Employment for employers in File.
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.
140-275Blank
276-276Blank.
Used only systems that cannot produce an odd number record length file.



Standard EFW2 (formerly MMREF-1) Magnetic Media Format for Quarterly Wage Reporting #

Record Name: Code RA - Transmitter Record #

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID number (EIN) Numeric onlyDerived from IDFDV 'SUB-ER-EIN’ Field Identifier.
12-28Personal Identification Number (PIN)Derived from IDFDV ‘SUB-PIN-NUMBER’ Field Identifier.
29Resub IndicatorDerived from IDFDV ‘SUB-RESUB-IND’ Field Identifier.
30-35Resub WFIDDerived from IDFDV ‘SUB-RESUB-WFID’ Field Identifier.
36-37Software CodeDerived from IDFDV ‘SUB-SOFTWARE’ Field Identifier.
38-94Company NameDerived from IDFDV ‘SUB-COMP-NAME’ Field Identifier.
95-116Location AddressDerived from IDFDV ‘SUB-COMP-LOCN’ Field Identifier.
117-138Delivery AddressDerived from IDFDV ‘SUB-COMP-DELIV’ Field Identifier.
139-160Company CityDerived from IDFDV ‘SUB-COMP-CITY’ Field Identifier.
161-162Company State AbbreviationDerived from IDFDV ‘SUB-COMP-STATE’ Field Identifier.
163-167Company ZIP CodeDerived from IDFDV ‘SUB-COMP-ZIP’ Field Identifier.
168-171Company ZIP Code ExtensionDerived from IDFDV ‘SUB-COMP-ZIP-EXT’ Field Identifier.
172-176Blank
177-199Company Foreign State/ProvinceDerived from IDFDV ‘SUB-COMP-F-STATE’ Field Identifier.
200-214Company Foreign Postal CodeDerived from IDFDV ‘SUB-COMP-F-POST’ Field Identifier.
215-216Company Country CodeDerived from IDFDV ‘SUB-COMP-COUNTRY’ Field Identifier.
217-273Submitter NameDerived from IDFDV ‘SUB-SUBM-NAME’ Field Identifier.
274-295Submitter Location AddressDerived from IDFDV ‘SUB-SUBM-LOCN’ Field Identifier.
296-317Submitter Delivery AddressDerived from IDFDV ‘SUB-SUBM-DELIV’ Field Identifier.
318-339Submitter CityDerived from IDFDV ‘SUB-SUBM-CITY’ Field Identifier.
340-341Submitter State AbbreviationDerived from IDFDV ‘SUB-SUBM-STATE’ Field Identifier.
342-346Submitter ZIP CodeDerived from IDFDV ‘SUB-SUBM-ZIP’ Field Identifier.
347-350Submitter ZIP Code ExtensionDerived from IDFDV ‘SUB-SUBM-ZIP-EXT’ Field Identifier.
351-355Blank
356-378Submitter Foreign State/ProvinceDerived from IDFDV ‘SUB-SUBM-F-STATE’ Field Identifier.
379-393Submitter Foreign Postal CodeDerived from IDFDV ‘SUB-SUBM-F-POST’ Field Identifier.
394-395Submitter Country CodeDerived from IDFDV ‘SUB-SUBM-COUNTRY’ Field Identifier.
396-422Contact NameDerived from IDFDV ‘SUB-CONT-NAME’ Field Identifier.
423-437Contact Phone NumberDerived from IDFDV ‘SUB-CONT-TEL’ Field Identifier.
438-442Contact Phone ExtensionDerived from IDFDV ‘SUB-CONT-TEL-EXT’ Field Identifier.
443-445Blank
446-485Contact E-mailDerived from IDFDV ‘SUB-CONT-EMAIL’ Field Identifier.
486-488Blank
489-498Contact FAXDerived from IDFDV ‘SUB-CONT-FAX’ Field Identifier.
499-499Preferred Method of Problem Notification CodeDerived from IDFDV ‘SUB-CONT-METH’ Field Identifier.
500-500Preparer CodeDerived from IDFDV ‘SUB-PREPARER’ Field Identifier.
501-512Blank



Record Name: Code RE - Employer Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax year CCYYFrom the user defined FROM-TO period converted to YYYY
7Agent Indicator CodeDerived from IDFDV ‘W2-ER-AGENT-IND’ Field Identifier.
8-16Employer/Agent EINSystem derived from the applicable Federal reporting EIN, from IDGV or IDGR
17-25Agent for EINDerived from IDFDV ‘W2-ER-FOR-EIN’ Field Identifier.
26Terminating Business IndicatorDerived from IDFDV ‘W2-ER-TERM-BUS’ Field Identifier.
27-30Establishment NumberDerived from IDFDV ‘W2-ER-ESTAB’ Field Identifier.
31-39Other EINDerived from IDFDV ‘W2-ER-OTHER-EIN’ Field Identifier.
40-96Employer NameDerived from IDFDV ‘W2-ER-NAME’ Field Identifier.
97-118Employer Location AddressDerived from IDFDV ‘W2-ER-LOCN-ADDR’ Field Identifier.
119-140Employer Delivery AddressDerived from IDFDV ‘W2-ER-DELIV-ADDR’ Field Identifier.
141-162Employer CityDerived from IDFDV ‘W2-ER-CITY’ Field Identifier.
163-164Employer State AbbreviationDerived from IDFDV ‘W2-ER-STATE’ Field Identifier.
165-169Employer ZIP CodeDerived from IDFDV ‘W2-ER-ZIP’ Field Identifier.
170-173Employer ZIP Code ExtensionDerived from IDFDV ‘W2-ER-ZIP-EXT’ Field Identifier.
174-174Kind of EmployerDerived from IDFDV 'W2-KIND-OF-EMPLOYER’ Field Identifier.
175-178Blank
179-201Employer Foreign State/ProvinceDerived from IDFDV ‘W2-ER-F-STATE’ Field Identifier.
202-216Employer Foreign Postal CodeDerived from IDFDV ‘W2-ER-F-POSTAL’ Field Identifier.
217-218Employer Country CodeDerived from IDFDV ‘W2-ER-COUNTRY’ Field Identifier.
219Employment CodeFrom IDGR ‘W2 Employment Type’ or IPRLU FICA and Medicare method
If the IPRLU.FICA method is set to "Do not calculate" and the 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 and RU records will be generated for the different types of employment.
220Tax Jurisdiction CodeDerived from IDFDV ‘W2-ER-TAX-JURIS’ Field Identifier.
221Third-Party Sick Pay IndicatorDerived from IDFDV ‘SUB-3RD-PARTY-SICK’ Field Identifier.
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 ‘W2-EE-SSN’ Field Identifier.
If an invalid SSN is encountered, this field is entered with zeroes.
12-26Employee First NameDerived from IDFDV ‘W2-EE-FIRST-NAME’ Field Identifier.
27-41Employee Middle Name or InitialDerived from IDFDV ‘W2-EE-MIDDLE’ Field Identifier.
42-61Employee Last NameDerived from IDFDV ‘W2-EE-LAST-NAME’ Field Identifier.
62-65Employee SuffixDerived from IDFDV ‘W2-EE-SUFFIX’ Field Identifier.
66-87Employee Location AddressDerived from IDFDV ‘W2-EE-LOCN-ADDR’ Field Identifier.
88-109Employee Delivery AddressDerived from IDFDV ‘W2-EE-DELIV-ADDR’ Field Identifier.
110-131Employee CityDerived from IDFDV ‘W2-EE-CITY’ Field Identifier.
132-133Employee State AbbreviationDerived from IDFDV ‘W2-EE-STATE’ Field Identifier.
134-138Employee ZIP CodeDerived from IDFDV ‘W2-EE-ZIP’ Field Identifier.
139-142Employee ZIP Code ExtensionDerived from IDFDV ‘W2-EE-ZIP-EXT’ Field Identifier.
143-147Blank
148-170 Employee Foreign State/ProvinceDerived from IDFDV ‘W2-EE-F-STATE’ Field Identifier.
171-185Employee Foreign Postal CodeDerived from IDFDV ‘W2-EE-F-POSTAL’ Field Identifier.
186-187Employee Country CodeDerived from IDFDV ‘W2-EE-COUNTRY’ Field Identifier.
188-198Wages, Tips and Other CompensationDerived from IDFDV ‘W2-FIT-WAGE’ Field Identifier.
199-209Federal Income Tax WithheldDerived from IDFDV ‘W2-FIT-TAX’ Field Identifier.
210-220Social Security WagesDerived from IDFDV ‘W2-SSN-WAGE’ Field Identifier.
221-231Social Security Tax WithheldDerived from IDFDV ‘W2-SSN-TAX’ Field Identifier.
232-242Medicare Wages & TipsDerived from IDFDV ‘W2-MEDI-WAGE’ Field Identifier.
243-253Medicare Tax WithheldDerived from IDFDV ‘W2-MEDI-TAX’ Field Identifier.
254-264Social Security TipsDerived from IDFDV ‘W2-SSN-TIP’ Field Identifier.
265-275Advanced Earned Income CreditDerived from IDFDV ‘W2-EIC’ Field Identifier.
276-286Dependent Care BenefitsDerived from IDFDV ‘W2-DEP-CARE’ Field Identifier.
287-297Deferred Compensation contribution to Section 401(k)Derived from IDFDV ‘W2-CODE-D’ Field Identifier.
298-308Deferred Compensation contribution to Section 403(b)Derived from IDFDV ‘W2-CODE-E’ Field Identifier.
309-319Deferred Compensation contribution to Section 408(k)(6)Derived from IDFDV ‘W2-CODE-F’ Field Identifier.
320-330Deferred Compensation contribution to Section 457(b)Derived from IDFDV ‘W2-CODE-G’ Field Identifier.
331-341Deferred Compensation contribution to Section 501(c)(18)(D)Derived from IDFDV ‘W2-CODE-H’ Field Identifier.
342-352Military Employee’s Basic Quarters and Combat PayDerived from IDFDV ‘W2-CODE-Q’ Field Identifier.
353-363Non-qualified Plan section 457Derived from IDFDV ‘W2-NQUAL-457’ Field Identifier.
364-374Employer Contribution to a Health Savings AccountDerived from IDFDV ‘W2-CODE-W’ Field Identifier.
375-385Non-qualified Plan Not section 457Derived from IDFDV ‘W2-NQUAL-N457’ Field Identifier.
386-407Blank
408-418Employer cost of premiums for Group Term Life insurance over $50000Derived from IDFDV ‘W2-CODE-C’ Field Identifier.
419-429Income from Non-statutory Stock OptionsDerived from IDFDV ‘W2-CODE-V’ Field Identifier.
430-462Blank
463-473Cost of Employer-Sponsored Health CoverageDerived from IDFDV ‘W2-CODE-DD’ Field Identifier.
474-485Blank
486Statutory Employee IndicatorDerived from IDFDV ‘W2-STAT-EE’ Field Identifier.
If the amount is greater than zero, then ‘1’ is entered. Otherwise ‘0’ is entered.
487Blank
488Retirement Plan IndicatorDerived from IDFDV ‘W2-RETIRE-PLAN’ Field Identifier.
If the amount is greater than zero, then ‘1’ is entered. Otherwise ‘0’ is entered.
489Third-Party Sick Pay IndicatorDerived from IDFDV F‘W2-3PARTY-SICK’ Field Identifier.
If the amount is greater than 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 ‘W2-ALLOC-TIP’ Field Identifier.
23-33Uncollected Employee Tax on Tips
A combination of the uncollected social security tax and the uncollected medicare tax
Derived from IDFDV ‘W2-CODE-A’ + ‘W2-CODE-B’ Field Identifiers.
34-44Medical Savings AccountDerived from IDFDV ‘W2-CODE-R’ Field Identifier.
45-55Simple Retirement AccountDerived from IDFDV ‘W2-CODE-S’ Field Identifier.
56-66Qualified Adoption ExpensesDerived from IDFDV ‘W2-CODE-T’ Field Identifier.
67-77Uncollected SSA tax on Group Ins > 50000Derived from IDFDV ‘W2-CODE-M’ Field Identifier.
78-88Uncollected Medicare tax on Group Ins > 50000Derived from IDFDV ‘W2-CODE-N’ Field Identifier.
89-110Blank
111-121Designated Roth Contribution under section 457(b)Derived from IDFDV ‘W2-CODE-EE’ Field Identifier.
122-264Blank

Location 265 to 362:
For Puerto Rico employees only.

ColumnDescriptionSource
265Civil Status
266-274Spouse’s SSNBlank
275-285Wages Subject to Puerto Rico Tax.Stored as zeroes
286-296Commissions Subject to Puerto Rico TaxStored as zeroes
297-307Allowances Subject to Puerto Rico TaxStored as zeroes
308-318Tips Subject to Puerto Rico TaxStored as zeroes
319-329Total Wages, commissions, tips, and allowances subject to Puerto Rico TaxStored as zeroes
330-340Puerto Rico Tax WithheldStored as zeroes
341-351Retirement Fund Subject to Puerto Rico TaxStored 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 taxStored as zeroes
374-384Virgin Islands, etc… Income Tax WithheldStored 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 codeDerived from the State being reported, from IDFDV sequence 7000. Example: 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 ‘W2-EE-SSN’ Field Identifier. If an invalid SSN is encountered, this field is entered with zeroes.
19-33Employee First NameDerived from IDFDV ‘W2-EE-FIRST-NAME’ Field Identifier.
34-48Employee Middle Name or InitialDerived from IDFDV ‘W2-EE-MIDDLE’ Field Identifier.
49-68Employee Last NameDerived from IDFDV ‘W2-EE-LAST-NAME’ Field Identifier.
69-72Employee SuffixDerived from IDFDV ‘W2-EE-SUFFIX’ Field Identifier.
73-94Employee Location AddressDerived from IDFDV ‘W2-EE-LOCN-ADDR’ Field Identifier.
95-116Employee Delivery AddressDerived from IDFDV ‘W2-EE-DELIV-ADDR’ Field Identifier.
117-138Employee CityDerived from IDFDV ‘W2-EE-CITY’ Field Identifier.
139-140Employee State AbbreviationDerived from IDFDV ‘W2-EE-STATE’ Field Identifier.
141-145Employee ZIP CodeDerived from IDFDV ‘W2-EE-ZIP’ Field Identifier.
146-149Employee ZIP Code ExtensionDerived from IDFDV ‘W2-EE-ZIP-EXT’ Field Identifier.
150-154Blank
155-177Employee Foreign State/ProvinceDerived from IDFDV ‘W2-EE-F-STATE’ Field Identifier.
178-192Employee Foreign Postal CodeDerived from IDFDV ‘W2-EE-F-POSTAL’ Field Identifier.
193-194Employee Country CodeDerived from IDFDV ‘W2-EE-COUNTRY’ Field Identifier.

Location 195 to 267:
Applicable to Quarterly Unemployment Reporting.
If the user defined ‘Period Type’ is ‘Quarter’, then locations 195 to 267 will be filled in.
ColumnDescriptionSource
195-196Optional Code.State Specific Data. If not used, enter blanks
197-202Reporting Period MMYYYYFrom the user defined Period End Date converted to MMYYYY for the quarter.
Example: Period End Date = ‘31-Dec-2017’, then reporting period is ‘122017’
203-213State Quarterly Unemployment Insurance Total WagesDerived from IDFDV ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ Field Identifiers.

Note that the IDFDV Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value may already been capped by Symmetry during the US Tax calculation in UPCALC. Therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages.

RPYEU would then use the State Taxable wages from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ Field Identifier that are related to the employee's 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.
225-226Number of Weeks WorkedFrom system derived # of Weeks Worked for the Reporting State.
The system reads all pay headers with the pay category defined as ‘Regular Pay’, that are not reversed, and the Pay Issue Date falls within the user defined Quarter start and end dates.

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 MMDDYYYYFrom the system derived latest Employment Hired Date
235-242Date of Separation MMDDYYYYFrom the system derived latest Employment Termination Date, that is greater than the Employment Hired Date.
243-247Blank
248-267State Employer Account NumberDerived from IDFDV ‘W2-STATE-REGIST’ Field Identifier for the reporting State.

When RPYEU is run, if the Media Format is defined as ‘State SUI File Format’, then this field contains the SUI Registration Number from the IDGV form for the SUI Registration of the State.
268-273Blank

Location 274 to 337:
Applicable to INCOME TAX REPORTING.
If the user defined ‘Period Type’ is set to ‘Quarter’ or ‘Year’, then locations 274 to 337 will be filled in.
ColumnDescriptionSource
274-275State code. Appropriate FIPS postal numeric codeDerived from the State being reported. Example: California is code "06"
276-286State Taxable WagesDerived from IDFDV ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ Field Identifiers.
287-297State Income Tax WithheldDerived from IDFDV ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ Field Identifiers.
298-307Other State Data.
To be defined by each State.
Example: State: California
298-302State data SUI TaxDerived from IDFDV ‘W2-SUI-TAX-ER’ Field Identifier.
303-307State data SDI TaxDerived from IDFDV ‘W2-SDI-TAX-EE’ Field Identifier.
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 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: defines 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 Identifier.
309-319Local Taxable WagesIf School Tax is reported, this field is derived from ‘W2-SCHL-WAGE’ Field Identifier.

If County Tax is reported, this field is derived from ‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’ Field Identifiers.

If City Tax is reported, this field is derived from: ‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’ Field Identifiers.
320-330Local Income Tax WithheldIf School Tax is reported, this field is derived from ‘W2-SCHL-TAX’ Field Identifier.

If County Tax is reported, this field is derived from ‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’ Field Identifiers.

If City Tax is reported, this field is derived from: ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’ Field Identifiers.
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 Compensation.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-FIT-WAGE’ Field Identifier.
25-39Federal Income Tax Withheld.
Total of all code "RW" records since last "RE" record
Derived from IDFDV ‘W2-FIT-TAX’ Field Identifier.
40-54Social Security Wages.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-SSN-WAGE’ Field Identifier.
55-69Social Security Tax Withheld.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-SSN-TAX’ Field Identifier.
70-84Medicare Wages and Tips.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-MEDI-WAGE’ Field Identifier.
85-99Medicare Tax Withheld.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-MEDI-TAX’ Field Identifier.
100-114Social Security Tips.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-SSN-TIP’ Field Identifier.
115-129Advanced Earned Income Credit.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-EIC’ Field Identifier.
130-144Dependent Care Benefits.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV W2-DEP-CARE’ Field Identifier.
145-159Deferred Compensation Contributions to Section 401(k).
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-CODE-D’ Field Identifier.
160-174Deferred Compensation Contributions to Section 403(b).
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-CODE-E’ Field Identifier.
175-189Deferred Compensation Contributions to Section 408(k)(6).
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-CODE-F’ Field Identifier.
190-204Deferred Compensation Contributions to Section 457(b).
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-CODE-G’ Field Identifier.
205-219Deferred Compensation Contributions to Section 501(c)(18)(D).
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-CODE-H’ Field Identifier.
235-249Non-Qualified Plan Section 457.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-NQUAL-457’ Field Identifier.
250-264Employer Contribution to a Health Savings Account.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-CODE-W’ Field Identifier.
265-279Non-Qualified Plan Not Section 457.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-NQUAL-N457’ Field Identifier.
280-294Blank
295-309Cost of Employer-Sponsored Health Coverage.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-CODE-DD’ Field Identifier.
310-324Employer Cost of Premiums for Group Term Life Insurance over $50000.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-CODE-C’ Field Identifier.
325-339Income Tax Withheld by Third-Party Payer.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘SUB-3RD-PARTY-TAX’ Field Identifier.
340-354Income from Non-statutory Stock options.
Total of all code "RW" records since last "RE" record.
Derived from IDFDV ‘W2-CODE-V’ Field Identifier.
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 Tips.
Total of all code "RO" records since last "RE" record.
Derived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’
25-39Uncollected Employee Tax on Tips.
Total of all code "RO" records since last "RE" record.
Derived from IDFDV Field Identifier: ‘W2-CODE-A’ and ‘W2-CODE-B’
40-54Medical Savings Account.
Total of all code "RO" records since last "RE" record.
Derived from IDFDV Field Identifier: ‘W2-CODE-R’
55-69Simple Retirement Account.
Total of all code "RO" records since last "RE" record.
Derived from IDFDV Field Identifier: ‘W2-CODE-S’
70-84Qualified Adoption Expenses.
Total of all code "RO" records since last "RE" record.
Derived from IDFDV Field Identifier: ‘W2-CODE-T’
85-99Uncollected SSA tax on Group Ins > 50000.
Total of all code "RO" records since last "RE" record.
Derived from IDFDV Field Identifier: ‘W2-CODE-M’
100-114Uncollected Medicare tax on Group Ins > 50000.
Total of all code "RO" records since last "RE" record.
Derived from IDFDV Field Identifier: ‘W2-CODE-N’
145-159Designated Roth Contribution under section 457(b).
Total of all code "RO" records since last "RE" record.
Derived from IDFDV Field Identifier: ‘W2-CODE-EE’
355-369Wages Subject to Puerto Rico TaxStored as zeroes
370-384Commissions Subject to Puerto Rico TaxStored as zeroes
385-399Allowances Subject to Puerto Rico TaxStored as zeroes
400-414Tips Subject to Puerto Rico TaxStored as zeroes
415-429Total Wages, commissions, tips, and allowances subject to Puerto Rico TaxStored as zeroes
430-444Puerto Rico Tax WithheldStored as zeroes
445-459Retirement Fund Subject to Puerto Rico TaxStored as zeroes
460-474Total wages, tips and other compensation subject to Virgin Islands, income taxStored as zeroes
475-489Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax WithheldStored 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



Appendix: State Reporting documents:#

Indiana|(tax reporting - IN) #


Notes#

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