Table of Contents
- US W2 ANNUAL AND QUARTERLY PROCESSING
- Steps
- General Set Up
- IMUF – Define User Fields
- IEID – Employee Identity Screen User Field
- IDGV - Define Government Registrations
- IDGR - Define Group for Federal/State/Local Govt Registration
- State Level Set Up
- IDSP- Define States
- IDCN - Define Counties
- IDSD - Define School Districts
- IDTX - Define Tax Jurisdictions
- IDGV - Define Government Registrations
- IDGV - Define State SUI Registrations for Quarterly Filing
- IDGV – Government Registration for SDI (Optional)
- Local Level Set Up
- IDGV - Local Registration
- IPUTR - Maintain US Tax Rates
- IDFDV- Define Table Column Values
- IDFDV – City Tax Set Up
- IDFDV – Form Definition Variables
- IDFDV – Employer Primary Address and Mailing Address
- IDFDV – Employee Primary Address and Mailing Address
- Definition for file HL$US-QTY-YYYY (Mandatory for Filers NOT using the EFW2 Reporting Format)
- State File Procedures
- Using RPYEU for State Quarterly Wage Reporting
- City File Procedures
- State Format Details - Notes on All State Formats:
- State Media Magnetic Media Reporting - SSA EFW2 File Format
- Code RA - Submitter Record
- Code RE - Employer Record
- Code RW - Employee Wage Record (Optional for State Quarterly Reporting)
- Code RO - Employee Wage Record (Optional for State Quarterly Reporting)
- Code RS - Supplemental Record (Use for State Wage Reporting)
- Code RT - Total Record
- Code RU - Total Record (Optional for State Quarterly Reporting)
- Code RF - Final Record
- Standard ICESA Magnetic Format for Quarterly Wage Reporting
- Record Name: Code A - Transmitter Record
- Record Name: Code B - Authorization Record
- Record Name: Code E - Employer Record
- Record Name: Code S – Employee Wage Record
- Record Name: Code T - Total Record
- Record Name: Code F - Final Record
- Appendix: State Reporting documents
- Notes
US W2 ANNUAL AND QUARTERLY PROCESSING#
W2 Annual and Quarterly Processing reports from the employees' QTD information according to the user defined selection criteria to produce Quarterly Wage Reports for individual State filing. Most States accept either the EFW2 or the ICESA wage reporting format.
For additional information and detailed field descriptions of the RPYEU process, please refer to the W2 Process document.
Steps#
The following steps outline the sequence of events to produce the Quarterly Wage Report File.RPREGT: Produce QTD Register for Quarterly Reporting
IDFD: Set up Form and File Definition
- This form defines the default values for users to enter on IDFDV.
- The information on this form is provided by High Line using a script. Users only need to execute the script to load in the most current information for the year.
- Do NOT alter this information in any way without the permission and guidance of High Line Support or a Consultant.
IDFDV: Enter the Variables
- Organizations must enter the IDFDV variables for the supplied script file ‘HL$US-W2-YYYY’ (YYYY denotes the tax year and is updated each year), where applicable.
- In addition, for organizations who report quarterly wages in the ICESA format, the IDFDV variables for the second quarterly supplied script file ‘HL$US-QTR-2014’ . Note: The name of this file remains the same for year 2004 onwards, is also required to be entered, where applicable.
RDFD: To Report the File Definition from IDFD and IDFDV
RPYEU: Produce US Year/Quarter End Summary Report for the Reporting Year or Quarter
- This report must be used to balance to the QTD Register report (RPREGT) for quarterly reporting
- Exception messages from this Summary Report must be checked and the exceptions corrected
- Generate State/Local File in the federal file format for States that accept the federal file format
- Generate State/Local File for States with specific file format requirements
- RPYEU must be run, one State at a time, to generate the State specific files
- Each State may have its own requirements. Users must check with High Line to confirm if the State is supported, prior to running RPYEU for a specific State file
- Generate the XML file to feed into the RPW2XX programs to print W2 forms for year end reporting
- In utility trace mode, RPYEU generates a dynamic SQL select statement and a trace file for debugging
General Set Up#
Only employees in entities with a government registration set up for ‘State SUI Registration’ will be processed.IMUF – Define User Fields#
Define User Fields for P2K_CM_GOVT_REGISTRATIONS (IDGV)The following user fields are used on the IDGV Variables tab and must be set up on IMUF.
- W2 STATE MEDIA FILING
- W2 TAX TYPE CODE
- W2 TAXING ENTITY
- W2 WAGE PLAN CODE
- W2 BRANCH CODE
For Quarterly Reporting in non-EFW2 file format, these User Defined Fields (UDF) are used when organizations are using the ‘HL$US-QTR-20YY’ form code.
The following UDFs must be set up on IMUF:
Table | User Field Name | Prompt | Field Type | Field Sequence |
---|---|---|---|---|
P2K_CM_GOVT_REGISTRATIONS | QTR TAXES DUE | QTR Taxes Due | Char | 1000 |
P2K_CM_GOVT_REGISTRATIONS | QTR PREV UNDERPAYMENT | QTR Prev Underpayment | Char | 1010 |
P2K_CM_GOVT_REGISTRATIONS | QTR INTEREST | QTR Interest | Char | 1020 |
P2K_CM_GOVT_REGISTRATIONS | QTR PENALTY | QTR Penalty | Char | 1030 |
P2K_CM_GOVT_REGISTRATIONS | QTR CR OVERPAYMENT | QTR CR Overpayment | Char | 1040 |
P2K_CM_GOVT_REGISTRATIONS | QTR ER ACCESS RATE | QTR ER Access Rate | Char | 1050 |
P2K_CM_GOVT_REGISTRATIONS | QTR ER ACCESS AMT | QTR ER Access Amt | Char | 1060 |
P2K_CM_GOVT_REGISTRATIONS | QTR EE ACCESS RATE | QTR EE Access Rate | Char | 1070 |
P2K_CM_GOVT_REGISTRATIONS | QTR EE ACCESS AMT | QTR EE Access Amt | Char | 1080 |
P2K_CM_GOVT_REGISTRATIONS | QTR PAYMENT DUE | QTR Payment Due | Char | 1090 |
P2K_CM_GOVT_REGISTRATIONS | QTR ALLOCATION AMT | QTR Allocation Amt | Char | 1100 |
P2K_CM_GOVT_REGISTRATIONS | QTR REFERENCE NUMBER | QTR Reference Number | Char | 1110 |
Define User Fields for P2K_CM_DEPARTMENT_DETAILS (IDDP)
The following user fields are used on IDDP and must be set up on IMUF.
- SUI ER NUMBER
- W2 DESTINATION
Table | User Field Name | Prompt | Field Type | Field Sequence |
---|---|---|---|---|
P2K_CM_DEPARTMENT_DETAILS | SUI ER NUMBER | SUI ER Number | Char | 20 |
P2K_CM_DEPARTMENT_DETAILS | W2 DESTINATION | W2Destination | Char | 30 |
Some States require the SUI ER Number by department. In this case, the IDDP User Field ‘SUI ER Number’ may be required.
Example: The State of Minnesota requires the Quarterly file to be reported by MN State Unemployment Insurance Account Number and MN Employer Unit Number. These two numbers are defined at the Department level, therefore, users must set up the UDF ‘SUI ER Number’ for each department. Example: For the ‘Planning & Zoning’ department, the MN number is ‘7977999-004’. Therefore on IDDP, users should set the UDF ‘SUI ER Number’ to '7977999-004' on IDDP
- If the ‘SUI ER Number’ is not set up for a Department, then the SUI ER Number from IDGV is used.
- Note: On IDDP, users must click on the detail section of the form first, then click the UDF button to get to the UDF screen.
- ‘W2 Destination’ can be entered for distributing the W2 forms by department.
Define User Fields for P2K_HR_IDENTITIES (IEID screen)
The following user fields are used on IEID and must be set up on IMUF:
- W2 DESTINATION
- MMREF PROBATIONARY
- MMREF OFFICER CODE
Table | User Field Name | Prompt | Field Type | Field Sequence |
---|---|---|---|---|
P2K_HR_IDENTITIES | W2 DESTINATION | W2 Destination | Char | 50 |
P2K_HR_IDENTITIES | MMREF PROBATIONARY MMREF | Probationary | 60 | |
P2K_HR_IDENTITIES | MMREF OFFICER CODE MMREF | Officer Code | Char | 70 |
IEID – Employee Identity Screen User Field#
The W2 Destination ‘MMREF Officer Code’ can be entered for an employee.- The MMREF Probationary code is not used by all States. Example: The State of Minnesota does not require this code.
- The MMREF Officer code is not required by all States. Example: The RS record, position 341, the State of Minnesota requires reporting of the Officer Code for an employee. If an employee qualifies as an Officer for the State of Minnesota, users should enter ‘Y’ on the ‘MMREF Officer Code’ field.
IDGV - Define Government Registrations#
The 'Federal Registration' must be set up on IDGV for the Country ‘USA’ with a valid ‘Employer Identification Number’ by ‘Government Registration Set’, by Entity.Organizations with One Federal Registration
If your organization has one Federal registration, users must define one Government Registration Set, such as a Main Registration Set.
Then within this Government Registration Set, users should set up the Federal, State and Local Registrations on IDGV.
Example: On IDGV, users should set up the Federal Registration with the Registration Type defined as US Fed Regist 1.
NOTE: If Registration Type US Fed Regist 1 is used, then:
*The FICA registration should be defined using the Registration Type US FICA Regist 1
*The MEDICARE registration should be defined using Registration Type US MEDI Regist 1, etc. The last digit of the Registration Type must match each type of registration.
For each Group, at the Federal level, the Federal Registration number is retrieved according to the Fed Regist Set and Fed Regist Type from the IDGV form and is displayed on the IDGR form.
Organizations with Multiple Federal Registrations
If your organization has multiple Federal Registrations, users have two options:
1. One Registration Set can be set up, then set up the Registration Types of Fed Regist 1, Fed Regist 2, up to Fed Regist 9. This allows up to nine Federal Registrations.
2. Multiple Registration Sets can be set up, then set up Registration Types of Fed Regist 1, Fed Regist 2, up to Fed Regist 9, for each Registration Set. This allows an unlimited number of Federal Registrations.
NOTE: If the Registration Type ‘US Fed Regist 1’ is used, then the FICA registration should be defined using Registration Type = ‘US FICA Regist 1’.
If ‘US Fed Regist 2’ is used, then use ‘US FICA Regist 2’.
If ‘US Fed Regist 3’ is used, then use ‘US FICA Regist 3’, etc.
Example: At the Federal level, always match the last digit of the registration type. This is similar to ‘Regist Type’ at State/Local Registration levels.
The ‘Govt Registration Set’ can be used to group similar Registrations together. For Example:
Govt Registration Set | Notes |
---|---|
MAIN REGIST | Use as a default to group all registrations initially |
REGIST 2 | Users can define another for all level of registrations |
FED REGIST | Users can define Federal level registrations for this set |
STATE REGIST | Users can define State level registrations for this set |
LOCAL REGIST | Users can define Local level registrations for this set |
FULLTIME REGIST | Users can define Registrations for Full time employees for this set |
PARTTIME REGIST | Users can define Registrations for Part time employees for this set |
SEASONAL REG | Users can define Registrations for Seasonal employees for this set may be defined |
STATE OHIO | Users can define Registrations for Ohio may be defined for this set only |
Important Note for IDGV set up:
The IDGV 'Govt Registration Set' and 'Registration Types' are used on the IDGR form, 'Registration' tab for each of the Federal, State and Local level set up.
On the IDGV form, users must match the last digit of the Registration Type for the same Federal, State and Local level of registrations.
Example 1: If the Registration Type is defined as US Fed Regist 1, then:
- FICA Registration Type must be US FICA Regist 1
- MEDI Registration Type must be US MEDI Regist 1
If Registration Type is defined as US State Regist 1, then:
- SUI Registration Type must be US SUI Regist 1
- SDI Registration Type must be US SDI Regist 1
Example 2:
If Registration Type is defined as US Fed Regist 2, then:
- FICA Registration Type must be US FICA Regist 2
- MEDI Registration Type must be US MEDI Regist 2
If Registration Type is defined as US State Regist 2, then:
- SUI Registration Type must be US SUI Regist 2
- SDI Registration Type must be US SDI Regist 2
IDGR - Define Group for Federal/State/Local Govt Registration#
The Federal/State/Local Government Registrations are entered on the IDGR Registration tab. IMPORTANT: Federal/State/Local Registration MUST not be changed for a Group for different effective date records.The UPCLOZ process will not cut new YTD records if the group changes effective date. Therefore, if a group requires a change to the registration numbers, either a new group should be created or all the effective records should be changed to the same registration number.
For each group, at Federal level, the Federal Registration number is retrieved according to the ‘Fed Regist Set’ and ‘Fed Regist Type’ from IDGV and is displayed on IDGR.
For each group, at State/Prov level, a ‘State/Prov Set’ and ‘State/Prov Type’ can be pointed to. Since each group can be paid in many different States or Provinces, the State/Prov Registration number cannot be displayed on IDGR. For each employee belonging to this group, the State/Prov Registration Number is retrieved from IDGV by ‘State/Prov Set’, ‘State/Prov Type’ and the 'State/Prov' of the employee.
At local level, the Local Registration number is retrieved from IDGV by ‘Local Regist Set’, ‘Local Regist Type’ and the GEO Local of the employee.
State Level Set Up#
The following levels of Government Registration must be set up for the State to be reported.IDSP- Define States#
- A State must be defined on IDSP in order for the State to be reported.
- A State must be defined on IDGV for an Entity with the State Registration by Govt Regist Set and Registration Type in order for the State to be reported.
- If a State is missing on IDGV, RPYEU will create a default entry for that State with the Registration Number set to '0' and issue a warning. The correct State Registration Number must be defined for that State in order to file to the State government.
- When the State Registration is defined, the Variables tab must also be set up. See the State Media Filing section below.
- The RPYEU process automatically uses the UDF defined on the IDGV Variables tab for P2K_CM_GOVT_REGISTRATIONS.
State/Prov Code | State/Prov Name | Country |
---|---|---|
FL | FLORIDA | USA |
GA | GEORGIA | USA |
HI | HAWAII | USA |
IDCN - Define Counties#
- If County tax is applicable for a State, the County must be defined on the Define Counties (IDCN) form in order for the County tax to be reported.
- The County code is the first two segments of the GEO code. Example: In Indiana, GEO code ‘15-097-0670’ is for the City of Indianapolis and the County Code ‘15-097-0000’ is for Marion County. Therefore, users should define the Marion County Code as 15-097-0000 on the IDCN form.
- The GEO and County codes are provided by Symmetry for US taxation.
- A County Tax Jurisdiction must be defined on IDGV with the Local Registration in order for the County tax to be reported.
County | County Code | State/Province |
---|---|---|
MARIN | 05-041-0000 | CALIFORNIA, USA |
MARION | 01-093-0000 | ALABAMA, USA |
MARION | 15-097-0000 | INDIANA, USA |
MARIPOSA | 05-043-0000 | CALIFORNIA, USA |
IDSD - Define School Districts#
The School Registration must be defined on IDGV in order for the School District tax to be reported.School District | School District Name | County | State/Province |
---|---|---|---|
2504 | Grandview Heights City S.D. | FRANKLIN, OH, USA | OHIO, USA |
40140 | Crestwood | LUZERINE, PA, USA | PENNSYLVANIA, USA |
40160 | Dallas | LUZERINE, PA, USA | PENNSYLVANIA, USA |
40260 | Greater Nanticoke Area | LUZERINE, PA, USA | PENNSYLVANIA, USA |
IDTX - Define Tax Jurisdictions#
- Each State must be defined in order for the State tax to be reported. Note: The ‘State Level’ GEO code entry must end with ‘000-0000’, such as 05-000-000 for the State of California.
- A City’s Tax Jurisdiction must be defined IDTX in order for the City tax to be reported.
- A County Tax Jurisdiction must be defined IDGV with the Local Registration in order for the County tax to be reported.
- The FIPS code on IDTX is currently not being used by the RPYEU program. The RPYEU program derives the FIPS code automatically.
IDGV - Define Government Registrations#
Define State Government Registrations for the State in the ‘Definition’ TabExample: For the State of Arizona:
- Enter the Arizona State Employer Account Number in the ‘Regist #’ field
- Enter the various State Government W2 (Quarter) information for the State in the Variables tab.
- Define the 'W2 State Media Filing' variable as ‘02’ if the wage information is for the State only and contains no other State info.
The following levels of Government Registration must be set up for the Federal, State, County, City and School tax reporting.
Federal Level
One or multiple Federal Government Registrations must exist for each entity with ‘Govt Regist Set’, ‘US Fed Regist 1’, etc.
State Level
A State must be defined on IDGV for an Entity with the State Registration by Govt Regist Set and Registration Type in order for the State to be reported.
When the State Registration is defined, the Variables tab must also be set up.
The fields on the IDGV Variables tab are first defined on IMUF for P2K_CM_GOVT_REGISTRATIONS.
- The RPYEU process automatically uses the UDF defined on the IDGV Variables tab for P2K_CM_GOVT_REGISTRATIONS.
Many fields on the IDGV Variables tab apply to different States at the State level and/or Local level. These variables must be defined at the State/Local levels, whenever applicable.
On IDGV Variables tab, the ‘W2 State Media Filing’ variable must be defined if a State requires to produce a W2 File (or Quarterly File) for the State.
The ‘W2 State Media Filing’ values are:
Value | Description |
---|---|
00 | Not required to file Magnetic Media to the State. |
01 | Include State Code RS Records in the Federal File. Users can send the federal file to the State. If the State file layout is conforming to the standard federal SSA Code RS format and the State accepts a copy of the federal file that includes the Code RW records, users should set the W2 State Media Filing variable to ‘01’. When the RPYEU process is run, the State Code RS record will automatically be generated in the federal file. Users only need to send a copy of the federal file to the State. |
02 | State requires its own file. Do not include other State information in the State file. If the State does not accept other State’s information in their State file, users should set the W2 State Media Filing variable to ‘02’. Users should run the RPYEU process, one State at a time, and set the Media Format field to 'State File Format'. If the State has its own specific State file layout, the RPYEU process will generate the State File in the specific file layout, otherwise the generic Federal Code RS format layout is used. If the State requires its own State file layout, please check with High Line for a list of States that are supported. |
Local Level
A County Tax Jurisdiction must be defined on IDGV with the Local Registration in order for the County tax to be reported.
A City Tax Jurisdiction must be defined on IDGV with the Local Registration in order for the City tax to be reported.
When users are defining the Local Registration, users should also set up the Variables tab. See the section on 'State Media for Local Filing' for more details.
On the IDGV form, Variables tab, the W2 State Media Filing variable can be defined (optional) to indicate if this Local requires to be filed with magnetic media on the W2 File.
- W2 STATE MEDIA FILING
- W2 TAX TYPE CODE
- W2 TAXING ENTITY
The ‘W2 State Media Filing’ values are:
Value | Description |
---|---|
00 | Not Required to File Magnetic Media |
01 | Include Local Federal Code RS records in the Federal File format. If the Local information is to be reported along with the Federal Code RS information, users should set the W2 State Media Filing variable to ‘01’ for this Local. When RPYEU is run, the State Code RS records will be generated along with the Local information. |
02 | Include Local State Code RS records in the State File format. If the Local information is to be reported along with the State Code RS information, users should set the W2 State Media Filing variable to ‘02’ for this Local. When RPYEU is run, the State Code RS records will be generated along with the Local information. |
03 | Local requires its own File, do not include other Local information in the File. If the Local requires its own format, users should set the W2 State Media Filing variable to ‘03’ for this Local. When the RPYEU process is run and a user selects to generate the Local File format, users must also select the specific City or County and the Local file format will be generated. NOTE: This feature requires specific program logic for each Local. Please check with High Line to ensure the Local is supported. |
If W2 State Media Filing is defined for a Local, the IDGV Variables tab must be set up for:
1. W2 TAX TYPE CODE should contain one of the following values:
- C-City Income Tax
- D-School District Income Tax
- E-County Income Tax
- Ohio Cleveland would be 200. Refer to Cleveland filing requirement
- Indiana would be defined with the County Code provided by Indiana
School Level
The School Registration must be defined on IDGV for the School in order for the school tax to be reported.
When the School Registration is defined, the IDGV Variables tab should be set up with:
- W2 STATE MEDIA FILING
- W2 TAX TYPE CODE
- W2 TAXING ENTITY
The ‘W2 State Media Filing’ values are:
Value | Description |
---|---|
00 | Not Required to File Magnetic Media |
01 | Include School Code RS records in the Federal File format. If the School information is to be reported along with the Federal Code RS information, users should set the W2 State Media Filing variable to ‘01’ for this Local. When RPYEU is run, the State Code RS records will be generated along with the School information. |
02 | Include School Code RS record in the State File format. If the School information is to be reported along with the State Code RS information, users should set the W2 State Media Filing variable to ‘02’ for this Local. Then when RPYEU is run, the State Code RS records will be generated along with the School information. |
03 | School requires its own File, do not include other Local information in the File. If the School requires its own format, users should set the W2 State Media Filing variable to ‘03’ for this Local. NOTE: This feature requires specific program logic for each Local. Please check with High Line to ensure the Local is supported. |
When the W2 State Media Filing is defined, the IDGV Variables tab should be set up with:
- W2 TAX TYPE CODE: E – School District Income Tax
- W2 TAXING ENTITY: The five character School District code
IDGV - Define State SUI Registrations for Quarterly Filing#
When running RPYEU with the Calendar Type defined as ‘Q’ for a quarter, each State must be set up with the US SUI Regist. The last digit of US SUI Regist Registration type must match the last digit of US State Regist Registration type.Example: If Registration Type is defined as US State Regist 1, then:
- SUI Registration Type must be US SUI Regist 1
If Registration Type is defined as US State Regist 2, then:
- SUI Registration Type must be US SUI Regist 2
According to each State’s quarterly filing format, some States may require to submit Taxes Due, Previous Underpayment, etc. For each quarter, users must define the IDGV Variables tab for these quarterly amounts with the proper US SUI Regist, prior to running RPYEU. Example: If the QTR Penalty is $590.26; then enter ‘590.26’ in the 'QTR Penalty' field on the IDGV Variables tab.
Please note each QTR field’s decimal point and enter in the above format. Also note that each applicable ‘Govt Rate Type’ in the bottom part of the form must also be setup, including the SUI maximum base amount, SUI ER rate, etc.
Define SUI Registration
The ‘US SUI Regist 1’ Registration Type must be defined for the State in order to run the UI report file.
- An SUI entry must exist for each state within an entity with ‘State Registration’
- The ‘W2 Taxing Entity’ entry in the Variables tab of the US SUI Registration form is used to populate the ‘Taxing Entity Code’ column in the State Record for Quarterly UI Wage reporting.
IDGV – Government Registration for SDI (Optional)#
Define the ‘US SDI Registration’ for each State, if required, such as in California. Enter the California State Employer Account Number (SEAN) for SDI in the ‘Regist #’ field, if applicable.Variable | Description |
---|---|
W2 STATE MEDIA FILING | Enter ‘02’ to generate the State Magnetic Media file for each State only |
W2 WAGE PLAN CODE | Enter the Wage Plan Code for the State Employer Account Numbers (SEANs) For ‘US SDI Registration’, enter the SDI (SDI Reporting) Wage Plan Code. |
W2 BRANCH CODE | If your organization is registered with the Department as a branch coded Employer, enter the three character branch code. If not applicable, ‘000’ should be entered. |
Local Level Set Up#
IDGV - Local Registration#
To report the Ohio City tax, the IDGV IDGV Variables tab must be set up for ‘US Local Registration 1’ for each city, in the Jurisdiction field:Variable | Description |
---|---|
W2 STATE MEDIA FILING | Must be set to ‘03’ to generate City tax information in the Local File format |
W2 TAX TYPE CODE | Must be set to ‘C’ for City Tax |
W2 TAXING ENTITY | Enter the City Code for the State, if required, such as Ohio |
IPUTR - Maintain US Tax Rates#
The IPUTR forms holds all of the US Tax Rates that are generated by the Symmetry Tax Engine. If the IMST site preference US TAX SERIES is set to 1, this means the Symmetry Tax Engine is used for US Taxation.- The Symmetry Tax Engine allows users to load the US tax rates into the IPUTR form with the UPUTR load process, for Federal and State tax rates by effective date.
- The Annual and Quarterly reporting of RPYEU will retrieve the US tax rates from IPUTR according to the RPYEU ‘Period End Date’ parameter.
- Example: On April 30, a user runs RPYEU for Q1 that ends on March 31, therefore the RPYEU Period End Date = ‘Mar-31-2017’ and the As Of Date = ‘Apr-30-2017’. In this case, the IPUTR Tax rates are retrieved for the Period End Date ‘Mar-31-2017’
- Users can override the IPUTR Tax Rates or Wage Base on the IPUTR form be defining the ‘Override Tax Rate’ or ‘Override Wage Base’ fields.
- Users can also override the IPUTR Tax Rates or Wage Base on the IDGV form by Government Registrations. Therefore if IDGV has a specific entry with the ‘Govt Rate Type’ that overrides the Tax Rate or Wage Base amount, then this IDGV entry is used.
The following IPUTR entries are retrieved by RPYEU
Federal level:
- 00-000-0000-ER_FICA-000: the Wage Base is retrieved. This Wage Base is used to report the Annual Maximum Wage Base on the W2 form
State level:
- XX-000-0000-ER_SUTA-000: the Tax Rate and Wage Base are retrieved, where XX is the FIPS code for each State
IDFDV- Define Table Column Values#
The ‘Field Variable’ column must be set up on IDFDV for the Form Definition that is being used for the RPYEU reporting. The following example shows what could be setup in that column. Note that all the other columns are all predefined on the IDFD form and cannot be changed on IDFDV.Seq | Field Identifier | Description | Level | Prompt | Field Source | Field Variable |
---|---|---|---|---|---|---|
1010 | TRAN EIN | Transmitter EIN | Transmittal | TRAN EIN | Constant | 9876542103 |
1020 | TRAN ADDR IND | Trans Foreign Address | Transmittal | TRAN ADDR IND | Constant | |
1030 | TRAN NAME | Transmitter Name | Transmittal | TRAN NAME | Constant | HIGH LINE CORP |
1040 | TRAN ADDRESS | Transmitter Address | Transmittal | TRAN ADDRESS | Constant | 145 RENFREW DRIVE |
1050 | TRAN CITY | Transmitter City | Transmittal | TRAN CITY | Constant | MARKHAM |
IDFDV – City Tax Set Up#
If City tax applies, IDFDV must be set up. The following example shows a sample setup for the ‘Field Variable' column. Note that all the other columns are all predefined on the IDFD form and can not be changed on IDFDV.Seq | Field Identifier | Description | Level | Prompt | Field Source | Field Variable |
---|---|---|---|---|---|---|
8500 | W2-CITY-NAME | City Name | Local | 20-City Name | DB Column | DTX.JURISDICTION_NAME |
8510 | W2-CI-WAGE-HOME | Local Wage (Home) | Local | 18-Home City Wage | Element | W2-CI-WAGE-RES |
8520 | W2-CI-WAGE-WORK | Local Wage (Work) | Local | 18-Work City Wage | Element | W2-CI-WAGE-WORK |
8530 | W2-CI-TAX-HOME | Local Tax (Home) | Local | 19-Home City Tax | Element | W2-CI-TAX-RES |
8540 | W2-CI-TAX-WORK | Local Tax (Work) | Local | 19-Work City Tax | Element | W2-CI-TAX-WORK |
- Identifier W2-CITY-NAME must be set up
- Identifier W2-CI-WAGE-HOME must be set up
- Identifier W2-CI-WAGE-WORK must be set up
- Identifier W2-CI-TAX-HOME must be set up
- Identifier W2-CI-TAX-WORK must be set up
IDFDV – Form Definition Variables#
Definition for file HL$US-W2-YYYY (Mandatory for all Quarterly Report Filers)IDFD FORM | HL$US-W2-YYYY | System supplied. ‘YYYY’ denotes the tax reporting year |
IDFD FORM TYPE | US EFW2 definition | Defines the W2 definition for EFW2 filing format |
IDFDV – Form Definitions US W2 Only#
NOTE: Fields marked with an asterisk (*) are mandatory.
- Form Code ‘HL$US-W2-20YY’ Identifiers
Field Identifier | Description | Seq # | Suggested Field Source | Suggested Variable |
---|---|---|---|---|
* SUB-ER-EIN | Submitter’s Employer EIN | 1000 | Constant | 9 character EIN |
* SUB-USER-ID | Submitter User Identification | 1010 | Constant | 8 character User ID assigned to the employee who is attesting to the accuracy of the file |
SUB-RESUB-IND | Resubmitt Indicator | 1020 | Constant | Enter 1 if file is resubmitted, otherwise 0 |
SUB-RESUB-WFID | Resubmitt SSA WFID from notice | 1030 | Constant | If resubmitted, enter SSA WFID from notice |
SUB-VENDOR | Software Vendor Code | 1035 | Constant | Enter your company data |
SUB-SOFTWARE | Submitter Software Code | 1040 | Constant | Enter your company data |
SUB-COMP-NAME | Company Name receive EFW2 | 1050 | Constant | Enter Company name who receives EFW2 |
SUB-COMP-LOCN | Company Location Address | 1060 | Constant | Enter company’s location address such as Attention, Suite, Room # etc |
SUB-COMP-DELIV | Company Delivery Address | 1070 | Constant | Enter company’s delivery address such as Street or Post Office Box |
SUB-COMP-CITY | Company’s City | 1080 | Constant | Enter company’s city |
SUB-COMP-STATE | Company’s State Abbrev | 1090 | Constant | Enter company’s State Abbreviation |
SUB-COMP-ZIP | Company’s ZIP Code | 1100 | Constant | Enter company’s ZIP code |
SUB-COMP-ZIP-EXT | Company’s ZIP Code Extension | 1110 | Constant | Enter company’s ZIP code extension |
SUB-COMP-F-STATE | Company’s foreign State/province | 1120 | Constant | Enter company’s foreign State/Province |
SUB-COMP-F-POST | Company’s foreign postal code | 1130 | Constant | Enter company’s foreign postal code |
SUB-COMP-COUNTRY | Company’s country if applicable | 1140 | Constant | Enter company’s Country if applicable |
* SUB-SUBM-NAME | Submitter Organization Name | 1150 | Constant | Organization Name to receive unprocessed data |
* SUB-SUBM-LOCN | Submitter Location Address | 1160 | Constant | Enter submitter location address such as Attention, Suite, Room # etc |
* SUB-SUBM-DELIV | Submitter Delivery Address | 1170 | Constant | Enter submitter delivery address such as Street or Post Office Box |
* SUB-SUBM-CITY | Submitter City | 1180 | Constant | Enter submitter city |
* SUB-SUBM-STATE | Submitter State Abbrev | 1190 | Constant | Enter submitter State Abbreviation |
* SUB-SUBM-ZIP | Submitter ZIP Code | 1200 | Constant | Enter submitter ZIP code |
SUB-SUBM-ZIP-EXT | Submitter ZIP Code Extension | 1210 | Constant | Enter submitter ZIP code extension |
SUB-SUBM-F-STATE | Submitter foreign State/province | 1220 | Constant | Enter submitter foreign State/Province |
SUB-SUBM-F-POST | Submitter foreign postal code | 1230 | Constant | Enter submitter foreign postal code |
SUB-SUBM-COUNTRY | Submitter country if applicable | 1240 | Constant | Enter submitter Country, if applicable |
* SUB-CONT-NAME | Contact name for SSA | 1250 | Constant | Enter your company data |
* SUB-CONT-TEL | Contact telephone # for SSA | 1260 | Constant | Enter your company data |
SUB-CONT-TEL-EXT | Contact telephone extension | 1270 | Constant | Enter your company data |
* SUB-CONT-EMAIL | Contact e-mail address for SSA | 1280 | Constant | Enter your company data |
SUB-CONT-FAX | Contact FAX phone # for SSA | 1290 | Constant | Enter your company data |
SUB-CONT-METH | Preferred Contact method | 1300 | Constant | MUST be BLANK |
SUB-PREPARER | Preparer Code | 1310 | Constant | Enter your company data |
SUB-3RD-PARTY-SICK | Third-Party Sick Pay Indicator | 1480 | Constant | Enter your company data |
SUB-3RD-PARTY-TAX | Income Tax Withheld by 3rd Party | 1490 | Constant | Enter your company data |
W2-ER-AGENT-IND | Agent Indicator Code | 1500 | Constant | Enter appropriate code, if applicable |
W2-ER-FOR-EIN | Agent for which EIN | 1510 | Constant | If you are an agent, enter the EIN for which you are an agent for |
W2-ER-TERM-BUS | Terminating business indicator | 1520 | Constant | Enter appropriate code from SSA |
W2-ER-ESTAB | Establishment Number | 1530 | Constant | Further identify within EIN |
W2-ER-OTHER-EIN | Other EIN | 1540 | Constant | Other EIN used |
* W2-ER-EIN | Employer Identification Number | 2000 | Data Base Column | DGV.GOVT_REGIST_NUMBER |
* W2-ER-NAME | Employer Name | 2010 | Data Base Column | DED.ENTITY_NAME |
W2-ER-LOCN-ADDR | Employer Location Address | 2020 | Constant | Employer’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-ADDR | Employer Delivery Address | 2030 | Constant | Employer’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-CITY | Employer City | 2040 | Constant | Employer’s city DLN.LOCALITY or DLN.MAIL_LOCALITY Enter blank, system derived |
W2-ER-STATE | Employer State Abbrev | 2050 | Constant | Employer’s State abbreviation DSP.STATE_PROVINCE_CODE Enter blank, system derived |
W2-ER-ZIP | Employer ZIP Code | 2060 | Constant | Employer’s ZIP Code DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL Enter blank, system derived |
W2-ER-ZIP-EXT | Employer ZIP Extension | 2070 | Constant | Employer’s ZIP Code DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL Enter blank, system derived |
W2-ER-F-STATE | Employer foreign State/province | 2080 | Constant | Employer foreign state/province or Constant Enter the word NAME or blank |
W2-ER-F-POSTAL | Employer foreign postal code | 2090 | Constant | Enter Employer foreign postal code or Constant |
W2-ER-COUNTRY | Employer country if applicable | 2100 | Constant | Enter Employer country Enter blank, system derived |
W2-ER-F-COUNTRY | Employer foreign country | 2105 | Constant | Enter the word NAME, ISO or blank |
W2-ER-TAX-JURIS | Tax Jurisdiction Code | 2110 | Constant | Enter appropriate code or null |
W2-ER-KIND-OF-EMPLOYER | Kind of Employer | 2120 | Constant | Enter appropriate code or null |
W2-ER-CTAC-NAME | Employer Contact Name | 2130 | Constant | Enter Employer Contact Name |
W2-ER-CTAC-PHONE | Employer Contact Phone | 2140 | Constant | Enter Employer Contact Phone Number |
W2-ER-CTAC-EXT | Employer Contact Extension | 2150 | Constant | Enter Employer Contact Phone Number Extension |
W2-ER-CTAC-FAX | Employer Contact Fax | 2160 | Constant | Enter Employer Contact Fax Number |
W2-ER-CTAC-EMAIL | Employer Contact Email | 2170 | Constant | Enter Employer Contact Email Address |
W2-EE-SSN | Employee Social Security Number | 2500 | Data Base Column | EID.GOVERNMENT_CODE |
W2-EE-FIRST-NAME | Employee First Name | 2510 | Data Base Column | EID.FIRST_NAME |
W2-EE-MIDDLE | Employee Middle Name | 2520 | Data Base Column | EID.MIDDLE_NAME |
W2-EE-LAST-NAME | Employee Last Name | 2530 | Data Base Column | EID.LAST_NAME |
W2-EE-SUFFIX | Employee Suffix Name | 2540 | Data Base Column | EID.RANK with derivation expression Decode(~,’01’,’JR’,’02’,’SR’,NULL) |
W2-EE-LOCN-ADDR | Employee Location Address | 2600 | Constant | Employee’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-ADDR | Employee Delivery Address | 2610 | Constant | Employee’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-CITY | Employee City | 2620 | Constant | Employee’s city EPS.LOCALITY or EPS.MAIL_LOCALITY Enter blank, system derived |
W2-EE-STATE | Employee State Abbrev | 2630 | Constant | Employee’s State abbreviation DSP.STATE_PROVINCE_CODE Enter blank, system derived |
W2-EE-ZIP | Employee ZIP Code | 2640 | Constant | Employee’s ZIP Code EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL Enter blank, system derived |
W2-EE-ZIP-EXT | Employee ZIP Extension | 2650 | Constant | Enter employee’s ZIP Code EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL Use derivation expression substr(~,6) for ZIP extension |
W2-EE-F-STATE | Employee foreign State/province | 2660 | Constant | Employee foreign state/province or Constant Enter the word NAME or blank |
W2-EE-F-POSTAL | Employee foreign postal code | 2670 | Constant | Employee foreign postal code Enter blank, system derived |
W2-EE-COUNTRY | Employee country if applicable | 2680 | Constant | Enter Employee country Enter blank, system derived |
W2-EE-F-COUNTRY | Employer foreign country | 2685 | Constant | Enter the word NAME or the word ISO or blank |
W2-CONTROL-PRT | Print Control Number on Form | 2800 | Constant | Null, 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-NUM | Control Number on Form | 2810 | Data Base Column | Enter your company data |
W2-BY-E-FORM | W2 By Electronic Form | 2880 | Constant | |
W2-EXCLUDE-EE | Exclude Employee | 2900 | Data Base Column | Enter your company data |
W2-FIT-WAGE | Wages, Tips, Other Compensation | 3000 | Element | W2-BOX-01 |
W2-FIT-TAX | Federal Income Tax Withheld | 3010 | Element | W2-BOX-02 |
W2-FLI-AMOUNT | Family Insurance Amount | 5100 | Pay Component | Enter your company data |
W2-SSN-WAGE | Social Security Wages | 3020 | Element | W2-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-TAX | Social Security Tax Withheld | 3030 | Element | W2-BOX-04 Derivation expression LEAST(~,7049.40)may be used for year 2013 max |
W2-MEDI-WAGE | Medicare Wages and Tips | 3040 | Element | W2-BOX-05 |
W2-MEDI-TAX | Medicare Tax Withheld | 3050 | Element | W2-BOX-06 |
W2-SSN-TIP | Social Security Tips | 3060 | Element | W2-BOX-07 |
W2-ALLOC-TIP | Allocated Tips | 3070 | Element | W2-BOX-08 |
W2-EIC | Advanced EIC Credit | 3080 | Element | W2-BOX-09 |
W2-DEP-CARE | Dependent Care Benefit | 3090 | Element | W2-BOX-10 |
W2-NQUAL | Non Qualified Plans | 3100 | Element | W2-BOX-11 |
W2-NQUAL-457 | Non Qualified Plans Sect 457 | 3102 | Element | W2-BOX-11-457 |
W2-NQUAL-N457 | Non Qualified Plans Not Sect 457 | 3104 | Element | W2-BOX-11-N457 |
W2-CODE-A | Uncollect SSA/RRTA tax on tips | 4000 | Pay Component | Enter your company data |
W2-CODE-B | Uncollect Medicare tax on tips | 4010 | Pay Component | Enter your company data |
W2-CODE-C | Group Term Life Ins > 50000 | 4020 | Pay Component | Enter your company data |
W2-CODE-D | Deferred 401(k) Cash | 4030 | Pay Component | Enter your company data |
W2-CODE-E | Deferred 401(b) Salary Reduction | 4040 | Pay Component | Enter your company data |
W2-CODE-F | Deferred 408(k)(6) Salary Reduction | 4050 | Pay Component | Enter your company data |
W2-CODE-G | Deferred 457(b) Compensation | 4060 | Pay Component | Enter your company data |
W2-CODE-H | Deferred 501(c)18(D) Tax Exempt | 4070 | Pay Component | Enter your company data |
W2-CODE-J | Non Taxable Sick Pay | 4080 | Pay Component | Enter your company data |
W2-CODE-K | 20% Excess Parachute Payment | 4090 | Pay Component | Enter your company data |
W2-CODE-L | Employee business expense reimburse | 4100 | Pay Component | Enter your company data |
W2-CODE-M | Uncollect SSA/RRTA Group Insurance | 4110 | Pay Component | Enter your company data |
W2-CODE-N | Uncollect Medicare Group Insurance | 4120 | Pay Component | Enter your company data |
W2-CODE-P | Moving Expense | 4130 | Pay Component | Enter your company data |
W2-CODE-Q | Nontaxable combat pay | 4140 | Pay Component | Enter your company data (obsoleted since Tax Year 2012) |
W2-CODE-R | Employer Contributions to MSA | 4150 | Pay Component | Enter your company data |
W2-CODE-S | Salary Reduction to 408(p) | 4160 | Pay Component | Enter your company data |
W2-CODE-T | Adoption Benefits | 4170 | Pay Component | Enter your company data |
W2-CODE-V | Income of Nonstat Stock Opt | 4180 | Pay Component | Enter your company data |
W2-CODE-W | ER Contributions Health Saving Account | 4190 | Pay Component | Enter your company data |
W2-CODE-Y | Deferrals 409A Nonqual Plan | 4200 | Pay Component | Enter your company data |
W2-CODE-Z | Income 409A Nonqual Plan | 4210 | Pay Component | Enter your company data |
W2-CODE-AA | Roth Contributions 401(k) | 4220 | Pay Component | Enter your company data |
W2-CODE-BB | Roth Contributions 403(b) | 4230 | Pay Component | Enter your company data |
W2-CODE-CC | HIRE Act Wages | 4240 | Pay Component | Enter your company data |
W2-CODE-DD | ER Sponsored Health Coverage | 4250 | Pay Component | Enter your company data |
W2-CODE-EE | Designated Roth Contributions 457(b) | 4260 | Pay Component | Enter your company data |
W2-CODE-FF | Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement | 4270 | Pay Component | Enter your company data |
The values from W2-OTHER-01 to W2-OTHER-20 are printed on W2 Form Box 14.
Field Identifier | Description | Seq # | Suggested Field Source | Suggested Variable |
---|---|---|---|---|
W2-OTHER-01 | Your company description | 5000 | Pay Component | Enter your company data |
W2-OTHER-02 | Your company description | 5010 | Pay Component | Enter your company data |
W2-OTHER-03 | Your company description | 5020 | Pay Component | Enter your company data |
W2-OTHER-04 | Your company description | 5030 | Pay Component | Enter your company data |
W2-OTHER-05 | Your company description | 5040 | Pay Component | Enter your company data |
W2-OTHER-06 | Your company description | 5050 | Pay Component | Enter your company data |
W2-OTHER-07 | Your company description | 5060 | Pay Component | Enter your company data |
W2-OTHER-08 | Your company description | 5070 | Pay Component | Enter your company data |
W2-OTHER-09 | Your company description | 5080 | Pay Component | Enter your company data |
W2-OTHER-10 | Your company description | 5090 | Database Column | Enter your company data |
W2-OTHER-12 | Your company description | 5110 | Pay Component | Enter your company data |
W2-OTHER-13 | Your company description | 5120 | Pay Component | Enter your company data |
W2-OTHER-14 | Your company description | 5130 | Pay Component | Enter your company data |
W2-OTHER-15 | Your company description | 5140 | Pay Component | Enter your company data |
W2-OTHER-16 | Your company description | 5150 | Pay Component | Enter your company data |
W2-OTHER-17 | Your company description | 5160 | Pay Component | Enter your company data |
W2-OTHER-18 | Your company description | 5170 | Pay Component | Enter your company data |
W2-OTHER-19 | Your company description | 5180 | Pay Component | Enter your company data |
W2-OTHER-20 | Your company description | 5190 | Pay Component | Enter 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 Identifier | Description | Seq # | Suggested Field Source | Suggested Variable |
---|---|---|---|---|
W2-USER-01 | Your company description | 5500 | Pay Component | Enter your company data |
W2-USER-nn | Your company description | Pay Component | Enter your company data | |
W2-USER-20 | Your company description | 5690 | Pay Component | Enter 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 Identifier | Description | Seq # | Suggested Field Source | Suggested Variable |
---|---|---|---|---|
W2-HL-01 | High Line defined description | 5700 | Pay Component | Enter your company data |
W2-HL-nn | High Line defined description | Pay Component | Enter your company data | |
W2-HL-10 | High Line defined description | 5790 | Pay Component | Enter your company data |
W2-STAT-EE | Statutory employee | 6000 | Statistics | Enter your company data |
W2-RETIRE-PLAN | Retirement plan employee | 6020 | Statistics | Enter your company data |
W2-3PARTY-SICK | Third-party sick pay | 6060 | Statistics | Enter your company data |
W2-SCHL-WAGE | School Taxable Wages | 6500 | Element | W2-SCHL-WAGE |
W2-SCHL-TAX | School Tax | 6510 | Element | W2-SCHL-TAX |
W2-STATE-CODE | State Code | 7000 | Data Base Column | DSP.STATE_PROVINCE_CODE |
W2-STATE-REGIST | State Registration I.D. No | 7010 | Data Base Column | DGV.GOVT_REGIST_NUMBER |
W2-ST-REG-OTHER | State Other Registration Number | 7015 | Constant | Enter your company data |
W2-STATE-WAGE-HOME | State Wages and Tips (Home State) | 7020 | Element | W2-STATE-WAGE-H |
W2-STATE-WAGE-WORK | State Wages and Tips (Work State) | 7030 | Element | W2-STATE-WAGE-W |
W2-STATE-TAX-HOME | State Income Tax (Home State) | 7040 | Element | W2-STATE-TAX-H |
W2-STATE-TAX-WORK | State Income Tax (Work State) | 7050 | Element | W2-STATE-TAX-W |
W2-SUI-WAGE-EE | State SUI Wages (Employee) | 7200 | Element | W2-SUI-WAGE-EE |
W2-SUI-WAGE-ER | State SUI Wages (Employer) | 7210 | Element | W2-SUI-WAGE-ER |
W2-SUI-TAX-EE | State SUI Tax (Employee contribution) | 7220 | Element | W2-SUI-TAX-EE |
W2-SUI-TAX-ER | State SUI Tax (Employer contribution) | 7230 | Element | W2-SUI-TAX-ER |
W2-SDI-WAGE-EE | State SDI Wages (Employee) | 7240 | Element | W2-SDI-WAGE-EE |
W2-SDI-WAGE-ER | State SDI Wages (Employer) | 7250 | Element | W2-SDI-WAGE-ER |
W2-SDI-TAX-EE | State SDI Tax (Employee contribution) | 7260 | Element | W2-SDI-TAX-EE |
W2-SDI-TAX-ER | State SDI Tax (Employer contribution) | 7270 | Element | W2-SDI-TAX-ER |
W2-SUI-HRS-WRK | SUI Hours Worked | 7280 | Element | W2-SUI-HRS-WORK |
W2-SUI-WK-WRK | SUI Weeks Worked (From User) | 7285 | Element | W2-SUI-WK-WORK |
W2-SUI-WEEKS-WRK | SUI Weeks Worked (Derived) | 7290 | Not specified | System Derived, no need to set up |
W2-SUI-TAXABLE-WAGES | SUI Taxable Wages | 7300 | Not specified | System Derived, no need to set up |
W2-SUI-EXCESS-WAGES | SUI Excess Wages | 7310 | Not specified | System Derived, no need to set up |
W2-SUI-MTH1-WORK | SUI Worked on 12th day of mth 1 | 7320 | Not specified | System Derived, no need to set up |
W2-SUI-MTH2-WORK | SUI Worked on 12th day of mth 2 | 7330 | Not specified | System Derived, no need to set up |
W2-SUI-MTH3-WORK | SUI Worked on 12th day of mth 3 | 7340 | Not specified | System Derived, no need to set up |
W2-SUI-ST-WAGE | SUI State Gross Wages Reported | 7350 | Not specified | System Derived, no need to set up |
W2-SUI-ST-WAGE | SUI State Tax Reported | 7360 | Not specified | System Derived, no need to set up |
W2-TIP-WAGE-WORK | Work State Tips Wages | 7500 | Element | Tips Wages for each State |
W2-ST-TIP-WORK | Work State Tips | 7510 | Pay Component | Tips for each State |
W2-OTH-WAGE-WORK | Work State Other Non-Regular Wages | 7520 | ||
W2-WC-WORK | Workers Compensation Contribution | 7600 | Element | W2-WC-WORK |
W2-CNTY-NAME | County Name | 8000 | Data Base Column | DCN.COUNTY_NAME |
W2-CN-WAGE-HOME | County Wages (Home County) | 8010 | Element | W2-CNTY-WAGE-H |
W2-CN-WAGE-WORK | County Wages (Work County) | 8020 | Element | W2-CNTY-WAGE-W |
W2-CN-TAX-HOME | County Tax (Home County) | 8030 | Element | W2-CNTY-TAX-H |
W2-CN-TAX-WORK | County Tax (Work County) | 8040 | Element | W2-CNTY-TAX-W |
W2-CITY-NAME | City Name | 8500 | Data Base Column | DTX.JURISDICTION_NAME |
W2-CI-WAGE-HOME | City Wages (Home City) | 8510 | Element | W2-CITY-WAGE-H |
W2-CI-WAGE-WORK | City Wages (Work City) | 8520 | Element | W2-CITY-WAGE-W |
W2-CI-TAX-HOME | City Tax (Home City) | 8530 | Element | W2-CITY-TAX-H |
W2-CI-TAX-WORK | City Tax (Work City) | 8540 | Element | W2-CITY-TAX-W |
For California SDI reporting, there are two options to print SDI on W2 forms:
- For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not zero, then Box 19 will print the employee's SDI contribution and Box 20 will print the description ‘CASDI’ (This option is only available to clients who are running the W2 report in Oracle, it is not available to clients running W2 in the Windard platform).
- For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not set up, Box 14 can be set up to print ‘CASDI’ and the SDI amount.
IDFDV – Employer Primary Address and Mailing Address#
- In order to use the Employer Primary Address, Identifiers 2020 – 2070 do not need to be set up. Leave these Identifiers blank and the system will use the Primary Address as the default
- In order to use the Employer Mailing Address, the following Identifiers need to be defined:
Seq | Field Identifier | Description | Field Variable |
---|---|---|---|
2020 | W2-ER-LOCN-ADDR | Employer Location Address | |
2030 | W2-ER-DELIV-ADDR | Employer Delivery Address | blank |
2040 | W2-ER-CITY | Employer City | blank |
2050 | W2-ER-STATE | Employer State Abbrev | blank |
2060 | W2-ER-ZIP | Employer Zip Code | blank |
2070 | W2-ER-ZIP-EXT | Employer Zip Code Extension | blank |
2100 | W2-ER-COUNTRY | Employer country | blank |
- The Reference Text field will guide the set up of each Address Identifier.
- If the mailing address is not defined for the employer on IDLN or IDEN location field, the IDLN primary address will be used.
- If the user has previous Address set up prior to 2006 and if the word ‘MAIL’ is defined, the mailing address will be used, otherwise the primary address will be used.
Foreign Employer Country Primary and Mailing Address set up:
Seq | Field Identifier | Description | Field Variable |
---|---|---|---|
2080 | W2-ER-F-STATE | Employer foreign State Abbrev | Blank or enter the word NAME If ‘NAME’ is entered, the State name is used, otherwise the State code is used. This foreign state description is printed on W2 and reported on EFW2 file |
2090 | W2-ER-F-POSTAL | Employer foreign postal Code | Blank |
2105 | W2-ER-F-COUNTRY | Employer foreign country | Blank or enter the word NAME, or ISO If ‘NAME’ is entered, the Country name is used If ‘ISO’ is entered, the ISO Country code from IDCO UDF ‘ISO COUNTRY CODE’ is used, otherwise the IDCO Country code is used |
IDFDV – Employee Primary Address and Mailing Address#
- In order to use the Primary Address, Identifiers 2600 – 2650 do not need to be set up. Leave these Identifiers blank and the system will use the Primary Address as default
- In order to use the Mailing Address, the following Identifiers need to be defined:
Seq | Field Identifier | Description | Field Variable |
---|---|---|---|
2600 | W2-EE-LOCN-ADDR | Employer Location Address | |
2610 | W2-EE-DELIV-ADDR | Employer Delivery Address | Blank |
2620 | W2-EE-CITY | Employer City | Blank |
2630 | W2-EE-STATE | Employer State Abbrev | Blank |
2640 | W2-EE-ZIP | Employer Zip Code | Blank |
2650 | W2-EE-ZIP-EXT | Employer Zip Code Extension | Blank |
2680 | W2-EE-COUNTRY | Employer country | Blank |
- The Reference Text field will guide the set up of each Address Identifier.
- If the mailing address for the employee is not defined on IEPI, the primary address on IEPI will be used.
- If the user a has previous Address set up prior to 2006 and if the word ‘MAIL’ is defined, then the mailing address will be used, otherwise the primary address will be used.
Foreign Employee Country Primary and Mailing Address set up:
Seq | Field Identifier | Description | Field Variable |
---|---|---|---|
2660 | W2-EE-F-STATE | Employee foreign State Abbrev | Blank or enter the word NAME If ‘NAME’ is entered, the State name is used, otherwise the State code is used. This foreign State description is printed on W2 and reported on EFW2 file. |
2670 | W2-EE-F-POSTAL | Employee foreign postal code | Blank |
2685 | W2-EE-F-COUNTRY | Employee foreign country | Blank or enter the word NAME, or ISO If ‘NAME’ is entered, the Country name is used If ‘ISO’ is entered, the ISO Country code from IDCO UDF ‘ISO COUNTRY CODE’ is used, otherwise the IDCO Country code is used |
Definition for file HL$US-QTY-YYYY (Mandatory for Filers NOT using the EFW2 Reporting Format)#
- IDFD FORM
- HL$US-QTR-2017: Supplied, file name remains the same for year 2011 onwards
- IDFD FORM TYPE
- US UI Quarterly definition: Defines the QTR definition is for non-EFW2 filing format
Field Identifier | Description | Suggested Source | Suggested Variable | |
---|---|---|---|---|
TRAN EIN | Transmitter EIN | Constant | Transmitter 9 characters EIN | |
TRAN ADDR IND | Trans Foreign Address Indicator | Constant | Blank if not Foreign Transmitter | |
TRAN NAME | Transmitter Name | Constant | Enter transmitter name | |
TRAN ADDRESS | Transmitter Address | Constant | Enter transmitter address | |
TRAN CITY | Transmitter City | Constant | Enter transmitter city | |
TRAN STATE | Transmitter State | Constant | Enter transmitter state abbreviation | |
TRAN ZIP EXTN | Transmitter ZIP code extension | Constant | Transmitter ZIP extension, including the hyphen. | |
TRAN ZIP CODE | Transmitter ZIP code | Constant | Transmitter ZIP code | |
TRAN CONTACT | Transmitter Contact Person | Constant | Name of Contact Person | |
TRAN CONTACT PHON | Contact Phone Extension | Constant | Phone Number of Contact Person | |
TRAN CONTACT EXTN | Contact Phone Extension | Constant | Contact Phone extension | |
TRAN MEDIA NUMBE | Transmitter Media Number | Constant | Media Number as assigned | |
EMPLOYER SEAN | Employer SEAN (Ohio) | Constant | Phone extension | |
THIRD PARTY ADMIN ID | Third Party ID (Ohio) | Constant | ID Number as assigned | |
BASIC EIN | Organization EIN | Constant | Enter Organization EIN | |
BASIC COMPUTER | Computer | Constant | Name of Computer | |
BASIC ADDR IND | Organization Address Indicator | Constant | Leave blank if not Foreign | |
BASIC NAME | Organization Name | Constant | Organization Name | |
BASIC ADDRESS | Organization Address | Constant | Organization Address | |
BASIC CITY | Organization City | Constant | Organization City | |
BASIC STATE | Organization State | Constant | Organization State | |
BASIC ZIP EXTN | Organization ZIP code extension | Constant | Organization ZIP extension, including the hyphen. | |
BASIC ZIP CODE | Organization ZIP code | Constant | Organization ZIP code | |
BASIC INTERNAL LAB | Internal Label | Constant | The first 2 characters for Internal label; the 3rd and 4th characters for Filing Type (if required by state) | |
BASIC DENSITY | Density | Constant | ||
BASIC RECORDING M | Recoding Mode | Constant | Basic Recording Mode and Number of tracks. ‘ASC09’ for ASCII 9-track | |
ER MAIL ADDR | Use Employer Mailing Address | Constant | ||
TYPE OF EMPLOYMEN | Employer Type of Employment | Constant | ||
ESTABLISHMENT NU | Establishment Number | Constant | ||
FOREIGN ADDR INDIC | Foreign Address Indicator | Constant | ||
BLOCKING FACTOR | Maximum Blocking Factor | Constant | ||
OTHER EIN | Employer Other EIN | Constant | ||
WAGE PLAN CODE | Wage Plan Code | Constant | ||
NUMBER OF WEEKS | Weeks Worked | Element | ||
TOTAL GROSS WAGES | Total Gross Wages | Element | ||
SUI TOTAL WAGES | SUI Total Wages | Not Required | Not Required. The system will derive this amount from W2-STATE-WAGE-HOME (Seq #7020) and W2-STATE-WAGE-WORK (Seq #7030) in HL$US-W2-YYYY. | |
SUI TAXABLE WAGES | SUITaxable Wages | Not Required | Not Required. The system will derive this amount from SUI total wages and the Maximum SUI wage base. | |
SDI TAXABLE WAGES | SDITaxable Wages | Not Required | Not Required. The system will derive this amount from W2-SDI-WAGE-EE (Seq #7240) in HL$US-W2-YYYY. | |
TIP WAGES | Tip Wages | Element | ||
TAXES DUE SUI | Tax Remittance Amount | Element | ||
PREVIOUS UNDERPAY | Previous Quarter Underpayment | Element | ||
INTEREST | Interest on Overdue UI | Element | ||
PENALTY | Penalty on Overdue UI | Element | ||
CREDIT OVERPAYME | Credit/Overpayment | Element | ||
ER ASSESSMENT RAT | Employer Assessment Rate | Constant | ||
ER ASSESSMENT AMO | Employer Assessment Amount | Element | ||
EE ASSESSMENT RAT | Employee Assessment Rate | Element | ||
EE ASSESSMENT AMO | Employee Assessment Amount | Element | ||
PAYMENT DUE | Payment Due | Element | ||
ALLOCATION AMOUN | Allocation Amount | Element | ||
STATE TAX WAGES | Wages subject to St Income Tax | Not Required | Not Required. The system will derive this amount from W2-STATE-WAGE-HOME (Seq #7020) and W2-STATE-WAGE-WORK (Seq #7030) in HL$US-W2-YYYY. | |
STATE TAX | State Income Tax | Element | ||
SEASONAL INDICATO | Seasonal Indicator | Constant | ||
SEPARATE SUI SIT | Separate SUI and SIT in the file | Constant | ||
RS REFERENCE NUM | Employment Security Ref Number | Constant | ||
HOURS ELEMENT | Element Code for Hours Worked | Element | ||
ROUTING NUMBER | Bank Routing Number | Constant | Enter your company data | |
BANK ACCOUNT NUMBER | Bank Account Number | Constant | Enter your company data | |
ACCOUNT TYPE | Bank Account Type | Constant | Enter your company data | |
NAME ON BANK ACCOUNT | Name on Bank Account | Constant | Enter your company data | |
OUT OF STATE WAGE | Out of State Wage Indicator | Constant | Enter your company data |
State File Procedures#
Most States accept quarterly filing information via magnetic media using either the EFW2 or the ICESA format. The record codes that are generally required for the EFW2 reporting are RA, RE, RS, RT, and RF, however, some record codes may be optional for some States. The record codes generally required for the ICESA reporting are A, B, E, S, T, and F.When running RPYEU (the Year End Wage Report and File Formatter program), the EFW2 reporting format is automatically triggered when the values in both the ‘Annual Form Code’ column and the’ Quarterly Form Code’ column are identical (or the ‘Quarterly Form Code’ column is left blank). To create a State Reporting format other than the EFW2 format, the ‘Quarterly Form Code’ MUST be entered, and it MUST be different than that of the ‘Annual Form Code’.
In addition to the EFW2/ICESA reporting formats, many States also accept other reporting formats. The reporting formats that are supported for each State are listed in Section II. Please note that the supported State information is informational only and is current at the time this document was prepared. It is subject to change without notice by each of the State governments.
In addition to the State magnetic media filing, employers may be required to manually fill in the State form to report additional information for SUI.
The ‘Total Wages Paid’, ‘Wages in Excess of SUI Wage Base’, ‘SUI Taxable Wages’ and/or the 'Employee Count' information may be required to be filled in for employees who have been paid on the 12th day of each month of the quarter. When RPYEU is run for quarterly information, it produces a report at the ‘SUI Registration’ level that contains this information. The required information can then be manually entered on the Form to file for the State.
Using RPYEU for State Quarterly Wage Reporting #
For quarterly reporting, depending on the State, some states accept the EFW2 format and other states accept ICESA format.For states that accept EFW2 format:
- Enter the Annual Form Code: HL$US-W2-YYYY
- The Quarterly Form Code must either be blank or the same as the Annual Form code.
For states that accept ICESA or another state specific format:
- Enter the Annual Form Code: HL$US-W2-YYYY
- Enter the Quarterly Form Code: HL$US-QTR-YYYY
When the Quarterly Form Code is for the ICESA format, RPYEU will call the quarterly logic and use the Identifiers from the Quarterly Form Code=HL$US-QTR-YYYY to generate the ICESA format. The State Wages, Taxes, SUI. etc. are retrieved from the Annual Form Code=HL$US-W2-YYYY for the proper Work/Res GEO.
RPYEU REPORT PARAMETERS
Field | Description |
---|---|
Form Code: | HL$US-W2-YYYY |
Federal Regist Number: | Enter the Federal Registration Number |
Period Type: | Enter ‘Quarter’ |
Period End Date: | Enter the Quarter Ending Date |
As of Date: | Defines the start date of the reporting period |
Sort by Level: | Users must enter ‘DEPT SUI ER Number’, if required, such as for Minnesota |
Provide Sort Level Totals: | Optional. When set to YES, the totals are generated by ‘DEPT SUI ER Number’ |
Combine Employment Type: | Users must set this field to YES because the Code RE record is not reported by ‘Employment Type’ |
Media Format: | Select either ‘State File Format’ or ‘State SUI File Format’ for Quarterly MMREF1 File |
Select State: | Select the State to be reported, such as Minnesota, USA’ |
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 data that is defined in the Standard SSA format but is not used by the State.
- For States where a file column is different than those of the Standard SSA format, those columns will be highlighted with the State abbreviated code for easy identification.
- Refer to the ICESA Formatting section for a more detailed description of each record type and the values required for each column, for States that accept the ICESA wage reporting format.
- Refer to the EFW2 Formatting section for a more detailed description of each record type and the values required for each column, for States that accept the EFW2 wage reporting format.
- Unless there are marked differences in the setup procedure required for running quarterly wage report for any particular State, refer to the General Set Up Procedure for further information.
State Media Magnetic Media Reporting - SSA EFW2 File Format#
Code RA - Submitter Record#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RA - Submitter Record#
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RA" |
3-11 | Submitter’s Employer ID Number (EIN) | Required. Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000). Numeric only. |
12-19 | User Identification (User ID) | Required. Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file. |
20-23 | Software Vendor Code | Enter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP). If "99 (Off-the-Shelf Software)" is entered in the Software Code field (positions 36-37) enter the Software Vendor Code. Otherwise, fill with blanks. |
24-28 | Blank | Fill with blanks. Reserved for SSA use. |
29 | Resub Indicator | Enter "1" if this file is being resubmitted. Otherwise, enter "0" (zero). |
30-35 | Resub Wage File Identifier (WFID) | If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent. Otherwise, fill with blanks. |
36-37 | Software Code | Enter "99" to indicate 'Off-the-Shelf Software' |
38-94 | Company Name | Enter the Company Name. Left justify and fill with blanks. |
95-116 | Location Address | Enter the company's location address (Attention, Suite, Room Number, etc). Left justify and fill with blanks |
117-138 | Delivery Address | Enter the company's delivery address (Street or Post Office Box). Example: 123 Main Street. Left justify and fill with blanks |
139-160 | City | Enter the company's city. Left justify and fill with blanks |
161-162 | State Abbreviation | Enter the company's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks |
163-167 | ZIP Code | Enter the company's ZIP code. For a foreign address, fill with blanks |
168-171 | ZIP Code Extension | Enter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks |
172-176 | Blank | Fill with blanks. Reserved for SSA use. |
177-199 | Foreign State/Province | If applicable, enter the company's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
200-214 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
215-216 | Country Code | If one of the following applies, fill with blanks: * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. |
217-273 | Submitter Name | Required. Enter the name of the organization's submitter to receive error notification if this file cannot be processed. Left Justify and fill with blanks. Derived from the ‘SUB-SUBM-NAME’ IDFDV Field Identifier (seq 1150). |
274-295 | Submitter Location Address | Enter the submitter's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘SUB-SUBM-LOCN’ IDFDV Field Identifier (seq 1160). |
296-317 | Submitter Delivery Address | Required. Enter the submitter's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘SUB-SUBM-DELIV’ IDFDV Field Identifier (seq 1170). |
318-339 | Submitter City | Required. Enter the submitter's city. Left justify and fill with blanks. Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180). |
340-341 | Submitter State Abbreviation | Required. Enter the submitter's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-STATE’ IDFDV Field Identifier (seq 1190). |
342-346 | Submitter ZIP Code | Required. Enter the submitter's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200). |
347-350 | Submitter ZIP Code extension | Enter the submitter's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘SUB-SUBM-ZIP-EXT’ IDFDV Field Identifier (seq 1210). |
351-355 | Blank | Fill with blanks. Reserved for SSA use |
356-378 | Foreign State/Province | If applicable, enter the submitter's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
379-393 | Foreign Postal Code | If applicable, enter the submitter's foreign Postal Code. Left justify and fill with blanks. Otherwise, fill with blanks. |
394-395 | Country Code | If one of the following applies, fill with blanks * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. |
396-422 | Contact Name | Required. Enter the name of the person to be contacted by SSA concerning processing problems. Left justify and fill with blanks. Derived from the ‘SUB-CONT-NAME’ IDFDV Field Identifier (seq 1250). |
423-437 | Contact Phone Number | Required. Enter the contact's phone number with numeric valies only (including area code). Do not use any special characters. Left justify and fill with blanks. NOTE: It is imperative that the contact's telephone number be entered in the appropriate positions. Failure to include correct and complete submitter contact information may, in some cases, delay the timely processing of your file. Derived from the ‘SUB-CONT-TEL’ IDFDV Field Identifier (seq 1260). |
438-442 | Contact Phone Extension | Enter the contact's telephone extension. Left justify and fill with blanks. Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270). |
443-445 | Blank | Fill with blanks. Reserved for SSA use. |
446-485 | Contact E-mail/Internet | Enter the contact's e-mail/internet address. Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280). |
486-488 | Blank | Fill with blanks. Reserved for SSA use. |
489-498 | Contact Fax | If applicable, enter the contact's fax number (including area code). Otherwise, fill with blanks. Derived from the ‘SUB-CONT-FAX’ IDFDV Field Identifier (seq 1290). |
499 | Blank | Fill with blanks. Reserved for SSA use. |
500 | Preparer Code | Enter one of the following codes to indicate who prepared this file: * A = Accounting Firm * L = Self Prepared * S = Service Bureau * P = Parent Company * O = Other If more than one code applies, use the code that best describes who prepared this file. |
501-512 | Blank | Fill with blanks. Reserved for SSA use. |
Code RE - Employer Record#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RE - Employer Record#
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RE" |
3-6 | Tax year | Required. Enter the tax year for this report (YYYY). Derived from the user defined FROM-TO period, converted to YYYY. |
7 | Agent Indicator Code | If applicable, enter one of the following codes: * 1 = 2678 Agent * 2 = Common Paymaster * 3 = 3504 Agent If more than one code applies, use the one that best describes your status as an agent. Otherwise, fill with a blank. |
8-16 | Employer/Agent EIN | Required. Derived from the applicable Federal reporting EIN, from IDGV or IDGR. |
17-25 | Agent for EIN | If "1" was entered in the Agent Indicator Code field (position 7), enter the client-employer's EIN for which you are an Agent. Otherwise, fill with blanks. |
26 | Terminating Business Indicator | If this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero). |
27-30 | Establishment Number | For multiple RE (Employer) Records with the same EIN, you can use this field to assign a unique identifier for each RE (Employer) Record. Otherwise, fill with blanks. |
31-39 | Other EIN | For this tax year, if you submitted tax payments to the IRS under Form 941, 943, 944, CT-1 or Schedule H or W2 data to SSA, and a different EIN was used from the EIN in positions 8-16, enter the other EIN. Otherwise, fill with blanks. |
40-96 | Employer Name | Required. Enter the name associated with the EIN entered in positions 8 - 16. Left justify and fill with blanks. Derived from the 'W2-ER-NAME' IDFDV Field Identifier (seq 2010). |
97-118 | Employer Location Address | Enter the employer's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the 'W2-ER-LOCN-ADDR' IDFDV Field Identifier (seq 2020). |
119-140 | Employer Delivery Address | Enter the employer's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the 'W2-ER-DELIV-ADDR' IDFDV Field Identifier (seq 2030). |
141-162 | Employer City | Enter the employer's city. Left justify and fill with blanks. Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040). |
163-164 | Employer State Abbreviation | Enter the employer's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the 'W2-ER-STATE' IDFDV Field Identifier (seq 2050). |
165-169 | Employer ZIP Code | Enter the employer's ZIP Code. For a foreign address, fill with blanks. Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060). |
170-173 | Employer ZIP Code Extension | Enter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the 'W2-ER-ZIP-EXT' IDFDV Field Identifier (seq 2070). |
174 | Kind of Employer | Required. Enter the appropriate kind of employer: * F = Federal Government * State/local non-501c * T = 501c non-government * Y = State/local 501c * N = None apply NOTE: Leave blank if the tax jurisdiction Code in position 220 of the RE (Employer) Records is "P" (Puerto Rico). |
175-178 | Blank | Fill with blanks. Reserved for SSA use. |
179-201 | Foreign State/Province | If applicable, enter the employer's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
202-216 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
217-218 | Country Code | If one of the following applies, fill with blanks: * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. |
219 | Employment Code | Required. Enter the appropriate employment code: * A = Agriculture (Form 943) * H = Household (Schedule H) * M = Military (Form 941) * Q = Medicare Qualified Government Employment (Form 941) * X = Railroad (CT-1) * F = Regular (Form 944) * R = Regular (all others) (Form 941). NOTE: Railroad reporting is not applicable for Puerto Rico and territorial employers. |
220 | Tax Jurisdiction Code | Required. Enter the code that identifies the type of income tax withheld from the employee's earnings: * Blank (W-2) * V = Virgin Islands (W-2VI) * G = Guam (W-2GU) * S = American Samoa (W-2AS) * N = Northern Mariana Islands (W-2CM) * P = Puerto Rico (W-2PR/499R-2) |
221 | Third Party Sick Pay Indicator | Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero). |
222-248 | Employer Contact Name | Enter the name of the employer's contact. Left justify and fill with blanks. |
249-263 | Employer Contact Phone Number | Enter the employer's contact telephone number with numeric values only (including area code). Do not use any special characters. Left justify and fill with blanks. |
264-268 | Employer Contact Phone Extension | Enter the employer's contact telephone extension with numeric values only. Do not use any special characters. Left justify and fill with blanks. |
269-278 | Employer Contact Fax Number | If applicable, enter the employer's contact fax number with numeric values only (including area code). Do not use any special characters. Otherwise, fill with blanks. For US and US Territories only |
279-318 | Employer Contact E-Mail/Internet | Enter the employer's contact e-mail/internet address. |
319-512 | Blank | Fill with blanks. Reserved for SSA use. |
Code RW - Employee Wage Record (Optional for State Quarterly Reporting)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RW - Employee Wage Record #
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RW" |
3-11 | Social Security Number | Required. Enter the employee's SSN. If an invalid SSN is encountered, this field is filled with zeros. Derived from the ‘W2-EE-SSN’ (seq 2500) IDFDV Field Identifier. |
12-26 | Employee First Name | Required. Enter the employee's first name. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ (seq 2510) IDFDV Field Identifier. |
27-41 | Employee Middle Name or Initial | If applicable, enter the employee's middle name or initial. Left Justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-MIDDLE’ (seq 2520) IDFDV Field Identifier. |
42-61 | Employee Last Name | Required. Enter the employee's last name. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ (seq 2530) IDFDV Field Identifier. |
62-65 | Employee Suffix | If applicable, enter the employee's alphabetic suffix. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-SUFFIX’ (seq 2540) IDFDV Field Identifier. |
66-87 | Employee Location Address | Enter the employee's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘W2-EE-LOCN-ADDR’ (seq 2600) IDFDV Field Identifier. |
88-109 | Employee Delivery Address | Enter the employee's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘W2-EE-DELIV-ADDR’ (seq 2610) IDFDV Field Identifier. |
110-131 | Employee City | Enter the employee's City. Left justify and fill with blanks. Derived from the ‘W2-EE-CITY’ (seq 2620) IDFDV Field Identifier. |
132-133 | Employee State Abbreviation | Enter the employee's State or commonwealth/territory. For a foreign address, fill with blanks. Derived from the ‘W2-EE-STATE’ (seq 2630) IDFDV Field Identifier. |
134-138 | Employee ZIP Code | Enter the employee's ZIP code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ (seq 2640) IDFDV Field Identifier. |
139-142 | Employee ZIP Code Extension | Enter the employee's four-digit ZIP code extension. If not applicable, fill with blanks. Derived from the ‘W2-EE-ZIP-EXT’ (seq 2650) IDFDV Field Identifier. |
143-147 | Blank | Fill with blanks. Reserved for SSA use. |
148-170 | Employee Foreign State/Province | If applicable, enter the employee's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-F-STATE’ (seq 2660) IDFDV Field Identifier. |
171-185 | Employee Foreign Postal Code | If applicable, enter the employee's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-F-POSTAL’ (seq 2670) IDFDV Field Identifier. |
186-187 | Employee Country Code | If one of the following applies, fill with blanks: * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. Derived from the ‘W2-EE-COUNTRY’ (seq 2680) IDFDV Field Identifier. |
188-198 | Wages, Tips and Other Compensation | No negative amounts. Right justify and zero fill. Derived from the ‘W2-FIT-WAGE’ (seq 3000) IDFDV Field Identifier. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. |
199-209 | Federal Income Tax Withheld | No negative amounts. Right justify and zero fill. Derived from the ‘W2-FIT-TAX’ (seq 3010) IDFDV Field Identifier. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. |
210-220 | Social Security Wages | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'. If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Tips field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, reports zeros. The sum of this field and the Social Security Tips field should not exceed the annual maximum Social Security wage base for the tax year being reported. No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-WAGE’ (seq 3020) IDFDV Field Identifier. |
221-231 | Social Security Tax Withheld | Zero fill if the Employment Code reported in position 219 of the preceeding RE (Employer_ Record is 'Q-MGQE' or 'X-Railroad'. If the Employement Code is not 'Q-MGQE' or 'X-Railroad' and the amount in this field is greater than zero, then the Social Security Wages field and/or the Social Security Tips field must be greater than zero. No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-TAX’ (seq 3030) IDFDV Field Identifier. |
232-242 | Medicare Wages and Tips | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'. If Employment Code is 'H-Household' and the tax year is 1994 or later, this field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, fill with zeros. No negative amounts. Right justify and zero fill. Derived from the ‘W2-MEDI-WAGE’ (seq 3040) IDFDV Field Identifier. |
243-253 | Medicare Tax Withheld | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'. No negative amounts. Right justify and zero fill. Derived from the ‘W2-MEDI-TAX’ (seq 3050) IDFDV Field Identifier. |
254-264 | Social Security Tips | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'. The sum of this field and the Social Security Wages field should not exceed the annual maximum Social Security wage base for the tax year being reported. Otherwise, reports zeros. If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Wages field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, report zeros. No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-TIP’ (seq 3060) IDFDV Field Identifier. |
265-275 | Blank | Fill with blanks. Reserved for SSA use. |
276-286 | Dependent Care Benefits | No negative amounts. Right justify and zero fill. Derived from the ‘W2-DEP-CARE’ (seq 3090) IDFDV Field Identifier. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. |
287-297 | Deferred Compensation Contributions to Section 401(k) (Code D) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-D’ (seq 4030) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
298-308 | Deferred Compensation Contributions to Section 403(b) (Code E) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-E’ (seq 4040) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
309-319 | Deferred Compensation Contributions to Section 408(k)(6) (Code F) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-F’ (seq 4050) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
320-330 | Deferred Compensation Contributions to Section 457(b) (Code G) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-G’ (seq 4060) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
331-341 | Deferred Compensation Contributions to Section 501(c)(18)(D) (Code H) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-H’ (seq 4070) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
342-352 | Blank | Fill with blanks. Reserved for SSA use. |
353-363 | Nonqualified Plan Section 457 Distributions or Contributions | No negative amounts. Right justify and zero fill. Derived from the ‘W2-NQUAL-457’ (seq 3102) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
364-374 | Employer Contributions to a Health Savings Account (Code W) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-W’ (seq 4190) IDFDV Field Identifier. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
375-385 | Nonqualified Plan Not Section 457 Distributions or Contributions | No negative amounts. Right justify and zero fill. Derived from the ‘W2-NQUAL-N457’ (seq 3104) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
386-396 | Nontaxable Combat Pay (Code Q) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
397-407 | Blank | Fill with blanks. Reserved for SSA use. |
408-418 | Employer Cost of Premiums for Group Term Life Insurance Over $50,000 (Code C) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-C’ (seq 4020) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
419-429 | Income from the Exercise of Non-Statutory Stock Options (Code V) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-V’ (seq 4180) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
430-440 | Deferrals Under a Section 409A Non-Qualified Deferred Compensation Plan (Code Y) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
441-451 | Designated Roth Contributions to a Section 401 (k) Plan (Code AA) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico employees. |
452-462 | Designated Roth Contributions to a Section 403 (b) Salary Reduction Agreement (Code BB) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico employees. |
463-473 | Cost of Employer-Sponsored Health Coverage (Code DD) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
474-484 | Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF) | No negative amounts. Right justify and zero fill. |
485 | Blank | Fill with blanks. Reserved for SSA use. |
486 | Statutory Employee Indicator | Enter "1" for statutory employee. Otherwise, enter "0" (zero). Derived from the ‘W2-STAT-EE’ (seq 6000) IDFDV Field Identifier. |
487 | Blank | Fill with blanks. Reserved for SSA use. |
488 | Retirement Plan Indicator | Enter "1" for a retirement plan. Otherwise, enter "0" (zero). Derived from the ‘W2-RETIRE-PLAN’ (seq 6020) IDFDV Field Identifier. |
489 | Third-Party Sick Pay Indicator | Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero). Derived from the ‘W2-3PARTY-SICK’ (seq 6060) IDFDV Field Identifier. |
490-512 | Blank | Fill with blanks. Reserved for SSA use. |
Code RO - Employee Wage Record (Optional for State Quarterly Reporting)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RO - Employee Wage Record #
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant ‘RO’ |
3-11 | Blank | Fill with blanks. Reserved for SSA use. |
12-22 | Allocated Tips | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070) |
23-33 | Uncollected Employee Tax on Tips (Codes A and B) | Combine the uncollected Social Security tax and the uncollected Medicare tax. No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010) |
34-44 | Medical Savings Account (Code R) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-R’ (seq 4150). Does not apply to Puerto Rico or Northern Mariana Islands employees. |
45-55 | Simple Retirement Account (Code S) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-S’ (seq 4160). Does not apply to Puerto Rico employees. |
56-66 | Qualified Adoption Expenses (Code T) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-T’ (seq 4170). Does not apply to Puerto Rico or Northern Mariana Islands employees. |
67-77 | Uncollected Social Security or RRTA Tax on Cost of Group Term Life Insurance over $50,000 (Code M) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-M’ (seq 4110). Does not apply to Puerto Rico employees. |
78-88 | Uncollected Medicare Tax on Cost of Group Term Life Insurance over $50,000 (Code N) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-N’ (seq 4120). Does not apply to Puerto Rico employees. |
89-99 | Income Under a Nonqualified Deferred Compensation Plan That Fails to Satisfy Section 409A (Code Z) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
100-110 | Blank | Fill with blanks. Reserved for SSA use. |
111-121 | Designated Roth Contributions Under a Governmental Section 457(b) Plan )(Code EE) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
122-132 | Income from Qualified Grants Under Section 83(i) (Code GG) | No negative amounts. Right justify and zero fill. |
133-143 | Aggregate Deferrals Under Section 83(i) Elections as of the Close of the Calendar Year (Code HH) | No negative amounts. Right justify and zero fill. |
144-274 | Blank | Fill with blanks. Reserved for SSA use. |
275-285 | Wages Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
286-296 | Commissions Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
297-307 | Allowances Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
308-318 | Tips Subject to Puerto Rico Tax | SNo negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
319-329 | Total Wages, Commissions, Tips, and Allowances Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
330-340 | Puerto Rico Tax Withheld | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
341-351 | Retirement Fund Annual Contributions | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
352-362 | Blank | Fill with blanks. Reserved for SSA use. |
363-373 | Total Wages, Tips and Other Compensation Subject to Virgin Islands, Guam, American Samoa or Northern Mariana Islands Income Tax | No negative amounts. Right justify and zero fill. For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees only. |
374-384 | Virgin Islands, American Samoa, Guam, or Northern Mariana Islands Income Tax Withheld | No negative amounts. Right justify and zero fill. For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees only. |
385-512 | Blank | Fill with blanks. Reserved for SSA use. |
Code RS - Supplemental Record (Use for State Wage Reporting)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RS - State Record#
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RS" |
3-4 | State Code | Enter the appropriate postal numeric code. Derived from the State being reported. |
5-9 | Taxing Entity Code | Defined by State/local agency. |
10-18 | Social Security Number | Enter the employee's SSN. If no SSN is available, enter zeros. Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier. |
19-33 | Employee First Name | Enter the employee's first name. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier. |
34-48 | Employee Middle Name or Initial | If applicable, enter the employee's middle name or initial. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-MIDDLE’ IDFDV Field Identifier. |
49-68 | Employee Last Name | Enter the employee's last name. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier. |
69-72 | Employee Suffix | If applicable, enter the employee's alphabetic suffix. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-SUFFIX’ IDFDV Field Identifier. |
73-94 | Employee Location Address | Enter the employee's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘W2-EE-LOCN-ADDR’ IDFDV Field Identifier. |
95-116 | Employee Delivery Address | Enter the employee's delivery address. Left justify and fill with blanks. Derived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier. |
117-138 | Employee City | Enter the employee's city. Left justify and fill with blanks. Derived from the 'W2-EE-CITY’ IDFDV Field Identifier. |
139-140 | Employee State Abbreviation | Enter the employee's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘W2-EE-STATE’ IDFDV Field Identifier. |
141-145 | Employee ZIP Code | Enter the employee's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ IDFDV Field Identifier. |
146-149 | Employee ZIP Code Extension | Enter the employee's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘W2-EE-ZIP-EXT’ IDFDV Field Identifier. |
150-154 | Blank | Fill with blanks. Reserved for SSA use. |
155-177 | Foreign State/Province | If applicable, enter the employee's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
178-192 | Foreign Postal Code | If applicable, enter the employee's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
193-194 | Country Code | If one of the following applies, fill with blanks: * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. |
- Locations 195 to 267
- Apply to Quarterly Unemployment Reporting
If the user has defined ‘Period Type’ as ‘Quarter’, then Locations 195 to 267 will be filled.
Please read the document Tax Reporting - US General for details on quarterly reporting.
195-196 | Optional Code | Defined by State/local agency. Applies to unemployment reporting. |
197-202 | Reporting Period | Enter the last month and four-digit year for the calendar quarter that this report applies. Applies to unemployment reporting. |
203-213 | State Quarterly Unemployment Insurance Total Wages | Right justify and zero fill. Applies to unemployment reporting. |
214-224 | State Quarterly Unemployment Insurance Total Taxable Wages | Right justify and zero fill. Applies to unemployment reporting. |
225-226 | Number of Weeks Worked | Defined by State/local agency. Applies to unemployment reporting. |
227-234 | Date First Employed | Enter the month, day and four-digit year. Applies to unemployment reporting. |
235-242 | Date of Separation | Enter the month, day and four-digit year. Applies to unemployment reporting. |
243-247 | Blank | Fill with blanks. Reserved for SSA use. |
248-267 | State Employer Account Number | Enter the State's Employer Account Number. Applies to unemployment reporting. |
268-273 | Blank | Fill with blanks. Reserved for SSA use. |
- Locations 274 to 337
- Apply to Income Tax Reporting
If the user has defined ‘Period Type’ as ‘Quarter’ or ‘Year’, then Locations 274 to 337 will be filled.
274-275 | State code | Enter the appropriate postal numeric code. Derived from the State being reported. Applies to income tax reporting. |
276-286 | State Taxable Wages | Right justify and zero fill. Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers. Applies to income tax reporting. |
287-297 | State Income Tax Withheld | Right justify and zero fill. Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ IDFDV Field Identifiers. Applies to income tax reporting. |
298-307 | Other State Data | Defined by State/local agency. Applies to income tax reporting. |
308 | Tax Type Code | Enter the appropriate code for entries in fields 309-330: * C = City Income Tac * D = County Income Tax * E = School District Income Tax * F = Other Income Tax. Applies to income tax reporting. |
309-319 | Local Taxable Wages | To be defined by State/local agency. Applies to income tax reporting. |
320-330 | Local Income Tax Withheld | To be defined by State/local agency. Applies to income tax reporting. |
331-337 | State Control Number | Optional. Applies to income tax reporting. |
338-412 | Supplemental Data 1 | To be defined by user. |
413-487 | Supplemental Data 2 | To be defined by user. |
488-512 | Blank | Fill with blanks. Reserved for SSA use. |
Multiple Code RS records:
Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a State. In this case, the State wages and tax will be zero for the subsequent code RS records.
Code RT - Total Record#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RT - Total Record #
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RT" |
3-9 | Number of RW Records | Total number of "RW" records reported since last "RE" record. Right justify and zero fill. |
10-24 | Wages, Tips and Other Compensation | Total of all "RW" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands emplyees. Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ |
25-39 | Federal Income Tax Withheld | Total of all "RW" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands emplyees. Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’ |
40-54 | Social Security Wages | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’ |
55-69 | Social Security Tax Withheld | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’ |
70-84 | Medicare Wages and Tips | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’ |
85-99 | Medicare Tax Withheld | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’ |
100-114 | Social Security Tips | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’ |
115-129 | Blank | Fill with blanks. Reserved for SSA use. |
130-144 | Dependent Care Benefits | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-DEP-CARE’ |
145-159 | Deferred Compensation Contributions to Section 401(k) (Code D) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-D’ |
160-174 | Deferred Compensation Contributions to Section 403(b)(Code E) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-E’ |
175-189 | Deferred Compensation Contributions to Section 408(k)(6) (Code F) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-F’ |
190-204 | Deferred Compensation Contributions to Section 457(b) (Code G) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-G’ |
205-219 | Deferred Compensation Contributions to Section 501(c)(18)(D) (Code H) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-H’ |
220-234 | Blank | Fill with blanks. Reserved for SSA use. |
235-249 | Nonqualified Plan Section 457 Distributions or Contributions | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’ |
250-264 | Employer Contribution to a Health Savings Account (Code W) | Total of all "RW" records since last "RE" record. No negative amounts. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-W’ |
265-279 | Nonqualified Plan Not Section 457 Distributions or Contributions | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’ |
280-294 | Nontaxable Combat Pay (Code Q) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. |
295-309 | Cost of Employer-Sponsored Health Coverage (Code DD) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. |
310-324 | Employer Cost of Premiums for Group Term Life Insurance over $50,000 (Code C) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-C’ |
325-339 | Income Tax Withheld by Payer of Third-Party Sick Pay | Total of all "RW" records since last "RE" record. Total Federal Income Tax withheld by third-parties (generally insurance companies) from sick or disability payments made to your employees. Does not apply to Puerto Rico employees. Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-TAX’ |
340-354 | Income from the Exercise of Non-statutory Stock Options (Code V) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-V’ |
355-369 | Deferrals Under a Section 409A Nonqualified Deferred Compensation Plan (Code Y) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. |
370-384 | Designated Roth Contributions to a Section 401(k) Plan (Code AA) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. |
385-399 | Designated Roth Contributions to a Section 403(b) Salary Reduction Agreement (Code BB) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. |
400-414 | Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF) | Total of all "RW" records since last "RE" record. Right justify and zero fill. |
415-512 | Blank | Fill with blanks. Reserved for SSA use. |
Code RU - Total Record (Optional for State Quarterly Reporting)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RU - Total Record #
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RU" |
3-9 | Number of RO Records | Total number of "RO" records reported since last "RE" record. Right justify and zero fill. |
10-24 | Allocated Tips | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Maraina Islands employees. Derived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’ |
25-39 | Uncollected Employee Tax on Tips (Code A and B) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-A’ and ‘W2-CODE-B’ |
40-54 | Medical Savings Account (Code R) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico or Northern Maraina Islands employees. Derived from IDFDV Field Identifier: ‘W2-CODE-R’ |
55-69 | Simple Retirement Account (Code S) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico employees. Derived from IDFDV Field Identifier: ‘W2-CODE-S’ |
70-84 | Qualified Adoption Expenses (Code T) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico or Northern Maraina Islands employees. Derived from IDFDV Field Identifier: ‘W2-CODE-T’ |
85-99 | Uncollected SSA tax or RRTA Tax on Cost of Group Term Life Insurance over $50,000 (Code M) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico employees. Derived from IDFDV Field Identifier: ‘W2-CODE-M’ |
100-114 | Uncollected Medicare Tax on Cost of Group Term Life Insurance over $50,000 (Code N) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico employees. Derived from IDFDV Field Identifier: ‘W2-CODE-N’ |
115-129 | Income Under a Nonqualified Deferred Compensation Plan That Fails to Satisfy Section 409A (Code Z) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico or Northern Maraina Islands employees. |
130-144 | Blank | Fill with blanks. Reserved for SSA use. |
145-159 | Designated Roth Contributions Under a Governmental Section 457(b) Plan (Code EE) | Total of all "RO" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico or Northern Maraina Islands employees. |
160-174 | Income from Qualified Equity Grants Under Section 83(i) (Code GG) | Total of all "RO" records since last "RE" record. Right justify and zero fill. |
175-189 | Aggregate Deferrals Under Section 83(i) Elections as of the Close of the Calendar Year (Code HH) | Total of all "RO" records since last "RE" record. Right justify and zero fill. |
190-354 | Blank | Fill with blanks. Reserved for SSA use. |
355-369 | Wages Subject to Puerto Rico Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
370-384 | Commissions Subject to Puerto Rico Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
385-399 | Allowances Subject to Puerto Rico Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
400-414 | Tips Subject to Puerto Rico Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
415-429 | Total Wages, Commissions, Tips and Allowances Subject to Puerto Rico Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
430-444 | Puerto Rico Tax Withheld | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
445-459 | Retirement Fund Annual Contributions | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
460-474 | Total Wages, Tips and Other Compensation Subject to Virgin Islands, Guam, American Samoa or Northern Mariana Islands Income Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Virgin Islands, Guam, American Samoa or Northern Mariana Islands employees only. |
475-489 | Virgin Islands, Guam, American Samoa, or Northern Mariana Islands Income Tax Withheld | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Virgin Islands, Guam, American Samoa or Northern Mariana Islands employees only. |
490-512 | Blank | Fill with blanks. Reserved for SSA use. |
Code RF - Final Record #
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RF - Final Record#
Column | Description | Source |
---|---|---|
1-2 | Record Indentifier | Constant "RF" |
3-7 | Blank | Fill with blanks. Reserved for SSA use |
8-16 | Number of RW Records | Total number of RW (Employee) Records reported on the entire file. Right justify and zero fill |
17-512 | Blank | Fill with blanks. Reserved for SSA use |
Standard ICESA Magnetic Format for Quarterly Wage Reporting #
Record Name: Code A - Transmitter Record #
Column | Description | Source |
---|---|---|
1-1 | Record Identifier | Constant ‘A’ |
2-5 | Payment Year | Defines the year this report is being prepared for. Derived from the user defined FROM-TO period, converted to YYYY |
6-14 | Transmitter’s Federal EIN | Enter only numeric characters. Omit hyphens, prefixes and suffixes. Derived from IDFDV 'TRAN EIN’ Field Identifier. |
15-18 | Taxing Entity Code | Constant ‘UTAX’ |
19-23 | Blank | Fill with blanks |
24-73 | Transmitter Name | Enter the transmitter name of the organization submitting the file. Derived from IDFDV ‘TRAN NAME’ Field Identifier. |
74-113 | Transmitter Street Address | Enter the street address of the organization submitting the file. Derived from IDFDV ‘TRAN ADDRESS’ Field Identifier. |
114-138 | Transmitter City | Enter the City of the organization submitting the file. Derived from IDFDV ‘TRAN CITY’ Field Identifier. |
139-140 | Transmitter State | Enter the standard two character FIPS postal abbreviation. Derived from IDFDV ‘TRAN STATE’ Field Identifier. |
141-153 | Blank | Fill with blanks |
154-158 | Transmitter ZIP Code | Enter a valid ZIP Code Derived from IDFDV ‘TRAN ZIP CODE’ Field Identifier. |
159-163 | Transmitter ZIP Code extension | Enter the four digit extension of ZIP code, if applicable. Include a hyphen in position 159. Derived from IDFDV ‘TRAN ZIP EXTN’ Field Identifier |
164-193 | Transmitter Contact | Enter the name of the individual from transmitter's organization responsible for the accuracy of the wage report. Derived from IDFDV ‘TRAN CONTACT’ Field Identifier. |
194-203 | Transmitter Contact Telephone Number | Enter telephone number for the transmitter's contact. Derived from IDFDV ‘TRAN CONTACT PHONE’ Field Identifier. |
204-207 | Telephone Extension | Enter the transmitter's contact telephone extension. Derived from IDFDV ‘TRAN CONTACT EXTN’ Field Identifier. |
208-213 | Media Transmitter/Authorization Number | Enter the Identifier assigned to the entity transmitting the media. Derived from IDFDV ‘TRAN MEDIA NUMBER’ Field Identifier. |
214-214 | C-3 Data | State Specific Data. If not used, fill with blanks |
215-219 | Suffix Code | State Specific Data. If not used, fill with blanks |
220-220 | Allocation Lists | State Specific Data. If not used, fill with blanks |
221-229 | Service Agent ID | State Specific Data. If not used, fill with blanks |
230-242 | Total Remittance Amount | State Specific Data. If not used, fill with blanks |
243-250 | Media Creation Date | Enter the date in the MMDDYYYY format. Derived from the System Date |
251-275 | Blank | Fill with blanks |
276-276 | Blank | Used only for systems that cannot produce an odd number record length file. |
Record Name: Code B - Authorization Record#
Column | Description | Source |
---|---|---|
1-1 | Record Identifier | Constant ‘B’ |
2-5 | Payment Year | Enter the year this report is being prepared for |
6-14 | Transmitter’s Federal EIN | Enter only numeric characters. Omit hyphens, prefixes and suffixes. Derived from IDFDV 'BASIC EIN' Field Identifier. |
15-22 | Computer | Enter the manufacturer’s name Derived from IDFDV ‘BASIC COMPUTER’ Field Identifier. |
23-24 | Internal Label | Enter SL, NS, NL or AL Derived from IDFDV ‘BASIC INTERNAL LABEL’ Field Identifier. |
25-25 | Blank | Fill with blanks |
26-27 | Density | Enter 16, 62 or 38 Derived from IDFDV ‘BASIC DESITY’ Field Identifier. |
28-30 | Recording Code (Character Set) | Enter EBC Derived from IDFDV ‘BASIC RECOEDING MODE’ Field Identifier. |
31-32 | Number of Tracks | Enter 09 or 18 Derived from IDFDV ‘BASIC RECORDING MODE’ Field Identifier. |
33-34 | Blocking Factor | Enter the blocking factor of the file. Not to exceed 85. Derived from IDFDV ‘BLOCKING FACTOR’ Field Identifier. |
35-38 | Taxing Entity Code | Constant ‘UTAX’ |
39-146 | Blank | Fill with blanks |
147-190 | Organization Name | The name of the organization the media should be returned to Derived from IDFDV ‘BASIC NAME’ Field Identifier. |
191-225 | Street Address | Enter the street address of the organization the media should be returned to Derived from IDFDV ‘BASIC ADDRESS’ Field Identifier. |
226-245 | City | The City of the organization the media should be returned to Derived from IDFDV ‘BASIC CITY’ Field Identifier. |
246-247 | State | Enter the standard two character FIPS postal abbreviation Derived from IDFDV ‘BASIC STATE’ Field Identifier. |
248-252 | Blank | Fill with blanks |
253-257 | ZIP Code | Enter a valid ZIP code Derived from IDFDV ‘BASIC ZIP CODE’ Field Identifier. |
258-262 | ZIP Code extension | Enter the four digit ZIP code extension, if applicable. Include the hyphen in position 258. The hyphen (‘-‘) must be included when defining the BASIC ZIP EXTN’ Field Identifier on IDFDV. Derived from IDFDV ‘BASIC ZIP EXTN’ Field Identifier. |
263-275 | Blank | Fill with blanks |
276-276 | Blank | Used only for systems that cannot produce an odd number record length file. |
Record Name: Code E - Employer Record #
Column | Description | Source | |
---|---|---|---|
1-1 | Record Identifier | Constant ‘E’ | |
2-5 | Payment Year | Enter the year the report is being prepared for | |
6-14 | Federal EIN | Enter only numeric characters. Omit hyphens, prefixes and suffixes. Derived from IDFDV 'BASIC EIN' Field Identifier. | |
15-23 | Blank | Fill with blanks | |
24-73 | Employer Name | Enter the first 50 positions of the employer’s name exactly as registered with the State UI agency. Derived from the entity. | |
74-113 | Employer Street Address | Enter the street address of the employer Derived from the Entity Location. | |
114-138 | Employer City | Enter the city of the employer’s mailing address Derived from the Entity Location. | |
139-140 | Employer State | \Enter the standard two character FIPS postal abbreviation of the employer’s address Derived from the Entity Location. | |
141-148 | Blank | Fill with blanks | |
149-153 | ZIP Code Extension | Enter the four digit ZIP code extension, if applicable. Include the hyphen in position 149 Derived from the Entity Location. | |
154-158 | ZIP code | Enter a valid ZIP code | Derived from the Entity Location. |
159-159 | Blank | Fill with blanks | |
160-160 | Type of Employment | Enter the type of employment. Options are: A: Agriculture F: Federal H: Household M: Military Q: Medicare Qualified Government Employees R: Regular, all others X: Railroad | Derived from IDFDV ‘TYPE OF EMPLOYMENT’ Field Identifier. |
161-162 | Blocking Factor | Enter the blocking factor of the file. Not to exceed 85. Enter blanks for diskette Derived from IDFDV ‘BLOCKING FACTOR’ Field Identifier. | |
163-166 | Establishment Number or Coverage Group/PRU | Enter either the establishment number of the coverage group/PRU, or fill with blanks Derived from IDFDV ‘ESTABLISHMENT NUMBER’ Field Identifier. | |
167-170 | Taxing Entity Code | Constant ‘UTAX’ | |
171-172 | State Identifier Code | Enter the State FIPS postal numeric code for the State that is being reported | |
173-187 | State Unemployment Insurance Account Number | Enter the State UI employer account number Derived from the IDGV State SUI Registration. | |
188-189 | Reporting Period | Etner 03, 06, 09 or 12 | |
190-190 | No Workers/No Wages | Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record. Enter ‘1’ to indicate otherwise | |
191-191 | Tax Type Code | State Specific Data. If not used, fill with blanks | |
192-196 | Taxing Entity Code | State Specific Data. If not used, fill with blanks | |
197-203 | State Control Number | State Specific Data. If not used, fill with blanks | |
204-208 | Unit Number | State Specific Data. If not used, fill with blanks | |
209-255 | Blank | Fill with blanks | |
256-256 | Foreign Indicator | If data in positions 74-158 is for a foreign address, enter the letter ‘X’, otherwise, leave it blank Derived from IDFDV ‘FOREIGN ADDR INDICATOR’ Field Identifier. | |
257-257 | Blank | Fill with blanks | |
258-266 | Other EIN | Enter blanks if no other EIN was used Derived from IDFDV ‘OTHER EIN’ Field Identifier. | |
267-275 | Blank | Fill with blanks | |
276-276 | Blank | Used only for systems that cannot produce an odd number record length file. |
Record Name: Code S – Employee Wage Record #
Column | Description | Source | |
---|---|---|---|
1-1 | Record Identifier | Constant ‘S’ | |
2-10 | Social Security Number | Enter the Employee’s social security number. If not known, enter ‘I’ in position 2 and blanks in position 3-10 | |
11-30 | Employee Last Name | Enter the employee's last name | |
31-42 | Employee First Name | Enter the employee's first name | |
43-43 | Employee Middle Initial | Enter the employee's middle initial, if applicable. Leave blank if no middle initial. | |
44-45 | State Code | Enter the state FIPS postal numeric code for the State being reported. | |
46-49 | Blank | Fill with blanks | |
50-63 | State QTR Total Gross Wages | Quarterly wages subject to all taxes. Derived from IDFDV 'TOTAL GROSS WAGES' Field Identifier. | |
64-77 | State QTR Unemployment Insurance Total Wages | Quarterly wages subject to unemployment taxes. Derived from IDFDV Field Identifier: Sequence 7200 | |
78-91 | State QTR Unemployment Insurance Excess Wages | Quarterly wages in excess of the State UI taxable wage base. | |
92-105 | State QTR Unemployment Insurance Taxable Wages | State QTR UI total wages less State QTR UI excess wages. | |
106-120 | Quarterly State Disability Insurance Taxable Wages | Sate Specific Data. If not used, fill with zeroes. | |
121-129 | Quarterly Tip Wages | Include all tip wages | |
130-131 | Number of Weeks Worked | Enter the number of weeks worked in the reporting period 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. Derived from IDFDV 'NUMBER OF WEEKS' Field Identifier. | |
132-134 | Number of Hours Worked | Enter the number of hours worked in the reporting period Derived from IDFDV 'HOURS ELEMENT' Field Identifier. | |
135-142 | Blank | Fill with blanks | |
143-146 | Taxing Entity Code | Constant ‘UTAX’ | |
147-161 | State Unemployment Insurance Account Number | The SUI Registration Number from IDGV | |
162-176 | Unit/Division Location/Plant Code | The ID assigned to identify wages by work site. | |
177-190 | State Taxable Wages | Enter wages subject to State income tax. | |
191-204 | State Income Tax withheld | Enter wages subject to State income tax. | |
205-206 | Seasonal Indicator | State Specific Data. If not used, fill with blanks. Derived from IDFDV 'SEASONAL INDICATOR' Field Identifier. | |
207-207 | Employer Health Insurance Code | State Specific Data. If not used, fill with blanks. | |
208-208 | Employee Health Insurance Code | State Specific Data. If not used, fill with blanks. | |
209-209 | Probationary Code | State Specific Data. If not used, fill with blanks. | |
210-210 | Officer Code | Enter ‘1’ for Officers of the corporation. Otherwise enter ‘0’. | |
211-211 | Wage Plan Code | State Specific Data. If not used, fill with blanks. | |
212-212 | Month-1 Employment | Enter ‘1’ if the employee is covered by UI, worked or received pay for the pay period including the 12th day of the first reporting month. Otherwise enter ‘0’. | |
213-213 | Month-2 Employment | Enter ‘1’ if the employee is covered by UI, worked or received pay for the pay period including the 12th day of the second reporting month. Otherwise enter ‘0’. | |
214-214 | Month-3 Employment | Enter ‘1’ if the employee is covered by UI, worked or received pay for the pay period including the 12th day of the third reporting month. Otherwise enter ‘0’. | |
215-220 | Reporting Quarter and Year | Enter the last month and year for the calendar period for the reporting period, in MMYYYY format. Example: 0620YY for Apr-June 20YY | |
221-226 | Date First Employed | Enter the month and year the employee was first employed, in DDYYYY format | |
227-232 | Date of Separation | Enter the month and year the employee separated, in DDYYYY format | |
233-275 | Blank | Fill with blanks | |
276-276 | Blank | Used only for systems that cannot produce an odd number record length file. |
Record Name: Code T - Total Record #
Column | Description | Source | |
---|---|---|---|
1-1 | Record Identifier | Constant ‘T’ | |
2-8 | Total Number of Employees | The total number of ‘S’ records since the last ‘E’ record. | |
9-12 | Taxing Entity Code | Constant ‘UTAX’ | |
13-26 | State QTR Total Gross Wages for employer | QTR gross wages subject to all taxes. Total of this field on all ‘S’ records since the last ‘E’ record. | |
27-40 | State QTR Unemployment Insurance Total Wages for employer | QTR wages subject to state unemployment taxes. Total of this field on all ‘S’ records since the last ‘E’ record. | |
41-54 | State QTR Unemployment Insurance Excess Wages for employer | QTR wages in excess of the State UI taxable wage base. Total of all ‘S’ records since the last ‘E’ record. | |
55-68 | State QTR Unemployment Insurance Taxable Wages for employer | QTR UI total wages less State QTR UI excess wages. Total of all ‘S’ records since the last ‘E’ record. | |
69-81 | Quarterly tip wages for employer | Enter all tip income. Total of this field on all ‘S’ records since the last ‘E’ record. | |
82-87 | UI tax rate this quarter | Enter the employer UI rate for this reporting period. Format: One decimal point followed by 5 digits, such as 2.8% =.02800 | |
88-100 | State QTR UI taxes due | UI taxes due | QTR State UI taxable wages multiplied by the UI tax rate |
101-111 | Previous Quarter(s) underpayment | State Specific Data. If not used, fill with blanks. | |
112-122 | Interest | State Specific Data. If not used, fill with blanks. | |
123-133 | Penalty | State Specific Data. If not used, fill with blanks. | |
134-144 | Credit/Overpayment | State Specific Data. If not used, fill with blanks. | |
145-148 | Employer Assessment Rate | State Specific Data. If not used, fill with blanks. | |
149-159 | Employer Assessment Amount | State Specific Data. If not used, fill with blanks. | |
160-163 | Employee Assessment Rate | State Specific Data. If not used, fill with blanks. | |
164-174 | Employee Assessment Amount | State Specific Data. If not used, fill with blanks. | |
175-185 | Total Payment Due | State Specific Data. If not used, fill with blanks. | |
186-198 | Allocation Amount | State Specific Data. If not used, fill with blanks. | |
199-212 | Wages subject to State Income Tax | State Specific Data. If not used, fill with blanks. | |
213-226 | State Income Tax withheld | State Specific Data. If not used, fill with blanks. | |
227-233 | Month-1 Employment | Total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the first reporting month. Total for all ‘S’ records after the last ‘E’ record. | |
234-240 | Month-2 Employment Total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the second reporting month. Total for all ‘S’ records after the last ‘E’ record. | ||
241-247 | Month-3 Employment Total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the third reporting month. Total for all ‘S’ records after the last ‘E’ record. | ||
248-250 | Country Code | State Specific Data. If not used, fill with blanks. | |
251-257 | Outside Country Employees | State Specific Data. If not used, fill with blanks. | |
258-267 | Document Control Number | State Specific Data. If not used, fill withh blanks. | |
268-275 | Blank | Fill with blanks | |
276-276 | Blank | Used only for systems that cannot produce an odd number record length file. |
Record Name: Code F - Final Record #
Column | Description | Source |
---|---|---|
1-1 | Record Identifier | Constant ‘F’ |
2-11 | Total Number of Employees in File. | The total number of ‘S’ records in the entire file. |
12-21 | Total Number of Employers in File. | Enter the total number of ‘E’ records in the entire file. |
22-25 | Taxing Entity Code | Constant ‘UTAX’ |
26-40 | Quarterly Total Gross Wages in File | QTR gross wages subject to all taxes. Total of this field for all ‘S’ records in the file. |
41-55 | Quarterly State Unemployment Insurance Total Wages in File | QTR wages subject to State UI tax. Total of this field for all ‘S’ records in the file. |
56-70 | Quarterly State Unemployment Insurance Excess Wages in File | QTR wages in excess of the State UI taxable wage base. Total of this field for all ‘S’ records in the file. |
71-85 | Quarterly State Unemployment Insurance Taxable Wages in File | State UI gross/total wage less quarterly State UI excess wages. Total of this field for all ‘S’ records in the file. |
86-100 | Quarterly State Disability Insurance Taxable Wages in File | State Specific Data. If not used, fill with zeroes. |
101-115 | Quarterly Tip Wages in File | All tip income. Total of this field on all ‘S’ records in the file. |
116-123 | Month-1 Employment | Total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the first reporting month. Total of this field on all ‘S’ records in the file. |
124-131 | Month-2 Employment | Total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the second reporting month. Total of this field on all ‘S’ records in the file. |
132-139 | Month-3 Employment | Total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the third reporting month. Total of this field on all ‘S’ records in the file. |
140-275 | Blank | Fill with blanks |
276-276 | Blank | Used only systems that cannot produce an odd number record length file. |
Appendix: State Reporting documents#
Alabama | Wage File Due Date is January-31 | State FIPS code is 01 | Tax Reporting - AL |
Alaska | State FIPS code is 02 | Tax Reporting - AK | |
American Samoa | State FIPS code is 03 (FIPS 5-1 Reserved Code) | ||
Arizona | Wage File Due Date is February-28 | State FIPS code is 04 | Tax Reporting - AZ |
Arkansas | Wage File Due Date is February-28 | State FIPS code is 05 | Tax Reporting - AR |
California | Wage File Due Date is January-31 | State FIPS code is 06 | Tax Reporting - CA |
Canal Zone | State FIPS code is 07 (FIPS 5-1 Reserved Code) | ||
Colorado | Wage File Due Date is March-31 | State FIPS code is 08 | Tax Reporting - CO |
Connecticut | Wage File Due Date is January-31 | State FIPS code is 09 | Tax Reporting - CT |
Delaware | Wage File Due Date is January-31 | State FIPS code is 10 | Tax Reporting - DE |
District of Columbia | Wage File Due Date is January-31 | State FIPS code is 11 | Tax Reporting - DC |
Florida | State FIPS code is 12 | Tax Reporting - FL | |
Georgia | Wage File Due Date is January-31 | State FIPS code is 13 | Tax Reporting - GA |
Guam | State FIPS code is 14 (FIPS 5-1 Reserved Code) | ||
Hawaii | Wage File Due Date is February-28 | State FIPS code is 15 | Tax Reporting - HI |
Idaho | Wage File Due Date is January-31 | State FIPS code is 16 | Tax Reporting - ID |
Illinois | Wage File Due Date is February-15 | State FIPS code is 17 | Tax Reporting - IL |
Indiana | Wage File Due Date is January-31 | State FIPS code is 18 | Tax Reporting - IN |
Iowa | Wage File Due Date is January-31 | State FIPS code is 19 | Tax Reporting - IA |
Kansas | Wage File Due Date is February-28 | State FIPS code is 20 | Tax Reporting - KS |
Kentucky | Wage File Due Date is January-31 | State FIPS code is 21 | Tax Reporting - KY |
Louisiana | Wage File Due Date is February-28 | State FIPS code is 22 | Tax Reporting - LA |
Maine | Wage File Due Date is January-31 | State FIPS code is 23 | Tax Reporting - ME |
Maryland | Wage File Due Date is January-31 | State FIPS code is 24 | Tax Reporting - MD |
Massachusetts | Wage File Due Date is January-31 | State FIPS code is 25 | Tax Reporting - MA |
Michigan | Wage File Due Date is February-28 | State FIPS code is 26 | Tax Reporting - MI |
Minnesota | Wage File Due Date is January-31 | State FIPS code is 27 | Tax Reporting - MN |
Mississippi | Wage File Due Date is January-31 | State FIPS code is 28 | Tax Reporting - MS |
Missouri | Wage File Due Date is January-31 | State FIPS code is 29 | Tax Reporting - MO |
Montana | Wage File Due Date is February-28 | State FIPS code is 30 | Tax Reporting - MT |
Nebraska | Wage File Due Date is January-31 | State FIPS code is 31 | Tax Reporting - NE |
Nevada | State FIPS code is 32 | Tax Reporting - NV | |
New Hampshire | State FIPS code is 33 | Tax Reporting - NH | |
New Jersey | Wage File Due Date is February-28 | State FIPS code is 34 | Tax Reporting - NJ |
New Mexico | Wage File Due Date is February-28 | State FIPS code is 35 | Tax Reporting - NM |
New York | Wage File Due Date is February-28 | State FIPS code is 36 | Tax Reporting - NY |
North Carolina | Wage File Due Date is January-31 | State FIPS code is 37 | Tax Reporting - NC |
North Dakota | Wage File Due Date is January-31 | State FIPS code is 38 | Tax Reporting - ND |
Ohio | Wage File Due Date is January-31 | State FIPS code is 39 | Tax Reporting - OH |
Okalahoma | Wage File Due Date is February-28 | State FIPS code is 40 | Tax Reporting - OK |
Oregon | Wsge File Due Date is January-31 | State FIPS code is 41 | Tax Reporting - OR |
Pennsylvania | Wage File Due Date is January-31 | State FIPS code is 42 | Tax Reporting - PA |
Puerto Rico | Wage File Due Date is January-31 | State FIPS code is 72 | Tax Reporting - PR |
Rhode Island | Wage File Due Date is January-31 | State FIPS code is 44 | Tax Reporting - RI |
South Carolina | Wage File Due Date is January-31 | State FIPS code is 45 | Tax Reporting - SC |
South Dakota | State FIPS code is 46 | Tax Reporting - SD | |
Tennessee | State FIPS code is 47 | Tax Reporting - TN | |
Texas | State FIPS code is 48 | Tax Reporting - TX | |
Utah | Wage File Due Date is January-31 | State FIPS code is 49 | Tax Reporting - UT |
Vermont | Wage File Due Date is January-31 | State FIPS code is 50 | Tax Reporting - VT |
Virginia | Wage File Due Date is January-31 | State FIPS code is 51 | Tax Reporting - VA |
Virgin Islands | State FIPS code is 52 (FIPS 5-1 Reserved Code) | ||
Washington | State FIPS code is 53 | Tax Reporting - WA | |
West Virginia | Wage File Due Date is February-28 | State FIPS code is 54 | Tax Reporting - WV |
Wisconsin | Wage File Due Date is January-31 | State FIPS code is 55 | Tax Reporting - WI |
Wyoming | State FIPS code is 56 | Tax Reporting - WY |