Utah Annual and Quarterly Reporting#

Set Up#

This document contains abbreviated set up requirements for the State of Utah only. Please refer to the general document (Tax Reporting - US General) for other setup procedures that may also be required.

IDGV - State Registration#

• The IDGV Definition tab must be set up for 'State Registration' for State/Province: Utah
• The IDGV Variables tab must be set up for 'State Registration' for State/Province: Utah
• 'W2 STATE MEDIA FILING' - Must be ‘02’ to generate UT state magnetic media file for the State of Utah only

IDGV - State SUI Registration#

• The IDGV Definition tab must be set up with 'State SUI Registration' for State/Province: Utah
• The IDGV Variables tab must be set up with 'State SUI Registration' for State/Province: Utah
  • 'W2 STATE MEDIA FILING' - Must be ‘02’ to generate UI wage file for the State of Utah

State File Procedures#

The Utah Department of Revenue accepts filing of W2s over the internet using the EFW2 file format (magnetic media filing is no longer accepted)

• Records required for the W2 reporting are Codes RA, RE, RW, RS, RT and RF. Optional Records are Codes RO and RU. Record Code RV is not required
  

The Utah Department of Workforce Services accepts filing of Quarterly UI wage information over the internet using the EFW2 format
Records required for UI quarterly wage reporting are Codes E, S, T and F.

The State of Utah requires to file the Utah State file by itself, therefore IDGV must be set up as follows:

• for State Registration of Utah, the IDGV Variable:
  • 'W2 STATE MEDIA FILING' - Set to 02 – State requires its own File, do not include other State information in the State File.

Annual W2 Wage Reporting - EFW2 File Format#

RPYEU must be run with the following report parameters and filters defined to generate the Utah state file information:

RPYEU Report Parameters

Annual Form Code	Use standard form code, such as 'HL$US-W2-YYYY'
Period Type	Mandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
Period End Date	Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
Media Format	Mandatory. Set to State File Format Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
Directory Name	Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
Media File Name	Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced

RPYEU Report Filters

Select State: Utah, USA

State Media Magnetic Media Reporting - EFW2 File Format#

Record Name: Code RA – Submitter Record (Same as the Federal Code RA)#

Record Name: Code RE – Employer Record (Same as the Federal Code RE)#

Record Name: Code RW - Employee Wage Record (Same as the Federal Code RW)#

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

Record Name: Code RS - State Wage Record (Specific to the State Utah only)#

Column	Description	Source
1-2	Record Identifier	Constant "RS"
3-4	State Code	Enter the appropriate FIPS Postal Numeric Code. Utah's numeric code is "49" Derived from the State being reported, from IDFDV sequence 7000
5-9 UT	Blank
10-18	Social Security Number	Enter the employee’s SSN. If an invalid SSN is encountered, this field is entered with zeroes Derived from IDFDV Field Identifier: ‘W2-EE-SSN’
19-33	Employee First Name	Enter the employee's first name. Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48	Employee Middle Name or Initial	Enter the employee's middle name or initial, if applicable. Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68	Employee Last Name	Enter the employee's last name. Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72	Employee Suffix	Enter the employee's alphabetical suffix, if applicable. Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94	Employee Location Address	Enter the employee's location address Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116	Employee Delivery Address	Enter the employee's delivery address Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138	Employee City	Enter the employee's city Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140	Employee State Abbreviation	Enter the standard FIPS postal alphabetic abbreviation. Utah's code is ‘49’ For a foreign address, fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145	Employee ZIP Code	Enter the employee's zip code. For a foreign address, fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149	Employee ZIP Code Extension	Enter the employee's zip code extension, if applicable. For a foreign address, fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154	Blank	Fill with blanks
155-177	Employee Foreign State/Province	Enter the employee's foreign State/Province, if applicable Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
178-192	Employee Foreign Postal Code	Enter the employee's foreign postal code, if applicable Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
193-194	Employee Foreign Country Code	Enter the employee's foreign country code, if applicable Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
195-247	Blank	Fill with blanks
248-267	State Withholding Account ID	Enter the Utah withholding account ID number. Omit hyphens Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-STATE-REGIST’ for the reporting State When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV for the SUI Registration of the state
268-273	Blank	Fill with blanks
274-275	State Code	Enter the standard FIPS postal alphabetic abbreviation. Utah's code is ‘49’ Derived from the State being reported
276-286	State Taxable Wages	Enter the total State taxable wages Derived from IDFDV Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297	State Income Tax Withheld	Enter the total State income tax withheld Derived from IDFDV Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
298-512 UT	Blank	Fill with blanks

Multiple Code RS records

Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a State. In this case, the state wages and tax will be zero for the subsequent code RS records.

Record Name: Code RT - Total Record (Same as the Federal Code RT)#

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

Record Name: Code RF - Final Record (Same as the Federal Code RF)#

State Quarterly UI Wage Reporting - EFW2 File Format#

The Department of Workforce Services accepts quarterly UI reporting in the MMREF/EFW2 format.

• Required records are: Codes RE, RS and RT

RPYEU must be run with the following report parameters and filters defined to generate the Utah State UI Wage file information:

RPYEU Report Parameters

Annual Form Code	Use standard form code, such as 'HL$US-W2-YYYY'. The Variables need to be entered in this form code for specific use in the installation.
Quarterly Form Code	Not Required. Leave this parameter blank. This parameter is not required when producing the UI wage file in the MMREF/EFW2 format
Period Type	Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
Period End Date	Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
Media Format	Mandatory. Set to State SUI File Format Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
Directory Name	Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
Media File Name	Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced

RPYEU Report Filters

Select State: Utah, USA

Record Name: Code RE - Employer Record (Specific to the State of Utah)#

Column	Description	Source
1-2	Record Identifier	Constant "RE"
3-6	Tax Year	Enter the year that is being reported, in YYYY format
7 UT	Blank	Fill with blanks
8-16 UT	Federal Employer Identification Number	Enter the employer's FEIN Numeric values only Left justify and fill with blanks
17-39 UT	Blank	Fill with blanks
40-96	Employer name	Enter the employer’s name Derived from the Entity.
97-118 UT	Location Address	Enter the employer’s location address Left justify and fill with blanks Derived from the Entity Location
119-140 UT	Delivery Address	Enter the employer’s delivery address Left justify and fill with blanks Derived from the Entity Location
141-162	City	Enter the employer’s city Left justify and fill with blanks Derived from the Entity Location
163-164 UT	State Abbreviation	Enter the standard two character FIPS postal abbreviation of the employer’s address For a foreign address, enter blanks Derived from the Entity Location
165-169 UT	ZIP code	Enter the employer's zip code For a foreign address, enter blanks Derived from the Entity Location
170-173 UT	ZIP code extension	Enter the four digit extension of ZIP code, if applicable. If not applicable, fill with blanks Derived from the Entity Location
174-221 UT	Blank	Fill with blanks
222-223 UT	Reportng Quarter	Enter the last month of the quarter that is being reported Options are: 03, 06, 09 or 12
224-233 UT	DWS UT UI Registration Number	Enter the employer's Utah unemployment registration number
234-512 UT	Blank	Fill with blanks

Record Name: Code RS – Employee Wage Record (Specific to the State of Utah)#

Column	Description	Source
1-2	Record Identifier	Constant ‘RS’
3-4	State Code	Enter the appropriate FIPS postal code for the State wages are being reported Utah's code is 49
5-9 UT	Blank	Fill with blanks
10-18	Social Security Number	Enter the employee’s social security number. If no SSN is available, fill with zeroes If an invalid SSN is encountered, this field is entered with zeroes Derived from IDFDV Field Identifier: ‘W2-EE-SSN’
19-33 UT	Employee First Name	Enter the employee's first name Punctuation is not allowed Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
34-48 UT	Employee Middle Name or Initial	Enter the employee's middle name or initial, if applicable. Fill witht blanks if no middle name or initial Punctuation is not allowed Left justify and fill with blanks Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
49-68 UT	Employee Last Name	Enter the employee's last name. Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
69-196 UT	Blank	Fill with blanks
197-202 UT	Reporting Period	Enter the last month and year for the calendar period this report applies to. Example: 0620YY for Apr-June 20YY
203-213 UT	State QTR Unemployment Insurance Total Wages	Enter the total quarterly gross wages paid. Include all tip income. Omit decimals. Right justify and zero fill Derived from the 7200 IDFDV Field Identifier.
214-224 UT	State QTR Unemployment Insurance Taxable Wages	Enter the State quarterly UI total taxable wages Omit decimals. Right justify and zero fill Derived from the State quarterly UI total wages less state quarterly UI excess wages.
225-247 UT	Blank	Fill with blanks
248-257 UT	DWS Employer Account Number	Enter the DWS employer registration number
258-268 UT	Blank	Fill with blanks. Reserved for DWS use.
269-512 UT	Blank	Fill with blanks

Record Name: Code RT - Total Record (Specific to the State of Utah)#

Column	Description	Source
1-2	Record Identifier	Constant ‘RT’
3-9 UT	Number of RS Records	Enter the total number of ‘RS’ records since the last ‘E’ record Right justify and zero fill
10-24 UT	DWS Total Quarterly Wages	Enter the total wages for all employee RS records. Include dollars and cents Right justify and zero fill
25-399 UT	Blank	Fill with blanks. Reserved for DWS use.
400-414 UT	DWS Total Excess Wages	Enter the total wages in excess of Utah taxable wages. Include dollars and cents Right justify and zero fill
415-429 UT	DWS Total Taxable Wages	Enter the total taxable wages less the excess wages. Include dollars and cents Right justify and zero fill
430-434 UT	DWS Tax Rate	Enter the DWS tax rate Omit decimals Right justify and zero fill
435-443 UT	DWS Tax Due	Enter the total DWS tax due Omit decimals Right justify and zero fill
444-448 UT	Month 1 Employee Count	Enter number of covered employees who worked or received pay for the pay period including the 12th day of the 1st month of the reporting period.
449-453 UT	Month 2 Employee Count	Enter number of covered employees who worked or received pay for the pay period including the 12th day of the 2nd month of the reporting period.
454-458 UT	Month 3 Employee Count	Enter number of covered employees who worked or received pay for the pay period including the 12th day of the 3rd month of the reporting period.
459-512 UT	Blank	Fill with blanks. Reserved for DWS use.

Record Name: Code RF - Final Record (Specific to the State of Utah)#

Column	Description	Source
1-2	Record Identifier	Constant ‘RF’
3-9 UT	Total Number of Employees in File	Enter the total number of ‘S’ records in the entire file
9-275 UT	Blank

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Notes#

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