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Utah Annual and Quarterly Reporting#

What's New for Tax Year 2011#

There are no format changes in wage reporting for tax year 2011 for the state of Utah.

However, the following format changes are noted in the EFW2 wage reporting file for clients using the standard SSA format.

- (W2 File) A new field, Kind of Employer, has been added to the RE Employer Record (position 174). This is a required field. - - (W2 File) A new field, Cost of Employer-Sponsored Health Coverage, has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309). - - (W2 File) A new field, Designated Roth Contributions Under a Governmental Section 457(b) Plan, has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159)

Set Up#

This document contains abbreviated set up requirement for the state of Oklahoma only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.

IDGV - State Registration#

• The IDGV Definitiontab must be set up for 'State Registration' for State/Province: Oklahoma.
• The IDGV Variables tab must be set up for 'State Registration' for State/Province: Oklahoma.
• 'W2 STATE MEDIA FILING' - OK state accepts W2 wage report with federal and other state information, therefore, the Media Filing variable can be set to '01', which will include state information in the Federal File. (However it must be set to '02' if a W2 magnetic media file is required for the state of OK only.)

IDGV - State SUI Registration#

• The IDGV Definitiontab must be set up with 'State SUI Registration' for State/Province: Oklahoma.
• The IDGV Variables tab must be set up with 'State SUI Registration' for State/Province: Oklahoma.
  • 'W2 STATE MEDIA FILING' - Must be '02' to generate State UI wage file for state of Oklahoma.

State File Procedures#

• For 2008 reporting, the Oklahoma Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 file format, and the filing of Quarterly UI wages via magnetic media using the NASWA/ICESA format.
• Records required for the W2 reporting are: Codes RA,RE,RW/RO,RS,RT/RU,RF.
• The State of Oklahoma requires to file the OK state file by itself, therefore IDGV must be set up as follows:
  • for State Registration of Oklahoma, the IDGV Variable:
    • 'W2 STATE MEDIA FILING' 01 - Federal File Format to include Federal Record Types.

Annual W2 Wage Reporting - EFW2 File Format#

RPYEU must be run and the following selected to generate Oklahoma state file information:

Report List Filters, Select State:	Oklahoma, USA
Parameters, Annual Form Code:	(example: use standard form code 'HL$US-W2-2012')
Parameters, Period Type:	Year
Parameters, Period End Date:	Year End Date (i.e. 31-Dec-2011)
Parameters, Media Format:	Federal File Format

The Directory and Media File Name parameters must be populated or an output file will not be produced.

State Media Magnetic Media Reporting - EFW2 File Format#

Record name

Code RA - Transmitter Record (same as the federal code RA)

State Quarterly UI Wage Reporting - NASWA/ICESA File Format#

RPYEU must be run and the following selected to generate Oklahoma state UI Wage file information:

Media Format:	State SUI File Format
Select State:	Oklahoma, USA

• The state of Oklahoma must be selected in the 'Report List Filters'.
• Annual Form Code - Use the standard supplied form code HL$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
• The 'Quarterly Form Code' must be entered in order to produce the UI wage file in ICESA format.
• Use the supplied form code 'HL$US-QTR-2012'. The Variables need to be entered in this form code for specific use in the installation.
• Period Type:Quarter
• Period End Date:Enter the quarter end date, i.e. 30-Jun-2011
• Media File Type:State SUI File Format
  
  
• If the Directory Name/Media File Name is not supplied, an output file will not be produced.

• To produce a SUI file format in the NASWA/ICESA file format, the Quarterly Form code must be entered. The required records are code 'E', 'S', and 'T'. (Note, the optional code 'P' record is not supported.)

ICESA for the State of Montana#

• The format details are found at the Oklahoma Employent Security Commission website.

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Notes#

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SET UP

- This document contains abbreviated set up requirement for the specific state only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.

IDGV - State Registration

- IDGV Definition Tab must be set up for ‘State Registration’ for State/Province: Utah

- 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 UT state only

IDGV - State SUI Registration

- IDGV Definition Tab must be set up with ‘State SUI Registration’ for State/Province: Utah

- 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 magnetic media file for state of Utah

STATE FILE PROCEDURES

- The Utah Department of Revenue accepts filing of W2s on the internet using the EFW2 file format please note that annual filing of forms W2 on magnetic media will be discontinued on that same date, and the filing of Quarterly UI wages via magnetic media using the ICESA format.

- Record Codes required for the W2 reporting are: Code RA,RE,RW/RO,RS,RT/RU,RF; and for the UI wage reporting are: Codes ‘E’,’S’,’T’,’F’. - Utah State requires to file the UT state file by itself, therefore the user must set up IDGV as follows: - for State Registration of Utah, the IDGV Variable: ‘W2 STATE MEDIA FILING’ 02 – State requires its own File, do not include other State information in the State File

ANNUAL W2 WAGE REPORTING – EFW2 format

- The user must run RPYEU and select the following to generate Utah state file information:

Report List Filters, Select State: - Utah, USA Parameters, Annual Form Code: - (example: use standard form code‘HL$US-W2-2012’) Parameters, Period Type: - Year Parameters, Period End Date: - Year End Date (i.e. 31-Dec-2011) Parameters, Media Format: - State File Format

The Directory and Media File Name parameters must be populated or an output file will not be produced.

STATE MAGNETIC MEDIA REPORTING – EFW2 Format

Record name: Code RA - Transmitter Record (same as the federal code RA)

STATE QUARTERLY UI WAGE REPORTING – ICESA format

- The user must run RPYEU and select the following to generate Utah State UI Wage file information:

- You must select state UTAH in the ‘Report List Filters’. - Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. – use the HighLine supplied Form Code ‘HL$US-QTR-2012’.. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - Period Type: Quarter. - Period End Date: Enter the quarter end date, i.e. 30-Jun-2011. - Media File Type: State SUI File Format.

- If the Directory Name/Media File Name is not supplied, an output file will not be produced.