[{TableOfContents }]
!!!US W2 ANNUAL AND QUARTERLY PROCESSING - VIRGINIA
!!What's New for Tax Year 2011
There are no wage reporting file format changes for tax year 2011.
However, the SSA has made the following changes to the EFW2 file format which could affect clients using the SSA version of the EFW2 file for reporting their state wages.
*(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 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
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: Virginia
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Virginia
*‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate VA State magnetic media file for VA State only
!IDGV - State SUI Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with ‘State SUI Registration’ for State/Province: Virginia
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with ‘State SUI Registration’ for State/Province: Virginia
*‘W2 STATE MEDIA FILING’ - Must be ‘02’ to generate UI wage magnetic media file for state of Virginia
!!State File Procedures
*The state of Virginia Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format, and the filing of Quarterly UI wages via magnetic media also using the same file format.
*Records required for the W2 reporting are: Codes RA,RE,RS,RF. For the UI wage reporting the required records are: Code RA,RE,RS,RF.
*Virginia State requires filing of the VA state file by itself, therefore, [IDGV] must be set up so that for State Registration of Virginia, the [IDGV Variables|IDGV#VariablesTab]:
**‘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
[RPYEU] must be run and the following selected to generate Virginia state file information:
|Report List Filters, Select State:|Virginia, 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
%%warning 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)
||Column||Description||Source
|1-2|Record Identifier|Constant "RA"
|3-11|Submitter’s Employer ID number (EIN)\\ \\Numeric only|Derived from [IDFDV] Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28 - Personal Identification Number (PIN) and Software Vendor Code|Derived from [IDFDV] Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
- Please note that this field consists of an 8-character PIN code in positions 12-19, a
4 character Software Vendor Code in positions 20-23, and 5 blanks in positions 24-28.
29 - Resub Indicator|Derived from [IDFDV] Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35 - Resub WFID|Derived from [IDFDV] Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37 - Software Code|Derived from [IDFDV] Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94 - Company Name|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116 - Location Address|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
117-138 - Delivery Address|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160 - Company City|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162 - Company State Abbreviation|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167 - Company ZIP Code|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171 - Company ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176|Blank|
177-199 - Company Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214 - Company Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216 - Company Country Code|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273 - Submitter Name|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295 - Submitter Location Address|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317 - Submitter Delivery Address|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339 - Submitter City|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341 - Submitter State Abbreviation|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346 - Submitter ZIP Code|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350 - Submitter ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355|Blank|
356-378 - Submitter Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393 - Submitter Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395 - Submitter Country Code|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422 - Contact Name|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437 - Contact Phone Number|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442 - Contact Phone Extension|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445|Blank|
446-485 - Contact E-mail|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488|Blank|
489-498 - Contact Fax|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499 - Preferred Method of Problem Notification Code|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500 - Preparer Code|Derived from [IDFDV] Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512|Blank|
!Record Name: Code RE - Employer Record (same as federal code RE)
||Column||Description||Source
1-2 - Record Identifier
- Constant "RE"
3-6 - Tax year CCYY
- From user specified FROM-TO period converted to CCYY
7 - Agent Indicator Code|Derived from [IDFDV] Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16 -Employer/Agent EIN
- System derived the applicable Federal reporting EIN, from IDGV or IDGR
17-25 - Agent for EIN|Derived from [IDFDV] Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26 - Terminating Business Indicator|Derived from [IDFDV] Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30 - Establishment Number|Derived from [IDFDV] Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39 - Other EIN|Derived from [IDFDV] Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96 - Employer Name|Derived from [IDFDV] Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118 - Employer Location Address|Derived from [IDFDV] Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140 - Employer Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162 - Employer City|Derived from [IDFDV] Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164 - Employer State Abbreviation|Derived from [IDFDV] Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169 - Employer ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173 - Employer ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-174 - Kind of Employer|Derived from [IDFDV] Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178|Blank|
179-201 - Employer Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216 - Employer Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218 - Employer Country Code|Derived from [IDFDV] Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100)
219 - Employment Code
- from IDGR ‘W2 Employment Type’ or IPRLU FICA and Medicare method
- If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting
- otherwise the W2 Type of employment is derived from IDGR screen
- a set of code RE, RW/RO/RS, RT/RU records will be generated for different Type of employment
220 - Tax Jurisdiction Code|Derived from [IDFDV] Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221 - Third-Party Sick Pay Indicator|Derived from [IDFDV] Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512|Blank|
!Record Name: Code RS - State W2 Wage Record
||Column||Description||Source
1-2 - Record Identifier
- Constant "RS"
3-4 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported, from IDFDV sequence 7000.
- Numeric code for Virginia is ‘51’
5-9 - Taxing Entity Code
- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
10-18 - Social Security Number|Derived from [IDFDV] Field Identifier: ‘W2-EE-SSN’ (seq 2500)
- if an invalid SSN is encountered, this field is entered with zeroes.
19-33 - Employee First Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48 - Employee Middle Name or Initial|Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68 - Employee Last Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72 - Employee Suffix|Derived from [IDFDV] Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94 - Employee Location Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116 - Employee Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138 - Employee City|Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140 - Employee State Abbreviation|Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145 - Employee ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149 - Employee ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154|Blank|
155-177 - Employee Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
178-192 - Employee Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
193-194 - Country Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-COUNTRY’
195-247|Blank|
248-267 - State Employer Account Number|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 screen for the SUI Registration of the State
268-273|Blank|
274-275 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. Virginia numeric code is "51"
276-286 - 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|Derived from [IDFDV] Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
298-512|Blank|
;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 RF - Final Record (same as federal code RF)
||Column||Description||Source
1-2 - Record Identifier
- Constant "RF"
3-7|Blank|
8-16 - Number of RW Records
- Total number of code "RW" records on file
17-512|Blank|
!!Quarterly UI Wage Reporting – EFW2 format
[RPYEU] must be run and the following selected to generate Virginia State file information:
|Report List Filters, Select State|Virginia, USA
|Parameters, Annual Form Code|(example: use standard form code‘HL$US-W2-2012’)
|Parameters, Period Type|Quarter
|Parameters, Period End Date|Quarter End Date (i.e. 30-June-2011 for second quarter)
|Parameters, Media Format|State SUI File Format
%%warning If the Directory Name/Media File Name is not supplied, an output file will not be produced.%%
!!Quarterly UI Wage Magnetic Media Reporting – EFW2 File Format
!Record Name: Code RA - Transmitter Record (same as federal code RA)
||Column||Description||Source
1-2 - Record Identifier
- Constant ‘RA’
3-11 - Submitter’s Employer ID number (EIN)
- Numeric only
- Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’
12-28 - Personal Identification Number (PIN) and Software Vendor Code|Derived from [IDFDV] Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
- Please note that this field consists of an 8-character PIN code in positions 12-19, a
4 character Software Vendor Code in positions 20-23, and 5 blanks in positions 24-28.
29 - Resub Indicator|Derived from [IDFDV] Field Identifier: ‘SUB-RESUB-IND’
30-35 - Resub WFID|Derived from [IDFDV] Field Identifier: ‘SUB-RESUB-WFID’
36-37 - Software Code|Derived from [IDFDV] Field Identifier: ‘SUB-SOFTWARE’
38-94 - Company Name|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-NAME’
95-116 - Location Address|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-LOCN’
117-138 - Delivery Address|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-DELIV’
139-160 - Company City|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-CITY’
161-162 - Company State Abbreviation|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-STATE’
163-167 - Company ZIP Code|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-ZIP’
168-171 - Company ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-ZIP-EXT’
172-176|Blank|
177-199 - Company Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-F-STATE’
200-214 - Company Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-F-POST’
215-216 - Company Country Code|Derived from [IDFDV] Field Identifier: ‘SUB-COMP-COUNTRY’
217-273 - Submitter Name|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-NAME’
274-295 - Submitter Location Address|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-LOCN’
296-317 - Submitter Delivery Address|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-DELIV’
318-339 - Submitter City|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-CITY’
340-341 - Submitter State Abbreviation|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-STATE’
342-346 - Submitter ZIP Code|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-ZIP’
347-350 - Submitter ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-ZIP-EXT’
351-355|Blank|
356-378 - Submitter Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-F-STATE’
379-393 - Submitter Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-F-POST’
394-395 - Submitter Country Code|Derived from [IDFDV] Field Identifier: ‘SUB-SUBM-COUNTRY’
396-422 - Contact Name|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-NAME’
423-437 - Contact Phone Number|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-TEL’
438-442 - Contact Phone Extension|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-TEL-EXT’
443-445|Blank|
446-485 - Contact E-mail|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-EMAIL’
486-488|Blank|
489-498 - Contact Fax|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-FAX’
499-499 - Preferred Method of Problem Notification Code|Derived from [IDFDV] Field Identifier: ‘SUB-CONT-METH’
500-500 - Preparer Code|Derived from [IDFDV] Field Identifier: ‘SUB-PREPARER’
501-512|Blank|
!Record Name: Code RE - Employer Record (same as federal code RE)
||Column||Description||Source
1-2 - Record Identifier
- Constant ‘RE’
3-6 - Tax year CCYY
- From user specified FROM-TO period converted to CCYY
7 - Agent Indicator Code|Derived from [IDFDV] Field Identifier: ‘W2-ER-AGENT-IND’
8-16 -Employer/Agent EIN
- System derived the applicable Federal reporting EIN, from IDGV or IDGR
17-25 - Agent for EIN|Derived from [IDFDV] Field Identifier: ‘W2-ER-FOR-EIN’
26 - Terminating Business Indicator|Derived from [IDFDV] Field Identifier: ‘W2-ER-TERM-BUS’
27-30 - Establishment Number|Derived from [IDFDV] Field Identifier: ‘W2-ER-ESTAB’
31-39 - Other EIN|Derived from [IDFDV] Field Identifier: ‘W2-ER-OTHER-EIN’
40-96 - Employer Name|Derived from [IDFDV] Field Identifier: ‘W2-ER-NAME’
97-118 - Employer Location Address|Derived from [IDFDV] Field Identifier: ‘W2-ER-LOCN-ADDR’
119-140 - Employer Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-ER-DELIV-ADDR’
141-162 - Employer City|Derived from [IDFDV] Field Identifier: ‘W2-ER-CITY’
163-164 - Employer State Abbreviation|Derived from [IDFDV] Field Identifier: ‘W2-ER-STATE’
165-169 - Employer ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-ER-ZIP’
170-173 - Employer ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘W2-ER-ZIP-EXT’
174-174 - Kind of Employer|Derived from [IDFDV] Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178|Blank|
179-201 - Employer Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘W2-ER-F-STATE’
202-216 - Employer Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘W2-ER-F-POSTAL’
217-218 - Employer Country Code|Derived from [IDFDV] Field Identifier: ‘W2-ER-COUNTRY’
219 - Employment Code
- from IDGR ‘W2 Employment Type’ or IPRLU FICA and Medicare method
- If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting
- otherwise the W2 Type of employment is derived from IDGR screen
- a set of code RE, RW/RO/RS, RT/RU records will be generated for different Type of employment
220 - Tax Jurisdiction Code|Derived from [IDFDV] Field Identifier: ‘W2-ER-TAX-JURIS’
221 - Third-Party Sick Pay Indicator|Derived from [IDFDV] Field Identifier: ‘SUB-3RD-PARTY-SICK’
222-512|Blank|
!Record Name: Code RS – State Supplemental Record
||Column||Description||Source
1-2 - Record Identifier
- Constant "RS"
3-4 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported, from IDFDV sequence 7000.
- Virginia is code "51"
5-9 VA - Taxing Entity Code
- Constant ‘B’; from IDGV screen ‘SUI Registration’ variables tab ‘Taxing Entity’.
10-18 - Social Security Number|Derived from [IDFDV] Field Identifier: ‘W2-EE-SSN’
- if an invalid SSN is encountered, this field is entered with zeroes.
19-33 - Employee First Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’
34-48 - Employee Middle Name or Initial|Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
49-68 - Employee Last Name|Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’
69-72 - Employee Suffix|Derived from [IDFDV] Field Identifier: ‘W2-EE-SUFFIX’
73-94 - Employee Location Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-LOCN-ADDR’
95-116 - Employee Delivery Address|Derived from [IDFDV] Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138 - Employee City|Derived from [IDFDV] Field Identifier: ‘W2-EE-CITY’
139-140 - Employee State Abbreviation|Derived from [IDFDV] Field Identifier: ‘W2-EE-STATE’
141-145 - Employee ZIP Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP’
146-149 - Employee ZIP Code Extension|Derived from [IDFDV] Field Identifier: ‘W2-EE-ZIP-EXT’
150-154|Blank|
155-177 - Employee Foreign State/Province|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-STATE’
178-192 - Employee Foreign Postal Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-F-POSTAL’
193-194 - Employee Country Code|Derived from [IDFDV] Field Identifier: ‘W2-EE-COUNTRY’
195-196 VA - Optional code
- Not used, enter blanks.
197-202 - Reporting Period MMCCYY
- From user specified Period End Date converted to MMCCYY for the quarter
- e.g. Period End Date = ‘31-Dec-2007’, then reporting period is ‘122007’
203-213 - State Quarterly Unemployment Insurance Total Wages|Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
- note that the IDFDV Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Vertex during the US Tax calculation in UPCALC and therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages, therefore RPYEU is using the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages
214-224 VA - State Quarterly Unemployment Insurance Taxable Wages
- Not used, enter blanks.
225-226 VA - Number of Weeks Worked
- Not used, enter blanks.
227-234 VA - Date First Employed MMDDCCYY
- Not used, enter blanks.
235-242 VA - Date of Separation MMDDCCYY
- Not used, enter blanks.
243-247|Blank|
248-267 - State Employer Account Number
- Derived from IDFDV screen, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
- When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV screen for the SUI Registration of the State
268-307 VA|Blank|
308 VA - Tax Type Code
- this field is used to report County, City or School district tax
- if the County, City or School district requires to report taxes along with the State Tax information, then the following values are used for this field:
A – State Tax
B – Unemployment Tax
C – City Income Tax
D – County Income Tax
E – School District Income Tax
F – Other Income Tax
309-512 VA - Not Required.
- 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 federal code RT, required for multiply account only)
||Column||Description||Source
1-2 - Record Identifier
- Constant "RT"
3-9 - Number of RW Records
- Total number of code "RW" records reported since last code "RE" record
10-24 - Wages, Tips and Other Compensation|Derived from [IDFDV] Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
25-39 - Federal Income Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
40-54 - Social Security Wages|Derived from [IDFDV] Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
55-69 - Social Security Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
70-84 - Medicare Wages and Tips|Derived from [IDFDV] Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
85-99 - Medicare Tax Withheld|Derived from [IDFDV] Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
100-114 - Social Security Tips|Derived from [IDFDV] Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
115-129 - Advanced Earned Income Credit|Derived from [IDFDV] Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
130-144 - Dependent Care Benefits|Derived from [IDFDV] Field Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record
145-159 - Deferred Compensation Contributions to Section 401(k)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-D’, total of all code "RW" records since last "RE" record
160-174 - Deferred Compensation Contributions to Section 403(b)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-E’, total of all code "RW" records since last "RE" record
175-189 - Deferred Compensation Contributions to Section 408(k)(6)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-F’, total of all code "RW" records since last "RE" record
190-204 - Deferred Compensation Contributions to Section 457(b)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-G’, total of all code "RW" records since last "RE" record
205-219 - Deferred Compensation Contributions to Section 501(c)(18)(D)|Derived from [IDFDV] Field Identifier: ‘W2-CODE-H’, total of all code "RW" records since last "RE" record
220-234 - Military Employee’s Basic Quarters and Combat Pay|Derived from [IDFDV] Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record
235-249 - Non-Qualified Plan Section 457|Derived from [IDFDV] Field Identifier: ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record
250-264 - Employer Contribution to a Health Savings Account|Derived from [IDFDV] Field Identifier: ‘W2-CODE-W’, total fo all code ‘RW’ records since last ‘RE’ record
265-279 - Non-Qualified Plan Not Section 457|Derived from [IDFDV] Field Identifier: ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
280-294|Blank|
295-309 - Cost of Employer-Sponsored Health Coverage|Derived from [IDFDV] Field Identifier: ‘W2-CODE-DD’, total of all code "RW" records since last "RE" record
310-324 - Employer Cost of Premiums for Group Term Life Insurance over $50000|Derived from [IDFDV] Field Identifier: ‘W2-CODE-C’, total of all code "RW" records since last "RE" record
325-339 - Income Tax Withheld by Third-Party Payer|Derived from [IDFDV] Field Identifier: ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record
340-354 - Income from Non-statutory Stock Options|Derived from [IDFDV] Field Identifier: ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
355-512|Blank|
!Record Name: Code RF - Final Record (same as federal code RF)
||Column||Description||Source
|1-2|Record Identifier|Constant ‘RF’
|3-7|Blank|
8-16 - Number of RS Records
- Total number of code ‘RS’ records on file
17-512|Blank|
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![Notes|Edit:Internal.Tax Reporting - VA]
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