[{TableOfContents }]
!!!Vermont Annual and Quarterly Reporting
!!Set Up
This document contains abbreviated set up requirements for the State of Vermont 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|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: Vermont
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Vermont
*'W2 STATE MEDIA FILING' - Must be ‘02’ to generate Vermont State magnetic media file for State of Vermont only
!IDGV - State SUI Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with 'State SUI Registration' for State/Province: Vermont
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with 'State SUI Registration' for State/Province: Vermont
**'W2 STATE MEDIA FILING' - Must be set to '02' to generate State UI wage file for state of Vermont
!!State File Procedures
The State of Vermont Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format.
*Required records are Codes RA, RE, RW, RS, RT and RF. Optpnal records are Codes RO, RU and RV.
The State of Vermont Department of Labor accepts filing of Quarterly UI wage information via magnetic media using the [ICESA] format.
*Records required for the quarterly UI wage reporting are Codes A, B, E, S, T and F
!!Annual W2 Wage Reporting - EFW2 File Format
[RPYEU] must be run with the following report parameters and filters defined to generate the Vermont 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: Vermont, USA \\
!State Magnetic Media Reporting - EFW2 File Format
!Record Name: Code RA – Submitter Record (Same as the Federal Code RA)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
!Record Name: Code RE – Employer Record (Same as the Federal Code RE)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\
!Record Name: Code RW - Employee Wage Record (Same as the Federal Code RW)
[{InsertPage page='W2_EFW2_RECORD_RW'}]
\\
!Record Name: Code RO - Employee Wage Record (Optional for State Reporting)
[{InsertPage page='W2_EFW2_RECORD_RO'}]
\\
!Record Name:Code RS - State Wage Record (Specific to the State of Vermont)
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State Code|Enter the appropriate FIPS Postal Numeric Code. Vermont's numeric code is "50" \\Derived from the State being reported, from [IDFDV] sequence 7000
|5-9 VT|Blank|Fill with blanks
|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. Reserved for SSA use.
|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 Employer Account Number|Enter the Vermont 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
;Location 274 to 337: Applies to Income Tax Reporting\\ If the user-defined ‘Period Type’ = ‘Quarter’ or ‘Year’, then Location 274 to 337 will be filled
||Column||Description||Source
|274-275|State Code|Enter the appropriate FIPS Postal Numeric Code. Vermont's numeric code is "50" \\Right justify and fill with blanks \\Derived from the State being reported, from [IDFDV] sequence 7000
|276-286|State Taxable Wages|Enter the total State taxable wages \\__Applies to income tax reporting__ \\Right justify and fill with blanks \\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 \\__Applies to income tax reporting__ \\Derived from [IDFDV] Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
|298-307|Other State Data|Defined by each state \\__Applies to income tax reporting__ \\Left justify and fill with blanks
|308|Blank|Fill with blanks
|309-319|Local Taxable Wages|Enter the total local taxable wages \\Right justify and fill with blanks \\__Applies to income tax reporting__ \\*If School Tax is reported, this field is derived from Identifier ‘W2-SCHL-WAGE’ (seq 6500) \\*If County Tax is reported, this field is derived from Identifier ‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’ \\*If City Tax is reported, this field is derived from: ‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’
|320-330|Local Income Tax Withheld|Enter the total local income tac withheld \\Right justify and fill with blanks \\__Applies to income tax reporting__ \\*If School Tax is reported, this field is derived from Identifier ‘W2-SCHL-TAX’ (seq 6510) \\*If County Tax is reported, this field is derived from Identifier ‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’ \\*If City Tax is reported, this field is derived from: ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’|
|331-337|State Control Number|Not required. Fill with blanks
|338-512|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)
[{InsertPage page='W2_EFW2_RECORD_RT'}]
\\
!Record Name: Code RU - Total Record (Optional for State Reporting)
[{InsertPage page='W2_EFW2_RECORD_RU'}]
\\
!Record Name: Code RV – Total State Record (Optional for State Reporting)
[{InsertPage page='W2_EFW2_RECORD_RV'}]
\\
!Record Name: Code RF - Final Record (Same as the Federal Code RF)
[{InsertPage page='W2_EFW2_RECORD_RF'}]
\\
!!State Quarterly UI Wage Reporting - ICESA File Format
The State of Vermont Department of Labor accepts filing of Quarterly UI wage information via magnetic media using the [ICESA] format.
*Records required for the quarterly UI wage reporting are Codes A, B, E, S, T and F \\
[RPYEU] must be run with the following report parameters and filters defined to generate the Vermont 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|Required. Use the supplied form code ‘HL$US-QTR-2012’. \\Must be entered in order to produce the UI wage file in the [ICESA] 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: Vermont, USA \\
!State Quarterly UI Wage Magnetic Media Reporting – ICESA format
%%information NOTE: The following ‘Not Required’ fields may or may not always contain blanks.%% \\
%%information NOTE: Columns with VT indicate it is a Vermont specific requirement which is not the standard record format%%
!Record Name: Code A - Transmitter Record
||Column||Description||Source
|1| Record Identifier|Constant “A”
|2-5|Year|Enter the year this report is prepared for \\Derived from the user specified FROM-TO period converted to YYYY
|6-14|Transmitter’s Federal Employer Identification Number|Enter the transmitter’s FEIN.
|15-18|Taxing Entity Code|Constant “UTAX”
|19-23|Blank|Fill with blanks
|24-73|Transmitter Name|Enter the name of the organisationation submitting the file. \\Enter the name exactly as the Employer is registered with the state Unemployment Insurance agency. \\Derived from [IDFDV] Field Identifier: ‘TRAN NAME’
|74-113|Transmitter Street|Enter the street address of the organisation submitting the file. \\Derived from [IDFDV] Field Identifier: ‘TRAN ADDRESS’
|114-138|Transmitter City|Enter the city of the organisation submitting the file. \\Derived from [IDFDV] Field Identifier: ‘TRAN CITY’
|139-140|Transmitter State|Enter the standard two character FIPS postal abbreviation. \\Derived from [IDFDV] Field Identifier: ‘TRAN STATE’
|141-153|Blank|Fill with blanks
|154-158|Transmitter Zip Code|Enter a valid zip code \\Derived from [IDFDV] Field Identifier: ‘TRAN ZIP’
|159-163|Transmitter Zip Code Extension|Enter the four digit extension of the zip code, if applicable. \\Include hyphen in position 159. \\If unknown, fill with blanks. \\Derived from [IDFDV] Field Identifier: ‘TRAN ZIP EXTN’
|164-193|Transmitter Contact|Enter the name of individual from transmitter's organisation who is responsible for the accuracy and completeness of the wage report. \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT’
|194-203|Transmitter Contact Telephone Number|Enter the transmitter's contact telephone number. \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT PHONE’
|204-207|Telephone Extension|Enter transmitter's contact telephone extension number. \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT EXTN’
|208-213 VT|Authorization Code|Enter the authorization code
|214-242 VT|Blank|Fill with blanks
|243-250 VT|Tape Creation Date|Enter the date this file was created, in MMDDYYYY format
|251-275 VT|Blank|Fill with blanks
!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 Employer Identification Number|Enter the transmitter’s FEIN. \\Derived from the BASIC EIN (seq 2010) [IDFDV] Field Identifier.
|15-22|Computer|Enter the manufacturer’s name. \\Derived from the ‘BASIC COMPUTER’ (seq 2020) [IDFDV] Field Identifier.
|23-24 UT|Internal Label|Zero fill
|25-25|Blank|Fill with blanks
|26-27|Density|Zero fill
|28-30 VT|Character Set|Constant 'EBC' \\Derived from the ‘BASIC RECORDING MODE’ (seq 2120, first 3 characters) [IDFDV] Field Identifier.
|31-32 VT|Number of Tracks|Zero fill
|33-34 VT|Blocking Factor|Constant '25'. \\Derived from the ‘BLOCKING FACTOR’ (seq 3050) [IDFDV] Field Identifier.
|35-38|Taxing Entity Code|Constant ‘UTAX’
|39-146|Blank|Fill with blanks
|147-190|Organization Name|Enter the name of the organization the media should be returned to. \\Derived from the ‘BASIC NAME’ (seq 2040) [IDFDV] Field Identifier.
|191-225|Street Address|Enter the street address of the organization the media should be returned to. \\Derived from the ‘BASIC ADDRESS’ (seq 2050) [IDFDV] Field Identifier.
|226-245|City|Enter the City of the organization the media should be returned to. \\Derived from the ‘BASIC CITY’ (seq 2060) [IDFDV] Field Identifier.
|246-247|State|Enter the standard two-character FIPS postal abbreviation. \\Vermont's Code is '50' \\Derived from the ‘BASIC STATE’ (seq 2070) [IDFDV] Field Identifier.
|248-252|Blank|Fill with blanks
|253-257|ZIP Code|Enter a valid ZIP code. \\Derived from the ‘BASIC ZIP CODE’ (seq 2090) [IDFDV] Field Identifier.
|258-262|ZIP Code Extension|Enter the four-digit extension of ZIP code, if applicable \\Derived from the ‘BASIC ZIP EXTN’ (seq 2080) [IDFDV] Field Identifier.\\ \\Clients must include the hyphen (‘-‘) when defining the [IDFDV] Seq 2080
|263-275|Blank|Fill with blanks
!Record Name: Code E - Employer Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘E’
|2-5 VT|Year|Enter the year that is being reported
|6-14|Federal Federal Employer Identification Number|Enter the employer's FEIN \\Numeric characters only \\Derived from the [IDGV] State SUI Registration
|15-23 VT|Blank|Fill with blanks
|24-73|Employer Name|Enter the employer’s name \\Derived from the Entity
|74-166 VT|Blank|Fill with blanks
|167-170|Taxing Entity Code|Constant ‘UTAX’
|171-172|State Code|Enter the appropriate FIPS postal numeric code. \\Vermont's Code is '50'
|173-179|State Employer Account Number|Enter the employer account number assigned by the Vermont Department of Labor \\Derived from the IDGV State SUI Registration.
|180-187 VT|Blank|Fill with blanks
|188-189|Reporting Period|Enter the last month of the reporting period. \Options are: 03, 06, 09 or 12
|190-275 VT|Blank|Fill with blanks
!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 full nine-digit SSN. \\If not known, enter ‘I’ in position 2 and fill with blanks \\If an invalid SSN is encountered, this field is entered with zeroes \\Derived from [IDFDV] Field Identifier: ‘W2-EE-SSN’
|11-30 VT|Employee Last Name|Enter employee's last name \\Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’
|31-42 VT|Employee First Name|Enter employee's first name \\Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’
|43 VT|Employee Middle Initial|Enter the employee's middle initial, if applicable. \\Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|44-45 VT|State Code|Enter the appropriate FIPS postal numeric code. \\Vermont's Code is '50'
|46-49 VT|Report Quarter/Year|Enter the last month and year that is being reported, in MMYY format
|50-63 VT|Gross Wages for the Quarter|Enter the total gross wages paid during this reporting quarter \\Omit decimals
|64-142 VT|Blank|Fill with blanks
|143-146 VT|Taxing Entity Code|Constant ‘UTAX’
|147-154 VT|Blank|Fill with blanks
|155-161 VT|State Employer Account Number|Enter the employer account number assigned by the Vermont Department of Labor \\Enter preceeding zeroes if account number is less than 7 digits \\Derived from the IDGV State SUI Registration
|162-232 VT|Blank|Fill with blanks
|233 VT|Hourly/Salaried Flag|Enter ‘H’ for an hourly employee or ‘S’ for a salaried employee
|234 VT|Gender|Enter ‘M’ for Male or ‘F’ for Female
|235-238 VT|Total Hours Worked|Not required. Can fill with blanks or zeroes
|239-244 VT|Hourly Wage|Enter the rate paid on most hours in the quarter for hourly employees only \\Omit decimals
|245-275 VT|Blank|Fill with blanks
!Record Name: Code T - Total Record
||Column||Description||Source
|1|Record Identifier|Constant ‘T’
|2-8|Total Number of Employees|Enter the total number of ‘S’ records reported since the last ‘E’ record
|9-12|Taxing Entity Code|Constant ‘UTAX’
|13-26|Total Gross Wages|Enter the total quartertly gross wages subject to all taxes. \\Derived from the total of this field on all ‘S’ records since the last ‘E’ record
|27-275 VT|Blank|Fill with blanks
!Record Name: Code F - Final Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘F’
|2-11 VT|Total Number of Employees|Enter the total number of 'S' records in the file
|12-21 VT|Total Number of Employees|Enter the total number of 'E' records in the file
|22-25 VT|Taxing Entity Code|Constant ‘UTAX’
|26-40 VT|Total Gross Wages in File|Enter the total gross wages for all employees reported. \\Omit decimal \\Derived from the total of this field on all ‘S’ records in the file
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![Notes|Edit:Internal.Tax Reporting - VT]
[{InsertPage page='Internal.Tax Reporting - VT' default='Click to create a new notes page'}]