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 tab must be set up for 'State Registration' for State/Province: Vermont
• The IDGV Variables 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 tab must be set up with 'State SUI Registration' for State/Province: Vermont
• The IDGV Variables 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)#

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 Reporting)#

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)#

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

Record Name: Code RV – Total State Record (Optional for State Reporting)#

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

NOTE: The following ‘Not Required’ fields may or may not always contain blanks.
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#

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