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Vermont Annual and Quarterly Reporting#

What's New for Tax Year 2011#

The state of Vermont accepts W2 wage reporting via the standard SSA EFW2 file format.

The following changes have been noted for reporting W2 wages to the Federal Government:

• (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) Record codes ‘RO’ and ‘RU’ are not required by the state of Vermont for wage reporting

There are no file format changes in UI wage reporting for tax year 2011.

Set Up#

This document contains abbreviated set up requirement for the state of Vermont 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: 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 VT State magnetic media file for VT State only.

IDGV - State SUI Registration#

• The IDGV Definitiontab 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 '02' to generate State UI wage file for state of Vermont.

State File Procedures#

• The state of Vermont Department of Revenue accepts filing of Quarterly UI wages via magnetic media using the ICESA format.
• Records required for the W2 reporting are: Code E,S,F.

Annual W2 Wage Reporting - EFW2 File Format#

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

Report List Filters, Select State:	Vermont, 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.

Required record codes are ‘RA’, ‘RE’, ‘RW’, ‘RS’, ‘RT’, and ‘RF’.

State Magnetic Media Reporting - EFW2 File 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 - Blanks

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 - Blanks.

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 - Blanks

446-485 - Contact E-mail|Derived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)

486-488 - Blanks

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 - Blanks

Record Name: Code RE - Employer Record (Same as the 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 - Blanks

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 - Blanks.

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

Column	Description	Source

1-2 - Record Identifier - Constant "RW"

3-11 - 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.

12-26 - Employee First Name|Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)

27-41 - Employee Middle Name or Initial|Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)

42-61 - Employee Last Name|Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)

62-65 - Employee Suffix|Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)

66-87 - Employee Location Address|Derived from IDFDV Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)

88-109 - Employee Delivery Address|Derived from IDFDV Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)

110-131 - Employee City|Derived from IDFDV Field Identifier: ‘W2-EE-CITY’ (seq 2620)

132-133 - Employee State Abbreviation|Derived from IDFDV Field Identifier: ‘W2-EE-STATE’ (seq 2630)

134-138 - Employee ZIP Code|Derived from IDFDV Field Identifier: ‘W2-EE-ZIP’ (seq 2640)

139-142 - Employee ZIP Code Extension|Derived from IDFDV Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)

143-147 - Blanks

148-170 - Employee Foreign State/Province|Derived from IDFDV Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)

171-185 - Employee Foreign Postal Code|Derived from IDFDV Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)

186-187 - Employee Country Code|Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)

188-198 - Wages, Tips and other compensation|Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)

199-209 - Federal Income Tax Withheld|Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’ (seq 3010)

210-220 - Social Security Wages|Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)

221-231 - Social Security Tax Withheld|Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’ (seq 3030)

232-242 - Medicare Wages & Tips|Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)

243-253 - Medicare Tax Withheld|Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)

254-264 - Social Security Tips|Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’ (seq 3060)

265-275 - Advanced Earned Income Credit|Derived from IDFDV Field Identifier: ‘W2-EIC’ (seq 3080)

276-286 - Dependent Care Benefits|Derived from IDFDV Field Identifier: ‘W2-DEP-CARE’ (seq 3090)

287-297 - Deferred Compensation contribution to Section 401(k)|Derived from IDFDV Field Identifier: ‘W2-CODE-D’ (seq 4030)

298-308 - Deferred Compensation contribution to Section 403(b)|Derived from IDFDV Field Identifier: ‘W2-CODE-E’ (seq 4040)

309-319 - Deferred Compensation contribution to Section 408(k)(6)|Derived from IDFDV Field Identifier: ‘W2-CODE-F’ (seq 4050)

320-330 - Deferred Compensation contribution to Section 457(b)|Derived from IDFDV Field Identifier: ‘W2-CODE-G’ (seq 4060)

331-341 - Deferred Compensation contribution to Section 501(c)(18)(D)|Derived from IDFDV Field Identifier: ‘W2-CODE-H’ (seq 4070)

342-352 - Military Employee’s Basic Quarters and Combat Pay|Derived from IDFDV Field Identifier: ‘W2-CODE-Q’ (seq 4140)

353-363 - Non-qualified Plan section 457|Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’ (seq 3102)

364-374 - Employer Contribution to a Health Savings Account|Derived from IDFDV Field Identifier: ‘W2-CODE-W’ (seq 4190)

375-385 - Non-qualified Plan Not section 457|Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)

386-407 - Blanks

408-418 - Employer cost of premiums for Group Term Life insurance over $50000|Derived from IDFDV Field Identifier: ‘W2-CODE-C’ (seq 4020)

419-429 - Income from Non-statutory Stock Options|Derived from IDFDV Field Identifier: ‘W2-CODE-V’ (seq 4180)

430-462 - blank

463-473 - Cost of Employer-Sponsored Health Coverage|Derived from IDFDV Field Identifier: ‘W2-CODE-DD’ (seq 4250)

474-485 - blank

486 - Statutory Employee Indicator|Derived from IDFDV Field Identifier: ‘W2-STAT-EE’ (seq 6000) - if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered

487 - blank

488 - Retirement Plan Indicator|Derived from IDFDV Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020) - if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered

489 - Third-Party Sick Pay Indicator|Derived from IDFDV Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060) - if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered

490-512 - blank

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

Column	Description	Source

1-2 - Record Identifier - Constant ‘RO’

3-11 - blank

Location 12 to 264 do not apply to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands Employees.

Column	Description	Source

12-22 - Allocated Tips|Derived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)

23-33 - Uncollected Employee Tax on Tips - combined the uncollected social security tax and the uncollected medicare tax|Derived from IDFDV Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)

34-44 - Medical Savings Account|Derived from IDFDV Field Identifier: ‘W2-CODE-R’ (seq 4150)

45-55 - Simple Retirement Account|Derived from IDFDV Field Identifier: ‘W2-CODE-S’ (seq 4160)

56-66 - Qualified Adoption Expenses|Derived from IDFDV Field Identifier: ‘W2-CODE-T’ (seq 4170)

67-77 - Uncollected SSA tax on Group Ins > 50000|Derived from IDFDV Field Identifier: ‘W2-CODE-M’ (seq 4110)

78-88 - Uncollected Medicare tax on Group Ins > 50000|Derived from IDFDV Field Identifier:‘W2-CODE-N’ (seq 4120)

89-110 - blank

111-121 - Designated Roth Contribution under section 457(b)|Derived from IDFDV Field Identifier: ‘W2-CODE-EE’ (seq 4260)

122-264 - blank

Location 265 to 362 are for Puerto Rico Employees only.

Column	Description	Source

265 - Civil Status

266-274 - Spouse’s SSN - blank

275-285 - Wages Subject to Puerto Rico Tax - stored as zeroes

286-296 - Commissions Subject to Puerto Rico Tax - stored as zeroes

297-307 - Allowances Subject to Puerto Rico Tax - stored as zeroes

308-318 - Tips Subject to Puerto Rico Tax - stored as zeroes

319-329 - Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax - stored as zeroes

330-340 - Puerto Rico Tax Withheld - stored as zeroes

341-351 - Retirement Fund Subject to Puerto Rico Tax - stored as zeroes

352-362 - blank

Location 363 to 384 are for Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.

Column	Description	Source

363-373 - Total wages, tips and other compensation subject to Virgin Islands, … income tax - stored as zeroes

374-384 - Virgin Islands, etc… Income Tax Withheld - stored as zeroes

385-512 - Blanks.

Record Name: Code RS - State Wage Record (Same as the Federal Code RS)#

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. - e.g. Vermont is code "50"

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 - Blanks.

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 - Employee Country Code|Derived from IDFDV Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)

Location 195 to 267 apply to Quarterly UNEMPLOYMENT REPORTING.

If the user specified ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled. Please read document PR_US_QTR_MMREF_Generic.doc for detail for quarterly reporting.

Column	Description	Source

195-196 - Optional code - State Specific Data. If 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-2003’, then reporting period is ‘122003’

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 - State Quarterly Unemployment Insurance Taxable Wages - this amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government - please read document PR_US_QTR_MMREF_Generic.doc for detail for quarterly reporting

225-226 - Number of Weeks Worked - From system derived number of Weeks Worked for the Reporting State - the system reads all Pay Headers with pay category = ‘Regular Pay’ that are not reversed with Pay Issue Date falls within the user specified Quarter begin and end date - if the Pay Header’s Work State or Home State is the same as the reporting State, then the Pay Header Tax Weeks is accumulated

227-234 - Date First Employed MMDDCCYY - From system derived latest Employment Hired Date

235-242 - Date of Separation MMDDCCYY - From system derived latest Employment Termination Date that is greater than the Employment Hired Date

243-247 - Blanks

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

268-273 - Blanks

Location 274 to 337 apply to INCOME TAX REPORTING.

If the user specified ‘Period Type’ = ‘Quarter’ or ‘Year’, then Location 274 to 337 will be filled.

Column	Description	Source

274-275 - State code, appropriate FIPS postal numeric code - system Derived from the State being reported - e.g. Vermont code "50"

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)

298-307 - Other State Data, to be defined by each State

308 - 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: C – City Income Tax D – County Income Tax E – School District Income Tax F – Other Income Tax

- the user must set up IDGV screen for the Local or School Registration by County/City or School district for the following fields on the Variables Tab: - 'W2 STATE MEDIA FILING' - 'W2 TAX TYPE CODE' - 'W2 TAXING ENTITY'

- 'W2 STATE MEDIA FILING' indicates whether the County/City or School should report taxes with the State or not - 'W2 TAX TYPE CODE' must contain the valid Tax Type Code as defined above - 'W2 TAXING ENTITY' contains the Taxing Entity code supplied by the County/City or School government booklet

- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAX TYPE CODE' field

309-319 - Local Taxable Wages - 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 - 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 (optional) - blank

338-412 - Supplemental Data 1 - State Specific Data. If not used, enter blanks.

413-487 - Supplemental Data 2 - State Specific Data. If not used, enter blanks.

488-512 - 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 RT - Total Record (Same as the Federal Code RT)#

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 RU - Total Record (Optional for State Quarterly Reporting)#

Column	Description	Source

1-2 - Record Identifier - Constant "RU"

3-9 - Number of RO Records - Total number of code "RO" records reported since last code "RE" reocrd

10-24 - Allocated Tips|Derived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record

25-39 - Uncollected Employee Tax on Tips|Derived from IDFDV Field Identifier: ‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record

40-54 - Medical Savings Account|Derived from IDFDV Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record

55-69 - Simple Retirement Account|Derived from IDFDV Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record

70-84 - Qualified Adoption Expenses|Derived from IDFDV Field Identifier: ‘W2-CODE-T’, total of all code "RO" records since last "RE" record

85-99 - Uncollected SSA tax on Group Ins > 50000|Derived from IDFDV Field Identifier: ‘W2-CODE-M’, total of all code "RO" records since last "RE" record

100-114 - Uncollected Medicare tax on Group Ins > 50000|Derived from IDFDV Field Identifier: ‘W2-CODE-N’, total of all code "RO" records since last "RE" record

115-144 - Blank

145-159 - Designated Roth Contribution under section 457(b)|Derived from IDFDV Field Identifier: ‘W2-CODE-EE’, total of all code "RO" records since last "RE" record

160-354 - Blank

355-369 - Wages Subject to Puerto Rico Tax - stored as zeroes

370-384 - Commissions Subject to Puerto Rico Tax - stored as zeroes

385-399 - Allowances Subject to Puerto Rico Tax - stored as zeroes

400-414 - Tips Subject to Puerto Rico Tax - stored as zeroes

415-429 - Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax - stored as zeroes

430-444 - Puerto Rico Tax Withheld - stored as zeroes

445-459 - Retirement Fund Subject to Puerto Rico Tax - stored as zeroes

460-474 - Total wages, tips and other compensation subject to Virgin Islands, … income tax - stored as zeroes

475-489 - Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax Withheld - stored as zeroes

490-512 - blank

Record Name: Code RV – Total State Record (Optional, to be Defined by Participating States)#

Column	Description	Source

1-2 - Record Identifier - Constant "RV"

3-512 - To be defined by participating states

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

State Quarterly UI Wage Reporting - ICESA File Format#

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

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

• The state of Vermont 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.

Quarterly UI Wage Magnetic Media Reporting – ICESA format#

Please note that the following ‘Not Required’ fields may or may not always contain blanks. Note: Columns with VT indicates it is a Vermont specific requirement which is not the standard record format

Record Name: Code E - Employer Record #

Column	Description	Source

1-1 - Record Identifier. - Constant ‘E’.

2-3 VT - Report Quarter. - Enter the month end for which the report is being prepared (‘03’,’06’,’09’, or ’12)

4-5 VT - Report Year. - Enter the year for which the report is being prepared (i.e. ‘03’ for 2003)

6-14 - Federal EIN - Enter only numeric characters - Derived from the IDGV State SUI Registration

15-21 VT - State Employer Number. - Assigned by Vermont Department of Labor - Derived from the IDGV State SUI Registration

22-23 VT - Not Required

24-73 - Employer Name. - Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency - Derived from the Entity

74-113 - Employer Street Address - Enter the street address of the Employer - Derived from the Entity Location

114-138 - Employer City - Enter the city of employer’s mailing address - Derived from the Entity Location

139-148 VT - Employer State - Enter the standard two character FIPS postal abbreviation of the employer’s address - Derived from the Entity Location

149-275 VT - Not Required.

Record Name: Code S – Employee Wage Record #

Column	Description	Source

1-1 - Record Identifier. - Constant ‘S’

2-10 - Social Security Number - Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10

11-37 VT - Employee Name. - Enter employee name. Last Name first

38-131 VT - Not Required.

132-140 VT - State QTR Unemployment Insurance Total Wages. - Enter quarterly wages subject to unemployment taxes.

141-142 VT - Not Required

143-149 VT - State Employer Number. - Assigne by VT Department of Employment and Training - Derived from the IDGV State SUI Registration

150-159 VT - Not Required

160-160 VT - Hourly/Salaried Flag - ‘H’=Hourly Employee; ‘S’=Salaried Employee - 161-161 VT -Employee Gender - ‘M’=Male; ‘F’=Female.

162-165 VT - Total Hours Worksed - Fill with Zeros

166-171 VT - Hourly Wages - Fill with Zeros

172-275 VT - Blanks.

Record Name: Code F - Final Record #

Column	Description	Source

1-1 - Record Identifier. - Constant ‘F’.

2-7 VT - Blanks

8-18 VT - Quarterly Total Gross Wages in File - QTR gross wages subject to all taxes. Total of this field for all ‘S’ records in the file

19-275 VT - Blanks.

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Notes#

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