Washington Annual and Quarterly Reporting#

Set Up#

This document contains abbreviated set up requirement for the state of Washington only, please refer to the general document (Tax Reporting - US General) for other setup procedure that may also be required.

IDGV - State Registration#

• The IDGV Definition tab must be set up for 'State Registration' for State/Province: Washington.
• The IDGV Variables tab must be set up for 'State Registration' for State/Province: Washington.
• 'W2 STATE MEDIA FILING' - Must be ‘02’ to generate WA State magnetic media file for WA State only.

IDGV - State SUI Registration#

• The IDGV Definition tab must be set up with 'State SUI Registration' for State/Province: Washington.
• The IDGV Variables tab must be set up with 'State SUI Registration' for State/Province: Washington.
  • 'W2 STATE MEDIA FILING' - Must be ‘02’ to generate UI wage magnetic media file for Washington.

State File Procedures#

• Washington does not have state personal income tax.
• The state of Washington Department of Labor accepts filing of Quarterly UI wages via magnetic media using the ICESA format.

State Quarterly UI Wage Reporting - ICESA File Format#

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

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

• The state of Washington must be selected in the 'Report List Filters'.
• Annual Form Code - Use the standard supplied form code HL$US-W2-2017. The Variables need to be entered in this form code for specific use in the installation.
• The 'Quarterly Form Code' must be entered in order to produce the UI wage file in ICESA format.
• Use the supplied form code 'HL$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-Mar-2016
• 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 marked with WA indicates it is a Washington state specific requirement which is not the standard record format

Record Name: Code A - Transmitter Record #

Column	Description	Course
1-1	Record Identifier	Constant ‘A’
2-5	Payment Year	Enter year for which this report is being prepared From user specified FROM-TO period converted to YYYY
6-14	Transmitter’s Federal EIN	Enter only numeric characters; omit hyphens, prefixes and suffixes Derived from IDFDV Field Identifier:‘TRAN EIN’ (seq 1010).
15-18	Taxing Entity Code	Constant ‘UTAX’
19-23	Blank
24-73	Transmitter Name	Enter the transmitter name of the organization submitting the file Derived from IDFDV Field Identifier: ‘TRAN NAME’ (seq 1030)
74-113	Transmitter Street Address	Enter the street address of the organization submitting the file Derived from IDFDV Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
114-138	Transmitter City	Enter the city of the organization submitting the file Derived from IDFDV Field Identifier: ‘TRAN CITY’ (seq 1050)
139-140	Transmitter State	Enter the standard two character FIPS postal abbreviation Derived from IDFDV Field Identifier: ‘TRAN STATE’ (seq 1060)
141-153	Blank
154-158	Transmitter ZIP Code	Derived from IDFDV Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
159-163	Transmitter ZIP Code extension	Use this field as necessary for the four digit extension of ZIP code Includes a hyphen in position 159 Derived from IDFDV Field Identifier: ‘TRAN ZIP EXTN’ (seq 1070; include ‘-‘ in position 159)
164-193	Transmitter Contact	Title of individual from transmitter organization responsible for the accuracy of the wage report Derived from IDFDV Field Identifier: ‘TRAN CONTACT’(seq 1090)
194-203	Transmitter Contact Telephone Number	Derived from IDFDV Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100)
204-207	Telephone Extension/Box	Enter transmitter telephone extension or message box Derived from IDFDV Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
208-242 WA	Blank
243-250	Media Creation Date	Enter date in MMDDYYYY format Derived from the System Date
251-275	Blank

Record Name: Code B - Authorization Record#

Column	Description	Course
1-1	Record Identifier	Constant ‘B’
2-5	Payment Year	Enter the year for which this report is being prepared
6-14	Transmitter’s Federal EIN	Enter only numeric characters Derived from IDFDV Field Identifier: BASIC EIN (seq 2010)
15-22	Computer	Enter the manufacturer’s name Derived from IDFDV Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
23-24	Internal Label	‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette Derived from IDFDV Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
25-225 WA	Blank
226-275 WA	Transmitter contact email address	Derived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)

Record Name: Code E - Employer Record #

Column	Description	Course
1-1	Record Identifier	Constant ‘E’
2-5	Payment Year	Enter the year for which the report is being prepared
6-14	Federal EIN	Enter only numeric characters of the Federal EIN
15-23	Blank
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	Derived from the Entity Location
114-138	Employer City	Derived from the Entity Location
139-140	Employer State	Enter the standard two character FIPS postal abbreviation of the employer’s address Derived from the Entity Location
141-148	Blank
149-153	ZIP code extension	Enter four digit extension of ZIP code, including the hyphen in position 149 Derived from the Entity Location
154-158	ZIP code	Derived from the Entity Location.
159-166 WA	Blank
167-170	Taxing Entity Code	Constant ‘UTAX’
171-172	State Identifier Code	Enter the state FIPS postal numeric code for the state to which wages are being reported Numeric Code for Washington is ‘53’
173-187	State Unemployment Insurance Account Number	Derived from the IDGV State SUI Registration
188-189	Reporting Period	‘03’, ‘06’, ‘09’, or ‘12’
190-190	No Workers/No Wages	Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record Enter ‘1’ to indicate otherwise
191-191 WA	Blank
192-201 WA	Agent Code	Blank
202-255 WA	Blank
256-256	Foreign Indicator	If data in positions 74-158 is for a foreign address, enter the letter ‘X’, else leave it blank Derived from IDFDV Field Identifier: ‘FOREIGN ADDR INDICATOR’ (seq 3040)
257-257	Blank
258-269 WA	Other EIN	Enter Blanks if no other EIN was used Derived from IDFDV Field Identifier: ‘OTHER EIN’ (seq 3060)
270-275	Blank

Record Name: Code S – Employee Wage Record #

Column	Description	Course
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
11-30	Employee Last Name
31-42	Employee First Name
43-43	Employee Middle Initial	Leave blank if no middle initial
44-45	State Code	Enter the state FIPS postal numeric code for the state to which wages are being reported Use ‘53’ for Washington state
46-49	Blank
50-63 WA	Employee’s Exercised Stock Options for this quarter	Derived from IDFDV Field Identifier:Sequence 4180
64-77	State QTR Unemployment Insurance Total Wages	Enter quarterly wages subject to unemployment taxes Derived from IDFDV Field Identifier: 7200
78-91	State QTR Unemployment Insurance Excess Wages	Quarterly wages in excess of the state UI taxable wage base
92-105	State QTR Unemployment Insurance Taxable Wages	State QTR UI total wages less state QTR UI excess wages
106-107 WA	Zero-hour Reason Blank	A numeric code to be entered only when a wage is reported but the employee has zero hours
108-113	Standard Occupational Classification (SOC) Code	A 6-digit numeric SOC code that corresponds to the employee’s occupation. This field should come from the IDJB table (for the employee’s Job Code) - Occupation Code (IDOC)
114-131	Blank
132-135 WA	Number of Hours Worked	The number of hours worked in the reporting period Derived from IDFDV Field Sequence 3300
136-142 WA	Blank
143-146	Taxing Entity Code	Constant ‘UTAX’
147-161	Employment Security Reference Number	Enter state UI employer account number SUI Registration Number from IDGV
162-209 WA	Blank
210-210	Officer Code	Enter ‘1’ for officers of the corporation, else enter ‘0’
211-211 WA	Blank
212-212	Month-1 Employment	Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month, else enter ‘0’
213-213	Month-2 Employment	Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month, else enter ‘0’
214-214	Month-3 Employment	Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month, else enter ‘0’
215-220	Reporting Quarter and Year	Enter the last month and year for the calendar period for which this report applies (i.e. 062008 for Apr-June 2008)
221-275	Blank

Record Name: Code T - Total Record #

Column	Description	Course
1-1	Record Identifier	Constant ‘T’
2-8	Total Number of Employees	The total number of ‘S’ records since the last ‘E’ record
9-12	Taxing Entity Code	Constant ‘UTAX’
13-26 WA	Total amount of exercised stock options for this employer	Derived from IDFDV Field Identifier: Sequence 4180
27-40	State QTR Unemployment Insurance Total Wages for Employer	QTR wages subject to state unemployment taxes Total of this field on all ‘S’ records since the last ‘E’ record
41-54	State QTR Unemployment Insurance Excess Wages for employer	QTR wages in excess of the state UI taxable wage base Total of all ‘S’ records since the last ‘E’ record
55-68	State QTR Unemployment Insurance Taxable Wages for employer	QTR UI total wages less state QTR UI excess wages Total of all ‘S’ records since the last ‘E’ record
69-81	Blank
82-87 WA	UI tax rate this quarter	The employer UI rate for this reporting period Six digits with one assumed decimal point (e.g. 2.8%=’028000’)
88-100	State QTR UI taxes due UI taxes due QTR state UI taxable wages times UI tax rate
101-111	Previous Quarter(s) Underpayment	State Specific Data If not used, enter zero
112-122	Interest	State Specific Data If not used, enter zero
123-133	Penalty	State Specific Data If not used, enter zero
134-144	Credit/Overpayment	State Specific Data If not used, enter zero
145-148 WA	Employment Administration Fund Tax Rate	Right Justify, Zero fill Decimal point is assumed (e.g. 0.03%=0003)
149-159	Employment Administration Fund Assessment Amount	State Specific Data If not used, enter zero
160-163 WA	Total Exempt Corporate Officers	State Specific Data If not used, enter zero
164-174	Employee Assessment Amount Blank
175-185	Total Payment Due	State Specific Data If not used, enter zero
186-196 WA	Amount Remitted	State Specific Data If not used, enter zero
197-200 WA	Additional 4 Digit Decimal Position for Amount Remitted	Blank
201-226 WA	Blank
227-233	Month-1 Employment for employer	Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month Total of all ‘S’ records after the last ‘E’ record
234-240	Month-2 Employment	Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month Total of all ‘S’ records after the last ‘E’ record
241-247	Month-3 Employment	Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month Total for all ‘S’ records after the last ‘E’ record
248-267 WA	Blank
268-268 WA	Reason Code for entering Excess Wages	Constant ‘0’
269-275	Blank

Record Name: Code F - Final Record #

Column	Description	Course
1-1	Record Identifier	Constant ‘F’
2-11	Total Number of Employees in File	Enter the total number of ‘S’ records in the entire file
12-21	Total Number of Employers in File	Enter the total number of ‘E’ records in the entire file
22-25	Taxing Entity Code	Constant ‘UTAX’
26-40 WA	Blank
41-55	Quarterly State Unemployment Insurance Total Wages in File	QTR wages subject to state UI tax Total of this field for all ‘S’ records in the file
56-70	Quarterly State Unemployment Insurance Excess Wages in File	QTR wages in excess of the state UI taxable wage base Total of this field for all ‘S’ records in the file
71-85	Quarterly State Unemployment Insurance Taxable Wages in File	State UI gross/total wage less quarterly state UI excess wages Total of this field for all ‘S’ records in the file
86-100 WA	Total Remittance Amount
101-139 WA	Blank
140-154 WA	Total Amount Remitted for All Employers in This File
155-158 WA	Total Amount Remitted Extension, Additional 4 Digit Decimal Position for Amount Remitted. Blank
159-275	Blank

State Quarterly UI Wage Reporting – .CSV File Format#

UEEF must be run with the following report parameters defined to generate the Washington State Quarterly file information in the .CSV format.

Parameter	Description	Source
As Of Date	Enter the quarter end date, such as 30-Jun-20YY
Interface Format Code	Use the annual supplied form code, such as 'HL$US-QTR-WA-20YY'. The 'Variables' need to be entered on this form code for specific use in the installation.
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

Quarterly UI Wage Magnetic Media Reporting - .CSV File Format#

Column	Description	Source
1	Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN)	This field must be numeric and may be formatted (i.e., 3 digits, dash, 2 digits, dash, 4 digits) or unformatted (nine digits) e.g., — ?123-45-6789? or — ?123456789? or blank, no spaces. An ITIN is a 9-digit number issued by the IRS to identify an individual who is not eligible to receive an SSN.
2	Last Name	Up to 30 characters
3	First Name	Up to 30 characters
4	Middle Name	Up to 30 characters
5	Suffix	Optional, Up to 4 characters
6	*Hours	Enter Quarterly hours subject to unemployment taxes (from Pay Element 'REG HOURS' if the standard IDIF file definition 'HL$US-QTR-WA-20YY' is used)
7	*Gross	Enter quarterly wages subject to unemployment taxes (from Pay Element 'SUI WAGES' if the standard IDIF file definition 'HL$US-QTR-WA-20YY' is used)
8	SOC	6 digits, Occupation Code from IDJB for the employee's Job

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Notes#

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