Washington Annual and Quarterly Reporting#

What's New for Tax Year 2011#

Washington state does not have state personal income tax. There were no file format changes in UI wage reporting for the state of Washington for tax year 2011.

Set Up#

This document contains abbreviated set up requirement for the state of Washington 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: 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 Definitiontab 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$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
  • The 'Quarterly Form Code' must be entered in order to produce the UI wage file in ICESA format.
  • Use the supplied form code 'HL$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 marked with WA indicates it is a Washington state specific requirement which is not the standard record format

Record Name: Code A - Transmitter Record #

ColumnDescriptionCourse
1-1Record IdentifierConstant ‘A’
2-5Payment Year

Enter year for which this report is being prepared
From user specified FROM-TO period converted to YYYY
6-14Transmitter’s Federal EIN

Enter only numeric characters; omit hyphens, prefixes and suffixes
Derived from IDFDV Field Identifier:‘TRAN EIN’ (seq 1010).
15-18Taxing Entity CodeConstant ‘UTAX’
19-23Blank
24-73Transmitter Name

Enter the transmitter name of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN NAME’ (seq 1030)
74-113Transmitter Street Address.

Enter the street address of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
114-138Transmitter City

Enter the city of the organization submitting the file
Derived from IDFDV Field Identifier: ‘TRAN CITY’ (seq 1050)
139-140Transmitter State

Enter the standard two character FIPS postal abbreviation
Derived from IDFDV Field Identifier: ‘TRAN STATE’ (seq 1060)
141-153Blank
154-158Transmitter ZIP CodeDerived from IDFDV Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
159-163Transmitter 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)
164-193Transmitter Contact

Title of individual from transmitter organization responsible for the accuracy of the wage report
Derived from IDFDV Field Identifier: ‘TRAN CONTACT’(seq 1090)
194-203Transmitter Contact Telephone NumberDerived from IDFDV Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100)
204-207Telephone Extension/Box

Enter transmitter telephone extension or message box
Derived from IDFDV Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
208-242 WABlank
243-250Media Creation Date

Enter date in MMDDYYYY format
Derived from the System Date
251-275Blank

Record Name: Code B - Authorization Record#

ColumnDescriptionCourse
1-1Record IdentifierConstant ‘B’
2-5Payment Year

Enter the year for which this report is being prepared
6-14Transmitter’s Federal EIN

Enter only numeric characters
Derived from IDFDV Field Identifier: BASIC EIN (seq 2010)
15-22Computer

Enter the manufacturer’s name
Derived from IDFDV Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
23-24Internal Label

‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette
Derived from IDFDV Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
25-225 WABlank
226-275 WATransmitter contact email addressDerived from IDFDV Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)

Record Name: Code E - Employer Record #

ColumnDescriptionCourse
1-1Record IdentifierConstant ‘E’
2-5Payment Year

Enter the year for which the report is being prepared
6-14Federal EIN

Enter only numeric characters of the Federal EIN
15-23Blank
24-73Employer Name

Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency
Derived from the Entity
74-113Employer Street AddressDerived from the Entity Location
114-138Employer CityDerived from the Entity Location
139-140Employer State

Enter the standard two character FIPS postal abbreviation of the employer’s address
Derived from the Entity Location
141-148Blank
149-153ZIP code extension

Enter four digit extension of ZIP code, including the hyphen in position 149
Derived from the Entity Location
154-158ZIP codeDerived from the Entity Location.
159-166 WABlank
167-170Taxing Entity CodeConstant ‘UTAX’
171-172State Identifier Code.

Enter the state FIPS postal numeric code for the state to which wages are being reported
Numeric Code for Washington is ‘53’
173-187State Unemployment Insurance Account NumberDerived from the IDGV State SUI Registration
188-189Reporting Period

‘03’, ‘06’, ‘09’, or ‘12’
190-190No 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 WABlank
192-201 WAAgent Code

Blank
202-255 WABlank
256-256Foreign 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)
257-257Blank
258-269 WAOther EIN

Enter Blanks if no other EIN was used
Derived from IDFDV Field Identifier: ‘OTHER EIN’ (seq 3060)
270-275Blank

Record Name: Code S – Employee Wage Record #

ColumnDescriptionCourse
1-1Record IdentifierConstant ‘S’
2-10Social Security Number

Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10
11-30Employee Last Name
31-42Employee First Name
43-43Employee Middle Initial

Leave blank if no middle initial
44-45State Code

Enter the state FIPS postal numeric code for the state to which wages are being reported

Use ‘53’ for Washington state
46-49Blank
50-63 WAEmployee’s Exercised Stock Options for this quarterDerived from IDFDV Field Identifier:Sequence 4180
64-77State QTR Unemployment Insurance Total Wages

Enter quarterly wages subject to unemployment taxes
Derived from IDFDV Field Identifier: 7200
78-91State QTR Unemployment Insurance Excess Wages

Quarterly wages in excess of the state UI taxable wage base
92-105State QTR Unemployment Insurance Taxable Wages

State QTR UI total wages less state QTR UI excess wages
106-131 WABlank
132-135 WANumber of Hours Worked

The number of hours worked in the reporting period
Derived from IDFDV Field Sequence 3300
136-142 WABlank
143-146Taxing Entity CodeConstant ‘UTAX’
147-161Employment Security Reference Number

Enter state UI employer account number
SUI Registration Number from IDGV
162-209 WABlank
210-210Officer Code

Enter ‘1’ for officers of the corporation, else enter ‘0’
211-211 WABlank
212-212Month-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’
213-213Month-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’
214-214Month-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’
215-220Reporting 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)
221-275Blank

Record Name: Code T - Total Record #

ColumnDescriptionCourse
1-1Record IdentifierConstant ‘T’
2-8Total Number of Employees

The total number of ‘S’ records since the last ‘E’ record
9-12Taxing Entity CodeConstant ‘UTAX’
13-26 WATotal amount of exercised stock options for this employerDerived from IDFDV Field Identifier: Sequence 4180
27-40State 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
41-54State 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
55-68State 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
69-81Blank
82-87 WAUI tax rate this quarter

The employer UI rate for this reporting period

Six digits with one assumed decimal point (e.g. 2.8%=’028000’)
88-100State QTR UI taxes due

UI taxes due

QTR state UI taxable wages times UI tax rate

101-111Previous 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. - Blanks.

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 fo 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 fo 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 #

ColumnDescriptionCourse
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. - Blanks.

159-275|Blank|


Notes#

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