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Washington Annual and Quarterly Reporting#

What's New for Tax Year 2012#

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 2012.

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$US-W2-2013. The Variables need to be entered in this form code for specific use in the installation.
• The 'Quarterly Form Code' must be entered in order to produce the UI wage file in ICESA format.
• Use the supplied form code 'HL$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-2013
• 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
106-131 WA	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

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Notes#

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