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!!!US W2 ANNUAL AND QUARTERLY PROCESSING - WEST VIRGINIA
!!Set Up
This document contains abbreviated set up requirements for the State of West Virginia 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|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: West Virginia
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: West Virginia
*W2 STATE MEDIA FILING’- Must be ‘01’ in order to generate the Federal File layout used to send to both the federal and state governments.
!!State Procedures
The State of West Virginia Department of Revenue accepts filing of W2s via magnetic media using the EFW2 format
*The required Record codes are: Code RA, RE, RW, RS, RT and RF
*State of West Virginia allows for filing of the Wisconsin state information along with the federal file and other states’ information. Therefore, [IDGV] must be set up for State Registration of Wisconsin with the [IDGV] Variable:
**W2 STATE MEDIA FILING: 01 – Federal File format
!Annual W2 Wage Reporting – EFW2 Format
[RPYEU] must be run with the following report parameters and filters defined to generate the Federal 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.
|Media Format|Mandatory. 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: West Virginia, USA
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!!State Magnetic Media Reporting – EFW2 Format
%%information NOTE: Optional Data not required by the State of West Virginia may or may not always be filled with blanks.%%
!Record Name: Code RA – Submitter Record
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
!Record Name: Code RE – Employer Record
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\
!Record Name: Code RW – Employer Record
[{InsertPage page='W2_EFW2_RECORD_RW'}]
!Record Name: Code RS - State Record (Required)
__Generates State of West Virginia records only__ \\
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State Code|Enter the appropriate FIPS code. West Virginia is code "54". \\Derived from the State being reported
|5-9|Taxing Entity Code|Not applicable for West Virginia Reporting. 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] W2-EE-SSN Field Identifier
|19-33|Employee First Name|Enter the employee's first name. Left justify and fill with blanks.\\Derived from [IDFDV] W2-EE-FIRST-NAME Field Identifier
|34-48|Employee Middle Name or Initial|Enter the employee's middle name or initial, if applicable. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|49-68|Employee Last Name|Enter the employee's last name. Left justify and fill with blanks.\\Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’
|69-247 WV|Optional Data|Not required by the State of West Virginia
|248-267 WV|State Employer Withholding Account Number|Enter the 9-digit West Virginia Withholding Tax number FEIN. Left justify and fill with blanks. \\Derived from [IDFDV] Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
|268-273|Blank|Reserved for SSA use. Fill with blanks.
|274-275|State code|Enter the appropriate FIPS state code where state income tax should be reported. West Virginia is code "54". \\Derived from the state being reported
|276-286 WV|State Taxable Wages|Taxable Wages for West Virginia. Use Whole Dollars only. Right justify and zero fill. \\Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
|287-297 WV|State Income Tax Withheld|West Virginia Income Tax Withheld. Use Whole Dollars only. Right justify and zero fill. \\Derived from [IDFDV] Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
|298-512|Blank|Fill with blanks.
\\
!Record Name: Code RT – Total Record (Required)
[{InsertPage page='W2_EFW2_RECORD_RT'}]
!Record Name: Code RV - Employer Record (Required)
||Column||Description||Source
|1-2|Record Identifier|Required. Constant "RV"
|3-4|State Code|Required. Enter the appropriate FIPS code. West Virginia is code "54". \\Derived from the State being reported
|5-11|Form Identification|Required. Enter "WVIT103". Omit hyphens
|12-15|Tax Year|Required. Enter current year in YYYY format
|16-24|FEIN|Required. Numeric values only. Omit hyphens
|25-32|WV Account Number|Required. Enter the 8-digit West Virginia account number. Omit hyphens
|33-44|1st Quarter Tax Due|Required. Use Whole Dollars only. No decimals. Right justify and zero fill.
|45-56|2nd Quarter Tax Due|Required. Use Whole Dollars only. No decimals. Right justify and zero fill.
|57-68|3rd Quarter Tax Due|Required. Use Whole Dollars only. No decimals. Right justify and zero fill.
|69-80|4th Quarter Tax Due|Required. Use Whole Dollars only. No decimals. Right justify and zero fill.
|81-92|Total Tax Due for the Year|Required. Use Whole Dollars only. No decimals. Right justify and zero fill.
|93-104|Number Of Tax Statements Transmitted|Required. Use Whole Dollars only. No decimals. Right justify and zero fill.
|105-116|Total Tax Withheld|Required. Numeric. Use Whole Dollars only. No decimals. Right justify and zero fill.
|117-512|Blank|Fill with blanks
!!State Quarterly UI Wage Reporting – ICESA Format\\
__State Format (80-character Special Format)__\\ \\
The State of West Virginia requires Records Codes A, B, E, S, T and F only.
[RPYEU] must be run with the following report parameters and filters defined to generate the West Virginia State file information: \\ \\
__RPYEU Report Parameters__
|Quarterly Form Code|Mandatory. Quarterly Form Code HL$US-W2-20YY, defined on the IDFDV form. \\Must be entered in order to produce the UI wage file in [ICESA] format. \\NOTE: Always use the current year form code. __DO NOT__ use a prior year form code as the Identifiers may be obsolete. \\
|Period Type|Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period.
|Media Format|Mandatory. Enter 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: West Virginia, USA
!Record Name: Code A - Transmitter Record
||Position||Description||Source
|1-1|Record Identifier|Constant ‘A’
|2-5|Payment Year|Enter the year this report is being prepared for. \\Derived from the user defined FROM-TO period, converted to YYYY
|6-23 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|24-73|Transmitter Name|Enter the 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 the ‘TRAN ADDRESS’ (seq 1040) [IDFDV] Field Identifier.
|114-138|Transmitter City|Enter the City of the organization submitting the file. \\Derived from the ‘TRAN CITY’ (seq 1050) [IDFDV] Field Identifier.
|139-140|Transmitter State|Enter the standard two-character FIPS postal abbreviation of the organization submitting the file. \\Derived from the ‘TRAN STATE’ (seq 1060) [IDFDV] Field Identifier.
|141-153|Blank|Not used by the State of West Virginia. Fill with blanks
|154-158|Transmitter ZIP Code|Enter the ZIP code of the organization submitting the file, with the hyphen in position 159. \\Derived from [IDFDV] Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
|159-163|Transmitter ZIP Code extension|Enter the ZIP code extension of the organization submitting the file, if applicable.\\ Includes a hyphen in position 159. \\Derived from [IDFDV] Field Identifier: ‘TRAN ZIP EXTN’ (seq 1070; include ‘-‘ in position 159)
|164-193 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|194-203|Transmitter Contact Telephone Number| Enter the telephone number where the transmitter contact can be reached. \\Derived from [IDFDV] Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100)
|204-275 WV|Blank|Not required by the State of West Virginia. Fill with blanks.
!Record Name: Code B - Authorization Record
||Position||Description||Source
|1-1|Record Identifier|Constant ‘B’
|2-5|Payment Year|Enter the year the report is being prepared for.
|6-14 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|15-22|Computer|Enter the manufacturer’s name of the computer used to create the file. \\Derived from [IDFDV] Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
|23-24|Internal Label|Enter spaces for diskette or CD-R file. \\Derived from [IDFDV] Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
|25-25|Blank|Not required by the State of West Virginia. Fill with blanks.
|26-27|Density|Enter spaces for diskette or CD-R file. \\Derived from [IDFDV] Field Identifier: ‘BASIC DENSITY’ (seq 2110)
|28-30|Character Set| Enter ‘ASC’ for diskette or CD-R file. \\Derived from [IDFDV] Field Identifier: ‘BASIC RECORDING MODE’ (seq 2120, first 3 characters)
|31-32|Number of Tracks|Enter spaces for diskette or CD-R file. \\Derived from [IDFDV] Field Identifier: ‘BASIC RECORDING MODE’ (seq 2120, fourth and fifth character)
|33-34|Blocking Factor|Enter spaces for diskette or CD-R file. \\Derived from [IDFDV] Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
|35-146 WV|Blanks|Not used by the State of West Virginia. Fill with blanks
|147-190|Organization Name|Enter the name of the organization the media should be returned to. \\Derived from [IDFDV] Field Identifier: ‘BASIC NAME’ (seq 2040)
|191-225|Street Address|Enter the street address of the organization the media should be returned to. \\Derived from [IDFDV] Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
|226-245|City|Enter the city of the organization the media should be returned to. \\Derived from [IDFDV] Field Identifier: ‘BASIC CITY’ (seq 2060)
|246-247|State|Enter the standard two-character FIPS postal abbreviation the file should be returned to. \\Derived from [IDFDV] Field Identifier: ‘BASIC STATE’ (seq 2070)
|248-252|Blank|Not used by the State of West Virginia. Fill with blanks
|253-257|ZIP Code|Enter a valid ZIP code. \\ Derived from [IDFDV] Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)
|258-262|ZIP Code Extension|Enter the four-digit extension of ZIP code, with the hyphen in position 258. \\Derived from [IDFDV] Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080)\\The hyphen (‘-‘) must be included when defining the [IDFDV] seq. 2080
|263-275 WV|Blank|Not used by the State of West Virginia. Fill with blanks
!Record Name: Code E - Employer Record
||Position||Description||Source
|1-1|Record Identifier|Constant ‘E’
|2-5|Payment Year|Enter the year the report is being prepared for
|6-170 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|171-172|State Identifier Code|Enter the state FIPS numeric code for the state the wages are being reported for. \\West Virginia code is ‘54’
|173-187|State Unemployment Insurance Account Number|Enter the West Virginia Unemployment Insurance Account Number. \\Derived from the [IDGV] State SUI Registration
|188-189|Reporting Period|Enter the two-digit code for the last month of the quarter being reported for. \\* 03: 1st Quarter \\* 06: 2nd Quarter \\* 09: 3rd Quarter \\* 12: 4th Quarter
|190-275 WV|Blank|Not used by the State of West Virginia. Fill with blanks
!Record Name: Code S – Employee Wage Record
||Position||Description||Source
|1-1|Record Identifier|Constant ‘S’
|2-10|Social Security Number|Enter the employee’s social security number. Do not enter dashes or any other special characters. \\If not known, enter ‘I’ in position 2 and blanks in position 3-10
|11-30|Employee Last Name|Enter the employee's last name
|31-42| Employee First Name|Enter the employee's first name
|43-43|Employee Middle Initial|Enter the employee's middle initial. Leave blank if no middle initial
|44-45|State Identifier Code|Enter the state FIPS numeric code for the state the wages are being reported for. \\West Virginia code is ‘54’
|46-49|Blank|Not used by the State of West Virginia. Fill with blanks
|50-63|State QTR Total Gross Wages|Enter quarter total gross wages paid to the employee. \\Enter dollar and cents with no decimal point. \\Derived from [IDFDV] Field Identifier: sequence 3090
|64-146 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|147-161|State Unemployment Insurance Account Number|Enter the West Virginia Unemployment Insurance Account Number. \\Derived from the [IDGV] State SUI Registration
|162-214 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|215-220|Reporting Period and Year|Enter the two-digit code for the last month of the quarter being reported for. \\* 03: 1st Quarter \\* 06: 2nd Quarter \\* 09: 3rd Quarter \\* 12: 4th Quarter
|221-275 WV|Blank|Not used by the State of West Virginia. Fill with blanks
!Record Name: Code T - Total Record
||Position||Description||Source
|1-1|Record Identifier.|Constant ‘T’
|2-12 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|13-26|State QTR Total Gross Wages|Enter quarter total gross wages paid by the employer. \\Enter dollar and cents with no decimal point. QTR gross wages subject to all taxes\\Total of this field on all ‘S’ records since the last ‘E’ record
|27-275 WV|Blank|Not used by the State of West Virginia. Fill with blanks
!Record Name: Code F - Final Record
||Position||Description||Source
|1-1|Record Identifier|Constant ‘F’
|2-11|Total Number of Employees|Enter the total number of ‘S’ records in the entire file
|12-21|Total Number of Employers|Enter the total number of ‘E’ records in the entire file
|22-25 WV|Blank|Not used by the State of West Virginia. Fill with blanks
|26-40|Quarterly Total Gross Wages|Enter the total gross wages for all 'S' records in the entire file
|41-275 WV|Blank|Not used by the State of West Virginia. Fill with blanks
!UI Wage Reporting Detail Record Format
||Column||Description||Source
|1-10|Employer UI Account Number|Enter the 10-digit UI Account Number
|11-13|Reporting Period Quarter Year|Enter in QYY format
|14-22|Social Security Number|
|23-32|Employee Last Name|
|33-40|Employee First Name|
|41-49|Employee Quarterly UI Total Gross Wages|Include dollars and cents. Right justify and zero fill. Omit commas, decimal points and dollar signs. \\Derived from the [IDFDV] SUI Total Wages
|50-51|Record Code|Constant ‘01’
|52-80|Blank|Blank fill positions 52 - 80, and place carriage return in position 81.
|81|Carriage Return
%%NOTE: Each line in the file is an 80 byte record, terminated by a carriage return. Files may be rejected if carriage returns are not placed in the correct position within the file.
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![Notes|Edit:Internal.Tax Reporting - WV]
[{InsertPage page='Internal.Tax Reporting - WV' default='Click to create a new notes page'}]