[{TableOfContents }]
!!!US W2 ANNUAL AND QUARTERLY PROCESSING - WEST VIRGINIA
!!Set Up
!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’ to generate Federal magnetic media layout for WV State only
!IDFDV – ‘HL$US-W2-YYYY’ Form Set Up
*[IDFDV] Form code ‘HL$US-W2-YYYY’ is used for West Virginia W2 MMREF1 reporting
*For a complete list of ‘HL$US-W2-2012’ identifiers, please read document W2 Process.
!!State File Procedures
*The state of West Virginia accepts filing of W-2s via magnetic media using the EFW2 file format
*The Record codes required are: Code RA, RE, RW, RS, RT, RV (other record codes are optional)
*West Virginia State requires specific Code RS information, therefore, [IDGV] must be set up so that for State Registration of West Virginia, the [IDGV Variables|IDGV#VariablesTab]:
**‘W2 STATE MEDIA FILING’ 02 – State requires its own file, do not include other state information in the state file.
!Annual W2 Wage Reporting - EFW2 File Format
[RPYEU] must be run with the following report parameters and filters selected to generate the West Virginia State file information: \\ \\
__Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Year
|Period End Date|Year End Date, such as 31-Dec-YYYY
|Media Format|State File Format
|Directory Name|Must be defined or an output file will not be generated
|Media File Name|Must be defined or an output file will not be generated
\\
__Report Filters__
|Select State|West Virginia, USA
!!State Magnetic Media Reporting – EFW2 Format
%%information Please note that Optional Data not required by the State of West Virginia may or may not always be filled with blanks.%%
[{InsertPage page='W2_EFW2_RECORD_RA'}]
[{InsertPage page='W2_EFW2_RECORD_RE'}]
[{InsertPage page='W2_EFW2_RECORD_RW'}]
!Record Name: Code RS - State Record
||Position||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4 WV|State Code|Constant "54" for West Virginia
|5-9 WV|Optional Data|Not required by the State of West Virginia
|10-18|Social Security Number|Derived from [IDFDV] Field Identifier: ‘W2-EE-SSN’\\ \\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’
|34-48|Employee Middle Name or Initial|Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|49-68|Employee Last Name|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 Account Number|Enter the 9 digit FEIN. \\Left justify. No spaces or dashes. \\Derived from [IDFDV] Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
|268-273 WV|Optional Data|Not required by the State of West Virginia
|274-275|State code|Constant "54" for West Virginia \\ Derived from the State being reported
|276-286|State Taxable Wages|Required. \\Right justify and fill with zeros. \\Derived from [IDFDV] Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
|287-297|State Income Tax Withheld|Required. \\Right justify and fill with zeros. \\Derived from [IDFDV] Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
|298-512 WV|Blank|Fill with Blanks. \\Not required by the State of West Virginia
!Record Name: Code RV - State Record
||Position||Description||Source
|1-2|Record Identifier|Constant "RV"
|3-4 WV|State Code|Constant "54" for West Virginia
|5-11 WV|Form Identification|Constant "WVIT103"
|12-15 WV|Tax Year|Required. Enter the tax year being reported.
|16-24 WV|FEIN|Required. Numeric. Omit hyphen.
|25-32 WV|WV 8 digit account number|Required. Numeric. Omit hyphen.
|33-44 WV|First Quarter Tax Due|Required. Enter in whole dollars. \\Right justify and zero fill.
|45-56 WV|Second Quarter Tax Due|Required. Enter in whole dollars. \\Right justify and zero fill.
|57-68 WV|Third Quarter Tax Due|Required. Enter in whole dollars. \\Right justify and zero fill.
|69-80 WV|Fourth Quarter Tax Due|Required. Enter in whole dollars. \\Right justify and zero fill.
|81-92 WV|Total Tax Due for the Year|Required. Enter in whole dollars. \\Right justify and zero fill.
|93-104 WV|Number of Tax Statements Transmitted|Required. Numeric. \\Right justify and zero fill.
|105-116 WV|Total Tax Withheld|Required. Enter in whole dollars. \\Right justify and zero fill. \\Derived from [IDFDV] Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
|117-512 WV|Blank|Fill with Blanks. \\Not required by the State of West Virginia
[{InsertPage page='W2_EFW2_RECORD_RT'}]
!!State Quarterly UI Wage Reporting – ICESA 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 selected to generate the West Virginia State file information: \\ \\
__Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Quarterly Form Code|Must be defined to produce the UI Wage file in ICESA format.
|Period Type|Quarter
|Period End Date|Quarter End Date, such as 31-Dec-YYYY
|Media Format|State SUI File Format
|Directory Name|Must be defined or an output file will not be generated
|Media File Name|Must be defined or an output file will not be generated
\\
__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 this 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
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![Notes|Edit:Internal.Tax Reporting - WV]
[{InsertPage page='Internal.Tax Reporting - WV' default='Click to create a new notes page'}]