W 2 Process
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US W2 PROCESS EP 2012#

The US W2 Process allows for reporting to the US government from the employees' YTD information according to the government specified requirement and for generating the magnetic media or electronic files to send to the government.

For annual reporting, this allows for reporting from the employees' YTD information according to selected criteria in order to produce the W2 Wage statement and for generating the W2 media file to send to the government.

For quarterly reporting, this allows for reporting from the employees' QTD information according to selected criteria and for generating the media file to send to the government.


2011-2012 Year End Changes#

Government Websites#

http://www.ssa.gov/employer/pub.htm http://www.irs.gov/pub/irs-prior/iw2w3--2011.pdf http://www.irs.gov/pub/irs-prior/fw2--2011.pdf

W2 Forms#

2-on-a-page FormLayout has no change. (However, Box 9 - Advance EIC Payment, has been deleted from the form.)
4 Corners FormLayout has no change. (However, Box 9 - Advance EIC Payment, has been deleted from the form.)
4-on-a-page FormLayout has no change. (However, Box 9 - Advance EIC Payment, has been deleted from the form.)
Note:While the W2 form layout itself has no changes, there are two new codes:
  • ‘DD’ in Box 12 (optional for 2011) used to report the Cost of Employer-Sponsored Health Coverage
  • ‘EE’ in Box 12 used to report the Designated Roth Contributions under a governmental section 457(b) plan
Important: For Oracle reports, RPW2/RP1099R must be run and the report sent to the PDF file instead of to the previewer. RPW2/RP1099R aligns the W2/1099R government forms in PDF format and allows the user to adjust the parameters of 'Adjust Top Margin' and ‘Between Form Space’ fields when generating the PDF file. Once the PDF file is generated, the Page set up does not need to be adjusted when printing.

For Windward report, RPW2 supports the 2-on-a-page form only.

EFW2 File#

The following record codes contain changes for tax year 2011 reporting.

IDFD Changes#

For 2011-2012 reporting, IDFD Form Code ‘HL$US-W2-2012’ is used.

IDFD – Store Option#

For 2011-2012 reporting, IDFD Form Code ‘HL$US-W2-2012’ has supplied the ‘Store Option’ starting from Seq# 2000 in order for RPYEU to store the Employer Name / Addresses, Employee Name / Addresses in the Government Remittance tables. Important:RPYEU must be run with the new IDFD Form Code ‘HL$US-W2-2012’ or a copy of this Form Code that has the ‘Store Option’ set up to store the Names / Addresses and the Amounts in the Government Remittance Tables.

Any prior year’s Form Codes do not supply this option and therefore will not turn on the Store feature for RPYEU.

RPYEU – New Capabilities#

Since 2010 tax year reporting, RPYEU has the following new capabilities:
  1. RPYEU now stores the Employer Name / Addresses, Employee Name / Addresses and the Amounts in the following Government Remittance Tables for historical reference purposes: P2K_PR_GVT_RUNS (pgr), P2K_PR_GVT_HEADERS (pgh), P2K_PR_GVT_AMOUNTS (pga)

  2. After RPYEU is run, any release of 3.05.03 or above, will allow you to view the results on IPGR and IPGH.
    Each RPYEU generates a GVT Run number to be viewed on IPGR. UPGRUNDO can be run to undo the GVT Run.

  3. RPYEU parameter ‘Sort by Active/Inactive’ has been enhanced from a X_YES_NO toggle to use the lexicon value X_W2_SORT_ACTIVE.
    This allows sorting of terminated employees to be before or after the ‘Sort Level’ that is defined in the prompt. Read the RPYEU Sort Level section below.
  4. W2 Form (2-on-a-page) Box D - Control Number field size has lots of space, allowing more information to be printed.
    Box D is derived from the IDFDV Field Identifier - W2-CONTROL-PRT; value 3 to 6 are added as below.
W2-CONTROL-PRT
Specifies if the Control Number should be printed on the form or not
Null, 0Do not print Control Number on W2 Form
1Print Control Number as defined in W2-CONTROL-NUM Identifier
2Print Control Number as defined from RPYEU ‘Sort Level By’ prompt
3Print W2-CONTROL-NUM Identifier and Person Code
4Print ‘Sort Level By’ prompt and Person Code
5Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier
6Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier and Person Code

RPW2 – capabilities (Oracle Report Only)#

Since 2010-tax year reporting, RPW2 has the following capabilities in the Oracle version report (but not the Windward version).


Government Reporting Procedures#

The following steps outline the procedure to produce the W2 Forms and the Government file:
  1. RPREGT
    • RPREGT
      • For annual reporting , run RPREGT to produce YTD Register
      • For quarterly reporting, run RPREGT to produce QTD Register
  2. IDFD/IDFDV/RDFD
    • IDFD
      • Specifies the W2 Form and File Definition for Annual and Quarterly reporting
      • Contains the default values to enter on IDFDV
      • The information on this screen is provided at release time using a script. The script only needs to be executed in order to load in the most current information for the year.
    • IDFDV
      • Mandatory set up of Annual W2 Form and File Definition with user information
      • Optional set up of Quarterly Form and File Definition with user information
    • RDFD
      • Used to report the Form and File Definition from IDFD and IDFDV
  3. RPYEU
    • RPYEU
      • Produces US Year End Summary Report for the reporting Year or the reporting Quarter
      • Must be used to balance to the YTD Register or QTD Register report (RPREGT)
      • Exception messages from this Summary Report must be checked and any exceptions corrected
      • Generates the Federal Government file in federal format
      • Generates State File in the federal file format for states that accept the federal file format
      • Generates State File for states with specific State File format requirement
      • RPYEU must be run one state at a time to generate state specific file
      • Each state may have its own requirement, it must be verified if that state specific format is supported by RPYEU prior to running RPYEU for a specific state file
      • Generates an XML file to feed into Oracle version RPW2 in order to print W2 Forms
      • Generates GVT Run and stores information in IPGR, IPGH for Windward RPW2
      • In utility trace mode, RPYEU generates a .txt file for SQL Select statement and csv trace file
      • Provides an option to generate data dump file in .csv format for Federal, State, Local, School data for debugging or balancing
  4. IPGR/IPGH
    • IPGR
      • Screen inquiry by GVT Run Number after RPYEU
    • IPGH
      • Screen inquiry by GVT Header for an employee after RPYEU
  5. UPGRUNDO
    • UPGRUNDO
      • Used to undo GVT Run number by employee
      • Used to undo erroneous GVT Run due to set up issues or to remove archived GVT info
  6. RPW2 (Oracle)/RPW2 (Windward)
    • RPW2 (Oracle)
      • Produces W2 forms (supporting either a 2-on-a-page or 4-on-a-page format)
      • Reads XML file generated from RPYEU to print W2 forms
      • Prints W2 on pre-printed W2 forms or prints different copies (Copy A, 1, B, C, 2, D ) of the W2 forms along with an option to print 'Employee Instructions' on the back
      • Generates grand total and exception messages with RPW2 Execution ID as Execution Run Logs
      • It is mandatory to use the Execution ID of the RPW2 and run RMEX to obtain a grand total report
    • RPW2 (Windward)
      • Produces W2 forms (supporting a 2-on-a-page format only)
      • Reads IPGR/IPGH information generated from RPYEU to print W2 Forms
      • Generates grand total and exception messages with RPW2 Execution ID as Execution Run Logs
  7. RMEX
    • RMEX
      • Produces a grand total report from the RPW2 run to balance to RPYEU
      • It is mandatory to enter the Execution ID of the RPW2 run to obtain a grand total report
      • The RMEX grand total report is used to balance to RPYEU only, and is not used for government reporting



Set Up#

IMUF – Define User Fields for IDGV#

On IMUF, define user fields for P2K_CM_GOVT_REGISTRATIONS

The following user fields are used on the IDGV Variables tab. (RPYEU will generate these UDF's if any of the UDF do not exist.)

For Annual and Quarterly Reporting

UDFUsage
W2 STATE MEDIA FILINGUsed by all states
W2 TAX TYPE CODEUsed by all states
W2 TAXING ENTITYUsed by all states
W2 WAGE PLAN CODEUsed by the state of California
W2 BRANCH CODEUsed by the state of California
W2 ER NAMEUsed by Federal reporting, this overrides 'Entity Name' on IDEN
W2 LOCN CODEUsed by Federal reporting, this overrides 'Location Code' on IDEN

For Quarterly reporting, these UDF's are used when ‘HL$US-QTR-2004’ Form Code is being used:

IMUF – Define User Fields for IDDP#

On IMUF, define the user fields for P2K_CM_DEPARTMENT_DETAILS.

The following user fields are used on IDDP. (RPYEU will generate these UDF's if they do not exist.)

UDFUsage
SUI ER NUMBER
W2 DESTINATION

IMUF – Define User Fields for IEID#

On IMUF, define the user fields for P2K_HR_IDENTITIES.

The following user fields are used on IEID for Minnesota. (They be may set up on IMUF manually or RPYEU will generate these UDF's if they do not exist.)

UDFUsage
W2 DESTINATION
MMREF PROBATIONARYUsed by the state of Missouri
MMREF OFFICER CODEUsed by the state of Missouri

IMUF – Define User Fields for IDCO#

On IMUF, define the user fields for P2K_CM_COUNTRIES. (RPYEU will generate these UDF's if it does not exist.)
UDFUsage
ISO COUNTRY CODE

IDCO – Define ISO Country Code for Foreign Countries#

If the employer or employees have addresses that are not within in USA, the EFW2 file need to report the 2 character International Organization for Standardization (ISO) country code.

'Country Code' on IDCO is a user-specified country code; usually the three character United Nations code for a specific country, but can be the two character ISO code.

For Example:

CountryUnited Nation CodeISO Country Code
MexicoMEXMX
MozambiqueMOZMZ

The ISO country code needs to be entered on the IDCO User Defined field. If it is not entered, then the IDCO country code is used as the ISO country code.

Please read the Employer and Employee Address sections below.

IDDP – Department Screen#

IEID – Employee Identity Screen User Field#

IEID is used to enter the ‘W2 Destination’, ‘MMREF Officer Code’ for the employee

IDGR – Define Group for Govt Registration#

Important: Federal/State/Local Registration MUST not be changed for a Group for different effective date records. The UPCLOZ program will not cut new YTD records if the Group changes the effective date. Therefore, if the Group requires a change of Registration numbers, either a new Group should be created or all effective records should be changed to the same Registration numbers.

For each group at the Federal level, the Federal Registration number is retrieved according to the ‘Fed Regist Set’ and ‘Fed Regist Type’ from IDGV and then displayed on IDGR.

For each group at the State/Prov/Local level, a ‘State/Prov Set’ and ‘State/Prov Type’ can be pointed to. Since each group can be paid in many different states, the State/Prov Registration number cannot be displayed on IDGR. For each employee belongs to this group, the State Registration Number is retrieved from IDGV by ‘State/Prov Set’ and ‘State/Prov Type’ and the Pay Header State/Prov of this employee.

At the local level, the Local Registration Number is retrieved from IDGV by ‘Local Regist Set’ and ‘Local Regist Type’ and the GEO Local of this employee

Each group must define one of the following ‘W2 Employment Type’ for W2 reporting purpose:

Note:For the ‘Q - MQGE' type employment, it is not required to group all employees under one group. The MQGE employees can belong to a group with ‘R’ type employment, IPRLU can specify the proper MEDICARE and FICA method to classify MQGE employees (see below for detail)

IDSP – Define States#

IDCN – Define Counties#

IDTX – Define Tax Jurisdictions#

IDSD – Define School Districts#

IDGV – One or Multiple Government Registrations#

For each Entity on IDGV, the Government Registration Set that is used to collect Federal, State and Local Registrations must first be defined. Under the Registration Set, ‘Federal Registration’ must be set up for Country ‘USA with valid ‘Employer Identification Number’. Then State, Local Registrations may be set up for each State or Local under the same Registration Set.

User with one Federal Registration

Note:If Registration Type ‘US Fed Regist 1’ is used, then the FICA registration should be defined using Registration Type = ‘US FICA Regist 1’, for MEDICARE registration, the Registration Type should = ‘US MEDI Regist 1’ etc. The last digit of the Registration Type must be matched.

User with Multiple Federal Registrations For a user with multiple Federal Registrations, there are two options:

  1. One "Main Registration Set" can be used, then Registration Type ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’ can be set up. This allows up to nine Federal Registrations.
  2. Multiple "Registration Sets" can be used, then set up Registration Type ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’. This allows for an unlimited number of Federal Registrations.
“Govt Registration Set” may be used to group similar Registrations together.

For Example:

Govt Registration SetUsage
MAIN REGISTUse as default to group all registrations initially
REGIST 2User may define another set for all level of registrations
FED REGISTUser may define Federal level registrations for this set
STATE REGISTUser may define State level registrations for this set
LOCAL REGISTUser may define Local level registrations for this set
FULLTIME REGISTUser may define Registrations for Full time employees
PARTTIME REGISTUser may define Registrations for Part time employees
SEASONAL REGUser may define Registrations for Seasonal employees
STATE OHIOUser may define Registrations for Ohio for this set only

Important Note for IDGV set up: The IDGV “Govt Registration Set” and Registration Types are used on the IDGR Registration tab for each of the Federal, State and Local level set up.
On IDGV set up, the last digit of Registration Type must match for the same Federal, State and Local level of registrations.

Example #1
If Registration Type = ‘US Fed Regist 1’ is used, then

If Registration Type = ‘US State Regist 1’ is used, then
Example #2
If Registration Type = ‘US Fed Regist 2’ is used, then If Registration Type = ‘US State Regist 2’ is used, then

On the IDGR Registration tab, when the user specifies to use State/Prov Type = ‘US State Regist 1’, this implies all State level registrations with the last digit matching ‘Regist 1’ should be used, thus ‘US SUI Regist 1’ will be used.

IDGV – Override Employer Name and Address by EIN#

On the IDGV Variables tab, there is the option to define an override for the Employer’s Name and Address.
This option allows the users who have multiple government registrations for one entity to report a different Employer Name or Address by each Federal Registration Number (EIN).
W2 ER NAMEEnter the Employer Name to be reported, this overrides the IDEN Entity Name
W2 LOCN CODEEnter the Location code to be reported, this overrides the IDEN Location code

Note: The exact Location code must be entered in this field, otherwise it will not be used.

IDGV – Levels of Government Registrations#

The following levels of Government Registration must be set up for the Federal, State, County, City and School tax reporting.

Federal Level

State Level

Local Level

School Level

IDGV – Define State SUI Registrations for Quarterly Filing#

When running RPYEU with Calendar Type = ‘Q’ for a quarter, each state must set up with ‘US SUI Regist’. The last digit of ‘US SUI Regist’ Registration type must match the last digit of ‘US State Regist’ Registration type, i.e. ‘US State Regist 1’ should also define ‘US SUI Regist 1’, ‘US State Regist 2’ should also define ‘US SUI Regist 2’, etc,
According to each state’s quarterly filing format, some state may require to submit Taxes Due, Previous Underpayment etc. For each quarter, define the IDGV Variables tab for these quarterly amount for the proper ‘US SUI Regist’ prior to running RPYEU.

Please note each QTR field’s decimal point and enter in the above format.

IDFD – Define Form Code#

IDFD – Starter Scripts#

IDFD – Store Option#

Since 2010-tax year reporting, IDFD Form Code ‘HL$US-W2-2011’ has supplied the ‘Store Option’ starting from Seq# 2000 in order for RPYEU to store the Employer Name / Addresses, Employee Name / Addresses and the Amounts of the Seq# in the Government Remittance Tables. Important: RPYEU must be run with the new IDFD Form Code ‘HL$US-W2-2012’ or a copy of this Form Code that has the ‘Store Option’ set up to store the Addresses and the Amounts in the Government Remittance Tables. Any prior year’s Form Codes do not supply this option and therefore will not turn on the store feature for RPYEU.

IDFDV – Copy Last Year’s Definition to Current Year#

IDFDV – Form Definition Variables#

IDFD FORM
HL$US-W2-2012 - system supplied
IDFD FORM TYPE
US W2 EFW2 Definition - indicates the W2 definition for EFW2 filing format
Form Code ‘HL$US-W2-2012’ Identifiers
Field IdentifierDescriptionSuggested Field SourceSuggested Variable
SUB-ER-EINSubmitter’s Employer EINConstant9 characters EIN
SUB-USER-IDSubmitter User IdentificationConstant8 characters User ID assigned to the employee who is attesting to the accuracy of the file
SUB-RESUB-INDResubmitt IndicatorConstantEnter 1 if file is resubmitted, otherwise 0
SUB-RESUB-WFIDResubmitt SSA WFID from noticeConstantIf resubmitt, enter SSA WFID from notice
SUB-VENDORSoftware Vendor CodeConstantEnter your company data
SUB-SOFTWARESubmitter Software CodeConstantEnter your company data
SUB-COMP-NAMECompany Name receive EFW2ConstantEnter Company name who receive EFW2
SUB-COMP-LOCNCompany Location AddressConstantEnter company’s location address

i.e. Attention, Suite, Room # etc
SUB-COMP-DELIVCompany Delivery AddressConstantEnter company’s delivery address

i.e. Street or Post Office Box
SUB-COMP-CITYCompany’s CityConstantEnter company’s city
SUB-COMP-STATECompany’s State AbbrevConstantEnter company’s State Abbreviation
SUB-COMP-ZIPCompany’s ZIP CodeConstantEnter company’s ZIP code
SUB-COMP-ZIP-EXTCompany’s ZIP Code ExtensionConstantEnter company’s ZIP code extn
SUB-COMP-F-STATECompany’s foreign State/provinceConstantEnter company’s foreign state/province
SUB-COMP-F-POSTCompany’s foreign postal codeConstantEnter company’s foreign postal code
SUB-COMP-COUNTRYCompany’s country if applicableConstantEnter company’s country if applicable
SUB-SUBM-NAMESubmitter Organization NameConstantOrganization Name to receive unprocessed data
SUB-SUBM-LOCNSubmitter Location AddressConstantEnter submitter location address

i.e. Attention, Suite, Room # etc
SUB-SUBM-DELIVSubmitter Delivery AddressConstantEnter submitter delivery address

i.e. Street or Post Office Box
SUB-SUBM-CITYSubmitter CityConstantEnter submitter city
SUB-SUBM-STATESubmitter State AbbrevConstantEnter submitter State Abbreviation
SUB-SUBM-ZIPSubmitter ZIP CodeConstantEnter submitter ZIP code
SUB-SUBM-ZIP-EXTSubmitter ZIP Code ExtensionConstantEnter submitter ZIP code extension
SUB-SUBM-F-STATESubmitter foreign State/provinceConstantEnter submitter foreign state/province
SUB-SUBM-F-POSTSubmitter foreign postal codeConstantEnter submitter foreign postal code
SUB-SUBM-COUNTRYSubmitter country if applicableConstantEnter submitter country if applicable
SUB-CONT-NAMEContact name for SSAConstantEnter your company data
SUB-CONT-TELContact telephone # for SSAConstantEnter your company data
SUB-CONT-TEL-EXTContact telephone extensionConstantEnter your company data
SUB-CONT-EMAILContact e-mail address for SSAConstantEnter your company data
SUB-CONT-FAXContact FAX phone # for SSAConstantEnter your company data
SUB-CONT-METHPreferred Contact methodConstantEnter your company data
SUB-PREPARERPreparer CodeConstantEnter your company data
SUB-3RD-PARTY-SICKThird-Party Sick Pay IndicatorConstantEnter your company data
SUB-3RD-PARTY-TAXIncome Tax Withheld by 3rd PartyConstantEnter your company data
W2-ER-AGENT-INDAgent Indicator CodeConstantIf applicable, enter appropriate code
W2-ER-FOR-EINAgent for which EINConstantIf you are an agent, enter the EIN for which you are an agent for
W2-ER-TERM-BUSTerminating business indicatorConstantEnter appropriate code from SSA
W2-ER-ESTABEstablishment NumberConstantFurther identify within EIN
W2-ER-OTHER-EINOther EINConstantOther EIN used
W2-ER-EINEmployer Identification NumberData Base ColumnDGV.GOVT_REGIST_NUMBER
W2-ER-NAMEEmployer NameData Base ColumnDED.ENTITY_NAME
W2-ER-LOCN-ADDREmployer Location AddressConstantEmployer’s location address

i.e. Attention, Suite, Room # etc.
DLN.ADDRESS_LINE_2 or DLN.MAIL_ADDRESS_LINE_2

Enter the word MAIL or blank
To use Primary address, leave this blank
To use Mailing address, enter the word MAIL
System will derive the complete primary or mailing address and store in the Address Identifiers.
W2-ER-DELIV-ADDREmployer Delivery AddressConstantEmployer’s delivery address

i.e. Street or Post Office Box
DLN.ADDRESS_LINE_1 or DLN.MAIL_ADDRESS_LINE_1

Enter blank, system derived
W2-ER-CITYEmployer CityConstantEmployer’s city
DLN.LOCALITY or DLN.MAIL_LOCALITY

Enter blank, system derived
W2-ER-STATEEmployer State AbbrevConstantEmployer’s State abbreviation
DSP.STATE_PROVINCE_CODE

Enter blank, system derived
W2-ER-ZIPEmployer ZIP CodeConstantEmployer’s ZIP Code
DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL

Enter blank, system derived
W2-ER-ZIP-EXTEmployer ZIP ExtensionConstantEmployer’s ZIP Code
DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL

Enter blank, system derived
W2-ER-F-STATEEmployer foreign State/provinceConstantEmployer foreign state/province or Constant

Enter the word NAME or blank
W2-ER-F-POSTALEmployer foreign postal codeConstantEnter Employer foreign postal code or Constant
W2-ER-COUNTRYEmployer country if applicableConstantEnter Employer country

Enter blank, system derived
W2-ER-F-COUNTRYEmployer foreign countryConstantEnter the word NAME or the word ISO or blank
W2-ER-TAX-JURISTax Jurisdiction CodeConstant Enter appropriate code or null
W2-KIND-OF-EMPLOYERKind of EmployerConstant
W2-EE-SSNEmployee Social Security NumberData Base ColumnEID.GOVERNMENT_CODE
W2-EE-FIRST-NAMEEmployee First NameData Base ColumnEID.FIRST_NAME
W2-EE-MIDDLEEmployee Middle NameData Base ColumnEID.MIDDLE_NAME
W2-EE-LAST-NAMEEmployee Last NameData Base ColumnEID.LAST_NAME
W2-EE-SUFFIXEmployee Suffix NameData Base ColumnEID.RANK with derivation expression

Decode(~,’01’,’JR’,’02’,’SR’,NULL)
W2-EE-LOCN-ADDREmployee Location AddressConstantEmployee’s location address

i.e. Attention, Suite, Room # etc

EPS.ADDRESS_LINE_2
EPS.MAIL_ADDRESS_LINE_2

Enter the word MAIL or blank
To use Primary address, leave this blank.
To use Mailing address, enter the word MAIL.
System will derive the complete primary or mailing address and store in the Address Identifiers.
W2-EE-DELIV-ADDREmployee Delivery AddressConstantEmployee’s delivery address

i.e. Street or Post Office Box

EPS.ADDRESS_LINE_2 or EPS.MAIL_ADDRESS_LINE_2

Enter blank, system derived
W2-EE-CITYEmployee CityConstantEmployee’s city

EPS.LOCALITY or EPS.MAIL_LOCALITY

Enter blank, system derived
W2-EE-STATEEmployee State AbbrevConstantEmployee’s State abbreviation

DSP.STATE_PROVINCE_CODE

Enter blank, system derived
W2-EE-ZIPEmployee ZIP CodeConstantEmployee’s ZIP Code

EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL

Enter blank, system derived
W2-EE-ZIP-EXTEmployee ZIP ExtensionConstantEnter employee’s ZIP Code

EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL

Use derivation expression substr(~,6) for ZIP extension
W2-EE-F-STATEEmployee foreign State/provinceConstantEmployee foreign state/province or Constant

Enter the word NAME or blank
W2-EE-F-POSTALEmployee foreign postal codeConstantEmployee foreign postal code

Enter blank, system derived
W2-EE-COUNTRYEmployee country if applicableConstantEnter Employee country

Enter blank, system derived
W2-EE-F-COUNTRYEmployer foreign countryConstantEnter the word NAME or the word ISO or blank
W2-CONTROL-PRTPrint Control Number on FormConstantNull, 0, 1, 2, 3, 4, 5, 6

Null, 0 – Do not print Control Number on W2 Form
1 - Print Control Number as defined in W2-CONTROL-NUM Identifier
2 - Print Control Number as defined from RPYEU ‘Sort Level By’ prompt
3 - Print W2-CONTROL-NUM Identifier and Person Code
4 - Print ‘Sort Level By’ prompt and Person Code
5 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier
6 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier and Person Code
W2-CONTROL-NUMControl Number on FormData Base ColumnEnter your company data
W2-EXCLUDE-EEExclude EmployeeData Base ColumnEnter your company data
W2-FIT-WAGEWages, Tips, Other CompensationElementW2-BOX-01
W2-FIT-TAXFederal Income Tax WithheldElementW2-BOX-02
W2-SSN-WAGESocial Security WagesElementW2-BOX-03

Derivation expression LEAST(~,94200.00) may be used for year 2006 max

System verify Box 3 + Box 7 does not exceed annual max, otherwise issue msg
W2-SSN-TAXSocial Security Tax WithheldElementW2-BOX-04

Derivation expression LEAST(~,5840.40)may be used for year 2006 max
W2-MEDI-WAGEMedicare Wages and TipsElementW2-BOX-05
W2-MEDI-TAXMedicare Tax WithheldElementW2-BOX-06
W2-SSN-TIPSocial Security TipsElementW2-BOX-07
W2-ALLOC-TIPAllocated TipsElementW2-BOX-08
W2-EICAdvanced EIC CreditElementW2-BOX-09
W2-DEP-CAREDependent Care BenefitElementW2-BOX-10
W2-NQUALNon Qualified PlansElementW2-BOX-11
W2-NQUAL-457Non Qualified Plans Sect 457ElementW2-BOX-11-457
W2-NQUAL-N457Non Qualified Plans Not Sect 457ElementW2-BOX-11-N457
W2-CODE-AUncollect SSA/RRTA tax on tipsPay ComponentEnter your company data
W2-CODE-BUncollect Medicare tax on tipsPay ComponentEnter your company data
W2-CODE-CGroup Term Life Ins > 50000Pay ComponentEnter your company data
W2-CODE-DDeferred 401(k) cashPay ComponentEnter your company data
W2-CODE-EDeferred 401(b) Salary reductionPay ComponentEnter your company data
W2-CODE-FDeferred 408(k)(6) Salary reductPay ComponentEnter your company data
W2-CODE-GDeferred 457(b) compensationPay ComponentEnter your company data
W2-CODE-HDeferred 501(c)18(D) tax exemptPay ComponentEnter your company data
W2-CODE-JNon taxable sick payPay ComponentEnter your company data
W2-CODE-K20% excise parachute paymentPay ComponentEnter your company data
W2-CODE-LEmployee business expense reimbursePay ComponentEnter your company data
W2-CODE-MUncollect SSA/RRTA group insPay ComponentEnter your company data
W2-CODE-NUncollect medicare group insPay ComponentEnter your company data
W2-CODE-PMoving expensePay ComponentEnter your company data
W2-CODE-QNontaxable combat payPay ComponentEnter your company data
W2-CODE-REmployer Contrib to MSAPay ComponentEnter your company data
W2-CODE-SSalary reduction to 408(p)Pay ComponentEnter your company data
W2-CODE-TAdoption benefitsPay ComponentEnter your company data
W2-CODE-VIncome of nonstat stock optPay ComponentEnter your company data
W2-CODE-WER contrib Health Saving AccountPay ComponentEnter your company data
W2-CODE-YDeferrals 409A Nonqual planPay ComponentEnter your company data
W2-CODE-ZIncome 409A Nonqual planPay ComponentEnter your company data
W2-CODE-AARoth contrib 401(k)Pay ComponentEnter your company data
W2-CODE-BBRoth contrib 403(b)Pay ComponentEnter your company data
W2-CODE-CCHIRE exempt wagesPay ComponentEnter your company data
W2-CODE-DDER sponsored Health CoveragePay ComponentEnter your company data
W2-CODE-EERoth Contribution 457(b)Pay ComponentEnter your company data

The values from W2-OTHER-01 to W2-OTHER-20 are printed on W2 Form Box 14.

Field IdentifierDescriptionSuggested Field SourceSuggested Variable
W2-OTHER-01Your company descriptionPay ComponentEnter your company data
W2-OTHER-nnYour company descriptionPay ComponentEnter your company data
W2-OTHER-20Your company descriptionPay ComponentEnter your company data

Please enter Box 14 Description in the Prompt field in format of 14-xxxxxxx.

The values from W2-USER-01 to W2-USER-20 are used by CLIENTS only, the values are not printed on the W2 form or file. These identifiers are used by users to obtain amounts to show on RPYEU Summary report. e.g. 125 plan, 401 plan, benefit amounts, or employer portion of certain employee contribution etc.

Field IdentifierDescriptionSuggested Field SourceSuggested Variable
W2-USER-01Your company descriptionPay ComponentEnter your company data
W2-USER-nnYour company descriptionPay ComponentEnter your company data
W2-USER-20Your company descriptionPay ComponentEnter your company data

The values from W2-HL-01 to W2-HL-10 are used only internally. These identifiers are used internally to obtain amounts to show on RPYEU Summary report or for other purposes. These are internally reserved areas to allow users to define additional new variables that are not available or defined at time when the programming is done. If needed, Support will give instruction for users to set these up.

Field IdentifierDescriptionSuggested Field SourceSuggested Variable
W2-HL-01Internally defined descriptionPay ComponentEnter your company data
W2-HL-nnInternally defined descriptionPay ComponentEnter your company data
W2-HL-10Internally defined descriptionPay ComponentEnter your company data
W2-STAT-EEStatutory employeeStatisticsEnter your company data
W2-RETIRE-PLANRetirement plan employeeStatisticsEnter your company data
W2-3PARTY-SICKThird-party sick payStatisticsEnter your company data
W2-SCHL-WAGESchool Taxable WagesElementW2-SCHL-WAGE
W2-SCHL-TAXSchool TaxElement W2-SCHL-TAX
W2-STATE-CODEState CodeData Base ColumnDSP.STATE_PROVINCE_CODE
W2-STATE-REGISTState Registration I.D. NoData Base ColumnDGV.GOVT_REGIST_NUMBER
W2-STATE-WAGE-HOMEState Wages and Tips (Home State)ElementW2-STATE-WAGE-H
W2-STATE-WAGE-WORKState Wages and Tips (Work State)ElementW2-STATE-WAGE-W
W2-STATE-TAX-HOMEState Income Tax (Home State)ElementW2-STATE-TAX-H
W2-STATE-TAX-WORKState Income Tax (Work State)ElementW2-STATE-TAX-W
W2-SUI-WAGE-EEState SUI Wages (Employee)ElementW2-SUI-WAGE-EE
W2-SUI-WAGE-ERState SUI Wages (Employer)ElementW2-SUI-WAGE-ER
W2-SUI-TAX-EEState SUI Tax (Employee contrib)ElementW2-SUI-TAX-EE
W2-SUI-TAX-ERState SUI Tax (Employer contrib)ElementW2-SUI-TAX-ER
W2-SDI-WAGE-EEState SDI Wages (Employee)ElementW2-SDI-WAGE-EE
W2-SDI-WAGE-ERState SDI Wages (Employer)ElementW2-SDI-WAGE-ER
W2-SDI-TAX-EEState SDI Tax (Employee contrib)ElementW2-SDI-TAX-EE
W2-SDI-TAX-ERState SDI Tax (Employer contrib)ElementW2-SDI-TAX-ER
W2-SUI-HRS-WRKSUI Hours WorkedElementW2-SUI-HRS-WORK
W2-SUI-WK-WRKSUI Weeks Worked (From User)ElementW2-SUI-WK-WORK
W2-SUI-WEEKS-WRKSUI Weeks Worked (Derived)Not specifiedSystem Derived, no need to set up
W2-SUI-TAXABLE-WAGESSUI Taxable WagesNot specifiedSystem Derived, no need to set up
W2-SUI-EXCESS-WAGESSUI Excess WagesNot specifiedSystem Derived, no need to set up
W2-SUI-MTH1-WORKSUI Worked on 12th day of mth 1Not specifiedSystem Derived, no need to set up
W2-SUI-MTH2-WORKSUI Worked on 12th day of mth 2Not specifiedSystem Derived, no need to set up
W2-SUI-MTH3-WORKSUI Worked on 12th day of mth 3Not specifiedSystem Derived, no need to set up
W2-TIP-WAGE-WORKWork State Tips Wages ElementTips Wages for each State
W2-ST-TIP-WORKWork State TipsPay ComponentTips for each State
W2-WC-WORKWorkers Compensation ContributionElementW2-WC-WORK
W2-CNTY-NAMECounty NameData Base ColumnDCN.COUNTY_NAME
W2-CN-WAGE-HOMECounty Wages (Home County)ElementW2-CNTY-WAGE-H
W2-CN-WAGE-WORKCounty Wages (Work County)ElementW2-CNTY-WAGE-W
W2-CN-TAX-HOMECounty Tax (Home County)ElementW2-CNTY-TAX-H
W2-CN-TAX-WORKCounty Tax (Work County)ElementW2-CNTY-TAX-W
W2-CITY-NAMECity Name Data Base ColumnDTX.JURISDICTION_NAME
W2-CI-WAGE-HOMECity Wages (Home City)ElementW2-CITY-WAGE-H
W2-CI-WAGE-WORKCity Wages (Work City)ElementW2-CITY-WAGE-W
W2-CI-TAX-HOMECity Tax (Home City)ElementW2-CITY-TAX-H
W2-CI-TAX-WORKCity Tax (Work City)ElementW2-CITY-TAX-W

For California SDI reporting, there are two options to print SDI on W2 forms:

  1. For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not zero, then Box 19 will print the employee SDI contribution and Box 20 will print the description ‘CASDI’.
  2. For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not set up, the Box 14 may be set up to print ‘CASDI’ and the SDI amount.

IDFDV – Employer Primary Address and Mailing Address#

SeqField IdentifierDescriptionField Variable
2020W2-ER-LOCN-ADDREmployer Location AddressMAIL
2030W2-ER-DELIV-ADDREmployer Delivery Addressblank
2040W2-ER-CITYEmployer Cityblank
2050W2-ER-STATEEmployer State Abbrevblank
2060W2-ER-ZIPEmployer Zip Codeblank
2070W2-ER-ZIP-EXTEmployer Zip Code Extensionblank
2100W2-ER-COUNTRYEmployer countryblank

Foreign Country Primary and Mailing Address set up:

SeqField IdentifierDescriptionField Variable
2080W2-ER-F-STATEEmployer foreign State AbbrevBlank or enter the word NAME

If ‘NAME’ is entered, the State name is used, otherwise the State code is used

This foreign state description is printed on W2 and reported on EFW2 file
2090W2-ER-F-POSTALEmployer foreign postal CodeBlank
2105W2-ER-F-COUNTRYEmployer foreign countryBlank or enter the word NAME, or ISO

If ‘NAME’ is entered, the Country name is used
If ‘ISO’ is entered, the ISO Country code from IDCO UDF ‘ISO COUNTRY CODE’ is used, otherwise the IDCO Country code is used

IDFDV – Employee Primary Address and Mailing Address#

SeqField IdentifierDescriptionField Variable
2600W2-EE-LOCN-ADDREmployer Location AddressMAIL
2610W2-EE-DELIV-ADDREmployer Delivery AddressBlank
2620W2-EE-CITYEmployer CityBlank
2630W2-EE-STATEEmployer State AbbrevBlank
2640W2-EE-ZIPEmployer Zip CodeBlank
2650W2-EE-ZIP-EXTEmployer Zip Code ExtensionBlank
2680W2-EE-COUNTRYEmployer countryBlank

Foreign Country Primary and Mailing Address set up:

SeqField IdentifierDescriptionField Variable
2660W2-EE-F-STATEEmployee foreign State AbbrevBlank or enter the word NAME
\If ‘NAME’ is entered, the State name is used, otherwise the State code is used

This foreign State description is printed on W2 and reported on EFW2 file
2670W2-EE-F-POSTALEmployee foreign postal codeBlank
2685W2-EE-F-COUNTRYEmployee foreign countryBlank or enter the word NAME, or ISO

If ‘NAME’ is entered, the Country name is used
If ‘ISO’ is entered, the ISO Country code from IDCO UDF ‘ISO COUNTRY CODE’ is used, otherwise the IDCO Country code is used



Processing#

Taxation Level Processing#

If an employee has worked in and/or lived in multiple tax jurisdictions during one taxation year, the reporting of W2 for this employee is as follows:

Federal Level

State Level

Local Level

School Level

W2 Type of Employment#

Government Media File Name#

XML File#

RPYEU Trace and Data Dump File#

Government Media File – Code RW, RS when Select by State#

Exclude Employees#

Election Workers#

The election workers earnings should be reported on W2 if the payment is $600 or more. If the payment is less than $600 and if social security and medicare taxes are withheld, then the earnings should be reported.

In this situation, that means if the election worker’s earnings is less than $600 and there is no social security and medicare tax withheld, then the payment should not be reported on W2. The Election Worker situation should be handled as follows:

  1. Use a separate pay component to record the election worker payment. If FICA and Medicare are not calculated for these payments, then the election worker payment can be excluded by not putting the pay component in the element for each W2 Box.
  2. If the employee is paid with election worker payment and FICA and Medicare tax are withheld, then determine if the employee should be excluded or not. If employee is excluded, a STAT CODE may be set up for IDFDV Identifier ‘W2-EXCLUDE-EE’ to exclude the employee from reporting on W2 form.
  3. All Election Workers may be excluded by using the EASD.ASSIGNMENT_TITLE = ‘ELECTION WORKER’, then the Identifier ‘W2-EXCLUDE-EE’ should be used to exclude EASD.ASSIGNMENT_TITLE = ‘’ELECTION WORKER’.

Reissued / Corrected W2 Form#

If an employee has lost the W2 Form, the W2 Form can be reissued by running RPW2 with the employee selected.

For Oracle version RPW2, prior to reissue of the W2 Forms by RPW2, the XML file must be ready for the RPW2 program. The XML file can be from one of the followings:

  1. RPYEU may be re-run to generate the XML file for the reissued employees, OR
  2. The archive XML file may be used from the previous RPYEU run and the employees from XML file selected

For Windward version RPW2, the GVT Run number that the employee belongs to when RPYEU is run must be selected:

  1. RPYEU may be re-run to generate a new GVT Run number for the employee, OR
  2. The existing GVT Run number that the employee’s W2 was originally issued may be located

When RPW2 is run, the word ‘REISSUED’ or ‘CORRECTED’ should be entered for the prompt ‘Reissued/Corrected:’, then the W2 form will be printed with word specified.

Void W2 Form#

RPYEU Registration Set Up Audit#

When RPYEU is run, there is an option to audit and fix the government registrations set up on IDGV.

The following prompt can be answered: Regist/Set Up Audit: Print and Run

This prompt is validated from lexicon ‘X_PRINT_AND_RUN

‘00 – Do not print, run’
After the Government Registration is audited, do not print all registrations, continue to run RPYEU. This option suppresses all exception messages to be printed.
‘01 – Print, do not run’
After the Government Registration is audited, print all registrations, do not run RPYEU. This is used when all government registration set up needs to be verified prior to the RPYEU run. This option allows exception messages to be printed.
‘02 – Print and Run’
After the Government Registration is audited, print all registrations, continue to run RPYEU. This should be the default so all government registration set up can be verified and RPYEU run. This option allows exception messages to be printed.
‘03 – Excp and Run’
After the Government Registration is audited, do not print registrations, continue to run RPYEU. This option allows exception messages to be printed.

RPYEU Exception Messages#

Negative (credit) amounts are never allowed for W2 reporting and therefore if negative amounts are encountered, an exception message is printed, the negative amount must be resolved and the report re-run.

The following set up exception messages are highlighted if the ‘Set Up Exceptions’ are selected to be printed:

IMUFUser Field: W2 STATE MEDIA FILING is not set up for P2K_CM_GOVT_REGISTRATIONS
IMUFUser Field: W2 TAX TYPE CODE is not set up for P2K_CM_GOVT_REGISTRATIONS
IMUFUser Field: W2 TAXING ENTITY is not set up for P2K_CM_GOVT_REGISTRATIONS
IDGVFederal Registration is not set up for Entity: entity name
IDGRW2 EMP TYPE is not set up for Entity: entity code Unit: unit code Group: group code Effective date
IDGVState Registration is not set up for State: State name
IDGV VariablesState: State name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03
IDGVLocal Registration is not set up for County Tax Jurisdiction: County name
IDGV VariablesCounty: county name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03
IDGVLocal Registration is not set up for City Tax Jurisdiction: City name
IDGV VariablesCity: city name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03
IDGVSchool Registration is not set up for School: School name
Warning:
IDFDV Identifier Name is not set up
IDFDV Identifier Name contains CONSTANT

The following exception messages are always printed for an employee:

Empl nnn
Invalid SSN: ssn, SSN must be 11 positions, position 4 and 7 must be a hyphen (-)

The SSN number must be verified and corrected, otherwise W2 form and Magnetic media filing will be incorrect for the employee
Empl nnn
Term date CCYYMMDD is prior to reporting year CCYY

This is a warning to indicate the employee has been terminated in prior years and has YTD information for this calendar year
Empl nnn
Box 3 999999.99 + Box 7 999999.99 = 999999.99 exceeds Annual Max Wage Base 999999.99

Either Box 3 or Box 7 set up must be corrected, the system does not adjust this number because it does not know if Box 3 or 7 is correct. If this situation is not corrected, the W2 will be rejected because the government does not allow these wage base to exceed the annual maximum.
Empl nnn
Employee has no Federal Information for Employment Type R, employee is bypassed
Empl nnn
Identifier Amt 999999.99-, negative amount not allowed, amount change to 0.00

This situation must be reviewed and the negative amount corrected, otherwise the system reports zero for this field.
Empl nnn
Identifier Amt 999999.9999 exceeds 2 decimals, amount change to 999999.99

This situation may cause a rounding error and should be reviewed in order to find out why the amount exceeds 2 decimals and corrected if necessary.
Empl nnn
Identifier Amt 999999999.99 exceeds 11 digits, check printed Form and Govt File size

The system highlights the amount that exceeds 11 digits, the printing of W2 for this field and the government file size to report this amount should be reviewed.
Empl nnn
Error: RS record posn 999 length = nn only, Field size exceeded for Amt 99999999.99

This Error message is issued when the Length of the Field Size available on the magnetic media file is not large enough to hold the amount. The field size is always checked for each numeric field prior to writing the amount into the file

This situation must be corrected because Oracle will report ‘#######’ in the field and the government will reject this file. The ‘#######’ is not corrected to report zero in the file because this will result in incorrect reporting for the W2 between the W2 form print and the W2 file.

The printing of the W2 will probably be large enough to print the field size while the magnetic media reporting could not report this large amount.

An investigation must be made to see if incorrect data is the cause of the problem, or Support must be contacted.

RPYEU Summary Report Level#

There are five levels of reporting for RPYEU Summary Report: Each level of print can be suppressed by selecting the options from the RPYEU run. However, the Federal level grand total report is always printed to capture all statistics of the RPYEU run.

The Federal level print is reported and sorted by employee and has all levels of details for an employee The State, County, City and School District levels are reported and sorted by State, County, City and School District.

The printing of ‘Set Up Exceptions’ may be suppressed for IDFDV, IDGV, etc. However, the employee level of exception are always printed, as error or warning situations are encountered for each employee.

RPYEU Sort Level#

There are three prompts to allow sorting of employees in RPYEU for distribution of W2 Form purposes:

1. Sort Level By
The lexicon X_W2_SORT_LEVEL is used for this prompt.
The department is the prime assignment details’ department that is effective as of the user specified ‘As of date’
A special ‘W2 Destination’ may be defined at the department level or employee level for W2 distribution purpose.
‘Provide Sort Level Totals’ may also be specified if a ‘Sort Level By’ level has been specified

2. Sort by Active/Inactive
This prompt is useful for sorting Terminated employees from Active employees in order that the W2 forms for terminated employees can be mailed.
The lexicon X_W2_SORT_ACTIVE is used for this prompt.
If 00 is selected, the terminated employees will not be sorted before active employees
If 01 is selected, all terminated employees will be sorted before the sort Level from the previous prompt.
For example:
If Department A has 2 terminated employees (A1, A2), 3 active employees (A3, A4, A5)
If Department B has 2 terminated employees (B1, B3), 3 active employees (B3, B4, B5) RPYEU will show in this order
Department AStatus: InactiveEmployee A1
Employee A2
Department BStatus: InactiveEmployee B1
Employee B2
Department AStatus: ActiveEmployee A3
Employee A4
Employee A5
Department BStatus: ActiveEmployee B3
Employee B4
Employee B5
All Inactive employees are grouped together by Department (Sort Level) and then followed by all Active employees.

If 02 is selected, all terminated employees will be sorted After the Sort Level from the previous prompt.
RPYEU will show in this order:
Department AStatus: InactiveEmployee A1
Employee A2
Status: ActiveEmployee A3
Employee A4
Employee A5
Department BStatus: InactiveEmployee B1
Employee B2
Status: ActiveEmployee B3
Employee B4
Employee B5
Inactive employees are grouped together within each department (Sort Level) and then followed Active employees of the same department.

3. Sort Employees By
The lexicon X_W2_SORT_PERSON is used for this prompt.
This prompt is sorted within the ‘Sort Level By’ and ‘Sort by Active / Inactive’ prompt

RPYEU Combined Employment Type#

The EFW2 media file code RE Employer record requires to report one of the following types of employment:

The Employment Code is retrieved from IDGR ‘W2 Employment Type’ or employee’s IPRLU FICA and Medicare method.

W2 Form Control Number Print#

On W2 Form 2-on-1-page Box d, the Control Number may be printed on the form for reference or distribution purpose, 9e.g. Person Code). The following identifiers may be set up on IDFDV:

Seq 2800 W2-CONTROL-PRT Print Control Number on Form Constant

Seq 2810 W2-CONTROL-NUM Control Number on Form Data Base Column




RPREGT – Pay Totals Register#

RPREGT – Selection Criteria#

For auditing purpose between RPREGT and RPYEU, the following should be selected when RPREGT is run:
Provide Totals By
Fed Regist Number



RPYEU – US Year End Summary Report#

RPYEU – Selection Criteria – Annual Reporting#

Report Criteria Tab
Report ParametersDescription
Annual Form CodeMandatory
HL$US-W2-2012
NOTE: always use the most current year form code ‘HL$US-W2-2011’
Enter the most current year’s Form Code because RPYEU is programmed with identifiers from the most current year information. Prior year’s Form Code should not be used because prior year’s identifiers may be obsolete.
For 2011-2012 reporting, Form Code from current year ‘HL$US-W2-2012’ contains the STORE OPTION field to store the Employer Addresses, Employee Addresses and Amounts in the Government Remittance Tables to be viewed on IPGR/IPGH
Quarterly Form CodeBlank for Annual reporting
Govt Interface FormatBlank for Annual reporting
Period TypeEnter ‘Year’ for Annual reporting
Period End DateEnter the Year Ending Date
As of DateThis date is used to retrieve employee information such as name, address, etc.
Combine Employment TypeCheck this toggle to combine ‘Regular’, ‘Agriculture’ employment, etc.
Combine Fed RegistCheck this toggle to combine all selected ‘Federal Regist’ for State/Local reporting.
Do not check this toggle when generating the Federal File
When this toggle is checked, RPYEU will not store the Federal Level amounts on IPGH because the Federal Registration Number are combined and will not be linked to a specific Federal Registration Number.
Media FormatEnter ‘Federal File Format’ for SSA reporting
Directory NameEnter a valid directory name
Media File NameEnter a file name for govt magnetic media file
Create Data DumpOptional toggle
If checked, RPYEU will generate data dump files with .csv extension for Federal, State, Local, School information. The data dump file can be opened with Excel spreadsheet for debugging and balancing purposes.
Trace LevelShould always run with Exception only unless for tracing
Regist/Set Up AuditCan select to audit Govt Registration set up and continue processing, etc.
Print and Run lexicon available.
User CommentEnter any comment to be printed on RPYEU report

Report FiltersDescription
EntityOptional
Enter one or more Entities
Federal Regist SetOptional
Enter only if you want to select by different ‘Federal Regist Set’. Otherwise, do not select Federal Regist Set if run for all employees.
Federal Regist NumberOptional
Enter one or more Federal Registration Number
People ListOptional
Specify if a 'People List' is to be used
PersonOptional
Enter one or more Person Codes
Select StateOptional
Do not enter any state when generating the Federal File for W2.
If a state is entered, RPYEU automatically switches to report by state.
State Regist SetOptional
Enter one or more State Registration Sets
State Regist NumberOptional
Enter one or more State Registration Numbers
Enter State Regist Set and State Regist Number only when running for one state.
Local Regist SetOptional
Enter one or more Local Registration Sets
Local Regist NumberOptional
Enter one or more Local Registration Numbers
Enter Local Regist Set and Local Regist Number only when running for one Local
Select CountyOptional
Enter one or more Counties
If a County is entered, RPYEU may switch to report by this County
Select CityOptional
Enter one or more Cities
If a City is entered, RPYEU may switch to report by this City
Select SchoolOptional
Enter one or more Schools
If School list are entered, RPYEU reports for these schools only

Report Run Options Tab
For Annual reporting, RPYEU generates .xml file for RPW2 to print W2 Forms and generates Federal media file for SSA government.

Report OptionsDescription
Sort by LevelEnter ‘Sort by Level’ if necessary
Sort by Active/InactiveThis prompt is used to separate Active and Inactive employees for distribution purpose
Sort People byEnter ‘Sort People by’ if necessary
Provide Sort Level TotalsOptional, if the toggle is ON, the total is generated for ‘Sort by Level’
Federal Level PrintEnter‘Federal Level Print’ to show the amount detail for Federal level
State Level PrintEnter ‘State Level Print’ to show the amount detail for State level
SUI Level PrintEnter ‘SUI Level Print’ to show the amount detail for SUI level
Local Level PrintEnter ‘Local Level Print’ to show the amount detail for County and City level
School Level PrintEnter ‘School Level Print’ to show the amount detail for School level

RPYEU – Selection Criteria – Quarterly Reporting#

Report ParametersDescription
Annual Form CodeMandatory
HL$US-W2-2012, use most current year Form Code
Quarterly Form CodeOptional
If not specified, it defaults to the Annual Form Code with EFW2 format.
If the State is using the format such as the ICESA, TIB-4 and special format for quarterly reporting, enter ‘HL$US-QTR-2012.
‘HL$US-QTR-2012’ may not be updated after 2012 because this format code is only used for prior year format ICESA and TIB-4, most states are converted to EFW2
Govt Interface FormatOptional
Some states require specific government XML file format that is defined on IDIF, e.g. Florida State format HL$US-QTR-FL2008
Please refer to the State document that indicates if this parameter should be used
Period TypeEnter ‘Quarter’ for Quarterly reporting
Period End DateEnter the Quarter Ending Date
As of DateThis date is used to retrieve employee information such as Name and address etc
Combine Employment TypeCheck this toggle to combine ‘Regular’, ‘Agriculture’ employment etc
Combine Fed RegistCheck this toggle to combine all selected ‘Federal Regist’ for State/Local reporting
Media FormatEnter ‘State File Format’ or ‘SUI File Format’ for State reporting
For ‘SUI File Format’, the IDGV ‘SUI Registration’ number is used.

Report FiltersDescription
Federal Regist SetOptional
Enter only if you want to select by different ‘Federal Regist Set’
Federal Regist NumberOptional
Enter only if you want to select by different Federal Registration Number
Select StateMandatory for Quarterly State Filing, if State is not entered, then it’s a Federal run
State Regist SetOptional
Enter only if you want to select by different ‘State Regist Set’
State Regist NumberOptional
Enter one or more State Registration Numbers
Enter State Regist Set and State Regist Number only when running for one state

Please enter other prompts accordingly.

RPYEU – Quarterly Form Code Set Up#

RPYEU – Sample Run#




IPGR – Government Reporting Screen#

IPGR – GVT Run tab#

IPGR – Header Tab#




IPGH – Employee Government Reporting Screen#

IPGH#

IPGH – Amount tab#




UPGRUNDO – Undo GVT Run#

UPGRUNDO – Selection Criteria#

GVT Run Number
Mandatory, at least one GVT Run Number must be entered
A list of GVT Run Numbers generated by RPYEU for undo can be selected.
Person Code
Optional, Enter one or more Person Codes
The selected Person codes within the GVT Run Numbers are processed.
Trace Level
"Exception Only" should always be run, unless for tracing.
Trial
Optional toggle allows for review of the report for verification prior to undo.
In non-trial mode, UPGRUNO removes GVT Headers and GVT Run for the qualified GVT Run.

UPGRUNO allows the GVT Run number to be undone by employees. This procedure should be used to undo erroneous GVT Run due to set up issues or to remove any archived GVT information that are not needed.


RPW2 – W2 Form Print#

RPW2 – W2 Form Print Selection Criteria#

For Oracle version RPW2, run RPW2 must be run and the report sent to PDF file instead of to the Previewer. RPW2 aligned the W2 government forms in PDF format, allowing the user to adjust the parameters for ‘Top Margin’ and the ‘Between Form Space’ when generating the PDF file. Once the PDF file is generated, the page set up does not need to be adjusted when printing.

Report Parameters - (For both Oracle and Windward RPW2)

Report ParametersDescription
EE/ER CopySpecifies if the Employee Copy or Employer Copy of W2 are to be printed

From the X_W2_COPY lexicon.

01 – Employer Copy
On one page, print multiple Employees W2 info
For ‘2 on 1 Page’, print two employees on one page
For ‘4 on 1 Page’, print four employees on one page

02 – Employee Copy - on one page, print one Employee W2 info
For ‘2 on 1 Page’, print one employee twice
For ‘4 on 1 Page’, print one employee four times
Show FormSpecifies which W2 Form Copy image is to be shown on the background
This option is for ‘2 On 1 Page’ only, there is no form image for ‘4 On 1 Page’ from the government
From the X_W2_FORM_COPY lexicon

00 – Not Specified - do not show W2 Form image
This option is used to print W2 Forms on the pre-printed W2 Forms

01 – Copy A, SSA copy - This Copy A option is for viewing purpose only
Copy A should not be sent to SSA with this option. Copy A should be printed on the pre-printed Copy A that are machine-readable

02 – Copy 1, State,Local copy

03 – Copy B, EE Federal copy

04 – Copy C, EE Record copy

05 – Copy 2, EE State,Local copy

06 – Copy D, ER copy

20 – Copy B + C (1 Pg)- Show Copy B and Copy C on one page

21 – Copy C + 2 (1 Pg)- Show Copy C and Copy 2 on one page

22 – Copy B + C + 2 (2 Pg) - Show Copy B and Copy C on one page follow by Copy 2 and Copy 2 on the next page


For Windward RPW2
Only ‘2-on-1-Page’ format is supported, the '4-on-1-Page' format is not available
Only option ‘01 – Copy A, SSA copy’ is supported, the other options are not available
Employment TypeOptional
A specific employment type may be chosen to print, e.g. Agriculture employees
StateOptional
If used, only one state can be entered
This prompt should not be entered when the EMPLOYEE copy is being printed
The employee MUST have all the states printed on their W2 forms.
When the EMPLOYER copy is being printed, there is an option to print by state so the paper W2 copy can be filed to the state. If the filing W2 is in magnetic media format, then the W2 forms should not be printed by state.
Reissued/CorrectedOptional
If an employee has lost their W2 Forms and have requested a replacement copy, RPW2 should be run with the ‘Person Code’ specified and the word ‘REISSUED’ or ‘CORRECTED’ entered for this prompt. RPW2 will then print the W2 Form with the exact wording ‘REISSUED’ or ‘CORRECTED’ as entered on the W2 form.
Exception Levelshould always be run with 'Exception Only' unless for tracing
Test Form Set UpOptional
All users should test their printer with this ‘Form Set Up’ toggle to find out the correct Page Set Up for ‘Top Margin Adjustment’ and ‘Between Form Space’ adjustment prior to printing the actual W2 Forms.

Since each printer’s page set pp margin varies differently, each time the W2 forms are printed on a different printer, the Printer set up test should be run.
User CommentEnter any comment to be printed on RPW2 report parameter page

Report Parameters (* Oracle Report Only)

Report ParametersDescription
Directory NameMandatory
For Oracle version RPW2, enter a valid directory name
Should be the same Directory Name from the RPYEU run
XML File NameMandatory for Oracle version RPW2
Enter the xml file that is generated from RPYEU with file extension .xm
Print W2 FormsSpecifies the W2 Format to be printed:
From X_W2_PRINT lexicon

01 – 2 On 1 Page - ‘2 On 1 page’ W2 format is used

02 – 4 Corner Form - ‘4 Corners Form’ W2 format is used

03 – 4 Corner, Addr. Back - ‘4 Corners Form’ W2 format is used with Address printed on the back of form
The printer must be set to to Duplex mode when printing

04 – 4 On 1 Page (Top-bottom) - ‘4 On 1 Page’ W2 Top to Bottom format is used

EE instruction on back - when the ‘Show Form (2 on 1 pg)’ parameter is selected to print on the employee’s copy, (i.e. Copy B, C, 2), the associated employee instructions can also be printed on the back of these W2 Forms.

Note that for each employee copy (i.e. Copy B, C, 2), the EE Instructions are different.

In order to print a complete set of all Employee’s W2 Copies and Instructions, select:
22 – Copy B + C + 2 (2 Pg) - Show Copy B and Copy C on one Page followed by Copy 2 and Copy 2 on the next page
Adjust Top MarginOptional

Specifies the Top Margin Adjustment for the printing of the form

Default to NULL or ‘00 – 0 line’ adjustment to begin testing

After the PDF file is generated, print one page on blank paper, align the paper with the pre-printed form and check if the alignment fits into the box.

If adjustment is needed, then re-run RPW2 by entering the Top Margin adjustment

From X_TOP_MARGIN_ADJ lexicon
00 – 0 line
11 – Up 1/5 line
12 – Up 2/5 line
13 – Up 3/5 line
21 – Down 1/5 line
22 – Down 2/5 line
23 – Down 3/5 line
Between Form SpaceOptional

Specifies the space increment between 2 forms on the same page

Default to NULL or ‘0 – 0 line space’ to begin testing

After the PDF file is generated, print one page on blank paper, align the paper with the pre-printed form and check if the alignment fits between 2 forms

If adjustment is needed, then re-run RPW2 by entering the ‘Between Form Space’

From X_BTWN_FORM_SPACE lexicon
0 – 0 line space
1 – 1/5 line space
2 – 2/5 line space
3 – 3/5 line space
4 – 4/5 line space
5 – 1 line space
Show FrameWhen testing the margin set up or to debug a Print Format problem, this toggle may be used to show the line border of the internal frames.

Report Filters (For Oracle and Windward RPW2)

GVT Run (WW only)If running Oracle version of RPW2, this GVT Run parameter is not used

For Windward version of RPW2, one GVT Run number MUST be entered.
Person CodeOptional
Enter one or more Person Codes
NOTE for Oracle RPW2: If the combination of ‘Top Margin Adjustment’ and ‘Between Form Space’ pushes the form to go over to the next page, the alignment should be checked with the actual pre-printed form and RPW2 re-run with different ‘Top Margin’ and ‘Between Form Space’.

When running RPW2 for pre-printed forms, please do not toggle the ‘Show W2 Form’, ‘Show Frame’ parameters.

RPW2 Example:

Show Form (2 on 1 Pg)Copy B + C (1 Pg)
Show Frame (Test Only)Yes

For 'Top Margin' adjustment, on the top form, the darker red line above the top form is between several green lines, in the center. It can be adjusted up or down from the ‘Adjust Top Margin’ parameter.

For ‘Between Form Space’, the blue line in the middle is the bottom of the Top form. The space increment can be increased for the Bottom form from the ‘Between Form Space’ parameter.

RPW2 – Printer Set Up#

Important: When printing from the pdf file, the Page Scaling option must be set to ‘None’ to avoid re-sizing of the form on a page.

RPW2 – Form Print Processing#




W-2 Wage Form Descriptions - (2011 Format – Reporting in 2011)#

There is no page called 'W2_WAGE_FORM_DESCRIPTIONS'. Would you like to create it?


Government Media Reporting#

Submitting W-2 Copy A to SSA (EFW2 Format)#

The EFW2 Format is used for Annual and Quarterly Reporting.

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RA - Submitter Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID Number (EIN)Required.
Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000).
Numeric only.
12-19User Identification (User ID)Required.
Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
20-23Software Vendor CodeEnter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP).

If "99 (Off-the-Shelf Software)" is entered in the Software Code field (positions 36-37) enter the Software Vendor Code.
Otherwise, fill with blanks.
24-28BlankFill with blanks. Reserved for SSA use.
29Resub IndicatorEnter "1" if this file is being resubmitted. Otherwise, enter "0" (zero).
30-35Resub Wage File Identifier (WFID)If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent. Otherwise, fill with blanks.
36-37Software CodeEnter "99" to indicate 'Off-the-Shelf Software'
38-94Company NameEnter the Company Name.
Left justify and fill with blanks.
95-116Location AddressEnter the company's location address (Attention, Suite, Room Number, etc).
Left justify and fill with blanks
117-138Delivery AddressEnter the company's delivery address (Street or Post Office Box).
Example: 123 Main Street.
Left justify and fill with blanks
139-160CityEnter the company's city.
Left justify and fill with blanks
161-162State AbbreviationEnter the company's State or commonwealth/territory.
Use a postal abbreviation. For a foreign address, fill with blanks
163-167ZIP CodeEnter the company's ZIP code. For a foreign address, fill with blanks
168-171ZIP Code ExtensionEnter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks
172-176BlankFill with blanks. Reserved for SSA use.
177-199Foreign State/ProvinceIf applicable, enter the company's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
200-214Foreign Postal CodeIf applicable, enter the company's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
215-216Country CodeIf one of the following applies, fill with blanks:
* One of the 50 States of the U.S.A.
* District of Columbia
* Military Post Office (MPO)
* American Samoa
* Guam
* Northern Mariana Islands
* Puerto Rico
* Virgin Islands

Otherwise, enter the applicable Country Code.
217-273Submitter NameRequired.
Enter the name of the organization's submitter to receive error notification if this file cannot be processed.
Left Justify and fill with blanks.
Derived from the ‘SUB-SUBM-NAME’ IDFDV Field Identifier (seq 1150).
274-295Submitter Location AddressEnter the submitter's location address (Attention, Suite, Room Number, etc.)
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-LOCN’ IDFDV Field Identifier (seq 1160).
296-317Submitter Delivery AddressRequired.
Enter the submitter's delivery address (Street or Post Office Box).
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-DELIV’ IDFDV Field Identifier (seq 1170).
318-339Submitter CityRequired.
Enter the submitter's city.
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180).
340-341Submitter State AbbreviationRequired.
Enter the submitter's State or commonwealth/territory. Use a postal abbreviation.
For a foreign address, fill with blanks.
Derived from the ‘SUB-SUBM-STATE’ IDFDV Field Identifier (seq 1190).
342-346Submitter ZIP CodeRequired.
Enter the submitter's ZIP Code.
For a foreign address, fill with blanks.
Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200).
347-350Submitter ZIP Code extensionEnter the submitter's four-digit extension of the ZIP code. If not applicable, fill with blanks.
Derived from the ‘SUB-SUBM-ZIP-EXT’ IDFDV Field Identifier (seq 1210).
351-355BlankFill with blanks. Reserved for SSA use
IMPORTANT NOTE: If using a foreign address, the foreign State/Province (postions 356-378), Foreign Postal Code (positions 379-393) and the Contry Code (positions 394-395) are required to be completed.
356-378Foreign State/ProvinceIf applicable, enter the submitter's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
379-393Foreign Postal CodeIf applicable, enter the submitter's foreign Postal Code.
Left justify and fill with blanks. Otherwise, fill with blanks.
394-395Country CodeIf one of the following applies, fill with blanks
* One of the 50 States of the U.S.A.
* District of Columbia
* Military Post Office (MPO)
* American Samoa
* Guam
* Northern Mariana Islands
* Puerto Rico
* Virgin Islands

Otherwise, enter the applicable Country Code.
396-422Contact NameRequired.
Enter the name of the person to be contacted by SSA concerning processing problems.
Left justify and fill with blanks.
Derived from the ‘SUB-CONT-NAME’ IDFDV Field Identifier (seq 1250).
423-437Contact Phone NumberRequired.
Enter the contact's phone number with numeric valies only (including area code). Do not use any special characters.
Left justify and fill with blanks.

NOTE: It is imperative that the contact's telephone number be entered in the appropriate positions. Failure to include correct and complete submitter contact information may, in some cases, delay the timely processing of your file.

Derived from the ‘SUB-CONT-TEL’ IDFDV Field Identifier (seq 1260).
438-442Contact Phone ExtensionEnter the contact's telephone extension.
Left justify and fill with blanks.
Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270).
443-445BlankFill with blanks. Reserved for SSA use.
446-485Contact E-mail/InternetEnter the contact's e-mail/internet address.
Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280).
486-488BlankFill with blanks. Reserved for SSA use.
489-498Contact FaxIf applicable, enter the contact's fax number (including area code). Otherwise, fill with blanks.
Derived from the ‘SUB-CONT-FAX’ IDFDV Field Identifier (seq 1290).
499BlankFill with blanks. Reserved for SSA use.
500Preparer CodeEnter one of the following codes to indicate who prepared this file:
* A = Accounting Firm
* L = Self Prepared
* S = Service Bureau
* P = Parent Company
* O = Other

If more than one code applies, use the code that best describes who prepared this file.
501-512BlankFill with blanks. Reserved for SSA use.


State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RE - Employer Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax yearRequired.
Enter the tax year for this report (YYYY).
Derived from the user defined FROM-TO period, converted to YYYY.
7Agent Indicator CodeIf applicable, enter one of the following codes:
* 1 = 2678 Agent
* 2 = Common Paymaster
* 3 = 3504 Agent
If more than one code applies, use the one that best describes your status as an agent.
Otherwise, fill with a blank.
8-16Employer/Agent EINRequired.
Derived from the applicable Federal reporting EIN, from IDGV or IDGR.
17-25Agent for EINIf "1" was entered in the Agent Indicator Code field (position 7), enter the client-employer's EIN for which you are an Agent. Otherwise, fill with blanks.
26Terminating Business IndicatorIf this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero).
27-30Establishment NumberFor multiple RE (Employer) Records with the same EIN, you can use this field to assign a unique identifier for each RE (Employer) Record. Otherwise, fill with blanks.
31-39Other EINFor this tax year, if you submitted tax payments to the IRS under Form 941, 943, 944, CT-1 or Schedule H or W2 data to SSA, and a different EIN was used from the EIN in positions 8-16, enter the other EIN. Otherwise, fill with blanks.
IMPORTANT NOTE: The Employer's Name field (positions 40-96) and the Employer's Address fields (positions 97-173) should normally match the employer name and address under which tax payments were submitted to the IRS under Form 941, 943, 944, 945, CT-1 or Schedule H.
40-96Employer NameRequired.
Enter the name associated with the EIN entered in positions 8 - 16.
Left justify and fill with blanks.
Derived from the 'W2-ER-NAME' IDFDV Field Identifier (seq 2010).
97-118Employer Location AddressEnter the employer's location address (Attention, Suite, Room Number, etc.)
Left justify and fill with blanks.
Derived from the 'W2-ER-LOCN-ADDR' IDFDV Field Identifier (seq 2020).
119-140Employer Delivery AddressEnter the employer's delivery address (Street or Post Office Box).
Left justify and fill with blanks.
Derived from the 'W2-ER-DELIV-ADDR' IDFDV Field Identifier (seq 2030).
141-162Employer CityEnter the employer's city.
Left justify and fill with blanks.
Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040).
163-164Employer State AbbreviationEnter the employer's State or commonwealth/territory. Use a postal abbreviation.
For a foreign address, fill with blanks.
Derived from the 'W2-ER-STATE' IDFDV Field Identifier (seq 2050).
165-169Employer ZIP CodeEnter the employer's ZIP Code.
For a foreign address, fill with blanks.
Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060).
170-173Employer ZIP Code ExtensionEnter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks.
Derived from the 'W2-ER-ZIP-EXT' IDFDV Field Identifier (seq 2070).
174Kind of EmployerRequired.
Enter the appropriate kind of employer:

* F = Federal Government
* State/local non-501c
* T = 501c non-government
* Y = State/local 501c
* N = None apply

NOTE: Leave blank if the tax jurisdiction Code in position 220 of the RE (Employer) Records is "P" (Puerto Rico).
175-178BlankFill with blanks. Reserved for SSA use.
179-201Foreign State/ProvinceIf applicable, enter the employer's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
202-216Foreign Postal CodeIf applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks.
217-218Country CodeIf one of the following applies, fill with blanks:

* One of the 50 States of the U.S.A.
* District of Columbia
* Military Post Office (MPO)
* American Samoa
* Guam
* Northern Mariana Islands
* Puerto Rico
* Virgin Islands

Otherwise, enter the applicable Country Code.
219Employment CodeRequired.
Enter the appropriate employment code:

* A = Agriculture (Form 943)
* H = Household (Schedule H)
* M = Military (Form 941)
* Q = Medicare Qualified Government Employment (Form 941)
* X = Railroad (CT-1)
* F = Regular (Form 944)
* R = Regular (all others) (Form 941).
NOTE: Railroad reporting is not applicable for Puerto Rico and territorial employers.
220Tax Jurisdiction CodeRequired.
Enter the code that identifies the type of income tax withheld from the employee's earnings:

* Blank (W-2)
* V = Virgin Islands (W-2VI)
* G = Guam (W-2GU)
* S = American Samoa (W-2AS)
* N = Northern Mariana Islands (W-2CM)
* P = Puerto Rico (W-2PR/499R-2)
221Third Party Sick Pay IndicatorEnter "1" for a sick pay indicator. Otherwise, enter "0" (zero).
222-248Employer Contact NameEnter the name of the employer's contact.
Left justify and fill with blanks.
249-263Employer Contact Phone NumberEnter the employer's contact telephone number with numeric values only (including area code). Do not use any special characters.
Left justify and fill with blanks.
264-268Employer Contact Phone ExtensionEnter the employer's contact telephone extension with numeric values only. Do not use any special characters.
Left justify and fill with blanks.
269-278Employer Contact Fax NumberIf applicable, enter the employer's contact fax number with numeric values only (including area code). Do not use any special characters.
Otherwise, fill with blanks.
For US and US Territories only
279-318Employer Contact E-Mail/InternetEnter the employer's contact e-mail/internet address.
319-512BlankFill with blanks. Reserved for SSA use.


State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RW - Employee Wage Record #

ColumnDescriptionSource
1-2Record IdentifierConstant "RW"
3-11Social Security NumberRequired.
Enter the employee's SSN.
If an invalid SSN is encountered, this field is filled with zeros.
Derived from the ‘W2-EE-SSN’ (seq 2500) IDFDV Field Identifier.
12-26Employee First NameRequired.
Enter the employee's first name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-FIRST-NAME’ (seq 2510) IDFDV Field Identifier.
27-41Employee Middle Name or InitialIf applicable, enter the employee's middle name or initial.
Left Justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-MIDDLE’ (seq 2520) IDFDV Field Identifier.
42-61Employee Last NameRequired.
Enter the employee's last name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-LAST-NAME’ (seq 2530) IDFDV Field Identifier.
62-65Employee SuffixIf applicable, enter the employee's alphabetic suffix.
Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-SUFFIX’ (seq 2540) IDFDV Field Identifier.
66-87Employee Location AddressEnter the employee's location address (Attention, Suite, Room Number, etc.)
Left justify and fill with blanks.
Derived from the ‘W2-EE-LOCN-ADDR’ (seq 2600) IDFDV Field Identifier.
88-109Employee Delivery AddressEnter the employee's delivery address (Street or Post Office Box).
Left justify and fill with blanks.
Derived from the ‘W2-EE-DELIV-ADDR’ (seq 2610) IDFDV Field Identifier.
110-131Employee CityEnter the employee's City.
Left justify and fill with blanks.
Derived from the ‘W2-EE-CITY’ (seq 2620) IDFDV Field Identifier.
132-133Employee State AbbreviationEnter the employee's State or commonwealth/territory.
For a foreign address, fill with blanks.
Derived from the ‘W2-EE-STATE’ (seq 2630) IDFDV Field Identifier.
134-138Employee ZIP CodeEnter the employee's ZIP code.
For a foreign address, fill with blanks.
Derived from the ‘W2-EE-ZIP’ (seq 2640) IDFDV Field Identifier.
139-142Employee ZIP Code ExtensionEnter the employee's four-digit ZIP code extension.
If not applicable, fill with blanks.
Derived from the ‘W2-EE-ZIP-EXT’ (seq 2650) IDFDV Field Identifier.
143-147BlankFill with blanks. Reserved for SSA use.
148-170Employee Foreign State/ProvinceIf applicable, enter the employee's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-F-STATE’ (seq 2660) IDFDV Field Identifier.
171-185Employee Foreign Postal CodeIf applicable, enter the employee's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-F-POSTAL’ (seq 2670) IDFDV Field Identifier.
186-187Employee Country CodeIf one of the following applies, fill with blanks:

* One of the 50 States of the U.S.A.
* District of Columbia
* Military Post Office (MPO)
* American Samoa
* Guam
* Northern Mariana Islands
* Puerto Rico
* Virgin Islands

Otherwise, enter the applicable Country Code.
Derived from the ‘W2-EE-COUNTRY’ (seq 2680) IDFDV Field Identifier.
188-198Wages, Tips and Other CompensationNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-FIT-WAGE’ (seq 3000) IDFDV Field Identifier.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
199-209Federal Income Tax WithheldNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-FIT-TAX’ (seq 3010) IDFDV Field Identifier.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
210-220Social Security WagesZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'.

If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Tips field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, reports zeros.

The sum of this field and the Social Security Tips field should not exceed the annual maximum Social Security wage base for the tax year being reported.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-SSN-WAGE’ (seq 3020) IDFDV Field Identifier.
221-231Social Security Tax WithheldZero fill if the Employment Code reported in position 219 of the preceeding RE (Employer_ Record is 'Q-MGQE' or 'X-Railroad'.

If the Employement Code is not 'Q-MGQE' or 'X-Railroad' and the amount in this field is greater than zero, then the Social Security Wages field and/or the Social Security Tips field must be greater than zero.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-SSN-TAX’ (seq 3030) IDFDV Field Identifier.
232-242Medicare Wages and TipsZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'.

If Employment Code is 'H-Household' and the tax year is 1994 or later, this field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, fill with zeros.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-MEDI-WAGE’ (seq 3040) IDFDV Field Identifier.
243-253Medicare Tax WithheldZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-MEDI-TAX’ (seq 3050) IDFDV Field Identifier.
254-264Social Security TipsZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'.

The sum of this field and the Social Security Wages field should not exceed the annual maximum Social Security wage base for the tax year being reported. Otherwise, reports zeros.

If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Wages field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, report zeros.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-SSN-TIP’ (seq 3060) IDFDV Field Identifier.
265-275BlankFill with blanks. Reserved for SSA use.
276-286Dependent Care BenefitsNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-DEP-CARE’ (seq 3090) IDFDV Field Identifier.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
287-297Deferred Compensation Contributions to Section 401(k) (Code D)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-D’ (seq 4030) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
298-308Deferred Compensation Contributions to Section 403(b) (Code E)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-E’ (seq 4040) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
309-319Deferred Compensation Contributions to Section 408(k)(6) (Code F)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-F’ (seq 4050) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
320-330Deferred Compensation Contributions to Section 457(b) (Code G)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-G’ (seq 4060) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
331-341Deferred Compensation Contributions to Section 501(c)(18)(D) (Code H)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-H’ (seq 4070) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
342-352BlankFill with blanks. Reserved for SSA use.
353-363Nonqualified Plan Section 457 Distributions or ContributionsNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-NQUAL-457’ (seq 3102) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
364-374Employer Contributions to a Health Savings Account (Code W)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-W’ (seq 4190) IDFDV Field Identifier.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
375-385Nonqualified Plan Not Section 457 Distributions or ContributionsNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-NQUAL-N457’ (seq 3104) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
386-396Nontaxable Combat Pay (Code Q)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
397-407BlankFill with blanks. Reserved for SSA use.
408-418Employer Cost of Premiums for Group Term Life Insurance Over $50,000 (Code C)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-C’ (seq 4020) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
419-429Income from the Exercise of Non-Statutory Stock Options (Code V)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-V’ (seq 4180) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
430-440Deferrals Under a Section 409A Non-Qualified Deferred Compensation Plan (Code Y)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
441-451Designated Roth Contributions to a Section 401 (k) Plan (Code AA)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico employees.
452-462Designated Roth Contributions to a Section 403 (b) Salary Reduction Agreement (Code BB)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico employees.
463-473Cost of Employer-Sponsored Health Coverage (Code DD)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
474-484Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF)No negative amounts.
Right justify and zero fill.
485BlankFill with blanks. Reserved for SSA use.
486Statutory Employee IndicatorEnter "1" for statutory employee. Otherwise, enter "0" (zero).
Derived from the ‘W2-STAT-EE’ (seq 6000) IDFDV Field Identifier.
487BlankFill with blanks. Reserved for SSA use.
488Retirement Plan IndicatorEnter "1" for a retirement plan. Otherwise, enter "0" (zero).
Derived from the ‘W2-RETIRE-PLAN’ (seq 6020) IDFDV Field Identifier.
489Third-Party Sick Pay IndicatorEnter "1" for a sick pay indicator. Otherwise, enter "0" (zero). Derived from the ‘W2-3PARTY-SICK’ (seq 6060) IDFDV Field Identifier.
490-512BlankFill with blanks. Reserved for SSA use.



State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RO - Employee Wage Record #

ColumnDescriptionSource
1-2Record IdentifierConstant ‘RO’
3-11BlankFill with blanks. Reserved for SSA use.
12-22Allocated TipsNo negative amounts.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)
23-33Uncollected Employee Tax on Tips (Codes A and B)Combine the uncollected Social Security tax and the uncollected Medicare tax.
No negative amounts.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)
34-44Medical Savings Account (Code R)No negative amounts.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-R’ (seq 4150).

Does not apply to Puerto Rico or Northern Mariana Islands employees.
45-55Simple Retirement Account (Code S)No negative amounts.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-S’ (seq 4160).

Does not apply to Puerto Rico employees.
56-66Qualified Adoption Expenses (Code T)No negative amounts.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-T’ (seq 4170).

Does not apply to Puerto Rico or Northern Mariana Islands employees.
67-77Uncollected Social Security or RRTA Tax on Cost of Group Term
Life Insurance over $50,000 (Code M)
No negative amounts.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-M’ (seq 4110).

Does not apply to Puerto Rico employees.
78-88Uncollected Medicare Tax on Cost of Group Term Life Insurance
over $50,000 (Code N)
No negative amounts.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-N’ (seq 4120).

Does not apply to Puerto Rico employees.
89-99Income Under a Nonqualified Deferred Compensation Plan
That Fails to Satisfy Section 409A (Code Z)
No negative amounts.
Right justify and zero fill.

Does not apply to Puerto Rico or Northern Mariana Islands employees.
100-110BlankFill with blanks. Reserved for SSA use.
111-121Designated Roth Contributions Under a Governmental
Section 457(b) Plan )(Code EE)
No negative amounts.
Right justify and zero fill.

Does not apply to Puerto Rico or Northern Mariana Islands employees.
122-132Income from Qualified Grants Under Section 83(i) (Code GG)No negative amounts.
Right justify and zero fill.
133-143Aggregate Deferrals Under Section 83(i) Elections as of
the Close of the Calendar Year (Code HH)
No negative amounts.
Right justify and zero fill.
144-274BlankFill with blanks. Reserved for SSA use.
275-285Wages Subject to Puerto Rico TaxNo negative amounts.
Right justify and zero fill.

For Puerto Rico employees only.
286-296Commissions Subject to Puerto Rico TaxNo negative amounts.
Right justify and zero fill.

For Puerto Rico employees only.
297-307Allowances Subject to Puerto Rico TaxNo negative amounts.
Right justify and zero fill.

For Puerto Rico employees only.
308-318Tips Subject to Puerto Rico TaxSNo negative amounts.
Right justify and zero fill.

For Puerto Rico employees only.
319-329Total Wages, Commissions, Tips, and Allowances
Subject to Puerto Rico Tax
No negative amounts.
Right justify and zero fill.

For Puerto Rico employees only.
330-340Puerto Rico Tax WithheldNo negative amounts.
Right justify and zero fill.

For Puerto Rico employees only.
341-351Retirement Fund Annual ContributionsNo negative amounts.
Right justify and zero fill.

For Puerto Rico employees only.
352-362BlankFill with blanks. Reserved for SSA use.
363-373Total Wages, Tips and Other Compensation Subject to
Virgin Islands, Guam, American Samoa or Northern Mariana Islands Income Tax
No negative amounts.
Right justify and zero fill.

For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees only.
374-384Virgin Islands, American Samoa, Guam, or
Northern Mariana Islands Income Tax Withheld
No negative amounts.
Right justify and zero fill.

For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees only.
385-512BlankFill with blanks. Reserved for SSA use.


State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RS - State Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State CodeEnter the appropriate postal numeric code.
Derived from the State being reported.
5-9Taxing Entity CodeDefined by State/local agency.
10-18Social Security NumberEnter the employee's SSN. If no SSN is available, enter zeros.
Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier.
19-33Employee First NameEnter the employee's first name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier.
34-48Employee Middle Name or InitialIf applicable, enter the employee's middle name or initial.
Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-MIDDLE’ IDFDV Field Identifier.
49-68Employee Last NameEnter the employee's last name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier.
69-72Employee SuffixIf applicable, enter the employee's alphabetic suffix.
Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-SUFFIX’ IDFDV Field Identifier.
73-94Employee Location AddressEnter the employee's location address (Attention, Suite, Room Number, etc.)
Left justify and fill with blanks.
Derived from the ‘W2-EE-LOCN-ADDR’ IDFDV Field Identifier.
95-116Employee Delivery AddressEnter the employee's delivery address.
Left justify and fill with blanks.
Derived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier.
117-138Employee CityEnter the employee's city.
Left justify and fill with blanks.
Derived from the 'W2-EE-CITY’ IDFDV Field Identifier.
139-140Employee State AbbreviationEnter the employee's State or commonwealth/territory. Use a postal abbreviation.
For a foreign address, fill with blanks.
Derived from the ‘W2-EE-STATE’ IDFDV Field Identifier.
141-145Employee ZIP CodeEnter the employee's ZIP Code.
For a foreign address, fill with blanks.
Derived from the ‘W2-EE-ZIP’ IDFDV Field Identifier.
146-149Employee ZIP Code ExtensionEnter the employee's four-digit extension of the ZIP code. If not applicable, fill with blanks.
Derived from the ‘W2-EE-ZIP-EXT’ IDFDV Field Identifier.
150-154BlankFill with blanks. Reserved for SSA use.
155-177Foreign State/ProvinceIf applicable, enter the employee's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
178-192Foreign Postal CodeIf applicable, enter the employee's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
193-194Country CodeIf one of the following applies, fill with blanks:

* One of the 50 States of the U.S.A.
* District of Columbia
* Military Post Office (MPO)
* American Samoa
* Guam
* Northern Mariana Islands
* Puerto Rico
* Virgin Islands

Otherwise, enter the applicable Country Code.
Locations 195 to 267
Apply to Quarterly Unemployment Reporting
If the user has defined ‘Period Type’ as ‘Quarter’, then Locations 195 to 267 will be filled.
Please read the document Tax Reporting - US General for details on quarterly reporting.

195-196Optional CodeDefined by State/local agency.
Applies to unemployment reporting.
197-202Reporting PeriodEnter the last month and four-digit year for the calendar quarter that this report applies.
Applies to unemployment reporting.
203-213State Quarterly Unemployment Insurance Total WagesRight justify and zero fill.
Applies to unemployment reporting.
214-224State Quarterly Unemployment Insurance Total Taxable WagesRight justify and zero fill.
Applies to unemployment reporting.
225-226Number of Weeks WorkedDefined by State/local agency.
Applies to unemployment reporting.
227-234Date First EmployedEnter the month, day and four-digit year.
Applies to unemployment reporting.
235-242Date of SeparationEnter the month, day and four-digit year.
Applies to unemployment reporting.
243-247BlankFill with blanks. Reserved for SSA use.
248-267State Employer Account NumberEnter the State's Employer Account Number.
Applies to unemployment reporting.
268-273BlankFill with blanks. Reserved for SSA use.
Locations 274 to 337
Apply to Income Tax Reporting
If the user has defined ‘Period Type’ as ‘Quarter’ or ‘Year’, then Locations 274 to 337 will be filled.

274-275State codeEnter the appropriate postal numeric code.
Derived from the State being reported.
Applies to income tax reporting.
276-286State Taxable WagesRight justify and zero fill.
Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers.
Applies to income tax reporting.
287-297State Income Tax WithheldRight justify and zero fill.
Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ IDFDV Field Identifiers.
Applies to income tax reporting.
298-307Other State DataDefined by State/local agency.
Applies to income tax reporting.
308Tax Type CodeEnter the appropriate code for entries in fields 309-330:
* C = City Income Tac
* D = County Income Tax
* E = School District Income Tax
* F = Other Income Tax.
Applies to income tax reporting.
309-319Local Taxable WagesTo be defined by State/local agency.
Applies to income tax reporting.
320-330Local Income Tax WithheldTo be defined by State/local agency.
Applies to income tax reporting.
331-337State Control NumberOptional.
Applies to income tax reporting.
338-412Supplemental Data 1To be defined by user.
413-487Supplemental Data 2To be defined by user.
488-512BlankFill with blanks. Reserved for SSA use.


State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RT - Total Record #

ColumnDescriptionSource
1-2Record IdentifierConstant "RT"
3-9Number of RW RecordsTotal number of "RW" records reported since last "RE" record.
Right justify and zero fill.
10-24Wages, Tips and Other CompensationTotal of all "RW" records since last "RE" record.
Right justify and zero fill.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands emplyees.
Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’
25-39Federal Income Tax WithheldTotal of all "RW" records since last "RE" record.
Right justify and zero fill.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands emplyees.
Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’
40-54Social Security WagesTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’
55-69Social Security Tax WithheldTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’
70-84Medicare Wages and TipsTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’
85-99Medicare Tax WithheldTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’
100-114Social Security TipsTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’
115-129BlankFill with blanks. Reserved for SSA use.
130-144Dependent Care BenefitsTotal of all "RW" records since last "RE" record.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-DEP-CARE’
145-159Deferred Compensation Contributions to
Section 401(k) (Code D)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-D’
160-174Deferred Compensation Contributions to
Section 403(b)(Code E)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-E’
175-189Deferred Compensation Contributions to
Section 408(k)(6) (Code F)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-F’
190-204Deferred Compensation Contributions to
Section 457(b) (Code G)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-G’
205-219Deferred Compensation Contributions to
Section 501(c)(18)(D) (Code H)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-H’
220-234BlankFill with blanks. Reserved for SSA use.
235-249Nonqualified Plan Section 457 Distributions or ContributionsTotal of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’
250-264Employer Contribution to a Health Savings Account
(Code W)
Total of all "RW" records since last "RE" record.
No negative amounts.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-W’
265-279Nonqualified Plan Not Section 457 Distributions or ContributionsTotal of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’
280-294Nontaxable Combat Pay (Code Q)Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
Right justify and zero fill.
295-309Cost of Employer-Sponsored Health Coverage
(Code DD)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
Right justify and zero fill.
310-324Employer Cost of Premiums for Group Term Life Insurance over $50,000 (Code C)Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-C’
325-339Income Tax Withheld by Payer of Third-Party Sick PayTotal of all "RW" records since last "RE" record.
Total Federal Income Tax withheld by third-parties (generally insurance companies) from sick or disability payments made to your employees.
Does not apply to Puerto Rico employees.
Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-TAX’
340-354Income from the Exercise of Non-statutory Stock Options (Code V)Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-V’
355-369Deferrals Under a Section 409A Nonqualified Deferred Compensation Plan (Code Y)Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
Right justify and zero fill.
370-384Designated Roth Contributions to a Section
401(k) Plan (Code AA)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
385-399Designated Roth Contributions to a Section
403(b) Salary Reduction Agreement (Code BB)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
400-414Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF)Total of all "RW" records since last "RE" record.
Right justify and zero fill.
415-512BlankFill with blanks. Reserved for SSA use.



State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RU - Total Record #

ColumnDescriptionSource
1-2Record IdentifierConstant "RU"
3-9Number of RO RecordsTotal number of "RO" records reported since last "RE" record.
Right justify and zero fill.
10-24Allocated TipsTotal of all "RO" records since last "RE" record.
Right justify and zero fill.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Maraina Islands employees.
Derived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’
25-39Uncollected Employee Tax on Tips (Code A and B)Total of all "RO" records since last "RE" record.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-A’ and ‘W2-CODE-B’
40-54Medical Savings Account (Code R)Total of all "RO" records since last "RE" record.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Maraina Islands employees.
Derived from IDFDV Field Identifier: ‘W2-CODE-R’
55-69Simple Retirement Account (Code S)Total of all "RO" records since last "RE" record.
Right justify and zero fill.
Does not apply to Puerto Rico employees.
Derived from IDFDV Field Identifier: ‘W2-CODE-S’
70-84Qualified Adoption Expenses (Code T)Total of all "RO" records since last "RE" record.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Maraina Islands employees.
Derived from IDFDV Field Identifier: ‘W2-CODE-T’
85-99Uncollected SSA tax or RRTA Tax on Cost of Group Term Life
Insurance over $50,000 (Code M)
Total of all "RO" records since last "RE" record.
Right justify and zero fill.
Does not apply to Puerto Rico employees. Derived from IDFDV Field Identifier: ‘W2-CODE-M’
100-114Uncollected Medicare Tax on Cost of Group Term Life Insurance
over $50,000 (Code N)
Total of all "RO" records since last "RE" record.
Right justify and zero fill.
Does not apply to Puerto Rico employees.
Derived from IDFDV Field Identifier: ‘W2-CODE-N’
115-129Income Under a Nonqualified Deferred Compensation Plan
That Fails to Satisfy Section 409A (Code Z)
Total of all "RO" records since last "RE" record.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Maraina Islands employees.
130-144BlankFill with blanks. Reserved for SSA use.
145-159Designated Roth Contributions Under a Governmental
Section 457(b) Plan (Code EE)
Total of all "RO" records since last "RE" record.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Maraina Islands employees.
160-174Income from Qualified Equity Grants Under Section 83(i) (Code GG)Total of all "RO" records since last "RE" record.
Right justify and zero fill.
175-189Aggregate Deferrals Under Section 83(i) Elections as
of the Close of the Calendar Year (Code HH)
Total of all "RO" records since last "RE" record.
Right justify and zero fill.
190-354BlankFill with blanks. Reserved for SSA use.
355-369Wages Subject to Puerto Rico TaxTotal of all "RO" records since last "RE" record.
Right justify and zero fill.
For Puerto Rico employees only.
370-384Commissions Subject to Puerto Rico TaxTotal of all "RO" records since last "RE" record.
Right justify and zero fill.
For Puerto Rico employees only.
385-399Allowances Subject to Puerto Rico TaxTotal of all "RO" records since last "RE" record.
Right justify and zero fill.
For Puerto Rico employees only.
400-414Tips Subject to Puerto Rico TaxTotal of all "RO" records since last "RE" record.
Right justify and zero fill.
For Puerto Rico employees only.
415-429Total Wages, Commissions, Tips and Allowances
Subject to Puerto Rico Tax
Total of all "RO" records since last "RE" record.
Right justify and zero fill.
For Puerto Rico employees only.
430-444Puerto Rico Tax WithheldTotal of all "RO" records since last "RE" record.
Right justify and zero fill.
For Puerto Rico employees only.
445-459 Retirement Fund Annual ContributionsTotal of all "RO" records since last "RE" record.
Right justify and zero fill.
For Puerto Rico employees only.
460-474Total Wages, Tips and Other Compensation Subject to
Virgin Islands, Guam, American Samoa or Northern Mariana
Islands Income Tax
Total of all "RO" records since last "RE" record.
Right justify and zero fill.
For Virgin Islands, Guam, American Samoa or Northern Mariana Islands employees only.
475-489Virgin Islands, Guam, American Samoa, or Northern Mariana Islands Income Tax WithheldTotal of all "RO" records since last "RE" record.
Right justify and zero fill.
For Virgin Islands, Guam, American Samoa or Northern Mariana Islands employees only.
490-512BlankFill with blanks. Reserved for SSA use.


State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RV - State Total Record#

ColumnDescriptionSource
1-2Record IndentifierConstant "RV"
3-512Supplemental DataTo be Defined by user


State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RF - Final Record#

ColumnDescriptionSource
1-2Record IndentifierConstant "RF"
3-7BlankFill with blanks. Reserved for SSA use
8-16Number of RW RecordsTotal number of RW (Employee) Records reported on the entire file.
Right justify and zero fill
17-512BlankFill with blanks. Reserved for SSA use




SSA ACCU Wage Software#

Validate EFW2 File Format#

The Social Security Administration has provided a software program AccuWage for users to download from SSA website to validate the EFW2 file prior to submitting to SSA.

The web link is http://www.ssa.gov/employer/accuwage/index.html#download

Please download the AccuWage software for the current year with this link. Then user should always run AccuWage software with the EFW2 file generated by RPYEU to verify and correct all potential errors prior to sending the EFW2 file to SSA.

AccuWage Error Example:


Notes#

Click to create a new notes page