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.
The following steps outline the procedure to produce the W2 Forms and the Government file:
RPREGT
IDFD
IDFDV
RDFD
RPYEU
IPGR
IPGH
UPGRUNDO
RPW2W4C (Windward Only)
RPW2W4TB (Windward Only)
RMEX
The following User Defined Fields (UDF) are defined on the IDGV Variables tab. The RPYEU process will generate these UDF's if they do not already exist.
For Annual and Quarterly Reporting
UDF | Usage |
---|---|
W2 STATE MEDIA FILING | Used by all States |
W2 TAX TYPE CODE | Used by all States |
W2 TAXING ENTITY | Used by all States |
W2 WAGE PLAN CODE | Used by the State of California |
W2 BRANCH CODE | Used by the State of California |
W2 ER NAME | Used by Federal reporting, this overrides the IDEN Entity Name |
W2 LOCN CODE | Used by Federal reporting, this overrides the IDEN Location Code |
For Quarterly reporting, these UDF's are used when ‘HL$US-QTR-2018’ Form Code is being used:
The following UDFs are defined on IDDP. The RPYEU process will generate these UDF's if they do not exist.
If the 'SUI ER NUMBER' is not set up for a department, then the SUI ER NUMBER from IDGV is used.
The following UDFs are defined on IEID for Minnesota reporting. Users can set up the IMUF form manually, or the RPYEU process will generate these UDFs if they do not exist.
UDF | Usage |
---|---|
W2 DESTINATION | |
MMREF PROBATIONARY | Used by the state of Minnesota |
MMREF OFFICER CODE | Used by the state of Minnesota |
The 'Country Code' on IDCO is user-defined and is usually the three character United Nations code, however the two character ISO codes can also be used.
Example:
Country | 3 character United Nation Code | 2 character ISO Country Code |
---|---|---|
Mexico | MEX | MX |
Mozambique | MOZ | MZ |
Please read the Employer/Employee Primary Addresses sections below for more information.
For each group at the Federal level, the Federal Registration number is retrieved according to the ‘Fed Regist Set’ and ‘Fed Regist Type’ on IDGV and is displayed on IDGR.
For each group at the State/Prov level, users can point to a ‘State/Prov Set’ and ‘State/Prov Type’. Since each group can be paid in many different States or Provinces, the State/Prov Registration number cannot be displayed on IDGR.
For each employee that belongs to this group, the State/Prov Registration Number is retrieved from IDGV by the defined ‘State/Prov Set’ and ‘State/Prov Type’ and the Pay Header State/Prov of the employee.
At the Local level, the Local Registration Number is retrieved from IDGV by the defined ‘Local Regist Set’ and ‘Local Regist Type’ and the 'GEO Local' of the employee.
Each group must define one of the following ‘W2 Employment Types’ for W2 reporting purposes:
The 'W2 EMPLOYMENT TYPE' for a group MUST NOT BE CHANGED even if there are multiple effective date records for a group.
Organizations with one Federal Registration
Organizations with Multiple Federal Registrations If your organization has multiple Federal Registrations, users have two options:
Example:
Govt Registration Set | Usage |
---|---|
MAIN REGIST | Use as default to group all registrations initially |
REGIST 2 | Users can define another set for all level of registrations |
FED REGIST | Users can define Federal level registrations for this set |
STATE REGIST | Users can define State level registrations for this set |
LOCAL REGIST | Users can define Local level registrations for this set |
FULLTIME REGIST | Users can define Registrations for Full time employees |
PARTTIME REGIST | Users can define Registrations for Part time employees |
SEASONAL REG | Users can define Registrations for Seasonal employees |
STATE OHIO | Users can define Registrations for Ohio for this set only |
If the Registration Type is defined as 'US State Regist 1’, then:
If Registration Type is defined as ‘US State Regist 2’, then:
W2 ER NAME | Enter the Employer Name to be reported. This overrides the IDEN Entity Name |
W2 LOCN CODE | Enter the Location code to be reported. This overrides the IDEN Location code Note: Users must enter the exact Location code in this field, otherwise it will not be used. |
Federal Level
One or multiple Federal Registrations must be defined for each Entity, with each Govt Regist Set for the Registration Type ‘US Fed Regist 1’, etc.
State Level
A State must be defined on IDGV for an Entity with the ‘State Registration’ by Govt Regist Set and Registration Type in order for the State to be reported.
State Media Filing
On the IDGV Variables tab, the ‘W2 State Media Filing’ variable must be defined to indicate if this State is required to produce a W2 File for the State.
The ‘W2 State Media Filing’ values are:
Value | Description |
---|---|
00 | Not required to file magnetic media to the State |
01 | Include State Code RS Records in the Federal file. Users can send the federal file to the State. If the State file layout is conforming to the standard federal SSA Code RS format and the State accepts a copy of the federal file that includes the Code RW records, users should set the ‘W2 State Media Filing’ variable to '01'. When the RPYEU process is run, the State Code RS record will automatically be generated in the federal file. Users only need to send a copy of the federal file to the State. |
02 | State requires its own file, do not include other State information in the State file. *If the State does not accept other States' information in their State File, users should set the 'W2 State Media Filing' variable to '02'. *Users should run RPYEU one State at a time and set the 'Media Format' to ‘State File Format’. *If the State has its own specific State file layout, RPYEU will generate the State file in the specific file layout, otherwise the generic Federal Code RS format layout is used. *If the State requires its own State file layout, please check with High Line for a list of States that are supported by RPYEU. |
Local Level
A County Tax Jurisdiction must be defined for each County on IDGV with the ‘Local Registration’ in order for the County tax to be reported.
A City Tax Jurisdiction must be defined for each County on IDGV with the ‘Local Registration’ in order for the City tax to be reported.
When users are defining the ‘Local Registration’, users should also set up the ‘Variables’ tab. See the Local Media Filing section below.
State Media for Local Filing
On IDGV, Variables tab, the 'W2 State Media Filing' variable can be defined (optional)to indicate if this Local requires to be filed with magnetic media on a W2 file.
The ‘W2 State Media Filing’ values are:
Value | Description |
---|---|
00 | Not Required to file magnetic media. |
01 | Include Local Federal Code RS records in the Federal File format If the Local information is to be reported along with the Federal Code RS information, users should set the ‘W2 State Media Filing’ variable to ‘01’ for this local. When RPYEU is run, the State Information Code RS record will be generated along with the Local information. |
02 | Include Local State Code RS record in the State File format. If the Local information is to be reported along with the State Code RS information, users should set the ‘W2 State Media Filing’ variable to‘02’ for this local. When RPYEU is run, the State Code RS record will be generated along with the Local information. |
03 | Local requires its own File, do not include other Local information in the File If the Local requires its own format, users should set the ‘W2 State Media Filing’ variable to ‘03’ for this local. When RPYEU is run and a user selects to generate the ‘Local File format’, users must also select the specific City or County, then the Local file format will be generated. **NOTE: this feature requires specific program logic for each Local. Please check with High Line to ensure the local is supported by RPYEU. |
If 'W2 State Media Filing' is defined for a Local, then the IDGV Variables tab must also be set up for:
W2 TAX TYPE CODE - to contain one of the following values:
W2 TAXING ENTITY - to define the Taxing Entity Code for each local: Example:
School Level
The ‘School Registration’ must be defined on IDGV for each School District in order for the school tax to be reported.
When the ‘School Registration’ is defined, the IDGV Variables tab must be set up with:
State Media for School District Filing
The ‘W2 State Media Filing’ values are:
Value | Description |
---|---|
00 | Not Required to file magnetic media |
01 | Include School Code RS records in the Federal File format. If the School information is to be reported along with the Federal Code RS information, users should set the ‘W2 State Media Filing’ variable to‘01’ for this local. When RPYEU is run, the State Code RS records will be generated along with the School information. |
02 | Include School Code RS records in the State File format. If the School information is to be reported along with the State Code RS information, users should set the ‘W2 State Media Filing’ variable to ‘02’ for this local. When RPYEU is run, the State Information Code RS record will be generated along with the School information. |
03 | School requires its own File, do not include other Local Information in the file. If the School requires its own format, users should set the ‘W2 State Media Filing’ variable to ‘03’ for this local. *NOTE: This feature requires specific program logic for each school. Please check with High Line to ensure this local is supported by RPYEU. |
When ‘W2 State Media Filing’ is defined for a School, the IDGV Variables Tab must also be set up with:
If Registration Type is defined as ‘US State Regist 2’, then:
According to each state’s quarterly filing format, some States may require to submit Taxes Due, Previous Underpayment etc. For each quarter, users must define the IDGV Variables tab for these quarterly amounts with the proper ‘US SUI Regist’ prior to running RPYEU.
This script can be run multiple times and performs the following:
NOTE: Fields marked with an asterisk (*) are mandatory.
IDFD FORM: HL$US-W2-20YY - system supplied
IDFD FORM TYPE: US W2 EFW2 - defines the W2 definition for EFW2 filing format
Seq # | Field Identifier | Description | Suggested Field Source | Suggested Variable |
---|---|---|---|---|
1000 | * SUB-ER-EIN | Submitter’s Employer EIN | Constant | 9 character EIN |
1010 | * SUB-USER-ID | Submitter User Identification | Constant | 8 character User ID assigned to the employee who is attesting to the accuracy of the file |
1020 | SUB-RESUB-IND | Resubmitt Indicator | Constant | Enter 1 if file is resubmitted, otherwise 0 |
1030 | SUB-RESUB-WFID | Resubmitt SSA WFID from notice | Constant | If resubmitted, enter SSA WFID from notice |
1035 | SUB-VENDOR | Software Vendor Code | Constant | Enter your company data |
1040 | SUB-SOFTWARE | Submitter Software Code | Constant | Enter your company data |
1050 | SUB-COMP-NAME | Company Name receive EFW2 | Constant | Enter Company name who receives EFW2 |
1060 | SUB-COMP-LOCN | Company Location Address | Constant | Enter company’s location address such as Attention, Suite, Room # etc |
1070 | SUB-COMP-DELIV | Company Delivery Address | Constant | Enter company’s delivery address such as Street or Post Office Box |
1080 | SUB-COMP-CITY | Company’s City | Constant | Enter company’s city |
1090 | SUB-COMP-STATE | Company’s State Abbrev | Constant | Enter company’s State Abbreviation |
1100 | SUB-COMP-ZIP | Company’s ZIP Code | Constant | Enter company’s ZIP code |
1110 | SUB-COMP-ZIP-EXT | Company’s ZIP Code Extension | Constant | Enter company’s ZIP code extension |
1120 | SUB-COMP-F-STATE | Company’s foreign State/province | Constant | Enter company’s foreign State/Province |
1130 | SUB-COMP-F-POST | Company’s foreign postal code | Constant | Enter company’s foreign postal code |
1140 | SUB-COMP-COUNTRY | Company’s country if applicable | Constant | Enter company’s Country if applicable |
1150 | * SUB-SUBM-NAME | Submitter Organization Name | Constant | Organization Name to receive unprocessed data |
1160 | * SUB-SUBM-LOCN | Submitter Location Address | Constant | Enter submitter location address such as Attention, Suite, Room # etc |
1170 | * SUB-SUBM-DELIV | Submitter Delivery Address | Constant | Enter submitter delivery address such as Street or Post Office Box |
1180 | * SUB-SUBM-CITY | Submitter City | Constant | Enter submitter city |
1190 | * SUB-SUBM-STATE | Submitter State Abbrev | Constant | Enter submitter State Abbreviation |
1200 | * SUB-SUBM-ZIP | Submitter ZIP Code | Constant | Enter submitter ZIP code |
1210 | SUB-SUBM-ZIP-EXT | Submitter ZIP Code Extension | Constant | Enter submitter ZIP code extension |
1220 | SUB-SUBM-F-STATE | Submitter foreign State/province | Constant | Enter submitter foreign State/Province |
1230 | SUB-SUBM-F-POST | Submitter foreign postal code | Constant | Enter submitter foreign postal code |
1240 | SUB-SUBM-COUNTRY | Submitter country if applicable | Constant | Enter submitter Country, if applicable |
1250 | * SUB-CONT-NAME | Contact name for SSA | Constant | Enter your company data |
1260 | * SUB-CONT-TEL | Contact telephone # for SSA | Constant | Enter your company data |
1270 | SUB-CONT-TEL-EXT | Contact telephone extension | Constant | Enter your company data |
1280 | * SUB-CONT-EMAIL | Contact e-mail address for SSA | Constant | Enter your company data |
1290 | SUB-CONT-FAX | Contact FAX phone # for SSA | Constant | Enter your company data |
1300 | SUB-CONT-METH | Preferred Contact method | Constant | MUST be BLANK |
1310 | SUB-PREPARER | Preparer Code | Constant | Enter your company data |
1480 | SUB-3RD-PARTY-SICK | Third-Party Sick Pay Indicator | Constant | Enter your company data |
1490 | SUB-3RD-PARTY-TAX | Income Tax Withheld by 3rd Party | Constant | Enter your company data |
1500 | W2-ER-AGENT-IND | Agent Indicator Code | Constant | Enter appropriate code, if applicable |
1510 | W2-ER-FOR-EIN | Agent for which EIN | Constant | If you are an agent, enter the EIN for which you are an agent for |
1520 | W2-ER-TERM-BUS | Terminating business indicator | Constant | Enter appropriate code from SSA |
1530 | W2-ER-ESTAB | Establishment Number | Constant | Further identify within EIN |
1540 | W2-ER-OTHER-EIN | Other EIN | Constant | Other EIN used |
2000 | * W2-ER-EIN | Employer Identification Number | Data Base Column | DGV.GOVT_REGIST_NUMBER |
2010 | * W2-ER-NAME | Employer Name | Data Base Column | DED.ENTITY_NAME |
2020 | W2-ER-LOCN-ADDR | Employer Location Address | Constant | Employer’s location address such as 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. |
2030 | W2-ER-DELIV-ADDR | Employer Delivery Address | Constant | Employer’s delivery address such as Street or Post Office Box DLN.ADDRESS_LINE_1 or DLN.MAIL_ADDRESS_LINE_1 Enter blank, system derived |
2040 | W2-ER-CITY | Employer City | Constant | Employer’s city DLN.LOCALITY or DLN.MAIL_LOCALITY Enter blank, system derived |
2050 | W2-ER-STATE | Employer State Abbrev | Constant | Employer’s State abbreviation DSP.STATE_PROVINCE_CODE Enter blank, system derived |
2060 | W2-ER-ZIP | Employer ZIP Code | Constant | Employer’s ZIP Code DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL Enter blank, system derived |
2070 | W2-ER-ZIP-EXT | Employer ZIP Extension | Constant | Employer’s ZIP Code DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL Enter blank, system derived |
2080 | W2-ER-F-STATE | Employer foreign State/province | Constant | Employer foreign state/province or Constant Enter the word NAME or blank |
2090 | W2-ER-F-POSTAL | Employer foreign postal code | Constant | Enter Employer foreign postal code or Constant |
2100 | W2-ER-COUNTRY | Employer country if applicable | Constant | Enter Employer country Enter blank, system derived |
2105 | W2-ER-F-COUNTRY | Employer foreign country | Constant | Enter the word NAME, ISO or blank |
2110 | W2-ER-TAX-JURIS | Tax Jurisdiction Code | Constant | Enter appropriate code or null |
2120 | W2-KIND-OF-EMPLOYER | Kind of Employer | Constant | Enter appropriate code or null F-Federal Government; S_State/Local Government;T-Tax Exempt Employer; Y-State/Local Tax Exempt Employer; N-None of the above |
2130 | W2-ER-CTAC-NAME | Contact Name | Constant | Enter appropriate code or null |
2140 | W2-ER-CTAC-PHONE | Contact Phone | Constant | Enter appropriate code or null |
2150 | W2-ER-CTAC-EXT | Contact Extension Code | Constant | Enter appropriate code or null |
2160 | Tax Jurisdiction Code | Contact Fax | Constant | Enter appropriate code or null |
2170 | W2-ER-CTAC-EMAIL | Contact eMail | Constant | Enter appropriate code or null |
2500 | W2-EE-SSN | Employee Social Security Number | Data Base Column | EID.GOVERNMENT_CODE |
2510 | W2-EE-FIRST-NAME | Employee First Name | Data Base Column | EID.FIRST_NAME |
2520 | W2-EE-MIDDLE | Employee Middle Name | Data Base Column | EID.MIDDLE_NAME |
2530 | W2-EE-LAST-NAME | Employee Last Name | Data Base Column | EID.LAST_NAME |
2540 | W2-EE-SUFFIX | Employee Suffix Name | Data Base Column | EID.RANK with derivation expression Decode(~,’01’,’JR’,’02’,’SR’,NULL) |
2600 | W2-EE-LOCN-ADDR | Employee Location Address | Constant | Employee’s location address such as 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. |
2610 | W2-EE-DELIV-ADDR | Employee Delivery Address | Constant | Employee’s delivery address such as Street or Post Office Box EPS.ADDRESS_LINE_2 or EPS.MAIL_ADDRESS_LINE_2 Enter blank, system derived |
2620 | W2-EE-CITY | Employee City | Constant | Employee’s city EPS.LOCALITY or EPS.MAIL_LOCALITY Enter blank, system derived |
2630 | W2-EE-STATE | Employee State Abbrev | Constant | Employee’s State abbreviation DSP.STATE_PROVINCE_CODE Enter blank, system derived |
2640 | W2-EE-ZIP | Employee ZIP Code | Constant | Employee’s ZIP Code EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL Enter blank, system derived |
2650 | W2-EE-ZIP-EXT | Employee ZIP Extension | Constant | Enter employee’s ZIP Code EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL Use derivation expression substr(~,6) for ZIP extension |
2660 | W2-EE-F-STATE | Employee foreign State/province | Constant | Employee foreign state/province or Constant Enter the word NAME or blank |
2670 | W2-EE-F-POSTAL | Employee foreign postal code | Constant | Employee foreign postal code Enter blank, system derived |
2680 | W2-EE-COUNTRY | Employee country if applicable | Constant | Enter Employee country Enter blank, system derived |
2685 | W2-EE-F-COUNTRY | Employer foreign country | Constant | Enter the word NAME or the word ISO or blank |
2800 | W2-CONTROL-PRT | Print Control Number on Form | Constant | 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 |
2810 | W2-CONTROL-NUM | Control Number on Form | Data Base Column | Enter your company data |
2880 | W2-BY-E-FORM | W2 By Electronic Form | Constant | Leave this blank. The system will determine if the employee is receiving electronic version of W2 form |
2900 | W2-EXCLUDE-EE | Exclude Employee | Data Base Column | Enter your company data |
3000 | W2-FIT-WAGE | Wages, Tips, Other Compensation | Element | W2-BOX-01 |
3010 | W2-FIT-TAX | Federal Income Tax Withheld | Element | W2-BOX-02 |
3020 | W2-SSN-WAGE | Social Security Wages | Element | W2-BOX-03 Derivation expression LEAST(~,113700.00) may be used for year 2013 max System verify Box 3 + Box 7 does not exceed annual max, otherwise issue message |
3030 | W2-SSN-TAX | Social Security Tax Withheld | Element | W2-BOX-04 Derivation expression LEAST(~,7049.40)may be used for year 2013 max |
3040 | W2-MEDI-WAGE | Medicare Wages and Tips | Element | W2-BOX-05 |
3050 | W2-MEDI-TAX | Medicare Tax Withheld | Element | W2-BOX-06 |
3060 | W2-SSN-TIP | Social Security Tips | Element | W2-BOX-07 |
3061 | W2-MAPFML | Employee contribution for Paid Family and Medical Leave | Element | Enter your company data |
3070 | W2-ALLOC-TIP | Allocated Tips | Element | W2-BOX-08 |
3080 | W2-EIC | Advanced EIC Credit | Element | W2-BOX-09 |
3090 | W2-DEP-CARE | Dependent Care Benefit | Element | W2-BOX-10 |
3100 | W2-NQUAL | Non Qualified Plans | Element | W2-BOX-11 |
3102 | W2-NQUAL-457 | Non Qualified Plans Sect 457 | Element | W2-BOX-11-457 |
3104 | W2-NQUAL-N457 | Non Qualified Plans Not Sect 457 | Element | W2-BOX-11-N457 |
4000 | W2-CODE-A | Uncollect SSA/RRTA tax on tips | Pay Component | Enter your company data |
4010 | W2-CODE-B | Uncollect Medicare tax on tips | Pay Component | Enter your company data |
4020 | W2-CODE-C | Group Term Life Ins > 50000 | Pay Component | Enter your company data |
4030 | W2-CODE-D | Deferred 401(k) cash | Pay Component | Enter your company data |
4040 | W2-CODE-E | Deferred 401(b) Salary reduction | Pay Component | Enter your company data |
4050 | W2-CODE-F | Deferred 408(k)(6) Salary reduct | Pay Component | Enter your company data |
4060 | W2-CODE-G | Deferred 457(b) compensation | Pay Component | Enter your company data |
4070 | W2-CODE-H | Deferred 501(c)18(D) tax exempt | Pay Component | Enter your company data |
4080 | W2-CODE-J | Non taxable sick pay | Pay Component | Enter your company data |
4090 | W2-CODE-K | 20% excise parachute payment | Pay Component | Enter your company data |
4100 | W2-CODE-L | Employee business expense reimburse | Pay Component | Enter your company data |
4110 | W2-CODE-M | Uncollect SSA/RRTA group ins | Pay Component | Enter your company data |
4120 | W2-CODE-N | Uncollect medicare group ins | Pay Component | Enter your company data |
4130 | W2-CODE-P | Moving expense | Pay Component | Enter your company data |
4140 | W2-CODE-Q | Nontaxable combat pay | Pay Component | Enter your company data (obsoleted since Tax Year 2012) |
4150 | W2-CODE-R | Employer Contributions to MSA | Pay Component | Enter your company data |
4160 | W2-CODE-S | Salary reduction to 408(p) | Pay Component | Enter your company data |
4170 | W2-CODE-T | Adoption benefits | Pay Component | Enter your company data |
4180 | W2-CODE-V | Income of nonstat stock opt | Pay Component | Enter your company data |
4190 | W2-CODE-W | ER Contributions Health Saving Account | Pay Component | Enter your company data |
4200 | W2-CODE-Y | Deferrals 409A Nonqual plan | Pay Component | Enter your company data |
4210 | W2-CODE-Z | Income 409A Nonqual plan | Pay Component | Enter your company data |
4220 | W2-CODE-AA | Roth Contributions 401(k) | Pay Component | Enter your company data |
4230 | W2-CODE-BB | Roth Contributions 403(b) | Pay Component | Enter your company data |
4240 | W2-CODE-CC | HIRE Act Wages | Pay Component | Enter your company data |
4250 | W2-CODE-DD | ER sponsored Health Coverage | Pay Component | Enter your company data |
4260 | W2-CODE-EE | Designated Roth Contributions 457(b) | Pay Component | Enter your company data |
4270 | W2-CODE-FF | Permitted benefits under a qualified small employer health reimbursement arrangement | Pay Component | Enter your company data |
4280 | W2-CODE-GG | Income from qualified equity grants | Pay Component | Enter your company data |
4290 | W2-CODE-HH | Aggregate deferrals | Pay Component | Enter your company data |
The values from W2-OTHER-01 to W2-OTHER-20 are printed on W2 Form Box 14.
Seq # | Field Identifier | Description | Suggested Field Source | Suggested Variable |
---|---|---|---|---|
5010 | W2-OTHER-01 | Your company description | Pay Component | Enter your company data |
50nn | W2-OTHER-nn | Your company description | Pay Component | Enter your company data |
5190 | W2-OTHER-20 | Your company description | Pay Component | Enter your company data |
5100 | W2-FLI-AMOUNT | Family Insurance Amount | Pay Component | Enter 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 to obtain amounts to show on the RPYEU Summary report. Example: 125 plan, 401 plan, benefit amounts, or employer portion of certain employee contribution etc.
Seq # | Field Identifier | Description | Suggested Field Source | Suggested Variable |
---|---|---|---|---|
5500 | W2-USER-01 | Your company description | Pay Component | Enter your company data |
55nn | W2-USER-nn | Your company description | Pay Component | Enter your company data |
5690 | W2-USER-20 | Your company description | Pay Component | Enter your company data |
Seq # | Field Identifier | Description | Suggested Field Source | Suggested Variable |
---|---|---|---|---|
5700 | W2-HL-01 | High Line defined description | Pay Component | Enter your company data |
57nn | High Line defined description | Pay Component | Enter your company data | |
5790 | High Line defined description | Pay Component | Enter your company data | |
6000 | W2-STAT-EE | Statutory employee | Statistics | Enter your company data |
6020 | W2-RETIRE-PLAN | Retirement plan employee | Statistics | Enter your company data |
6060 | W2-3PARTY-SICK | Third-party sick pay | Statistics | Enter your company data |
6500 | W2-SCHL-WAGE | School Taxable Wages | Element | W2-SCHL-WAGE |
6510 | W2-SCHL-TAX | School Tax | Element | W2-SCHL-TAX |
7000 | W2-STATE-CODE | State Code | Data Base Column | DSP.STATE_PROVINCE_CODE |
7010 | W2-STATE-REGIST | State Registration I.D. No | Data Base Column | DGV.GOVT_REGIST_NUMBER |
7015 | W2-ST-REG-OTHER | Statre Other Registration Number | Constant | Enter your company data |
7020 | W2-ST-WAGE-HOME | State Wages and Tips (Home State) | Element | W2-STATE-WAGE-H |
7030 | W2-ST-WAGE-WORK | State Wages and Tips (Work State) | Element | W2-STATE-WAGE-W |
7040 | W2-ST-TAX-HOME | State Income Tax (Home State) | Element | W2-STATE-TAX-H |
7050 | W2-ST-TAX-WORK | State Income Tax (Work State) | Element | W2-STATE-TAX-W |
7200 | W2-SUI-WAGE-EE | State SUI Wages (Employee) | Element | W2-SUI-WAGE-EE |
7210 | W2-SUI-WAGE-ER | State SUI Wages (Employer) | Element | W2-SUI-WAGE-ER |
7220 | W2-SUI-TAX-EE | State SUI Tax (Employee contribution) | Element | W2-SUI-TAX-EE |
7230 | W2-SUI-TAX-ER | State SUI Tax (Employer contribution) | Element | W2-SUI-TAX-ER |
7240 | W2-SDI-WAGE-EE | State SDI Wages (Employee) | Element | W2-SDI-WAGE-EE |
7250 | W2-SDI-WAGE-ER | State SDI Wages (Employer) | Element | W2-SDI-WAGE-ER |
7260 | W2-SDI-TAX-EE | State SDI Tax (Employee contribution) | Element | W2-SDI-TAX-EE |
7270 | W2-SDI-TAX-ER | State SDI Tax (Employer contribution) | Element | W2-SDI-TAX-ER |
7280 | W2-SUI-HRS-WRK | SUI Hours Worked | Element | W2-SUI-HRS-WORK |
7285 | W2-SUI-WK-WRK | SUI Weeks Worked (From User) | Element | W2-SUI-WK-WORK |
7290 | W2-SUI-WEEKS-WRK | SUI Weeks Worked (Derived) | Not specified | System Derived, no need to set up |
7300 | W2-SUI-TAXABLE-WAGES | SUI Taxable Wages | Not specified | System Derived, no need to set up |
7310 | W2-SUI-EXCESS-WAGES | SUI Excess Wages | Not specified | System Derived, no need to set up |
7320 | W2-SUI-MTH1-WORK | SUI Worked on 12th day of mth 1 | Not specified | System Derived, no need to set up |
7330 | W2-SUI-MTH2-WORK | SUI Worked on 12th day of mth 2 | Not specified | System Derived, no need to set up |
7340 | W2-SUI-MTH3-WORK | SUI Worked on 12th day of mth 3 | Not specified | System Derived, no need to set up |
7500 | W2-TIP-WAGE-WORK | Work State Tips Wages | Element | Tips Wages for each State |
7510 | W2-ST-TIP-WORK | Work State Tips | Pay Component | Tips for each State |
7600 | W2-WC-WORK | Workers Compensation Contribution | Element | W2-WC-WORK |
8000 | W2-CNTY-NAME | County Name | Data Base Column | DCN.COUNTY_NAME |
8010 | W2-CN-WAGE-HOME | County Wages (Home County) | Element | W2-CNTY-WAGE-H |
8020 | W2-CN-WAGE-WORK | County Wages (Work County) | Element | W2-CNTY-WAGE-W |
8030 | W2-CN-TAX-HOME | County Tax (Home County) | Element | W2-CNTY-TAX-H |
8040 | W2-CN-TAX-WORK | County Tax (Work County) | Element | W2-CNTY-TAX-W |
8500 | W2-CITY-NAME | City Name | Data Base Column | DTX.JURISDICTION_NAME |
8510 | W2-CI-WAGE-HOME | City Wages (Home City) | Element | W2-CITY-WAGE-H |
8520 | W2-CI-WAGE-WORK | City Wages (Work City) | Element | W2-CITY-WAGE-W |
8530 | W2-CI-TAX-HOME | City Tax (Home City) | Element | W2-CITY-TAX-H |
8540 | W2-CI-TAX-WORK | City Tax (Work City) | Element | W2-CITY-TAX-W |
Seq # | Field Identifier | Description | Field Variable |
---|---|---|---|
2020 | W2-ER-LOCN-ADDR | Employer Location Address | |
2030 | W2-ER-DELIV-ADDR | Employer Delivery Address | blank |
2040 | W2-ER-CITY | Employer City | blank |
2050 | W2-ER-STATE | Employer State Abbrev | blank |
2060 | W2-ER-ZIP | Employer Zip Code | blank |
2070 | W2-ER-ZIP-EXT | Employer Zip Code Extension | blank |
2100 | W2-ER-COUNTRY | Employer country | blank |
Seq # | Field Identifier | Description | Field Variable |
---|---|---|---|
2080 | W2-ER-F-STATE | Employer foreign State Abbrev | Blank 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 |
2090 | W2-ER-F-POSTAL | Employer foreign postal Code | Blank |
2105 | W2-ER-F-COUNTRY | Employer foreign country | Blank 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. |
Seq # | Field Identifier | Description | Field Variable |
---|---|---|---|
2600 | W2-EE-LOCN-ADDR | Employer Location Address | |
2610 | W2-EE-DELIV-ADDR | Employer Delivery Address | Blank |
2620 | W2-EE-CITY | Employer City | Blank |
2630 | W2-EE-STATE | Employer State Abbrev | Blank |
2640 | W2-EE-ZIP | Employer Zip Code | Blank |
2650 | W2-EE-ZIP-EXT | Employer Zip Code Extension | Blank |
2680 | W2-EE-COUNTRY | Employer country | Blank |
Foreign Country Primary and Mailing Address set up:
Seq # | Field Identifier | Description | Field Variable |
---|---|---|---|
2660 | W2-EE-F-STATE | Employee foreign State Abbrev | Blank 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 |
2670 | W2-EE-F-POSTAL | Employee foreign postal code | Blank |
2685 | W2-EE-F-COUNTRY | Employee foreign country | Blank 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. |
Federal Level
State Level
Local Level
School Level
Election workers earnings should NOT be reported on the W2 if:
Users can manage this reporting as follows:
For RPW2W4C/RPW2W4TB (Windward versions), users must select the GVT Run number that the employee belongs to when RPYEU is run.
When any W2 Print Program is run, users should enter the word ‘REISSUED’ or ‘CORRECTED’ in the ‘Reissued/Corrected field’, so the W2 form will be printed with the defined word.
Option | Description |
---|---|
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 option is used when a user just wants to verify all of the government registration set up prior to running RPYEU. This option allows exception messages to be printed. |
02 | Print and run. After the Government Registration is audited, print all registrations and continue to run RPYEU. This should be the default so users can verify all of the government registration set up and run RPYEU. This option allows exception messages to be printed. |
03 | Excp and run. After the Government Registration is audited, do not print registrations and continue to run RPYEU. This option allows exception messages to be printed. |
The following set up exception messages are highlighted if one of the ‘Regist/Set Up Audit field' are defined that allows exception messages to be printed (Options 01, 02 and 03 only):
IMUF | User Field W2 STATE MEDIA FILING is not set up for P2K_CM_GOVT_REGISTRATIONS |
IMUF | User Field W2 TAX TYPE CODE is not set up for P2K_CM_GOVT_REGISTRATIONS |
IMUF | User Field W2 TAXING ENTITY is not set up for P2K_CM_GOVT_REGISTRATIONS |
IDGV | Federal Registration is not set up for Entity: Entity name |
IDGR | W2 EMP TYPE is not set up for Entity: entity code, Unit: unit code, Group: group code or Effective date |
IDGV | State Registration is not set up for State: State name |
IDGV Variables | State: State name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03 |
IDGV | Local Registration is not set up for County Tax Jurisdiction: County name |
IDGV Variables | County: county name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03 |
IDGV | Local Registration is not set up for City Tax Jurisdiction: City name |
IDGV Variables | City: city name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03 |
IDGV | School Registration is not set up for School: School name |
Warning | IDFDV Identifier Name is not set up |
Warning | IDFDV Identifier Name contains CONSTANT |
The following exception messages are always printed for an employee:
Code | Message |
---|---|
Empl nnn | Invalid SSN: ssn, SSN must be 11 positions, position 4 and 7 must be a hyphen (-). Users must verify and correct The SSN number, otherwise W2 form and Magnetic media filing will be incorrect for the employee |
Empl nnn | Term date YYYYMMDD is prior to reporting year YYYY. This is a warning that indicates the employee has been terminated in a prior year, but 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. Users must correct either the Box 3 or Box 7 set up. 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 changed to 0.00. Uses must review this error and correct the negative amount, otherwise the system will report zero for this field. |
Empl nnn | Identifier Amt 999999.9999 exceeds 2 decimals, amount changed to 999999.99. This can cause a rounding error. Users should be review the error to find out why the amount exceeds 2 decimals and correct the data. |
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. Users should review the printing of W2 for this field and the government file to report this amount. |
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 on the file Users MUST correct this error because the report will show ####### in the field and the government will reject the file. Users should not correct the ####### to zero in the file. This will result in incorrect reporting for the W2, between the W2 form print and the W2 file. The W2 form may be large enough to print the field size while the magnetic media reporting could not report this large amount. Users must find out if incorrect data is the cause of the problem, or contact High Line for support. |
The Federal level print is reported and sorted by employees 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.
Users can suppress the printing of ‘Set Up Exceptions’ for IDFDV, IDGV, etc., however, the employee level of exception are always printed, to show error or warning messages for an employee.
If there is problem in RPYEU, users should run RPYEU with the Trace Level set to Program Trace. This will print a list of processed employees to determine which employee has the problem.
When the Trace Level is set to Program Trace, the Select Statements for Federal, State and Local levels are also written as Trace messages. Users can review the Select statements by running RMEX for the RPYEU Execution ID.
After determining which employee has the problem, users should run RPYEU for the specific employee with the Trace Level set to Utility Trace to review and determine the problem in detail.
Options are:
2. Sort by Active/Inactive
This prompt is useful for sorting Terminated employees from Active employees for distribution purposes.
The lexicon X_W2_SORT_ACTIVE is used for this prompt.
The options are:
RPYEU will sort in this order:
Department A | Status: Inactive | Employee A1 |
Employee A2 | ||
Department B | Status: Inactive | Employee B1 |
Employee B2 | ||
Department A | Status: Active | Employee A3 |
Employee A4 | ||
Employee A5 | ||
Department B | Status: Active | Employee B3 |
Employee B4 | ||
Employee B5 |
RPYEU will sort in this order:
Department A | Status: Inactive | Employee A1 |
Employee A2 | ||
Status: Active | Employee A3 | |
Employee A4 | ||
Employee A5 | ||
Department B | Status: Inactive | Employee B1 |
Employee B2 | ||
Status: Active | Employee B3 | |
Employee B4 | ||
Employee B5 |
To mail W2 forms at a discounted rate, when RPYEU is run, users should select to Sort Employees By:
If the IEPI Mailing Address does not exist, the IEPI Primary Address will be used.
The RPYEU report prints the employees by ZIP code sequence and prints the ZIP codes on the Employee’s line.
The RPW2 (Oracle Version only) print program reads from the xml file and prints records in the sequence as sorted by RPYEU. If the RPW2W4C/RPW2W4TB (Windward Version only) print program is used, the print program reads the IPGH ID Sequence that has been sorted by the RPYEU process.
NOTE: When using the option to sort by ZIP code, the employees are sorted in ZIP order and not by Last/First name or Person code sequence. This can make it difficult to locate a specific employee.
For auditing and balancing purposes, it is recommended that RPYEU should be run with the Sort Employee By parameter set to either Person Code or Dept/Last/First. This will generate the government file, to balance to the RPREGT, and submit to the government.
Prior to printing the W2 forms through the W2 Print Form programs, users should re-run the RPYEU with the Sort Employee By parameter set to either Mailing ZIP/Last/First or Primary ZIP/Last/First to generate the xml file to sort by ZIP code. Users should also verify that this RPYEU run report balances to the RPYEU report from the prior run, to ensure the totals match. Users can then run W2 Print Form programs to print the W2 forms.
After the W2 Print Form program is run, users should save the RPYEU xml file for backup or auditing purposes. If a user needs to reference the order of W2 printing, users can re-run RPYEU with the Sort Employee By parameter set to either Person Code or Dept/Last/First to generate the government file sequence to be kept on the IPGR / IPGH form for balancing to the government file.
The Employment Code is retrieved from the ‘W2 Employment Type’ parameter on IDGR or from the employee’s FICA and Medicare method defined on IPRLU.
Seq 2800 W2-CONTROL-PRT
Print Control Number on Form
Form Code: Use current year's form code
Identifier: W2-CONTROL-PRINT
Level: Federal
O/R: CONTROL NUM PRT
Source: Constant
Field Variable Options:
Seq 2810 W2-CONTROL-NUM
Control Number on Form
Form Code: Use current year's form code
Identifier: W2-CONTROL-NUM
Level: Federal
O/R: CONTROL NUMBER
Source: Data Base Column
Field Vaiable Option: Enter your company data, such as 'EID.PERSON_CODE’, or ‘DLN.LOCALITY’, or ‘PPA.PAYROLL_CODE’ etc.
If Seq # 2810 W2-CONTROL-NUM defines a data base column, such as PPA.PAYROLL_CODE, and:
Example:
Employee is paid by PAYROLL_CODE: US CENTRAL BW
Employee is also paid by PAYROLL_CODE: US WEST BW
Then ‘US WEST BW’ code will be printed.
Report Parameters | Description |
---|---|
Annual Form Code | Mandatory 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 Code | Blank for Annual reporting |
Govt Interface Format | Blank for Annual reporting |
Period Type | Enter ‘Year’ for Annual reporting |
Period End Date | Enter the Year Ending Date |
As of Date | This date is used to retrieve employee information such as name, address, etc. |
Combine Employment Type | Check this toggle to combine ‘Regular’, ‘Agriculture’ employment, etc. |
Combine Fed Regist | Check 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 Format | Enter ‘Federal File Format’ for SSA reporting |
Directory Name | Enter a valid directory name |
Media File Name | Enter a file name for govt magnetic media file |
Create Data Dump | Optional 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 Level | Should always run with Exception only unless for tracing |
Regist/Set Up Audit | Can select to audit Govt Registration set up and continue processing, etc. Print and Run lexicon available. |
User Comment | Enter any comment to be printed on RPYEU report |
Report Filters | Description |
---|---|
Entity | Optional Enter one or more Entities |
Federal Regist Set | Optional 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 Number | Optional Enter one or more Federal Registration Number |
People List | Optional Specify if a 'People List' is to be used |
Person | Optional Enter one or more Person Codes |
Select State | Optional 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 Set | Optional Enter one or more State Registration Sets |
State Regist Number | Optional Enter one or more State Registration Numbers Enter State Regist Set and State Regist Number only when running for one state. |
Local Regist Set | Optional Enter one or more Local Registration Sets |
Local Regist Number | Optional Enter one or more Local Registration Numbers Enter Local Regist Set and Local Regist Number only when running for one Local |
Select County | Optional Enter one or more Counties If a County is entered, RPYEU may switch to report by this County |
Select City | Optional Enter one or more Cities If a City is entered, RPYEU may switch to report by this City |
Select School | Optional 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 Options | Description |
---|---|
Sort by Level | Enter ‘Sort by Level’ if necessary |
Sort by Active/Inactive | This prompt is used to separate Active and Inactive employees for distribution purpose |
Sort People by | Enter ‘Sort People by’ if necessary |
Provide Sort Level Totals | Optional, if the toggle is ON, the total is generated for ‘Sort by Level’ |
Federal Level Print | Enter‘Federal Level Print’ to show the amount detail for Federal level |
State Level Print | Enter ‘State Level Print’ to show the amount detail for State level |
SUI Level Print | Enter ‘SUI Level Print’ to show the amount detail for SUI level |
Local Level Print | Enter ‘Local Level Print’ to show the amount detail for County and City level |
School Level Print | Enter ‘School Level Print’ to show the amount detail for School level |
Report Parameters | Description |
---|---|
Annual Form Code | Mandatory HL$US-W2-2012, use most current year Form Code |
Quarterly Form Code | Optional 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 Format | Optional 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 Type | Enter ‘Quarter’ for Quarterly reporting |
Period End Date | Enter the Quarter Ending Date |
As of Date | This date is used to retrieve employee information such as Name and address etc |
Combine Employment Type | Check this toggle to combine ‘Regular’, ‘Agriculture’ employment etc |
Combine Fed Regist | Check this toggle to combine all selected ‘Federal Regist’ for State/Local reporting |
Media Format | Enter ‘State File Format’ or ‘SUI File Format’ for State reporting For ‘SUI File Format’, the IDGV ‘SUI Registration’ number is used. |
Report Filters | Description |
---|---|
Federal Regist Set | Optional Enter only if you want to select by different ‘Federal Regist Set’ |
Federal Regist Number | Optional Enter only if you want to select by different Federal Registration Number |
Select State | Mandatory for Quarterly State Filing, if State is not entered, then it’s a Federal run |
State Regist Set | Optional Enter only if you want to select by different ‘State Regist Set’ |
State Regist Number | Optional 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.
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.
Report Parameters - (For both Oracle and Windward RPW2)
Report Parameters | Description |
---|---|
EE/ER Copy | Specifies 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 Form | Specifies 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 |
Employment Type | Optional A specific employment type may be chosen to print, e.g. Agriculture employees |
State | Optional 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/Corrected | Optional 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 Level | should always be run with 'Exception Only' unless for tracing |
Test Form Set Up | Optional 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 Comment | Enter any comment to be printed on RPW2 report parameter page |
Report Parameters (* Oracle Report Only)
Report Parameters | Description |
---|---|
Directory Name | Mandatory For Oracle version RPW2, enter a valid directory name Should be the same Directory Name from the RPYEU run |
XML File Name | Mandatory for Oracle version RPW2 Enter the xml file that is generated from RPYEU with file extension .xm |
Print W2 Forms | Specifies 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 Margin | Optional 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 Space | Optional 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 Frame | When 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 Code | Optional Enter one or more Person Codes |
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.
The EFW2 Format is used for Annual and Quarterly Reporting.
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RA" |
3-11 | Submitter’s Employer ID Number (EIN) | Required. Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000). Numeric only. |
12-19 | User Identification (User ID) | Required. Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file. |
20-23 | Software Vendor Code | Enter 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. |
24-28 | Blank | Fill with blanks. Reserved for SSA use. |
29 | Resub Indicator | Enter "1" if this file is being resubmitted. Otherwise, enter "0" (zero). |
30-35 | Resub 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. |
36-37 | Software Code | Enter "99" to indicate 'Off-the-Shelf Software' |
38-94 | Company Name | Enter the Company Name. Left justify and fill with blanks. |
95-116 | Location Address | Enter the company's location address (Attention, Suite, Room Number, etc). Left justify and fill with blanks |
117-138 | Delivery Address | Enter the company's delivery address (Street or Post Office Box). Example: 123 Main Street. Left justify and fill with blanks |
139-160 | City | Enter the company's city. Left justify and fill with blanks |
161-162 | State Abbreviation | Enter the company's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks |
163-167 | ZIP Code | Enter the company's ZIP code. For a foreign address, fill with blanks |
168-171 | ZIP Code Extension | Enter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks |
172-176 | Blank | Fill with blanks. Reserved for SSA use. |
177-199 | Foreign State/Province | If applicable, enter the company's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
200-214 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
215-216 | Country Code | If 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. |
217-273 | Submitter Name | Required. 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). |
274-295 | Submitter Location Address | Enter 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). |
296-317 | Submitter Delivery Address | Required. 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). |
318-339 | Submitter City | Required. Enter the submitter's city. Left justify and fill with blanks. Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180). |
340-341 | Submitter State Abbreviation | Required. 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). |
342-346 | Submitter ZIP Code | Required. Enter the submitter's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200). |
347-350 | Submitter ZIP Code extension | Enter 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). |
351-355 | Blank | Fill with blanks. Reserved for SSA use |
356-378 | Foreign State/Province | If applicable, enter the submitter's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
379-393 | Foreign Postal Code | If applicable, enter the submitter's foreign Postal Code. Left justify and fill with blanks. Otherwise, fill with blanks. |
394-395 | Country Code | If 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. |
396-422 | Contact Name | Required. 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). |
423-437 | Contact Phone Number | Required. 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). |
438-442 | Contact Phone Extension | Enter the contact's telephone extension. Left justify and fill with blanks. Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270). |
443-445 | Blank | Fill with blanks. Reserved for SSA use. |
446-485 | Contact E-mail/Internet | Enter the contact's e-mail/internet address. Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280). |
486-488 | Blank | Fill with blanks. Reserved for SSA use. |
489-498 | Contact Fax | If 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). |
499 | Blank | Fill with blanks. Reserved for SSA use. |
500 | Preparer Code | Enter 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. |
501-512 | Blank | Fill with blanks. Reserved for SSA use. |
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RE" |
3-6 | Tax year | Required. Enter the tax year for this report (YYYY). Derived from the user defined FROM-TO period, converted to YYYY. |
7 | Agent Indicator Code | If 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. |
8-16 | Employer/Agent EIN | Required. Derived from the applicable Federal reporting EIN, from IDGV or IDGR. |
17-25 | Agent for EIN | If "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. |
26 | Terminating Business Indicator | If this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero). |
27-30 | Establishment Number | For 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. |
31-39 | Other EIN | For 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. |
40-96 | Employer Name | Required. 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). |
97-118 | Employer Location Address | Enter 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). |
119-140 | Employer Delivery Address | Enter 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). |
141-162 | Employer City | Enter the employer's city. Left justify and fill with blanks. Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040). |
163-164 | Employer State Abbreviation | Enter 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). |
165-169 | Employer ZIP Code | Enter the employer's ZIP Code. For a foreign address, fill with blanks. Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060). |
170-173 | Employer ZIP Code Extension | Enter 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). |
174 | Kind of Employer | Required. 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). |
175-178 | Blank | Fill with blanks. Reserved for SSA use. |
179-201 | Foreign State/Province | If applicable, enter the employer's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
202-216 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
217-218 | Country Code | If 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. |
219 | Employment Code | Required. 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. |
220 | Tax Jurisdiction Code | Required. 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) |
221 | Third Party Sick Pay Indicator | Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero). |
222-248 | Employer Contact Name | Enter the name of the employer's contact. Left justify and fill with blanks. |
249-263 | Employer Contact Phone Number | Enter 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. |
264-268 | Employer Contact Phone Extension | Enter the employer's contact telephone extension with numeric values only. Do not use any special characters. Left justify and fill with blanks. |
269-278 | Employer Contact Fax Number | If 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 |
279-318 | Employer Contact E-Mail/Internet | Enter the employer's contact e-mail/internet address. |
319-512 | Blank | Fill with blanks. Reserved for SSA use. |
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RW" |
3-11 | Social Security Number | Required. 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. |
12-26 | Employee First Name | Required. Enter the employee's first name. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ (seq 2510) IDFDV Field Identifier. |
27-41 | Employee Middle Name or Initial | If 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. |
42-61 | Employee Last Name | Required. Enter the employee's last name. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ (seq 2530) IDFDV Field Identifier. |
62-65 | Employee Suffix | If 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. |
66-87 | Employee Location Address | Enter 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. |
88-109 | Employee Delivery Address | Enter 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. |
110-131 | Employee City | Enter the employee's City. Left justify and fill with blanks. Derived from the ‘W2-EE-CITY’ (seq 2620) IDFDV Field Identifier. |
132-133 | Employee State Abbreviation | Enter 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. |
134-138 | Employee ZIP Code | Enter the employee's ZIP code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ (seq 2640) IDFDV Field Identifier. |
139-142 | Employee ZIP Code Extension | Enter 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. |
143-147 | Blank | Fill with blanks. Reserved for SSA use. |
148-170 | Employee Foreign State/Province | If 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. |
171-185 | Employee Foreign Postal Code | If 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. |
186-187 | Employee Country Code | If 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. |
188-198 | Wages, Tips and Other Compensation | No 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. |
199-209 | Federal Income Tax Withheld | No 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. |
210-220 | Social Security Wages | Zero 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. |
221-231 | Social Security Tax Withheld | Zero 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. |
232-242 | Medicare Wages and Tips | Zero 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. |
243-253 | Medicare Tax Withheld | Zero 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. |
254-264 | Social Security Tips | Zero 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. |
265-275 | Blank | Fill with blanks. Reserved for SSA use. |
276-286 | Dependent Care Benefits | No 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. |
287-297 | Deferred 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. |
298-308 | Deferred 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. |
309-319 | Deferred 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. |
320-330 | Deferred 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. |
331-341 | Deferred 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. |
342-352 | Blank | Fill with blanks. Reserved for SSA use. |
353-363 | Nonqualified Plan Section 457 Distributions or Contributions | No 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. |
364-374 | Employer 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. |
375-385 | Nonqualified Plan Not Section 457 Distributions or Contributions | No 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. |
386-396 | Nontaxable Combat Pay (Code Q) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
397-407 | Blank | Fill with blanks. Reserved for SSA use. |
408-418 | Employer 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. |
419-429 | Income 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. |
430-440 | Deferrals 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. |
441-451 | Designated 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. |
452-462 | Designated 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. |
463-473 | Cost 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. |
474-484 | Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF) | No negative amounts. Right justify and zero fill. |
485 | Blank | Fill with blanks. Reserved for SSA use. |
486 | Statutory Employee Indicator | Enter "1" for statutory employee. Otherwise, enter "0" (zero). Derived from the ‘W2-STAT-EE’ (seq 6000) IDFDV Field Identifier. |
487 | Blank | Fill with blanks. Reserved for SSA use. |
488 | Retirement Plan Indicator | Enter "1" for a retirement plan. Otherwise, enter "0" (zero). Derived from the ‘W2-RETIRE-PLAN’ (seq 6020) IDFDV Field Identifier. |
489 | Third-Party Sick Pay Indicator | Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero). Derived from the ‘W2-3PARTY-SICK’ (seq 6060) IDFDV Field Identifier. |
490-512 | Blank | Fill with blanks. Reserved for SSA use. |
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant ‘RO’ |
3-11 | Blank | Fill with blanks. Reserved for SSA use. |
12-22 | Allocated Tips | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070) |
23-33 | Uncollected 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) |
34-44 | Medical 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. |
45-55 | Simple 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. |
56-66 | Qualified 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. |
67-77 | Uncollected 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. |
78-88 | Uncollected 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. |
89-99 | Income 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. |
100-110 | Blank | Fill with blanks. Reserved for SSA use. |
111-121 | Designated 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. |
122-132 | Income from Qualified Grants Under Section 83(i) (Code GG) | No negative amounts. Right justify and zero fill. |
133-143 | Aggregate Deferrals Under Section 83(i) Elections as of the Close of the Calendar Year (Code HH) | No negative amounts. Right justify and zero fill. |
144-274 | Blank | Fill with blanks. Reserved for SSA use. |
275-285 | Wages Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
286-296 | Commissions Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
297-307 | Allowances Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
308-318 | Tips Subject to Puerto Rico Tax | SNo negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
319-329 | Total Wages, Commissions, Tips, and Allowances Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
330-340 | Puerto Rico Tax Withheld | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
341-351 | Retirement Fund Annual Contributions | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
352-362 | Blank | Fill with blanks. Reserved for SSA use. |
363-373 | Total 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. |
374-384 | Virgin 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. |
385-512 | Blank | Fill with blanks. Reserved for SSA use. |
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RS" |
3-4 | State Code | Enter the appropriate postal numeric code. Derived from the State being reported. |
5-9 | Taxing Entity Code | Defined by State/local agency. |
10-18 | Social Security Number | Enter the employee's SSN. If no SSN is available, enter zeros. Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier. |
19-33 | Employee First Name | Enter the employee's first name. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier. |
34-48 | Employee Middle Name or Initial | If 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. |
49-68 | Employee Last Name | Enter the employee's last name. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier. |
69-72 | Employee Suffix | If 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. |
73-94 | Employee Location Address | Enter 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. |
95-116 | Employee Delivery Address | Enter the employee's delivery address. Left justify and fill with blanks. Derived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier. |
117-138 | Employee City | Enter the employee's city. Left justify and fill with blanks. Derived from the 'W2-EE-CITY’ IDFDV Field Identifier. |
139-140 | Employee State Abbreviation | Enter 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. |
141-145 | Employee ZIP Code | Enter the employee's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ IDFDV Field Identifier. |
146-149 | Employee ZIP Code Extension | Enter 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. |
150-154 | Blank | Fill with blanks. Reserved for SSA use. |
155-177 | Foreign State/Province | If applicable, enter the employee's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
178-192 | Foreign Postal Code | If applicable, enter the employee's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
193-194 | Country Code | If 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. |
195-196 | Optional Code | Defined by State/local agency. Applies to unemployment reporting. |
197-202 | Reporting Period | Enter the last month and four-digit year for the calendar quarter that this report applies. Applies to unemployment reporting. |
203-213 | State Quarterly Unemployment Insurance Total Wages | Right justify and zero fill. Applies to unemployment reporting. |
214-224 | State Quarterly Unemployment Insurance Total Taxable Wages | Right justify and zero fill. Applies to unemployment reporting. |
225-226 | Number of Weeks Worked | Defined by State/local agency. Applies to unemployment reporting. |
227-234 | Date First Employed | Enter the month, day and four-digit year. Applies to unemployment reporting. |
235-242 | Date of Separation | Enter the month, day and four-digit year. Applies to unemployment reporting. |
243-247 | Blank | Fill with blanks. Reserved for SSA use. |
248-267 | State Employer Account Number | Enter the State's Employer Account Number. Applies to unemployment reporting. |
268-273 | Blank | Fill with blanks. Reserved for SSA use. |
274-275 | State code | Enter the appropriate postal numeric code. Derived from the State being reported. Applies to income tax reporting. |
276-286 | State Taxable Wages | Right justify and zero fill. Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers. Applies to income tax reporting. |
287-297 | State Income Tax Withheld | Right justify and zero fill. Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ IDFDV Field Identifiers. Applies to income tax reporting. |
298-307 | Other State Data | Defined by State/local agency. Applies to income tax reporting. |
308 | Tax Type Code | Enter 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. |
309-319 | Local Taxable Wages | To be defined by State/local agency. Applies to income tax reporting. |
320-330 | Local Income Tax Withheld | To be defined by State/local agency. Applies to income tax reporting. |
331-337 | State Control Number | Optional. Applies to income tax reporting. |
338-412 | Supplemental Data 1 | To be defined by user. |
413-487 | Supplemental Data 2 | To be defined by user. |
488-512 | Blank | Fill with blanks. Reserved for SSA use. |
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RT" |
3-9 | Number of RW Records | Total number of "RW" records reported since last "RE" record. Right justify and zero fill. |
10-24 | Wages, Tips and Other Compensation | Total 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’ |
25-39 | Federal Income Tax Withheld | Total 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’ |
40-54 | Social Security Wages | Total 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’ |
55-69 | Social Security Tax Withheld | Total 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’ |
70-84 | Medicare Wages and Tips | Total 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’ |
85-99 | Medicare Tax Withheld | Total 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’ |
100-114 | Social Security Tips | Total 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’ |
115-129 | Blank | Fill with blanks. Reserved for SSA use. |
130-144 | Dependent Care Benefits | Total 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’ |
145-159 | Deferred 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’ |
160-174 | Deferred 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’ |
175-189 | Deferred 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’ |
190-204 | Deferred 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’ |
205-219 | Deferred 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’ |
220-234 | Blank | Fill with blanks. Reserved for SSA use. |
235-249 | Nonqualified Plan Section 457 Distributions or Contributions | 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-NQUAL-457’ |
250-264 | Employer 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’ |
265-279 | Nonqualified Plan Not Section 457 Distributions or Contributions | 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-NQUAL-N457’ |
280-294 | Nontaxable 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. |
295-309 | Cost 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. |
310-324 | Employer 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’ |
325-339 | Income Tax Withheld by Payer of Third-Party Sick Pay | Total 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’ |
340-354 | Income 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’ |
355-369 | Deferrals 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. |
370-384 | Designated 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. |
385-399 | Designated 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. |
400-414 | Permitted 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. |
415-512 | Blank | Fill with blanks. Reserved for SSA use. |
Column | Description | Source |
---|---|---|
1-2 | Record Identifier | Constant "RU" |
3-9 | Number of RO Records | Total number of "RO" records reported since last "RE" record. Right justify and zero fill. |
10-24 | Allocated Tips | Total 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’ |
25-39 | Uncollected 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’ |
40-54 | Medical 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’ |
55-69 | Simple 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’ |
70-84 | Qualified 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’ |
85-99 | Uncollected 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’ |
100-114 | Uncollected 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’ |
115-129 | Income 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. |
130-144 | Blank | Fill with blanks. Reserved for SSA use. |
145-159 | Designated 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. |
160-174 | Income from Qualified Equity Grants Under Section 83(i) (Code GG) | Total of all "RO" records since last "RE" record. Right justify and zero fill. |
175-189 | Aggregate 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. |
190-354 | Blank | Fill with blanks. Reserved for SSA use. |
355-369 | Wages Subject to Puerto Rico Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
370-384 | Commissions Subject to Puerto Rico Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
385-399 | 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. |
400-414 | Tips Subject to Puerto Rico Tax | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
415-429 | Total 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. |
430-444 | Puerto Rico Tax Withheld | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
445-459 | Retirement Fund Annual Contributions | Total of all "RO" records since last "RE" record. Right justify and zero fill. For Puerto Rico employees only. |
460-474 | Total 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. |
475-489 | Virgin Islands, Guam, American Samoa, or Northern Mariana Islands Income Tax Withheld | 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. |
490-512 | Blank | Fill with blanks. Reserved for SSA use. |
Column | Description | Source |
---|---|---|
1-2 | Record Indentifier | Constant "RV" |
3-512 | Supplemental Data | To be Defined by user |
Column | Description | Source |
---|---|---|
1-2 | Record Indentifier | Constant "RF" |
3-7 | Blank | Fill with blanks. Reserved for SSA use |
8-16 | Number of RW Records | Total number of RW (Employee) Records reported on the entire file. Right justify and zero fill |
17-512 | Blank | Fill with blanks. Reserved for SSA use |
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:
Screen captures are meant to be indicative of the concept being presented and may not reflect the current screen design.
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