2020 Year End Changes#

Record Changes #

For tax year 2020 there are no record layout changes.

Other Changes #

• The Social Security Wage Base for tax year 2020 is $137,700.
• The employer and employee tax rate for Social Security will be withheld at 6.2 percent (up to $8,537.40).
• The 2019 Social Security and Medicare coverage threshold for Household wages is $2,200.
• Appendix H – 16.0 - Maximum Wage and Tax Table: This table has been modified to include tax year 2020 Social Security wage amount changes, including Household wages.
• Some editorial changes and corrections for clarification have also been made

Important Notes #

Common Conditions That Will Cause the Social Security Administration (SSA) to Reject an Electronic and Paper Wage File
SSA will reject electronic and paper wage files which contain a W-2 with any of the following conditions:

Reports with Social Security Wages and/or Tips and Medicare Wages and Tips - Relational Edits

• Medicare Wages and Tips less than the sum of Social Security Wages and Social Security Tips;
• Social Security Tax greater than zero and Social Security Wages and Social Security Tips equal to zero; and
• Medicare Tax greater than zero and Medicare Wages and Tips equal to zero.

Household Reporting

• If the tax year is 1994 and later and the Employer’s Employment Code is Household (H); and
• The sum of Social Security Wages and Social Security Tips is less than the yearly Social Security
• minimum for coverage; and
• Medicare Wages and Tips is less than the yearly minimum for coverage
  

For additional information on Household reporting, please refer to IRS Publication 926, Household Employer’s Tax Guide at www.irs.gov/pub/irs-pdf/p926.pdf

What Happens if SSA Rejects My Electronic or Paper Wage File?
If the above condition occurs in an electronic wage file, SSA will notify the submitter by E-Mail or postal mail to correct their wage file, retest in AccuWage Online and resubmit the wage file to SSA. To ensure prompt notification, please verify that your E-Mail address in the RA (Submitter) Record is correct and complete.

If the above conditions occur in a paper wage file, SSA will notify the employer by E-Mail or postal mail to correct the wage file and resubmit a wage file to SSA.

If you wish to view your errors online via Business Services Online (BSO), please visit www.socialsecurity.gov/employer/ and follow the instructions to log in or register to use the online suite of services.

FILING REMINDERS #

Electronic Filing

• For tax year 2020, BSO filers can upload their files beginning December 7, 2020. Terminating businesses can file before that date. Please refer to Section 2.3: Terminating a Business, for more information.
• For tax year 2020, Electronic Data Transfer (EDT) filers can transmit their files beginning December 7, 2020

Filing Deadlines #

The Internal Revenue Service (IRS) deadline for electronic filing is February 1, 2021 http://www.irs.gov/pub/irs-pdf/iw2w3.pdf

Note: You may owe a penalty for each Form W-2 that you file late. Refer to IRS Publication 2019 “General Instructions for Forms W-2 and W-3” for information concerning late filing penalties and terminating a business.

Other Filing Reminders #

• SSA’s BSO no longer accepts incorrectly formatted W-2 files. Please test your wage file through AccuWage Online (within BSO) before uploading your wage file. For additional information, please visit SSA’s AccuWage Online website www.socialsecurity.gov/employer/accuwage.
• SSA encourages the use of AccuWage Online to test your files. (See Section 6.)
• SSA is not able to process multiple data files in a .ZIP file. Upload and send only one wage file at a time. Please see Section 7.3 (Data Requirements) for additional information.
• If you are running anti-spam software, be sure to configure it so that SSA correspondence is not identified as spam.
• Make sure that your data file is in text format.
• Make sure each data file submitted is complete (RA (Submitter) Record through RF (Final) Record).
• All submitters must obtain a BSO User Identification (ID) through our registration process (see Section 5) and must enter that BSO User ID in the RA (Submitter) Record.
• Make sure the BSO User ID assigned to the employee who is attesting to the accuracy of the W-2 data is included in the RA (Submitter) Record. See Section 5 (User Identification (User ID)/Password Registration Information) for additional information.
• RA (Submitter) Record Information: The National Association of Computerized Tax Processors (NACTP) code is only needed for companies that sell their software to others. Companies that develop their own software should not request an NACTP code.
• RA (Submitter) Record Information: It is imperative that the submitter’s telephone number and E-Mail address be entered in the appropriate positions. Failure to include correct and complete submitter contact information may delay processing.
• If you file 250 or more Forms W-2 during a calendar year, you must file them electronically unless the IRS grants you a waiver. (You may be charged a penalty if you fail to file electronically when required.)
• If your organization files on behalf of multiple employers, include no more than 1 million RW (Employee) Records or 50,000 RE (Employer) Records per submission. Following these guidelines will help to ensure that your wage data is processed in a timely manner.
• RE (Employer) Record Information: Following the last RW/RO/RS Record for the employee, create an RT/RU/RV Record, then create either: The RE (Employer) Record for the next employer in the submission; or An RF (Final) Record if this is the last report in the submission.
• If no RS (State) Records are prepared, do not prepare an RV (State Total) Record.
• Do not create a file that contains any data after the RF (Final) Record. Your submission will not be processed if it contains data after the RF (Final) Record.
• Be sure to confirm that the tax year entered in the RE (Employer) Record is correct.
• Be sure the Employer Identification Number (EIN) is entered correctly in the RE (Employer) Record. This is especially important for Agents; make sure the Employer EIN is entered in the correct positions. Please see Section 2.1.2 for additional information on Agent reporting. Note: This is the EIN SSA will use to post the W-2 data.
• The Tax Jurisdiction Code (position 220 on the RE (Employer)) Record relates to the type of income tax that the earnings are subject to.
• Third-party sick pay recap reports must not be filed electronically. For further information, refer to IRS Publication 15-A (Employer's Supplemental Tax Guide). (See Section 6.)
• For general information about employer wage reporting, visit SSA’s employer website at http://www.socialsecurity.gov/employer

The following steps outline the procedure to produce the W2 Forms and the Government file:

RPREGT

• For annual reporting, run RPREGT to produce the YTD Register
• For quarterly reporting, run RPREGT to produce the QTD Register
  
  

IDFD

• This form defines the W2 Form and File Definition for Annual and Quarterly reporting
• This form contains the default values to enter on IDFDV
• The information on this form is provided by High Line with the Year End software. The script only needs to be executed in order to load in the most current information for the year.
  
  

IDFDV

• Users MUST set up Annual W2 Form and File Definition with user information
• Users CAN set up Quarterly Form and File Definition with user information
  
  

RDFD

• To report the Form and File Definition from IDFD and IDFDV
  
  

RPYEU

• Produces US Year End Summary Report for the reporting Year or the reporting Quarter
• Users must use this report to balance to the YTD Register or QTD Register report (RPREGT)
• Users must check exception messages from this Summary Report and correct any exceptions
• Generates the Federal Government file in federal format
• Generates the State File in the federal file format for States that accept the federal file format
• Generates the State File for States with specific State File format requirements
• Users must run RPYEU one State at a time to generate State specific file
• Each State may have its own requirements. Users must verify if that State specific format is supported by RPYEU prior to running RPYEU for a specific State file
• Generates an XML file for RPW2 (Oracle version only) to print the W2 Forms
• Generates the GVT Run and stores information in IPGR, IPGH for RPW2W4C/RPW2W4TB (Windward versions) to print the W2 forms
• In utility trace mode, RPYEU generates a .txt file for the SQL Select statement and the .csv trace file
• Provides an option to generate data dump file in a .csv format for Federal, State, Local, School data for balancing and debugging purposes
  
  

IPGR

• View data by GVT Run Number after RPYEU is run
  
  

IPGH

• View data by GVT Header after RPYEU is run for an employee
  
  

UPGRUNDO

• Allows users to undo a GVT Run number by employee
• To undo an erroneous GVT Run due to set up issues or to remove archived GVT info
  
  

RPW2W4C (Windward Only)

• Produces W2 forms (supports 4-on-a-page formats only)
• Reads GVT file information generated from RPYEU to print the W2 Forms
• Generates grand totals and exception messages with the RPW2W4C Execution ID as Execution Run Logs
  
  

RPW2W4TB (Windward Only)

• Produces W2 forms (supports 4-on-a-page, top-to-bottom format only)
• Reads XML file generated from RPYEU to print the W2 Forms
• Generates grand totals and exception messages with the RPW2W4TB Execution ID as Execution Run Logs
• This is the RPW2W4SM function, now re-named RPW2W4TB

RPW2 (Oracle Only) Important: This report (RPW2) will not be supported after the 2018 reporting year.

• Produces W2 forms (supports 2-on-a-page and 4-on-a-page formats)
• Reads the .XML file generated from RPYEU to print the W2 forms
• Prints W2 information on pre-printed W2 forms or prints different copies (Copy A, 1, B, C, 2, D ) of the W2 forms, with the option to print the Employee Instructions on the back
• Generates grand totals and exception messages with the RPW2 Execution ID as Execution Run Logs
• Users MUST use the Execution ID of the RPW2 and run RMEX to get a grand total report
  
  

RMEX

• Produces a Grand Total report from the W2 Print Program run to balance to the RPYEU report
• Users MUST enter the Execution ID of the W2 Print Program run to obtain a grand total report
• This report is used to balance to RPYEU only. It is not used for government reporting

IMUF – Define User Fields for IDGV#

On IMUF, users must define the User Defined Fields for P2K_CM_GOVT_REGISTRATIONS.

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:

IMUF – Define User Fields for IDDP#

On IMUF, users must define the UDF for P2K_CM_DEPARTMENT_DETAILS.

The following UDFs are defined on IDDP. The RPYEU process will generate these UDF's if they do not exist.

• SUI ER NUMBER
• W2 DESTINATION

If the 'SUI ER NUMBER' is not set up for a department, then the SUI ER NUMBER from IDGV is used.

IMUF – Define User Fields for IEID#

On IMUF, users must define the UDFs for P2K_HR_IDENTITIES.

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

IMUF – Define User Fields for IDCO#

On IMUF, users must define the UDF for P2K_CM_COUNTRIES. The RPYEU process will generate these UDFs if they do not already exist.

• ISO COUNTRY CODE

IDCO – Define ISO Country Code for Foreign Countries#

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

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

Users need to enter the ISO country code in the 'ISO Alpha' field on the IDCO form.
If the ISO country code is not entered, then the IDCO country code is used as the ISO country code.

Please read the Employer/Employee Primary Addresses sections below for more information.

IDDP – Department Screen#

• The State of Minnesota requires to report the Quarterly file report by the MN State Unemployment Insurance Account Number and the MN Employer Unit Number. These two numbers are defined at the department level, therefore, users must set up the ‘SUI ER Number’ UDF for each department.
  

Example: For the Planning & Zoning Department, the MN number is ‘7977999-004’ on the IDDP form. Users should enter the ‘SUI ER Number’ as 7977999-004

• If the ‘SUI ER Number’ is not set up for a department, then the 'SUI ER Number' from IDGV is used.
• NOTE: On IDDP, users must click on the Detail section of the form, then click the UDF button to get to the UDF screen.
• For all other states, users can enter the ‘W2 Destination’ for distributing the W2 forms by department.

IEID – Employee Identity Screen User Field#

Users can enter the the ‘W2 Destination’ UDF and/or ‘MMREF Officer Code’ UDF for the employee.
Users can enter the 'W2 Destination’ for distributing the W2 forms for this employee.

IDGR – Define Group for Govt Registration#

Important: The Federal/State/Local Registration numbers MUST NOT be changed for a Group for different effective date records. The UPCLOZ program will not create new YTD records if the Group changes the effective date. Consequently, if the Group must change Registration numbers, users should either:

• Create a new Group, OR
• Change all of the effective records to the same Registration numbers.

For each group at the Federal level, the Federal Registration number is retrieved according to the ‘Fed Regist Set’ and ‘Fed Regist Type’ 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:

• A - Agriculture
• F – Form 944 filer
• H - Household
• M - Military
• Q – Medicare Qualified Government Employment (MQGE)
• R – Regular (All others)
• X - Railroad

The 'W2 EMPLOYMENT TYPE' for a group MUST NOT BE CHANGED even if there are multiple effective date records for a group.

• If the W2 Employment Type is changed for a group for a different effective date, then the W2 reporting will be incorrect because it cannot qualify the YTD information under the proper W2 Employment Type.
• An employee can work for multiple 'Types of Employment' during a year.

Note: For ‘Q - MQGE' employment, users are not required to group all employees under one group. The MQGE employees can belong to a group with ‘R’ type employment, and IPRLU can specify the proper MEDICARE and FICA method to classify them as MQGE employees. If this field is blank, Regular is used. (see below for detail)

IDSP – Define States#

• A State must be defined on IDSP in order for the State to be reported.
• The 'State Registration Number' must also be defined on IDGV in order for the State to be reported.
• If a state is missing on IDGV, the RPYEU process will create a default entry with 'Regist Number' set to '0' and issue a warning
• Users must update this field with the correct State Registration Number in order for the State to be reported.

IDCN – Define Counties#

• If County tax is applicable for a State, the County must be defined on IDCN in order for the County tax to be reported.
• The County Code is the first two segments of the GEO code.
  Example: In Indiana, the GEO code ‘15-097-0670’ is for the City of ‘Indianapolis’ and the County Code ‘15-097-0000’ is for the County of ‘Marion’, therefore, users should define the Marion County Code as ‘15-097-0000’ on (IDCN).
• The GEO and County codes are provided by Symmetry for US taxation.
• Users must define the Local Registration for a City on IDGV in order for the City tax to be reported.

IDTX – Define Tax Jurisdictions#

A City's Tax Jurisdiction must be defined on IDGV in order for the City tax to be reported.

IDSD – Define School Districts#

The School Registration must be defined on IDGV in order for the School District tax to be reported.

IDGV – One or Multiple Government Registrations#

For each Entity on IDGV, users must define the Government Registration Set that is used to collect Federal, State and Local Registrations. Under the Registration Set, users must define the 'Federal Registration’ for the Country USA with a valid ‘Employer Identification Number’. Then users can set up the State and Local Registrations for each State/Local under the same Registration Set.

Organizations with one Federal Registration

• If your organization has one Federal registration, users must define one Government Registration Set.
• Then within this Government Registration Set, users should set up the Federal, State and Local Registrations on IDGV.
  

Example, on IDGV, users should set up Federal Registration with Registration Type defined as ‘US Fed Regist 1’.
Note: If Registration Type ‘US Fed Regist 1’ is used, then:

• The FICA registration should be defined using the Registration Type ‘US FICA Regist 1’
• The MEDICARE registration should be defined using the Registration Type ‘US MEDI Regist 1’ etc. The last digit of the Registration Type must match each type of Registration.

Organizations with Multiple Federal Registrations If your organization has multiple Federal Registrations, users have two options:

1. One Registration Set can be set up, then set up the Registration Types of ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’. This allows up to nine Federal Registrations.
2. Multiple Registration Sets can be set up, then set up Registration Type ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’ for each Registration Set. This allows for an unlimited number of Federal Registrations.

• Govt Registration Sets can be used to group similar Registrations together.

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

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

Example #1
If the Registration Type is defined as ‘US Fed Regist 1’ then:

• FICA Registration Type must be ‘US FICA Regist 1’
• MEDI Registration Type must be ‘US MEDI Regist 1’
  
  

If the Registration Type is defined as 'US State Regist 1’, then:

• SUI Registration Type must be ‘US SUI Regist 1’
• SDI Registration Type must be ‘US SDI Regist 1’

Example #2
If the Registration Type is defined as ‘US Fed Regist 2’, then:

• FICA Registration Type must be ‘US FICA Regist 2’
• MEDI Registration Type must be ‘US MEDI Regist 2’
  
  

If Registration Type is defined as ‘US State Regist 2’, then:

• SUI Registration Type must be ‘US SUI Regist 2’
• SDI Registration Type must be ‘US SDI Regist 2’

IDGV – Override Employer Name and Address by EIN#

On the IDGV Variables tab, there is the option to define an override for the Employer’s Name and Address.

This allows organizations who have multiple government registrations for one Entity to report a different Employer Name or Address for each Federal Registration Number (EIN).

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.

IDGV – Levels of Government Registrations#

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

Federal Level
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.

• When the ‘State Registration’ is defined, the ‘Variables’ tab must also be set up. See the State Media Filing section below.
• RPYEU automatically defines the User Defined fields on the IDGV Variables tab for P2K_CM_GOVT_REGISTRATIONS.
  
  

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.

• W2 STATE MEDIA FILING
• W2 TAX TYPE CODE
• W2 TAXING ENTITY

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:

• C – City Income Tax
• D – County Income Tax
• E – School District Income Tax
  

W2 TAXING ENTITY - to define the Taxing Entity Code for each local: Example:

• Ohio Cleveland would be ‘200’. Refer to Cleveland filing requirement
• Indiana would be defined with County Code provided by Indiana
  
  

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:

• W2 STATE MEDIA FILING
• W2 TAX TYPE CODE
• W2 TAXING ENTITY
  
  

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:

• W2 TAX TYPE CODE with E – School District Income Tax
• W2 TAXING ENTITY with the five character School District code
  
  

IDGV – Define State SUI Registrations for Quarterly Filing#

When running RPYEU with the Calendar Type defined as ‘Q’ for a quarter, each State must set up with ‘US SUI Regist’. The last digit of ‘US SUI Regist’ Registration type must match the last digit of ‘US State Regist’ Registration type.

Example:
If Registration Type is defined as ‘US State Regist 1’, then:

• SUI Registration Type must be US SUI REGIST 1

If Registration Type is defined as ‘US State Regist 2’, then:

• SUI Registration Type must be US SUI REGIST 2
  
  

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.

IDFD – Define Form Code#

• After loading the IDFD form codes from the starter scripts, users must set up the current year Form Code Field Variables on IDFDV for the EFW2 format.

IDFD – Starter Scripts#

When users are installing the US Year End software, a seed data script is executed to load in the current year IDFD Form Code and Seed Data.

This script can be run multiple times and performs the following:

• If the current year Form Code does not exist, the script loads all of the new identifiers
• If the current year Form Code already exists, the script will update the existing Form Code Identifiers from IDFD and leaves your organization's IDFDV set up untouched for existing Identifiers.
• If the current year Form Code Identifiers does not exist, the script will insert new identifier. Users should then set up the content on IDFDV for the new identifier.

IDFD – Store Option#

The current year IDFD Form Code provides the ‘Store Option’ starting from Seq# 2000 in order for RPYEU to store the Employer Name / Addresses, the Employee Name / Addresses and the Amounts of the Seq# in the Government Remittance Tables.
Important: Users must run RPYEU with the new IDFD Form Code or users can run a copy of this Form Code that has the ‘Store Option’ set up to store the Addresses and the Amounts in the Government Remittance Tables. Any prior year’s Form Codes do not supply this option and therefore will not turn on the store feature for RPYEU.

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

After the current year script is loaded, users can copy the IDFDV Variable definition from the last year to current year using the COPY button on IDFDV as follows:

1. On IDFDV, select last year’s Form Code
2. Press the COPY FORM DEFINITION button
3. The Copying dialog box is displayed. Enter the current year New Form Code
4. Set the 'Copy Definition with Variables' toggle to ON. This will copy the variables set up from the previous year to the current year for the same Field Identifier name.

IDFDV – Form Definition Variables#

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

Form Code ‘HL$US-W2-2019’ Identifiers

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

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

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

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

1. For California, if the IDFDV W2-SDI-TAX-EE Identifier (Seq 7260) is not zero, then Box 19 will print the employee SDI contribution and Box 20 will print the description ‘CASDI’ (This option is only available to clients who are running the W2 report in Oracle, it is not available to clients running W2 in the Windard platform).
2. For California, if the IDFDV W2-SDI-TAX-EE Identifier (Seq 7260) is not set up, Box 14 can be set up to print ‘CASDI’ and the SDI amount.

IDFDV – Employer Primary Address and Mailing Address#

• In order to use the Employer Primary Address, Identifiers 2020 – 2070 do not need to be set up. Leave these Identifiers blank and the system will use the Primary Address as the default
• In order to use the Employer Mailing Address, the following Identifiers need to be defined:

Seq #	Field Identifier	Description	Field Variable
2020	W2-ER-LOCN-ADDR	Employer Location Address	MAIL
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

• The Reference Text field will guide the set up of each Address Identifier.
• If the mailing address is not defined for the employer on IDLN or IDEN location field, the IDLN primary address will be used.
• If the user has previous Address set up prior to 2006 and if the word ‘MAIL’ is defined, the mailing address will be used, otherwise the primary address will be used.

Foreign Country Primary and Mailing Address set up:

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.

IDFDV – Employee Primary Address and Mailing Address#

• In order to use the Primary Address, Identifiers 2600 – 2650 do not need to be set up. Leave these Identifiers blank and the system will use the Primary Address as default
• In order to use the Mailing Address, the following Identifiers need to be defined:

Seq #	Field Identifier	Description	Field Variable
2600	W2-EE-LOCN-ADDR	Employer Location Address	MAIL
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

• The Reference Text field will guide the set up of each Address Identifier.
• If the mailing address for the employee is not defined on IEPI, the primary address on IEPI will be used.
• If the user a has previous Address set up prior to 2006 and if the word ‘MAIL’ is defined, then the mailing address will be used, otherwise the primary address will be used.

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.

Taxation Level Processing#

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

Federal Level

• Federal information is totaled for all states for all employments for the reporting year by Federal Government Registration
• This includes Box 1 to 14
• The reporting of W2 Form and Magnetic Media filing is sorted and grouped by Federal Government Registration.
• After all federal information is summarized, the Federal information will be printed on the first W2 form for the employee (Box 1 to 11, Box 12's first 4 entries and Box 14's first 2 entries).
• Additional Box 12 and 14 information is printed on subsequent W2 forms for each employee. These forms will not repeat the federal information (Box 1 to 11).

State Level

• State information is summarized by each individual State regardless of whether the State Tax is generated from Work State Tax or Residence State Tax.
• If an employee has multiple tax jurisdictions within one State, the State tax information will be summarized by State.
• This includes Box 15 to 17 and SUI quarterly information.
• After all State information is summarized, each State is printed on the W2 form and overflows onto subsequent W2 forms, until all states are printed.

Local Level

• Local information is reported for County Tax Information and City Tax Information.
• If County tax has been withheld for a GEO code, the County tax information is summarized by the GEO code, regardless of whether the tax is generated as Work County or Residence County tax
• If City tax has been withheld for a GEO code, the City tax and wages are summarized by the GEO code regardless if the tax is generated as Work City or Residence City tax.
• This includes Box 18 to 20.
• After all Local (County/City) information is summarized, each Local is printed on the W2 form and overflows onto subsequent W2 forms, until all Locals are printed.

School Level

• School District tax information is reported in Box 14 with School Wage Base and School Tax
• On each W2 form, Box 14 - "Other Information" allows up to four lines to be reported. Each Box 14 information requires 2 lines to be printed; the first line to print the description and second line to print the amount. School information requires 4 lines, therefore subsequent W2 forms will be generated if more Box 14 entries (4 lines) are required.
• On each W2 form, Box 12 code allows up to four entries to be reported. Subsequent W2 forms will be generated if more entries are required.

W2 Type of Employment#

• On IDGR, the ‘W2 Employment Type’ field must be defined on the Registrations tab to qualify employees who have YTD information and belong to a Group, for each W2 Type of Employment.
  • A - Agriculture
  • F – Form 944 filer
  • H - Household
  • M - Military
  • Q – Medicare Qualified Government Employment
  • R – Regular (All others)
  • X - Railroad
• Users must run RPYEU for each W2 Type of Employment. Example: Run RPYEU for 'Regular' employment, then run RPYEU for 'Agriculture' employment.
• The ‘W2 Employment Type’ for a group MUST NOT BE CHANGED even if there are multiple effective date records for a group.
• If the ‘W2 Employment Type’ is changed for a group for different effective date, then the W2 reporting will be incorrect because it cannot qualify the YTD information under the proper ‘W2 Employment Type’.
• Employees can work for multiple ‘Types of Employment’ during a year. Example: An employee is a ‘Regular Employment’ employee during the year and also works for ‘Agriculture Employment’ during the summer. In this case, the Agriculture Employment requires to report earnings on Form 943 and the Agriculture earnings should be separate from the Regular employment reporting on the W2. Users should set up a different group for Agriculture and the employees should be paid and reported under the Agriculture group.
• When RPYEU is run, the employee will be automatically reported under the proper ‘W2 Type of Employment’ from IDGR.
• For Medicare Qualified Government Employees, users do not need to define a specific Group with ‘W2 Type of Employment’ as ‘Q’ in order for the employees to be reported with ‘Q’ type employment. Employees are classified as MQGE by the FICA and Medicare tax method on IPRLU.
• If the IPRLU FICA method is defined as ‘Do not Calculate’ and the Medicare method is defined, the employee is qualified as an MQGE employee and will be reported under ‘W2 Type of Employment’ ‘Q’ regardless of which group the employee belongs to.
• When RPYEU is run, if the 'W2 Type of Employment' selected is 'R', the employee will still be reported under Q depending on the FICA and MEDICARE tax method (defined on IPRLU).

Government Media File Name#

• When RPYEU is run, users can select to generate a magnetic media file
• Users must define a valid directory name and a magnetic media file name, such as W2_2021.txt)
• Users can also attach the RPYEU Execution ID to the file name by defining the word ‘Mex’ in the file name, such as W2_2021_mex.txt. This will generate a magnetic media file W2_2021_67109.txt for Execution ID 67109

Example: W2_mex_ohio.txt will generate a magnetic media file W2_67109_ohio.txt for Execution ID 67109

XML File#

• When RPYEU is run, users MUST define a valid File Directory name in order for the XML file to be generated.
• The XML file contains all employee information to be read by RPW2 (the Oracle W2 Form Print program).
• RPYEU attaches the ‘.xml’ extension to the defined Media File name for the XML file.

Examples:

• Media File Name: W2_2021_mex.txt
  XML File Name: W2_2021_mex.xml
  
  
• Media File Name: W2_2021_mex
  XML File Name: W2_2021_mex.xml
  
  
• After RPYEU is run, users can use Notepad or a PFE editor to review the XML file content.
• Users should Double click on the .xml file to open the XML file using an xml editor.
• Users can archive this XML file for historical reporting purposes or to reprint the W2s.

RPYEU Trace and Data Dump File#

• Users should always run RPYEU with the Trace Level set to 'Exceptions only’ for all employees
• If there is problem in RPYEU and a user needs to determine which employee has the problem, the user should run RPYEU with the Trace Level set to ‘Program Trace'. This will print a list of processed employees in order to determine which employee has the problem.
• When the Trace Level is set to ‘Program Trace’, the SQL SELECT Statements for Federal, State and Local levels are also written as Trace messages. Users can review the select statement by running RMEX for the RPYEU Execution ID.
• When Trace Level = ‘Program Trace’, after each employee is processed, the estimated performance time for this employee is displayed.
• After determining which employee has the problem, users should run RPYEU for one employee with the Trace Level set to ‘Utility Trace’ to determine the problem in detail.
• When RPYEU is run with any Trace level, all trace messages are also written to a ‘_trace.csv’ file so users can open the file in Excel for investigation. The dynamic SQL SELECT statement is written to ‘_select.txt’ file
• When the ‘Create Data Dump’ toggle is set to YES, RPYEU will generate data dump files with a .csv extension for any available Federal, State, Local and School information. Users can open these data dump files in Excel for debugging and balancing purposes. Example: When Mex ID 750234 is run with trace and data dump and following files are generated:
  • rpyeu_w2_750234.txt - Magnetic media file to be sent to the government
  • rpyeu_w2_750234.xml - xml file to be read by RPW2 (Oracle Version Only) to print the W2 forms
  • rpyeu_w2_750234_select.txt - SQL SELECT statement, can be used in SQL+
  • rpyeu_w2_750234_trace.csv - Trace file for debugging
  • rpyeu_w2_750234_fed.csv - Federal data dump file for debugging or balancing
  • rpyeu_w2_750234_state.csv - State data dump file for debugging or balancing
  • rpyeu_w2_750234_local.csv - Local data dump file for debugging or balancing
  • rpyeu_w2_750234_school.csv - School data dump file for debugging or balancing
• If RPYEU is not run in Trace mode, then only the first two files are generated:
  • rpyeu_w2_150277.txt - Magnetic media file to be sent to the government
  • rpyeu_w2_150277.xml - xml file to be read by RPW2 (Oracle Version Only) to print the W2 forms

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

• When RPYEU is run with no specific State selected, the Federal magnetic media file and Code RW records will be generated.
• When RPYEU is run with one State selected, only the specific State records is processed, therefore Code RW records will not be generated.

Code RS records will be generated according the State government requirements and the W2 State Media Filing’ defined on IDGV Variables tab.

Exclude Employees#

• Users can exclude certain employees from W2 reporting by setting up 'W2-EXCLUDE-EE’ Identifier on IDFDV
• If the value of the 'W2-EXCLUDE-EE’ identifier is defined as ‘Y’, the employee is bypassed.
  Example: If a user does not want to report employees whose Assignment Title is ‘Election Worker’ or ‘Self Employed’, set up the ‘W2-EXCLUDE-EE’ Identifier with the following:
  • Field variable = EASD.ASSIGNMENT_TITLE
  • Derivation Expression = decode(UPPER(~),’ELECTION WORKER','Y',‘SELF EMPLOYED’,'Y','N')
    Note: Use UPPER(~) to convert an alphanumeric field to compare all upper case letters.
• If a user has a complex situation to exclude an employee, a STAT CODE can be used to indicate that the employee should be excluded.
  Example: An employee is excluded when they work in certain groups, or with certain hours. Users can keep track of this setting the 'STAT CODE' value to 1.00.

Then the ‘W2-EXCLUDE-EE’ Identifier on IDFDV should be set up with:

• Field Source = Statistics
• Field variable = the STAT CODE that is used to exclude employee
• Derivation Expression = decode(~,1,'Y','N')

Election Workers#

Election workers earnings should be reported on the W2 if:

• The earnings are less than $600 and the Social Security and Medicare taxes are withheld

Election workers earnings should NOT be reported on the W2 if:

• The earnings are less than $600 and the Social Security and Medicare taxes are NOT withheld

Users can manage this reporting as follows:

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

Reissued / Corrected W2 Form#

If an employee loses their W2 Form, organizations can reissue the W2 Form by running RPW2 and selecting the specific employee.

For RPW2W4C/RPW2W4TB (Windward versions), users must select the GVT Run number that the employee belongs to when RPYEU is run.

1. Re-run RPYEU to generate a new GVT Run number for the specific employee, OR
2. Use the existing GVT Run number that the employee's W2 was original issued for.
   
   

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.

Void W2 Form#

• If an error is discovered on the W2 forms and the Forms have not be distributed to the employees, users should fix the error(s) and re-run RPYEU and the W2 Print Program(s).
• If an error is discovered on the W2 forms nd the Forms have be distributed to the employees, users must manually correct the W2 Forms by completing Form W2-C for corrections. High Line does not support the W2-C form.

The incorrect W2 should still be filed to the government. High Line does not support the VOID box on the W2 Form to indicate an error.

RPYEU Registration Set Up Audit#

When RPYEU is run, users have the option to audit and fix the government registrations set up on IDGV. Users can define the following the Regist/Set Up Audit field to:

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.

This field is validated from the ‘X_PRINT_AND_RUN’ lexicon.

RPYEU Exception Messages#

Negative (credit) amounts are never allowed for W2 reporting. If negative amounts are encountered, an exception message is printed. Users must resolve the negative amount and the re-run the report until no exceptions are found.

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.

RPYEU Summary Report Level#

There are five levels of reporting for RPYEU Summary Report:

• Federal
• State
• County
• City
• School District

Each level of print can be suppressed by selecting the options from the RPYEU run. However, the Federal level grand total report is always printed to capture all statistics of the RPYEU run.

The Federal level print is reported and sorted by 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.

RPYEU Trace Level#

Users should always run RPYEU with the Tracel Level set to 'Exceptions Only' for all employees.

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.

RPYEU Sort Levels#

There are three options to sort employees in RPYEU for distribution of the W2 Forms:

1. Sort Level By
The lexicon X_W2_SORT_LEVEL is used for this prompt.

• Department is the prime assignment details’ department that is effective as of the defined ‘As of date’.
• Users can define a special ‘W2 Destination’ at the department level or the employee level for W2 distribution purposes.
• Users can also define to ‘Provide Sort Level Totals’ by defining a ‘Sort Level By’ level

Options are:

• 00-Not Applicable
• 01-Department
• 02-Dept W2 Destination
• 03-Dept SUI ER Number
• 04-Pay Dest (EASD)
• 05-Location (EASD)
• 06-W2 Destination (EID)

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:

• 00-Do not sort active/inactive. Terminated employees will not be sorted before active employees
• 01-Before Sort Level. Terminiated employees will be sorted before the defined 'Sort Level By' field (above). Example: All Inactive employees are group together, by Department (Sort Level), followed by Active employees.
• 02-After Sort Level. Terminiated employees will be sorted after the defined 'Sort Level By' field (above). Example: All inactive employees are grouped together, within each department (Sort Level), followed by Active Employees in the same department.

Example for 01-Before Sort Level
Department A has 2 terminated employees (A1, A2) and 3 active employees (A3, A4, A5)
Department B has 2 terminated employees (B1, B3) and 3 active employees (B3, B4, B5)

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

All Inactive employees are grouped together, by Department (Sort Level), followed by all Active employees.

Example for 02-After Sort Level
Department A has 2 terminated employees (A1, A2) and 3 active employees (A3, A4, A5)
Department B has 2 terminated employees (B1, B3) and 3 active employees (B3, B4, 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

Inactive employees are grouped together, within each Department (Sort Level), followed by all Active employees in the same department.

3. Sort Employees By
The lexicon X_W2_SORT_PERSON is used for this prompt.
This prompt will sort within the ‘Sort Level By’ and ‘Sort by Active / Inactive’ fields. The options are:

• 01-Person Code
• 02-Last Name/First Name
• 03-Destin/Last/First
• 04-Dept/Last/First
• 05-Mailing Zip/Last/First
• 06-Primary Zip/Last/First

RPYEU Sort by Zip – Mailing W2 at discount rate#

For organizations who are mailing a large volume of the W2 forms to their employees, arrangements can be made with the US Post Office to mail the W2 forms at a discounted postal rate if the W2 forms are sorted by ZIP code.

To mail W2 forms at a discounted rate, when RPYEU is run, users should select to Sort Employees By:

• Mailing ZIP/Last/First name (recommended)
• Primary ZIP/Last/First name

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.

RPYEU Combined Employment Type#

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

• A - Agriculture
• F – Form 944 filer
• H - Household
• M - Military
• Q – Medicare Qualified Government Employment
• R – Regular (All others)
• X - Railroad

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.

• All employees with the same Employment Code are grouped together under one Code RE record.
• If IPRLU FICA method is set to ‘Do not calculate’ and the MEDICARE method is NOT set to ‘Do not calculate’, the employee is classified as 'W2 Employment Type Q’ for W2 reporting.

Otherwise, the W2 Type of Employment is derived from the ‘W2 Employment Type’ field on IDGR.

• The EFW2 Federal Filing requires Code RE records to be reported by 'Type of Employment', however, some States filing do not require to separate employees by the Type of Employment, therefore, the 'Combine Employment Types' field on RPYEU is used.
  
• Typically, this field is set to NO for most RPYEU file reporting, however, if a State filing does not require to file by Types of Employment, users can set this field to YES to combine all Types of Employment under one Code RE record.
• If your organization has only ‘Regular’ types of employment, users should set this field to NO all the time.

W2 Form Control Number Print#

On the W2 Form, 2-on-1-page, Box D, users can print the Control Number on the form for reference or distribution purpose, such as a Person Code. Users must set up the following Identifiers on the IDFDV form:

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:

• 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’ field
• 3 - Print W2-CONTROL-NUM Identifier and Person Code
• 4 - Print ‘Sort Level By’ field and Person Code
• 5 - Print ‘Sort Level By’ field and W2-CONTROL-NUM Identifier
• 6 - Print ‘Sort Level By’ field, the W2-CONTROL-NUM Identifier and Person Code
  

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:

• within the reporting year the employee has been paid by more than one entry of this database column (employee is paid under 2 Payroll Codes), and
• the Government Registrations are the same
  

the YTD values will be accumulated together, and W2 Form Box D Control Number will be printed with one PAYROLL_CODE only, usually the PAYROLL_CODE with the name that is sorted last.

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.

RPREGT – Selection Criteria#

• Run the To Date Register (RPREGT) to create the summary register of YTD totals for employees.

• Users can run RPREGT for a group, unit, department, etc., or for a list of employees using the People List Code parameter.

• Create an element on the IPPE form with only the pay components that will be reported on the W2 form. This will greatly reduce the size of the Year-to-Date Register.

• If an employee worked in two different jurisdictions, there will be one register for each jurisdiction. Consequently, the employee will receive a separate W2 form for each jurisdiction.

• For auditing purposes, (comparing RPREGT TO RPYEU) users should define the 'Provide Totals By' field as 'Fed Regist Number' when RPREGT is run.

RPYEU – US Year End Summary Report#

The US Year End Summary Report (RPYEU) is used to verify that the totals are balanced with the Year to Date information before printing the W2 forms.

Produce the US Year End Summary Report.

• This report is used to balance to the Year-To-Date Register and the Quarter-To-Date (RPREGT) report
• Check the exception messages from this Summary Report and correct any exceptions
• Generate the W2 File in the federal format (EFW2 Format is supported for year 2018 reporting)
• Generate the State Information in the federal file format for the States that accept the federal file format
• Produce the W2 State File for States with the specific State file format requirements
• Users must run the RPYEU process, one State at a time, to generate the State specific file
• Since each State has its own requirements, users must check with High Line to verify if the State is supported, prior to running the RPYEU for a specific State file
• Generate an XML file to populate the RPW2 program to print the W2 Forms for all processed employees
  

RPYEU Report Criteria

Field	Description
Annual Form Code	Mandatory Form Code that is defined on IDFDV NOTE: always use the most current year Form Code because RPYEU is programmed with Identifiers from the most current year's information. DO NOT use prior year Form Codes because prior year’s Identifiers may be obsolete. The current year Form Code contains the 'STORE OPTION' field to store the Employer Addresses, Employee Addresses and Amounts in the Government Remittance Tables, which can be viewed on IPGR or IPGH forms.
Quarterly Form Code	Blank for Annual reporting
Govt Interface Format	Blank for Annual reporting
Period Type	Enter the Year for Annual reporting
Period End Date	Enter the Year Ending Date
As of Date	The start date of the reporting period
Combine Employment Type	Should the employees on the reort be sorted by their Employment Type? Set this toggle to ON to combine ‘Regular’, ‘Other Types’ of employment, such as Agriculture//
Combine Fed Regist	Should all the selected 'Federal Regist' for State/Local reporting be combined? Set this toggle to ON to combine all selected ‘Federal Regist’ for State/Local reporting. Do not set this toggle to ON when generating the Federal File When this toggle is set to ON, RPYEU will not store the Federal Level amounts on IPGH because the Federal Registration Numbers 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 the directory name where the government magnetic media file will be stored
Media File Name	Enter the file name for the government magnetic media file
Create Data Dump	Should a data dump file with a .csv extension by generated? When this toggle is set to ON, RPYEU will generate data dump files with a .csv extension for Federal, State, Local and School information. Users can open the data dump file in an Excel spreadsheet for debugging and balancing purposes.
Trace Level	Users should always run RPYEU with the Trace Level set to 'Exceptions Only', unless more information is required for tracing.
Regist/Set Up Audit	Option to print exceptions that may exist from set up. Options are: *00-Do not print, run *01-Print, Do not run *02-Print and run *03-Excp and run
User Comment	Enter a comment to print on the RPYEU report
Print Report On	Options are: *Report only (default) *Report and Output file *Output file only *Do not print

RPYEU Report Filters#

Field	Description
Entity	To define and report on a specific Entity. Optional
Federal Regist Set	To define and report on a specific ‘Federal Regist Set’ from IDGV. Do not define this field if the run is for all employees. Optional
Federal Regist Number	To define and report on a specific Federal Registration Number from IDGV. Optional
People List	This field limits the process to the people in the defined list. Optional
Person	Person Code of the employee you are testing with. Optional
Select State	Do not enter a State when generating the Federal File or W2 forms. If a State is defined, RPYEU will report by the defined State only. Optional
State Regist Set	To define and report on a specific State Registration Set on IDGV. Not required for Annual reporting. Optional
State Regist Number	Used for Quarterly State Reporting. If a State is not defined, the Federal Registr Number IDGVis used. Optional
Local Regist Set	To define and report on a specific Local Registration Set. Optional
Local Regist Number	To define and report on a specific Local Registration Numbers Enter Local Regist Set and Local Regist Number only when running for one Local. Optional
Select County	To define and report on a specific Counties. Optional
Select City	To define and report on a specific City. Optional
Select School	To define and report on a specific School District. Optional

RPYEU 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 Level by	How should the employees be group for sorting?
Sort by Active/Inactive	Should the employees on the report be sorted by their status?
Sort People by	How should the employees be sorted?
Provide Sort Level Totals	Optional. Should totals be printed for each 'Sort Level' selected?
Federal Level Print	Should the amount details be printed for Federal Level?
State Level Print	Should the amount details be printed for State Level?
SUI Level Print	Should the amount details be printed for SUI Level?
Local Level Print	Should the amount details be printed for Local Level? (County and City level)
School Level Print	Should the amount details be printed for School Level?

RPYEU Selection Criteria – Quarterly Reporting#

Field	Description
Annual Form Code	Mandatory Use the most current year Form Code (defined on IDFDV)
Quarterly Form Code	If not defined, it defaults to the Annual Form Code with EFW2 format. If the State is using a format such as the ICESA, TIB-4 and special format for quarterly reporting, enter 'HL$US-QTR-2014. ‘HL$US-QTR-2014’ will not be updated after 2014 because this format code is only used for prior year ICESA and TIB-4 formats. Most states are now converted to EFW2. Optional
Govt Interface Format	Some states require specific government XML file format that is defined on IDIF. Example: Florida State format is HL$US-QTR-FL2008 Please refer to the State document that indicates if this parameter should be used. Optional
Period Type	Enter ‘Quarter’ for Quarterly reporting
Period End Date	Enter the Quarter Ending Date
As of Date	The start date of the reporting period
Combine Employment Type	Should the employees on the reort be sorted by their Employment Type? Set this toggle to ON to combine ‘Regular’, ‘Other Types’ of employment, such as Agriculture//
Combine Fed Regist	Should all the selected 'Federal Regist' for State/Local reporting be combined? Set this toggle to ON to combine all selected ‘Federal Regist’ for State/Local reporting.
Media Format	Enter ‘State File Format’ or ‘SUI File Format’ for State reporting For the ‘SUI File Format’, the ‘SUI Registration Number' from IDGV is used.

RPYEU Report Filters

Field	Description
Federal Regist Set	To define and report on a specific ‘Federal Regist Set’ from IDGV. Do not define this field if the run is for all employees. Optional
Federal Regist Number	To define and report on a specific Federal Registration Number from IDGV. Optional
Select State	Mandatory for Quarterly State Filing. If a State is not entered, the process is run for Federal reporting.
State Regist Set	Enter the State Registration Set. Enter the ‘State Regist Set’ and 'State Registration Number' fields only when running for one State. Optional
State Regist Number	Enter the State Registration Number. Enter the ‘State Regist Set’ and 'State Registration Number' fields only when running for one State. Optional

Please enter other prompts accordingly.

RPYEU – Quarterly Form Code Set Up#

• For quarterly filing, users must set up the current year Annual Form Code IDFDV for all Federal and State Identifiers, including SUI/SDI, respecting the Work and Home State pay components. Users may also need to set up the ‘HL$US-QTR-2014’ Form Codes, depending on each state.
• Annual Form code ‘HL$US-W2-2016’ is used to report the Federal File and W2 Form Information for 2012 year end, this Form Code information is also used to report quarterly information for the states for 2013.

The current year Form Code (HL$US-W2-2018) is used to report the Federal File and W2 Form Information for the 2017 year end. This form code information is also used to report the quarterly information for the States for 2018.

• The difference between Federal and State Filing is the file format for each state, such as EFW2, ICESA, or another specific State Format.

• When RPYEU is run for quarterly reporting, users MUST enter Annual Form Code. Users can optionally enter the Quarterly Form Code to use ‘HL$US-QTR-2014’ or to default to EFW2 current year format.
• All ‘HL$US-QTR-2014’ Identifiers from fields 3100, 3110, etc. will be calculated by RPYEU by retrieving values from the current year From Code sequence #'s 7010, 7020 etc. Users can enter any values on ‘HL$US-QTR-2018’, sequence 3100, 3110, etc. and it will not be used.

High Line uses the Quarterly Identifiers to obtain values that are applicable for ICESA or other specific formats.

• After the current year Form Code, State and SUI information is set up on IDFDV, the employees must also be paid in UPCALC with the State/SUI information for that State, in order to be reported for the quarterly filing.

RPYEU – Sample Run#

• RPYEU produces a Summary Total Report by Government Registrations. Users must balance this report to the RPREGT report.
• Each RPYEU run generates one Government Run Number (GVT Run Number).
• All employees processed by this RPYEU run belong to this GVT Run Number.
• At the end of RPYEU, the Government Reporting Statistics are printed with the generated GVT Run Number.
• After RPYEU is run, users can go into IPGR (Government Run) to view details by GVT Run number.
• On IPGR the employee’s detail government reporting information on IPGH (Government Header) can be viewed. Users can also go directly to IPGH by employee to view this information.
• Users can process many RPYEU runs for different sets of employees. This generates multiple GVT Run Numbers, however users must run RPW2 to print W2 forms from the .xml files that are generated by RPYEU.

• Employee’s Government Header (IPGH) information are re-generated by subsequent RPYEU runs. The same IPGH information is removed automatically when a new IPGH is re-generated.
• At the end of each run, RPYEU removes any GVT Run Number that do not have any GVT Header associated with it.
• Users can run RPYEU concurrently for different sets of employees.
• At the beginning of the RPYEU run, the Execution Run Log is stamped with the Execution Start Date. At the end of RPYEU, the Execution End Date is stamped.
• For a concurrent RPYEU run that have not been finished with the Execution End Date, the other concurrent RPYEU runs will not remove the GVT Run Number, even if there are no GVT Headers.

IPGR – GVT Run tab#

The results from RPYEU can be viewed on IPGR and IPGH. These forms are view only and display the GVT Run Numbers in descending order. Each GVT Run number is generated by RPYEU.
Users can:

• Click on the GVT Run column to sort the GVT Run numbers in ascending or descending order.
• Drag and Slide any column to display the information in the desired sequence.
  

IPGR GVT Run Tab#

The GVT Run tab displays general information for the GVT Run.

IPGR – Header Tab#

This is a view only form and displays the GVT Header information, by employee, for the GVT Run.

The 'Govt Reg-Tax Suffix' column on IPGR displays the 'Government Registration Number' and the 'Type of Employment' field from IDGR.

The ‘Employee Remittance’ line stores the Federal Govt Registration information with the Employer’s name and addresses, as well as the Total Amounts. The Employer's name and address information will be printed on the W2 Form by the W2 Print Programs.

Users can click on the ‘Govt Reg–Tax Suffix’ column, the ‘Employee Name’ column, or the Tax Info’ column to sort these columns in ascending or descending order.

Users can also Drag and Slide any column to display the information in the desired sequence.

IPGH - Header Tab#

• This is a view only form and displays the GVT Headers information for the selected employee. Users can:
  
• Click on the 'Tax Level’, ‘Type’, ‘Period’ or ‘Govt Registration’ columns to sort them in ascending or descending order.
• Drag and Slide any column to display the information in the desired sequence.

IPGH – Amount Tab#

• This is a view only form and displays the GVT Amount information, by employee.
• The Sequence, Identifiers and Description fields are from the IDFDV definitions.
• The amount or the alphanumeric value of the Identifier is displayed.
• The Employee’s name and address information is stored for historical reference purposes. The name and address information will be printed on the W2 Form by the W2 Print Programs.

UPGRUNDO#

The UPGRUNDO process allows users to undo a GVT Run number by employee. This process should be used to undo an erroneous GVT Run due to set up issues or to remove any archived GVT information.

UPGRUNDO Selection Criteria#

Field	Description
GVT Run Number	Mandatory. Users must enter at least one GVT Run Number
Person Code	Optional. Enter one or more Person Codes. The selected Person Codes within the GVT Run Numbers are processed.
Tracel Level	Users should always run this process with this field set to 'Exceptions Only', unless required for tracing purposes.
Trial	Optional. When set to ON, allows users to review the report for verification prior to running the undo process. In non-trial mode, UPGRUNDO removes GVT Headers and GVT Run for the qualified GVT Run.

The W2 Print Programs completes and prints the W2 forms and generates the W2 Media File, based on the defined parameter selections.

W2s are printed with boxes on blank forms. For self-mailing, the MW1288 form will be supported. For envelope-distributed forms, we will support the LW28700BLANKW format. Both formats are 4 on a page, one above the other.

RPW2W4C Report - Windward Version Only#

• Reads the XML file generated by RPYEU to print the W2 forms
• Produces W2 forms, 4-on-a-page formats ONLY
  
  

RPW2W4C Report Parameters

Report Parameter	Description
W2 Form No.	This field defines which W2 form will be printed. Options are: * MW1279: 4 on 1 page, 4 corner, legal size, self-mailer * LW24UPB: 4 on 1 page, 4 corner, letter size * MW283: 4 on 1 page, 4 corner, letter size, self-mailer
Reissued/Corrected	Defines if the W2 is being reissued for an employee. Enter the word ‘REISSUED’ or ‘CORRECTED’ in this field and RPW2W4C will print the W2 Form with the exact wording from this field.
Person Code	Users can enter one or more person codes to report on
Status Type	To define and report on specific Status Types. Options are: * Active * Cobra * Inactive * Leave * Pending * Retired * Survivor * Terminated * Unpaid Leave
W2 Employment Type	This field defines which Employment Types are to be printed, such as Regular or Agriculture. Optional
RPYEU XML Directory	Directory name where XML file was created and saved by RPYEU
RPYEU XML File Name	Name of the XML file that was created by RPYEU
Exception Level	Defines the level of detail on the exception report. Users should always run with 'Exception Only' unless for required for tracing.

RPW2W4TB Report - Windward Version Only#

• Reads the XML file generated by RPYEU to print the W2 forms
• Produces W2 forms, 4-on-a-page, top-to-bottom, self-mailer, blank front, text on back, legal size format ONLY. Form # MW1288
  
  

RPW2W4TB Report Parameters

Report Parameter	Description
W2 Form No.	This field defines which W2 form will be printed. Options are: * MW1288: 4 on 1 page, Top-to-Bottom, legal size, self-mailer
Reissued/Corrected	Defines if the W2 is being reissued for an employee. Enter the word ‘REISSUED’ or ‘CORRECTED’ in this field and RPW2W4C will print the W2 Form with the exact wording from this field.
Person Code	Users can enter one or more person codes to report on
Status Type	To define and report on specific Status Types. Options are: * Active * Cobra * Inactive * Leave * Pending * Retired * Survivor * Terminated * Unpaid Leave
W2 Employment Type	This field defines which Employment Types are to be printed, such as Regular or Agriculture. Optional
RPYEU XML Directory	Directory name where XML file was created and saved by RPYEU
RPYEU XML File Name	Name of the XML file that was created by RPYEU
Exception Level	Defines the level of detail on the exception report. Users should always run with 'Exception Only' unless for required for tracing.

All W2 Form Print Programs are aligned with the government forms in the PDF format. Users can adjust the parameters for the Top Margin and the Between Form Space when generating the PDF file. Once the PDF file is generated, users will not need to adjust the Page Set up when printing. The PDF file is generated in the working directory of your P2K path. Write down the Execution ID of the W2 Print Program report and run RMEX to obtain a grand total report.

Printing W2 Forms#

Consent Logic#

Printing of the W2 forms can be done either by running the RPW2W4C/RPW2W4TB and/or using the REW2/BEW2 functions in Self Service.

Logic for the RPW2W4C/RPW2W4TB function has been added to respect the IMST “SS_REW2’ preference. As well, the REW2 will respect the IMST “EE_W2_GVT_RUN preference. Depending on the set up of these two preferences, the RPW2W4C/RPW2W4TB and the REW2/BEW2 will print the W2 information.

Processing Logic#

The SS_REW2 preference must be defined prior to running the RPYEU function.

The EE_W2_GVT_RUN preference can be updated (to define the GVT RUN#) prior to running the REW2/BEW2 function. This allows the employees to access their forms online using Self Service.

After running the RPYEU function, the W2 forms need to be generated.

1. If the SS_REW2 preference is set to N:

• If an employee gives consent, W2-BY-E-FORM = Y
  • Employee will not be on the RPW2W4C/RPW2W4TB reports

• If the EE_W2_GVT_RUN preference contains the GVT RUN # (from the RPYEU run)
  • Employee will have REW2 available

• If the EE_W2_GVT_RUN preference does NOT contain the GVT RUN # (from the RPYEU run)
  • Employee will NOT have REW2 available

• If an employee does not give consent, W2-BY-E-FORM = N
  • Employee will be on the RPW2W4C/RPW2W4TB reports
  • REW2 will NOT be available

2. If the SS_REW2 preference is set to Y (default) or is not defined:

• All employees will be on the RPW2W4C/RPW2W4TB reports
• If the EE_W2_GVT_RUN preference contains the GVT RUN # (from the RPYEU run)
  • All employees will have REW2 available

• If the EE_W2_GVT_RUN preference does NOT contain the GVT RUN # (from the RPYEU run)
  • REW2 will NOT be available

3. The BEW2 forms in Self Service will be available to employees after the RPYEU and RPW2W4C/RPW2W4TB functions have been run.

Please refer to the chart below as a quick reference for this logic.

IMST:SS_REW2	IEPW2(Consent)	IPGR:W2-BY-E-FORM	IMST:EE_W2_GVT_RUN	RPW2W4C/RPW2W4TB	BEW2	REW2
N	N	N	Y	Yes	Yes	No
N	Y	Y	Y	No	Yes	Yes
N	N	N	N	Yes	Yes	No
N	Y	Y	N	No	Yes	No
Y	N	N	Y	Yes	Yes	Yes
Y	Y	Y	Y	Yes	Yes	Yes
Y	N	N	N	Yes	Yes	No
Y	Y	Y	N	Yes	Yes	No

The following W-2 WAGE FORM DESCRIPTIONS should be read and the "Instructions for Forms W-2 Wages and Tax Statement" referenced prior to setting up IDFDV.

Box A - Employee's Social Security Number#

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
2500	W2-EE-SSN	EID.GOVERNMENT_CODE

Box B - Employer's Identification Number Assigned by IRS #

Derived from IDFDV handles multiple government registrations

SEQ #	Field Identifier	Suggested Field Variable
2000	W2-ER-EIN	DGV.GOVT_REGIST_NUMBER

Box C - Employer's Name, Address and ZIP Code #

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
2010	W2-ER-NAME	DED.ENTITY_NAME
2020	W2-ER-LOCN-ADDR	MAIL
2030	W2-ER-DELIV-ADDR	Blank
2040	W2-ER-CITY	Blank
2050	W2-ER-STATE	Blank
2060	W2-ER-ZIP	Blank
2070	W2-ER-ZIP-EXT	Blank

The City State ZIP print format will conform with USPS format as follows: “CITYbbSTbbZIPCD-nnnn” where b = one space, ST = State Abbreviated Code, ZIPCD = ZIP code, ‘-nnnn’ = ZIP extension.

For foreign country address: Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
2100	W2-ER-COUNTRY	If W2-ER-COUNTRY=USA, this field is left Blank, otherwise, W2-ER-COUNTRY will be retrieved from IDCO UDF ‘ISO COUNTRY CODE’.

Please note: W2-ER-F-COUNTRY Field Identifier is defined for printing on W2 Form and EFW2 file. This identifier can be defined as follows:

• If Field Identifier: W2-ER-F-COUNTRY = NAME, the Country Name is printed
• If Field Identifier: W2-ER-F-COUNTRY = ISO, the ISO Country Code is printed from IDCO UDF
• If Field Identifier: W2-ER-F-COUNTRY = Blank, the default IDCO Country Code is printed

Box D - Control Number#

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
2800	W2-CONTROL-PRT	Defines if the Control Number should be printed on the form or not. 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’ field 3 - Print W2-CONTROL-NUM Identifier and Person Code 4 - Print ‘Sort Level By’ field and Person Code 5 - Print ‘Sort Level By’ field and W2-CONTROL-NUM Identifier 6 - Print ‘Sort Level By’ field and W2-CONTROL-NUM Identifier and Person Code. If the ‘W2-CONTROL-PRT’ value is defined, then the value of ‘W2-CONTROL-NUM’ is printed on W2 Form Control Number field.
2810	W2-CONTROL-NUM	Control Number on Form. Can contain a Data Base Column. Enter your company data, such as EID.PERSON_CODE

Box E - Employee's Name (First, Middle, Last) #

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
2510	W2-EE-FIRST-NAME	EID.FIRST_NAME
2520	W2-EE-MIDDLE	EID.MIDDLE_NAME
2530	W2-EE-LAST-NAME	EID.LAST_NAME
2540	W2-EE-SUFFIX	EID.RANK’ derivation expression: Decode(~,'01','JR','02','SR',NULL)

Box F - Employee's Address and ZIP Code #

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
2600	W2-EE-LOCN-ADDR	Blank or constant MAIL
2610	W2-EE-DELIV-ADDR	Blank
2620	W2-EE-CITY	Blank
2630	W2-EE-STATE	Blank
2640	W2-EE-ZIP	Blank
2650	W2-EE-ZIP-EXT	Blank

The City State ZIP print format will conform with USPS format as follows: “CITYbbSTbbZIPCD-nnnn” where b = one space, ST = State Abbreviated Code, ZIPCD = ZIP code, ‘-nnnn’ = ZIP extension.

For foreign country address: Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
2680	W2-EE-COUNTRY	If W2-EE-COUNTRY = USA, then this field is left Blank, otherwise, W2-EE-COUNTRY will be retrieved from IDCO UDF ‘ISO COUNTRY CODE’.

Please note: W2-EE-COUNTRY Field Identifier is used for printing on W2 Form and EFW2 file. This identifier can be defined as follows:

• If Field Identifier: W2-EE-COUNTRY = NAME, the Country Name is printed
• If Field Identifier: W2-EE-COUNTRY = ISO, the ISO Country Code is printed from IDCO UDF
• If Field Identifier: W2-EE-COUNTRY = Blank, the default IDCO Country Code is printed

Box 1 - Wages, Tips, Other Compensation #

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
3000	W2-FIT-WAGE	W2-BOX-01

• This is the taxable earnings applicable for federal income tax withheld.
• If an element that derives the wages, such as Regular Earnings, O/T earnings etc., is defined, the element should contain all taxable earnings less exemptions such as 401K, 125 plans etc.
• If an element from the Federal Earning Pay Components after the Symmetry calculation is defined, this element should contain the Federal Earnings Pay Component and Federal Supplemental Earnings Pay Component.

Box 2 - Federal Income Tax Withheld#

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
3010	W2-FIT-TAX	W2-BOX-02

Box 3 - Total Social Security Wages#

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
3020	W2-SSN-WAGE	W2-BOX-03

The total of Box 3 and 7 cannot exceed the annual maximum social security wage base defined by the government. RPYEU will automatically supply the annual maximum when the government publishs the maximum amount every year. IDGV does not need to be set up with the ‘US FICA Registration’ Registration Type or the ‘Govt Rate Type’ defined as ‘US FICA Max Base Amt’. RPYEU program checks the maximum and an exception message is issued if the wage base is exceeded.

Box 4 - Employment Social Security Tax Withheld#

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
3030	W2-SSN-TAX	W2-BOX-04

Box 5 - Medicare Wages and Tips#

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
3040	W2-MEDI-WAGE	W2-BOX-05

Box 6 - Medicare Tax Withheld#

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
3050	W2-MEDI-TAX	W2-BOX-06

Box 7 - Social Security Tips#

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
3060	W2-SSN-TIP	W2-BOX-07

The total of Box 3 and 7 cannot exceed the annual maximum social security wage base defined by the government. RPYEU will automatically supply the annual maximum when the government publishs the maximum amount every year. IDGV does not need to be set up with the ‘US FICA Registration’ Registration Type or the ‘Govt Rate Type’ defined as ‘US FICA Max Base Amt’. RPYEU program checks the maximum and an exception message is issued if the wage base is exceeded.

Box 8 - Allocated Tips#

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
3070	W2-ALLOC-TIP	W2-BOX-08

Box 9#

Deleted

Box 10 - Dependent Care Benefits#

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
3090	W2-DEP-CARE	W2-BOX-10

Box 11 - Nonqualified Plans#

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
3100	W2-NQUAL	W2-BOX-11

• The value for W2-NQUAL should include the amounts for Identifiers W2-NQUAL-457 and W2-NQUAL-N457
• The Magnetic Media file will report the amount from W2-NQUAL-457 and W2-NQUAL-N457 while the W2 form will print amount from W2-NQUAL

Box 12 - Codes#

Derived from IDFDV

SEQ #	Field Identifier
4000 - 4030	W2-CODE-A	W2-CODE-B	W2-CODE-C	W2-CODE-D
4040 - 4070	W2-CODE-E	W2-CODE-F	W2-CODE-G	W2-CODE-H
4080 - 4110	W2-CODE-J	W2-CODE-K	W2-CODE-L	W2-CODE-M
4120 - 4150	W2-CODE-N	W2-CODE-P	W2-CODE-Q	W2-CODE-R
4160 - 4190	W2-CODE-S	W2-CODE-T	W2-CODE-V	W2-CODE-W
4200 - 4230	W2-CODE-Y	W2-CODE-Z	W2-CODE-AA	W2-CODE-BB
4240 - 4270	W2-CODE-CC	W2-CODE-DD	W2-CODE-EE	W2-CODE-FF
4280 - 4290	W2-CODE-GG	W2-CODE-HH

• Up to four lines can be printed per W2 form
• If more than four lines are required for one employee, subsequent W2 forms are generated
• Each Box 12 entry is associated with a W2 code which will be printed on Box 12 along with the associated amount
• For an explanation of each code's usage, please refer to the instructions for Form W2 Box 12
• When the value of the IDFDV Field Variable is greater than zero, the W2 code and the value of content is printed

Box 13 - Check the Boxes that Apply:#

Statutory Employee

SEQ #	Field Identifier	Suggested Field Variable
4240 - 4270	W2-CODE-CC W2-CODE-DD W2-CODE-EE W2-CODE-FF W2-STAT-EE	If the amount is greater than zero, then this box is checked

Retirement Plan

SEQ #	Field Identifier	Suggested Field Variable
6020	W2-RETIRE-PLAN	If the amount is greater than zero, then this box is checked

Third-party Sick Pay

SEQ #	Field Identifier	Suggested Field Variable
6060	W2-3PARTY-SICK	If the amount is greater than zero, then this box is checked

Box 14 - Other#

Derived from IDFDV

SEQ #	Field Identifier	Suggested Field Variable
5000 - 5190	W2-OTHER-01, W2-OTHER-02, ... up to W2-OTHER-20
6500	W2-SCHL-WAGE for school district taxable wages
6510	W2-SCHL-TAX for school district tax

• For W2 form ‘2 on 1 page’ format, up to four lines (2 Box 14 items) can be printed.
• For W2 form ‘4 Corner Form’ format, up to two lines (2 Box 14 items) can be printed.
• If more than two Box 14 items are required for one employee, subsequent W2 forms are generated.
• Each Box 14 entry is associated with a W2 description which will be printed on Box 14 along with the associated amount. Examples of W2 descriptions are: UNDUE, MV EXP, HLT INS, EDUC, etc.).
• For an explanation of each description usage, please refer to instructions for Form W2 Box 14.
• When the value of the content field is greater than zero, the W2 Description and the value of content is printed.
• If the school district tax has been withheld for an employee, the school district tax information will be printed in Box 14 prior to printing other Box 14 information.
• Each school district will be printed on one separate W2 Form Box 14 as follows:
  • SCHL 02307 WAGE: 1484.00 - SCHL 02307 TAX: 14.84
• The IDFDV W2-SCHL-TAX entry should define an element that contains all the school district tax pay components, such as PC 6923 CITY Home School Tax, PC 6903 CITY Work School Tax, PC 6823 CNTY Home School Tax, PC 6803 CNTY Work School Tax
• The IDFDV W2-SCHL-WAGE entry should define an element that contains all the school district wages pay components, such as PC 6907 CITY Work School Earns, PC 6827 CNTY Home School Earns, PC 6807 CNTY Work School Earns, PC 6927 CITY Home School Earns

Box 15 - Name of State#

Field Identifier	Suggested Field Variable
7000	W2-STATE-CODE	DSP.STATE_PROVINCE_CODE

• The W2 Print Programs will print the proper STATE_PROVINCE_CODE according to YTD State information
  
  

Employer's State I.D. Number

SEQ #	Field Identifier	Suggested Field Variable
7010	W2-STATE-REGIST	DGV.GOVT_REGIST_NUMBER

• The W2 Print Programs will print the GOVT_REGIST_NUMBER of the proper STATE_PROVINCE_CODE according to YTD State information.
• IDGV must have the ‘State Registration’ defined in order for the State to be reported.

Box 16 - State Wages, Tips, etc.#

SEQ #	Field Identifier	Suggested Field Variable
7020	W2-ST-WAGE-HOME	W2-BOX-16-H
7030	W2-ST-WAGE-WORK	W2-BOX-16-W

• These are the taxable earnings that are applicable for the State income tax withheld.
• If an element that derives the State wages, such as Regular Earnings, O/T earnings etc., is defined, the element should contain all taxable earnings, less exemptions such as 401K, 125 plans etc.
• If an element from State Earning Pay Components after Symmetry calculation is defined, this element should contain the State Earnings Pay Component and the State Supplemental Earnings Pay Component, if these pay components are defined.
• Symmetry State tax calculation differentiates State wages by Work State wage and Residence State wage.
• W2 only requires the reporting of State wages by the State, regardless if they are from Work or Residence state.
• The system will retrieve the correct Work State wages according to the YTD WORK GEO code and the correct Residence State wages according to the YTD RES GEO code and reports these as State wages only.
  • The IDFDV W2-ST-WAGE-WORK Field Identifier is defined to set up the WORK State wage information. This should include all State wages pay components that are applicable to the Work State Tax calculation, such as PC 6301 Work State Earnings and PC 6302 Work State Supplemental Earnings.
  • IDFDV W2-ST-WAGE-HOME Field Identifier is used to set up the Residence State wage information. This should include all State Wages pay components that are applicable to Residence State Tax calculation, such as PC 6401 Home State Earnings and PC 6402 Home State Supplemental Earnings.
• If the State tax has never been withheld according to Residence State, then the IDFDV W2-ST-WAGE-HOME Identifier does not need to be set up. The W2-ST-WAGE-HOME Identifier is optional and will be used only when an employee has Residence State tax applicable to the State.

Box 17 - State Income Tax#

SEQ #	Field Identifier	Suggested Field Variable
7040	W2-ST-TAX-HOME	W2-BOX-17-H
7050	W2-ST-TAX-WORK	W2-BOX-17-W

• If an element from State Tax Pay Components is defined after the Symmetry calculation, this element should contain the State Tax Pay Component, State Supplemental Tax Pay Component and State Additional Tax Pay Component, if these pay components are defined.
• Symmetry State tax calculation differentiates State taxes withheld by the Work State tax and the Residence State tax.
• W2 only requires to report State tax by State, regardless if it is from Work or Residence State.
• The system will retrieve the proper work state tax according to the YTD WORK GEO code and the correct Residence State tax according to the YTD RES GEO code and report these as State tax only.
  • IDFDV W2-ST-TAX-WORK Field Identifier is used to set up the WORK State tax information. This should include all State tax pay components that are applicable to Work State Tax calculation, such as PC 6311 Work State Tax, PC 6312 Work State Supplemental Tax and 6313 Work State Additional Tax.
  • IDFDV W2-ST-TAX-HOME Field Identifier is used to set up the Residence State tax information. This should include all State Tax pay components that are applicable to Residence State Tax calculation, such as PC 6411 Home State Tax, PC 6412 Home State Supplemental Tax and 6413 Home State Additional Tax
• If the State tax has never been withheld according to the Residence State, then the IDFDV W2-ST-TAX-HOME Identifier does not need to be set up. The W2-ST-TAX-HOME Identifier is optional and will be used only when an employee has Residence State tax applicable to the state.

Box 18 - Local wages, Tips, etc.#

SEQ #	Field Identifier	Suggested Field Variable
8010	W2-CN-WAGE-HOME	W2-BOX-18-CN-H
8020	W2-CN-WAGE-WORK	W2-BOX-18-CN-W
8510	W2-CI-WAGE-HOME	W2-BOX-18-CI-H
8520	W2-CI-WAGE-WORK	W2-BOX-18-CI-W

• These are the taxable earnings applicable for County or City tax withheld.
• If an element is defined that derives the County or City wages, such as Regular Earnings, O/T earnings, etc., the element should contain all taxable earnings, less exemptions, such as 401K, 125 plans etc.
• Symmetry County or City tax calculation differentiates wages by the Work Local wage and the Residence Local wage.
• W2 only requires to report Local wages by Local name, regardless if it is from the Work or Residence local.
• The system will retrieve the correct Work Local wages according to the YTD WORK GEO code and the correct Residence Local wages according to the YTD RES GEO code and report these as Local wages only.
  • IDFDV W2-CI-WAGE-WORK Field Identifier is used to set up the WORK City wage information. This should include all City Wages pay components that are applicable to Work City Tax calculation, such as PC 6905 Work City Earnings and PC 6906 Work City Supplemental Earnings.
  • IDFDV W2-CN-WAGE-WORK Field Identifier is used to set up the WORK County wage information. This should include all County Wages pay components that are applicable to Work County Tax calculation, such as PC 6805 Work County Earnings and PC 6806 Work County Supplemental Earnings.
  • IDFDV W2-CI-WAGE-HOME Field Identifier is used to set up the Residence City wage information. This should include all City Wages pay components that are applicable to Residence City Tax calculation, such as PC 6925 Residence City Earnings and PC 6926 Residence City Supplemental Earnings.
  • IDFDV W2-CN-WAGE-HOME Field Identifier is used to set up the Residence County wage information. This should include all County Wages pay components that are applicable to Residence County Tax calculation, such as PC 6825 Residence County Earnings and PC 6826 Residence County Supplemental Earnings.

Box 19 - Local Income Tax#

SEQ #	Field Identifier	Suggested Field Variable
8030	W2-CN-TAX-HOME	W2-BOX-19-CN-H
8040	W2-CN-TAX-WORK	W2-BOX-19-CN-W
8530	W2-CI-TAX-HOME	W2-BOX-19-CI-H
8540	W2-CI-TAX-WORK	W2-BOX-19-CI-W

• Symmetry County or City tax calculation differentiates City/County tax by the Work Local tax and the Residence Local tax.
• W2 only requires to report Local income tax by Local name, regardless if it is from the Work or the Residence Local.
• The system will retrieve the correct Work Local tax according to the YTD WORK GEO code and the proper residence local tax according to the YTD RES GEO code and report these as Local income tax only.
  • IDFDV W2-CI-TAX -WORK is used to set up the WORK City tax information. This should include all City tax pay components that are applicable to Work City Tax calculation, such as PC 6901 Work City Tax and PC 6902 Work City Supplemental Tax.
  • IDFDV W2-CN-TAX -WORK Field Identifier is used to set up the WORK County tax information. This should include all County tax pay components that are applicable to Work County Tax calculation, such as PC 6801 Work County Tax and PC 6802 Work County Supplemental Tax.
  • IDFDV W2-CI-TAX -HOME Field Identifier is used to set up the Residence City tax information. This should include all City tax pay components that are applicable to Residence City Tax calculation, such as PC 6921 Residence City Tax and PC 6922 Residence City Supplemental Tax.
  • IDFDV W2-CN-TAX -HOME Field Identifier is used to set up the Residence County tax information. This should include all County tax pay components that are applicable to Residence County Tax calculation, such as PC 6821 Residence County Tax and PC 6822 Residence County Supplemental Tax.

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

1. For California: if IDFDV W2-SDI-TAX-EE Identifier Seq 7260 is greater than, Box 19 will print the employee SDI contribution and Box 20 will print the description ‘CASDI’. This option is only available for the ORACLE Version (RPW2) of the W2 forms.
2. For California: if IDFDV W2-SDI-TAX-EE Identifier Seq 7260 is not defined, users can set up Box 14 to print ‘CASDI’ and the SDI amount.

Box 20 - Locality Name#

SEQ #	Field Identifier	Suggested Field Variable
8000	W2-CNTY-NAME	DCN.COUNTY_NAME
8500	W2-CITY-NAME	DTX.JURISDICTION_NAME

• The W2 Print Programs will print the correct DTX.JURISDICTION_NAME according to YTD GEO information.
• If County tax is reported, the County name is retrieved from IDCN with GEO code = ‘xx-xxx-0000’. Example: In Indiana, GEO code 15-097-0670 is for the city of Indianapolis, use County Code 15-097-0000 to retrieve the County name of Marion for reporting.
• If the City tax is reported, the City name is retrieved from IDTX with the GEO code.
• On IDGV the ‘Local Registration’ for a County or City must be defined in order for the County or City tax to be reported.

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

The EFW2 Format is used for Annual and Quarterly Reporting.

Validate EFW2 File Format#

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

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

Please download the AccuWage software for the current year from this link. Users 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 the SSA.