US W2 PROCESS EP 2012#

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

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

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


2011-2012 Year End Changes#

There is no page called 'W2_2011-2012_YEAR_END_CHANGES'. Would you like to create it?


Government Reporting Procedures#

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



Set Up#

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

UDFUsage
W2 STATE MEDIA FILINGUsed by all States
W2 TAX TYPE CODEUsed by all States
W2 TAXING ENTITYUsed by all States
W2 WAGE PLAN CODEUsed by the State of California
W2 BRANCH CODEUsed by the State of California
W2 ER NAMEUsed by Federal reporting, this overrides the IDEN Entity Name
W2 LOCN CODEUsed 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.

UDFUsage
W2 DESTINATION
MMREF PROBATIONARYUsed by the state of Minnesota
MMREF OFFICER CODEUsed 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:

Country3 character United Nation Code2 character ISO Country Code
MexicoMEXMX
MozambiqueMOZMZ

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 SetUsage
MAIN REGISTUse as default to group all registrations initially
REGIST 2Users can define another set for all level of registrations
FED REGISTUsers can define Federal level registrations for this set
STATE REGISTUsers can define State level registrations for this set
LOCAL REGISTUsers can define Local level registrations for this set
FULLTIME REGISTUsers can define Registrations for Full time employees
PARTTIME REGISTUsers can define Registrations for Part time employees
SEASONAL REGUsers can define Registrations for Seasonal employees
STATE OHIOUsers 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 NAMEEnter the Employer Name to be reported. This overrides the IDEN Entity Name
W2 LOCN CODEEnter the Location code to be reported. This overrides the IDEN Location code
Note: 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:

ValueDescription
00Not required to file magnetic media to the State
01Include 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.
02State 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:

ValueDescription
00Not Required to file magnetic media.
01Include 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.
02Include 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.
03Local 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:

ValueDescription
00Not Required to file magnetic media
01Include 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.
02Include 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.
03School 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 IdentifierDescriptionSuggested Field SourceSuggested Variable
1000 * SUB-ER-EINSubmitter’s Employer EINConstant9 character EIN
1010 * SUB-USER-IDSubmitter User IdentificationConstant8 character User ID assigned to the employee who is attesting to the accuracy of the file
1020 SUB-RESUB-INDResubmitt IndicatorConstantEnter 1 if file is resubmitted, otherwise 0
1030 SUB-RESUB-WFIDResubmitt SSA WFID from noticeConstantIf resubmitted, enter SSA WFID from notice
1035 SUB-VENDORSoftware Vendor CodeConstantEnter your company data
1040 SUB-SOFTWARESubmitter Software CodeConstantEnter your company data
1050 SUB-COMP-NAMECompany Name receive EFW2ConstantEnter Company name who receives EFW2
1060 SUB-COMP-LOCNCompany Location AddressConstantEnter company’s location address

such as Attention, Suite, Room # etc
1070 SUB-COMP-DELIVCompany Delivery AddressConstantEnter company’s delivery address

such as Street or Post Office Box
1080 SUB-COMP-CITYCompany’s CityConstantEnter company’s city
1090 SUB-COMP-STATECompany’s State AbbrevConstantEnter company’s State Abbreviation
1100 SUB-COMP-ZIPCompany’s ZIP CodeConstantEnter company’s ZIP code
1110 SUB-COMP-ZIP-EXTCompany’s ZIP Code ExtensionConstantEnter company’s ZIP code extension
1120 SUB-COMP-F-STATECompany’s foreign State/provinceConstantEnter company’s foreign State/Province
1130 SUB-COMP-F-POSTCompany’s foreign postal codeConstantEnter company’s foreign postal code
1140 SUB-COMP-COUNTRYCompany’s country if applicableConstantEnter company’s Country if applicable
1150 * SUB-SUBM-NAMESubmitter Organization NameConstantOrganization Name to receive unprocessed data
1160 * SUB-SUBM-LOCNSubmitter Location AddressConstantEnter submitter location address

such as Attention, Suite, Room # etc
1170 * SUB-SUBM-DELIVSubmitter Delivery AddressConstantEnter submitter delivery address

such as Street or Post Office Box
1180 * SUB-SUBM-CITYSubmitter CityConstantEnter submitter city
1190 * SUB-SUBM-STATESubmitter State AbbrevConstantEnter submitter State Abbreviation
1200 * SUB-SUBM-ZIPSubmitter ZIP CodeConstantEnter submitter ZIP code
1210 SUB-SUBM-ZIP-EXTSubmitter ZIP Code ExtensionConstantEnter submitter ZIP code extension
1220 SUB-SUBM-F-STATESubmitter foreign State/provinceConstantEnter submitter foreign State/Province
1230 SUB-SUBM-F-POSTSubmitter foreign postal codeConstantEnter submitter foreign postal code
1240 SUB-SUBM-COUNTRYSubmitter country if applicableConstantEnter submitter Country, if applicable
1250 * SUB-CONT-NAMEContact name for SSAConstantEnter your company data
1260 * SUB-CONT-TELContact telephone # for SSAConstantEnter your company data
1270 SUB-CONT-TEL-EXTContact telephone extensionConstantEnter your company data
1280 * SUB-CONT-EMAILContact e-mail address for SSAConstantEnter your company data
1290 SUB-CONT-FAXContact FAX phone # for SSAConstantEnter your company data
1300 SUB-CONT-METHPreferred Contact methodConstantMUST be BLANK
1310 SUB-PREPARERPreparer CodeConstantEnter your company data
1480 SUB-3RD-PARTY-SICKThird-Party Sick Pay IndicatorConstantEnter your company data
1490 SUB-3RD-PARTY-TAXIncome Tax Withheld by 3rd PartyConstantEnter your company data
1500 W2-ER-AGENT-INDAgent Indicator CodeConstantEnter appropriate code, if applicable
1510 W2-ER-FOR-EINAgent for which EINConstantIf you are an agent, enter the EIN for which you are an agent for
1520 W2-ER-TERM-BUSTerminating business indicatorConstantEnter appropriate code from SSA
1530 W2-ER-ESTABEstablishment NumberConstantFurther identify within EIN
1540 W2-ER-OTHER-EINOther EINConstantOther EIN used
2000 * W2-ER-EINEmployer Identification NumberData Base ColumnDGV.GOVT_REGIST_NUMBER
2010 * W2-ER-NAMEEmployer NameData Base ColumnDED.ENTITY_NAME
2020 W2-ER-LOCN-ADDREmployer Location AddressConstantEmployer’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-ADDREmployer Delivery AddressConstantEmployer’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-CITYEmployer CityConstantEmployer’s city
DLN.LOCALITY or DLN.MAIL_LOCALITY

Enter blank, system derived
2050 W2-ER-STATEEmployer State AbbrevConstantEmployer’s State abbreviation
DSP.STATE_PROVINCE_CODE

Enter blank, system derived
2060 W2-ER-ZIPEmployer ZIP CodeConstantEmployer’s ZIP Code
DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL

Enter blank, system derived
2070 W2-ER-ZIP-EXTEmployer ZIP ExtensionConstantEmployer’s ZIP Code
DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL

Enter blank, system derived
2080 W2-ER-F-STATEEmployer foreign State/provinceConstantEmployer foreign state/province or Constant

Enter the word NAME or blank
2090 W2-ER-F-POSTALEmployer foreign postal codeConstantEnter Employer foreign postal code or Constant
2100 W2-ER-COUNTRYEmployer country if applicableConstantEnter Employer country

Enter blank, system derived
2105 W2-ER-F-COUNTRYEmployer foreign countryConstantEnter the word NAME, ISO or blank
2110 W2-ER-TAX-JURISTax Jurisdiction CodeConstant Enter appropriate code or null
2120 W2-KIND-OF-EMPLOYERKind of EmployerConstant 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-NAMEContact NameConstant Enter appropriate code or null
2140 W2-ER-CTAC-PHONEContact PhoneConstant Enter appropriate code or null
2150 W2-ER-CTAC-EXTContact Extension CodeConstant Enter appropriate code or null
2160 Tax Jurisdiction CodeContact FaxConstant Enter appropriate code or null
2170 W2-ER-CTAC-EMAILContact eMailConstant Enter appropriate code or null
2500 W2-EE-SSNEmployee Social Security NumberData Base ColumnEID.GOVERNMENT_CODE
2510 W2-EE-FIRST-NAMEEmployee First NameData Base ColumnEID.FIRST_NAME
2520 W2-EE-MIDDLEEmployee Middle NameData Base ColumnEID.MIDDLE_NAME
2530 W2-EE-LAST-NAMEEmployee Last NameData Base ColumnEID.LAST_NAME
2540 W2-EE-SUFFIXEmployee Suffix NameData Base ColumnEID.RANK with derivation expression

Decode(~,’01’,’JR’,’02’,’SR’,NULL)
2600 W2-EE-LOCN-ADDREmployee Location AddressConstantEmployee’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-ADDREmployee Delivery AddressConstantEmployee’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-CITYEmployee CityConstantEmployee’s city

EPS.LOCALITY or EPS.MAIL_LOCALITY

Enter blank, system derived
2630 W2-EE-STATEEmployee State AbbrevConstantEmployee’s State abbreviation

DSP.STATE_PROVINCE_CODE

Enter blank, system derived
2640 W2-EE-ZIPEmployee ZIP CodeConstantEmployee’s ZIP Code

EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL

Enter blank, system derived
2650 W2-EE-ZIP-EXTEmployee ZIP ExtensionConstantEnter employee’s ZIP Code

EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL

Use derivation expression substr(~,6) for ZIP extension
2660 W2-EE-F-STATEEmployee foreign State/provinceConstantEmployee foreign state/province or Constant

Enter the word NAME or blank
2670 W2-EE-F-POSTALEmployee foreign postal codeConstantEmployee foreign postal code

Enter blank, system derived
2680 W2-EE-COUNTRYEmployee country if applicableConstantEnter Employee country

Enter blank, system derived
2685 W2-EE-F-COUNTRYEmployer foreign countryConstantEnter the word NAME or the word ISO or blank
2800 W2-CONTROL-PRTPrint Control Number on FormConstantNull, 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-NUMControl Number on FormData Base ColumnEnter your company data
2880W2-BY-E-FORMW2 By Electronic FormConstantLeave this blank. The system will determine if the employee is receiving electronic version of W2 form
2900 W2-EXCLUDE-EEExclude EmployeeData Base ColumnEnter your company data
3000 W2-FIT-WAGEWages, Tips, Other CompensationElementW2-BOX-01
3010 W2-FIT-TAXFederal Income Tax WithheldElementW2-BOX-02
3020 W2-SSN-WAGESocial Security WagesElementW2-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-TAXSocial Security Tax WithheldElementW2-BOX-04

Derivation expression LEAST(~,7049.40)may be used for year 2013 max
3040 W2-MEDI-WAGEMedicare Wages and TipsElementW2-BOX-05
3050 W2-MEDI-TAXMedicare Tax WithheldElementW2-BOX-06
3060 W2-SSN-TIPSocial Security TipsElementW2-BOX-07
3061 W2-MAPFMLEmployee contribution for Paid Family and Medical LeaveElementEnter your company data
3070 W2-ALLOC-TIPAllocated TipsElementW2-BOX-08
3080 W2-EICAdvanced EIC CreditElementW2-BOX-09
3090 W2-DEP-CAREDependent Care BenefitElementW2-BOX-10
3100 W2-NQUALNon Qualified PlansElementW2-BOX-11
3102 W2-NQUAL-457Non Qualified Plans Sect 457ElementW2-BOX-11-457
3104 W2-NQUAL-N457Non Qualified Plans Not Sect 457ElementW2-BOX-11-N457
4000 W2-CODE-AUncollect SSA/RRTA tax on tipsPay ComponentEnter your company data
4010 W2-CODE-BUncollect Medicare tax on tipsPay ComponentEnter your company data
4020 W2-CODE-CGroup Term Life Ins > 50000Pay ComponentEnter your company data
4030 W2-CODE-DDeferred 401(k) cashPay ComponentEnter your company data
4040 W2-CODE-EDeferred 401(b) Salary reductionPay ComponentEnter your company data
4050 W2-CODE-FDeferred 408(k)(6) Salary reductPay ComponentEnter your company data
4060 W2-CODE-GDeferred 457(b) compensationPay ComponentEnter your company data
4070 W2-CODE-HDeferred 501(c)18(D) tax exemptPay ComponentEnter your company data
4080 W2-CODE-JNon taxable sick payPay ComponentEnter your company data
4090 W2-CODE-K20% excise parachute paymentPay ComponentEnter your company data
4100 W2-CODE-LEmployee business expense reimbursePay ComponentEnter your company data
4110 W2-CODE-MUncollect SSA/RRTA group insPay ComponentEnter your company data
4120 W2-CODE-NUncollect medicare group insPay ComponentEnter your company data
4130 W2-CODE-PMoving expensePay ComponentEnter your company data
4140 W2-CODE-QNontaxable combat payPay ComponentEnter your company data (obsoleted since Tax Year 2012)
4150 W2-CODE-REmployer Contributions to MSAPay ComponentEnter your company data
4160 W2-CODE-SSalary reduction to 408(p)Pay ComponentEnter your company data
4170 W2-CODE-TAdoption benefitsPay ComponentEnter your company data
4180 W2-CODE-VIncome of nonstat stock optPay ComponentEnter your company data
4190 W2-CODE-WER Contributions Health Saving AccountPay ComponentEnter your company data
4200 W2-CODE-YDeferrals 409A Nonqual planPay ComponentEnter your company data
4210 W2-CODE-ZIncome 409A Nonqual planPay ComponentEnter your company data
4220 W2-CODE-AARoth Contributions 401(k)Pay ComponentEnter your company data
4230 W2-CODE-BBRoth Contributions 403(b)Pay ComponentEnter your company data
4240 W2-CODE-CCHIRE Act WagesPay ComponentEnter your company data
4250 W2-CODE-DDER sponsored Health CoveragePay ComponentEnter your company data
4260 W2-CODE-EEDesignated Roth Contributions 457(b)Pay ComponentEnter your company data
4270 W2-CODE-FFPermitted benefits under a qualified small employer health reimbursement arrangementPay ComponentEnter your company data
4280 W2-CODE-GGIncome from qualified equity grantsPay ComponentEnter your company data
4290 W2-CODE-HHAggregate deferralsPay ComponentEnter your company data


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

Seq #Field IdentifierDescriptionSuggested Field SourceSuggested Variable
5010 W2-OTHER-01Your company descriptionPay ComponentEnter your company data
50nnW2-OTHER-nnYour company descriptionPay ComponentEnter your company data
5190 W2-OTHER-20Your company descriptionPay ComponentEnter your company data

5100W2-FLI-AMOUNTFamily Insurance AmountPay ComponentEnter your company data

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

The values from W2-USER-01 to W2-USER-20 are used by CLIENTS only, the values are not printed on the W2 form or file. These identifiers are used 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 IdentifierDescriptionSuggested Field SourceSuggested Variable
5500 W2-USER-01Your company descriptionPay ComponentEnter your company data
55nn W2-USER-nnYour company descriptionPay ComponentEnter your company data
5690 W2-USER-20Your company descriptionPay ComponentEnter 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 IdentifierDescriptionSuggested Field SourceSuggested Variable
5700 W2-HL-01High Line defined descriptionPay ComponentEnter your company data
57nn High Line defined descriptionPay ComponentEnter your company data
5790 High Line defined descriptionPay ComponentEnter your company data
6000 W2-STAT-EEStatutory employeeStatisticsEnter your company data
6020 W2-RETIRE-PLANRetirement plan employeeStatisticsEnter your company data
6060 W2-3PARTY-SICKThird-party sick payStatisticsEnter your company data
6500 W2-SCHL-WAGESchool Taxable WagesElementW2-SCHL-WAGE
6510 W2-SCHL-TAXSchool TaxElement W2-SCHL-TAX
7000 W2-STATE-CODEState CodeData Base ColumnDSP.STATE_PROVINCE_CODE
7010 W2-STATE-REGISTState Registration I.D. NoData Base ColumnDGV.GOVT_REGIST_NUMBER
7015 W2-ST-REG-OTHERStatre Other Registration NumberConstantEnter your company data
7020 W2-ST-WAGE-HOMEState Wages and Tips (Home State)ElementW2-STATE-WAGE-H
7030 W2-ST-WAGE-WORKState Wages and Tips (Work State)ElementW2-STATE-WAGE-W
7040 W2-ST-TAX-HOMEState Income Tax (Home State)ElementW2-STATE-TAX-H
7050 W2-ST-TAX-WORKState Income Tax (Work State)ElementW2-STATE-TAX-W
7200 W2-SUI-WAGE-EEState SUI Wages (Employee)ElementW2-SUI-WAGE-EE
7210 W2-SUI-WAGE-ERState SUI Wages (Employer)ElementW2-SUI-WAGE-ER
7220 W2-SUI-TAX-EEState SUI Tax (Employee contribution)ElementW2-SUI-TAX-EE
7230 W2-SUI-TAX-ERState SUI Tax (Employer contribution)ElementW2-SUI-TAX-ER
7240 W2-SDI-WAGE-EEState SDI Wages (Employee)ElementW2-SDI-WAGE-EE
7250 W2-SDI-WAGE-ERState SDI Wages (Employer)ElementW2-SDI-WAGE-ER
7260 W2-SDI-TAX-EEState SDI Tax (Employee contribution)ElementW2-SDI-TAX-EE
7270 W2-SDI-TAX-ERState SDI Tax (Employer contribution)ElementW2-SDI-TAX-ER
7280 W2-SUI-HRS-WRKSUI Hours WorkedElementW2-SUI-HRS-WORK
7285 W2-SUI-WK-WRKSUI Weeks Worked (From User)ElementW2-SUI-WK-WORK
7290 W2-SUI-WEEKS-WRKSUI Weeks Worked (Derived)Not specifiedSystem Derived, no need to set up
7300 W2-SUI-TAXABLE-WAGESSUI Taxable WagesNot specifiedSystem Derived, no need to set up
7310 W2-SUI-EXCESS-WAGESSUI Excess WagesNot specifiedSystem Derived, no need to set up
7320 W2-SUI-MTH1-WORKSUI Worked on 12th day of mth 1Not specifiedSystem Derived, no need to set up
7330 W2-SUI-MTH2-WORKSUI Worked on 12th day of mth 2Not specifiedSystem Derived, no need to set up
7340 W2-SUI-MTH3-WORKSUI Worked on 12th day of mth 3Not specifiedSystem Derived, no need to set up
7500 W2-TIP-WAGE-WORKWork State Tips Wages ElementTips Wages for each State
7510 W2-ST-TIP-WORKWork State TipsPay ComponentTips for each State
7600 W2-WC-WORKWorkers Compensation ContributionElementW2-WC-WORK
8000 W2-CNTY-NAMECounty NameData Base ColumnDCN.COUNTY_NAME
8010 W2-CN-WAGE-HOMECounty Wages (Home County)ElementW2-CNTY-WAGE-H
8020 W2-CN-WAGE-WORKCounty Wages (Work County)ElementW2-CNTY-WAGE-W
8030 W2-CN-TAX-HOMECounty Tax (Home County)ElementW2-CNTY-TAX-H
8040 W2-CN-TAX-WORKCounty Tax (Work County)ElementW2-CNTY-TAX-W
8500 W2-CITY-NAMECity Name Data Base ColumnDTX.JURISDICTION_NAME
8510 W2-CI-WAGE-HOMECity Wages (Home City)ElementW2-CITY-WAGE-H
8520 W2-CI-WAGE-WORKCity Wages (Work City)ElementW2-CITY-WAGE-W
8530 W2-CI-TAX-HOMECity Tax (Home City)ElementW2-CITY-TAX-H
8540 W2-CI-TAX-WORKCity Tax (Work City)ElementW2-CITY-TAX-W

For California SDI reporting, there are two options to print SDI on W2 forms:
  1. For California, if 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 IdentifierDescriptionField Variable
2020W2-ER-LOCN-ADDREmployer Location AddressMAIL
2030W2-ER-DELIV-ADDREmployer Delivery Addressblank
2040W2-ER-CITYEmployer Cityblank
2050W2-ER-STATEEmployer State Abbrevblank
2060W2-ER-ZIPEmployer Zip Codeblank
2070W2-ER-ZIP-EXTEmployer Zip Code Extensionblank
2100W2-ER-COUNTRYEmployer countryblank
  • 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 IdentifierDescriptionField Variable
2080W2-ER-F-STATEEmployer foreign State AbbrevBlank or enter the word NAME

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

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

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

IDFDV – Employee Primary Address and Mailing Address#

  • 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 IdentifierDescriptionField Variable
2600W2-EE-LOCN-ADDREmployer Location AddressMAIL
2610W2-EE-DELIV-ADDREmployer Delivery AddressBlank
2620W2-EE-CITYEmployer CityBlank
2630W2-EE-STATEEmployer State AbbrevBlank
2640W2-EE-ZIPEmployer Zip CodeBlank
2650W2-EE-ZIP-EXTEmployer Zip Code ExtensionBlank
2680W2-EE-COUNTRYEmployer countryBlank
  • 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 IdentifierDescriptionField Variable
2660W2-EE-F-STATEEmployee foreign State AbbrevBlank or enter the word NAME

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

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

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



Processing#

Taxation Level Processing#

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

Federal Level

  • 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:

OptionDescription
00Do 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.
01Print, 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.
02Print 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.
03Excp 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):

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


The following exception messages are always printed for an employee:

CodeMessage
Empl nnnInvalid 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 nnnTerm 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 nnnBox 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 nnnEmployee has no Federal Information for Employment Type R, employee is bypassed.
Empl nnnIdentifier 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 nnnIdentifier 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 nnnIdentifier 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 nnnError: 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 AStatus: InactiveEmployee A1
Employee A2
Department BStatus: InactiveEmployee B1
Employee B2
Department AStatus: ActiveEmployee A3
Employee A4
Employee A5
Department BStatus: ActiveEmployee B3
Employee B4
Employee B5
All Inactive employees are grouped together, by Department (Sort Level), 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 AStatus: InactiveEmployee A1
Employee A2
Status: ActiveEmployee A3
Employee A4
Employee A5
Department BStatus: InactiveEmployee B1
Employee B2
Status: ActiveEmployee B3
Employee B4
Employee B5
Inactive employees are grouped together, within each Department (Sort Level), 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 – Pay Totals Register#

RPREGT – Selection Criteria#

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



RPYEU – US Year End Summary Report#

RPYEU – 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

FieldDescription
Annual Form CodeMandatory
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 CodeBlank for Annual reporting
Govt Interface FormatBlank for Annual reporting
Period TypeEnter the Year for Annual reporting
Period End DateEnter the Year Ending Date
As of DateThe start date of the reporting period
Combine Employment TypeShould 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 RegistShould 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 FormatEnter ‘Federal File Format’ for SSA reporting
Directory NameEnter the directory name where the government magnetic media file will be stored
Media File NameEnter the file name for the government magnetic media file
Create Data DumpShould 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 LevelUsers should always run RPYEU with the Trace Level set to 'Exceptions Only', unless more information is required for tracing.
Regist/Set Up AuditOption 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 CommentEnter a comment to print on the RPYEU report
Print Report OnOptions are:
*Report only (default)
*Report and Output file
*Output file only
*Do not print

RPYEU Report Filters#

FieldDescription
EntityTo define and report on a specific Entity. Optional
Federal Regist SetTo 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 NumberTo define and report on a specific Federal Registration Number from IDGV. Optional
People ListThis field limits the process to the people in the defined list. Optional
PersonPerson Code of the employee you are testing with. Optional
Select StateDo 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 SetTo define and report on a specific State Registration Set on IDGV. Not required for Annual reporting. Optional
State Regist NumberUsed for Quarterly State Reporting.
If a State is not defined, the Federal Registr Number IDGVis used. Optional
Local Regist SetTo define and report on a specific Local Registration Set. Optional
Local Regist NumberTo 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 CountyTo define and report on a specific Counties. Optional
Select CityTo define and report on a specific City. Optional
Select SchoolTo 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 OptionsDescription
Sort Level byHow should the employees be group for sorting?
Sort by Active/InactiveShould the employees on the report be sorted by their status?
Sort People byHow should the employees be sorted?
Provide Sort Level TotalsOptional. Should totals be printed for each 'Sort Level' selected?
Federal Level PrintShould the amount details be printed for Federal Level?
State Level PrintShould the amount details be printed for State Level?
SUI Level PrintShould the amount details be printed for SUI Level?
Local Level PrintShould the amount details be printed for Local Level? (County and City level)
School Level PrintShould the amount details be printed for School Level?

RPYEU Selection Criteria – Quarterly Reporting#

FieldDescription
Annual Form CodeMandatory
Use the most current year Form Code (defined on IDFDV)
Quarterly Form CodeIf 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 FormatSome 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 TypeEnter ‘Quarter’ for Quarterly reporting
Period End DateEnter the Quarter Ending Date
As of DateThe start date of the reporting period
Combine Employment TypeShould 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 RegistShould 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 FormatEnter ‘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

FieldDescription
Federal Regist SetTo 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 NumberTo define and report on a specific Federal Registration Number from IDGV. Optional
Select StateMandatory for Quarterly State Filing. If a State is not entered, the process is run for Federal reporting.
State Regist SetEnter the State Registration Set. Enter the ‘State Regist Set’ and 'State Registration Number' fields only when running for one State. Optional
State Regist NumberEnter 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 – Government Reporting Screen#

IPGR – GVT Run tab#

  • The GVT Run tab is for viewing only in order to display the GVT Run numbers and general information for the GVT Run.
  • IPGR displays the Form Code that was used when generating this GVT Run.
  • The ‘Gvt Run’ column can be clicked in order to sort this column in either ascending or descending order of the Gvt Run #.
  • Any column can be clicked and dragged to the first column position in order to sort and display the record information by that column data.
    For instance, clicking and dragging 'Period' to the first column will sort the information by the period (either by ascending or descending order).

IPGR – Header Tab#

  • The Header tab is for viewing only in order to display GVT Headers information by employees for the GVT Run.
  • The ‘Tax Info’ is displayed from GVT Headers taxation_level_suffix or State/Province, this Taxation Level Suffix is the ‘Type of Employment’ from IDGR.
  • The ‘Employee Remittance’ line stores the Federal Govt Registration information with the employer’s name and addresses along the total amounts. This employer name and address information will be printed on W2 Form by the Windward version of RPW2.
  • The ‘Govt Reg – Tax Suffix’, ‘Employee Name’, or ‘Tax Info’ column can be clicked in order to sort these columns in either ascending or descending order.



IPGH – Employee Government Reporting Screen#

IPGH#

  • This screen is for viewing only in order to display the GVT Headers information for the selected employee.
  • The ‘Tax Level’, ‘Type’, ‘Period’ or ‘Govt Registration’ column can be clicked in order to sort these columns in either ascending or descending order.
  • Any column can be clicked and dragged to the first column position in sort and display the record information by that column data.
    For instance, clicking and dragging 'Employee Name' to the first column will sort the information by the employee name (either by ascending or descending order.)

IPGH – Amount tab#

  • The Amount tab is for viewing only in order to display GVT Amount information by employees.
  • The Seq, Identifiers and Description fields are from IDFDV definitions.
  • The amount or the alphanumeric value of the identifier is displayed.
  • The employee’s name and address information are stored for historical reference purpose, these name and address information will be printed on W2 Form by the Windward version of RPW2.



UPGRUNDO – Undo GVT Run#

UPGRUNDO – Selection Criteria#

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

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


RPW2 – W2 Form Print#

RPW2 – W2 Form Print Selection Criteria#

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

Report Parameters - (For both Oracle and Windward RPW2)

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

From the X_W2_COPY lexicon.

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

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

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

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

02 – Copy 1, State,Local copy

03 – Copy B, EE Federal copy

04 – Copy C, EE Record copy

05 – Copy 2, EE State,Local copy

06 – Copy D, ER copy

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

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

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


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

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

Report Parameters (* Oracle Report Only)

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

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

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

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

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

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

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

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

Specifies the Top Margin Adjustment for the printing of the form

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

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

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

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

Specifies the space increment between 2 forms on the same page

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

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

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

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

Report Filters (For Oracle and Windward RPW2)

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

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

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

RPW2 Example:

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

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

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

RPW2 – Printer Set Up#

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

RPW2 – Form Print Processing#

  • The P2K Oracle version RPW2 Form Print program prints all information retrieved from the RPYEU xml file according to selection criteria.
  • If an employee has multiple States and Local tax jurisdictions to be printed, each W2 form is printed with information for two States and two Locals until all State and Local information are printed. The Local information printed may not necessary coincide with the information for the State where the Local resides.
  • RPW2 program generates Summary Totals by each Employer Identification Number and Employment Type. At the end of the RPW2 run, a grand total is generated for all employers.
  • RMEX must be run with the RPW2 mex id to obtain the Summary and Grand totals to balance to the RPYEU Summary report
  • RPW2 Summary and Grand Totals are accumulated for Federal Level Box 1 to 11 only, Box 12 and 14 are not totaled.
  • RPW2 Box 1 to 11 totals should be verified to balance to RPYEU Box 1 to 11
  • For Box 12 ‘Code Information’ and Box 14 ‘Other Information’, since the printing on W2 Forms are free format, RPW2 will not total these boxes, RPYEU Summary Report contains the totals for these boxes for user reference.
  • RPW2 accumulates the Summary Totals and Grand Totals for all States and Locals regardless if the tax is from WORK or HOME tax jurisdiction and regardless of which States and Locals the taxes are in.
  • RPW2 does not accumulate the State and Local tax totals by each State and Local. The RPYEU Summary report should be used to obtain the totals by each State and Local.
  • If RPW2 cannot select any information from the xml file to print, RMEX must be run with the RPW2 mex id to review the errors or exception messages to locate the problem, usually the problem is because of an invalid Directory or File name
  • From this link http://www.irs.gov/pub/irs-pdf/fw2.pdf, there are different copies of the W2 form that needs to be distributed to the employees and send to the government: Copy A, 1, B, C, 2, D
  • RPW2 provides options from Selection criteria parameter ‘Show Form (2 on 1 pg)’ to print different copies of the W2 forms and the Employee Instructions on the back.
  • There is an to print the W2 forms on the pre-printed W2 forms or to show Copy A, 1, B, C, 2, D of the W2 forms
  • W2 Form Copy A, 1, B, C, 2, D and instructions are taken directly from the government link above. It is, however, the user’s responsibility to ensure these employee copies are accepted by the government as substitute of the pre-printed forms prior to distributing to the employees.



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

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


Government Media Reporting#

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

The EFW2 Format is used for Annual and Quarterly Reporting.

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

Record Name: Code RA - Submitter Record#

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

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

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

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

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

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

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


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

Record Name: Code RE - Employer Record#

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

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

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

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

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

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

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


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

Record Name: Code RW - Employee Wage Record #

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

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

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

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

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

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

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

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

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

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

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

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

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

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



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

Record Name: Code RO - Employee Wage Record #

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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


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

Record Name: Code RS - State Record#

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

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

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

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

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


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

Record Name: Code RT - Total Record #

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



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

Record Name: Code RU - Total Record #

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


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

Record Name: Code RV - State Total Record#

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


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

Record Name: Code RF - Final Record#

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




SSA ACCU Wage Software#

Validate EFW2 File Format#

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

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

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

AccuWage Error Example:


Notes#

Click to create a new notes page