Table of Contents
- US W2 PROCESS EP 2012
- 2011-2012 Year End Changes
- Government Websites
- W2 Forms
- EFW2 File
- IDFD Changes
- IDFD â Store Option
- RPYEU â New Capabilities
- RPW2 â capabilities (Oracle Report Only)
- Government Reporting Procedures
- Set Up
- IMUF â Define User Fields for IDGV
- IMUF â Define User Fields for IDDP
- IMUF â Define User Fields for IEID
- IMUF â Define User Fields for IDCO
- IDCO â Define ISO Country Code for Foreign Countries
- IDDP â Department Screen
- IEID â Employee Identity Screen User Field
- IDGR â Define Group for Govt Registration
- IDSP â Define States
- IDCN â Define Counties
- IDTX â Define Tax Jurisdictions
- IDSD â Define School Districts
- IDGV â One or Multiple Government Registrations
- IDGV â Override Employer Name and Address by EIN
- IDGV â Levels of Government Registrations
- IDGV â Define State SUI Registrations for Quarterly Filing
- IDFD â Define Form Code
- IDFD â Starter Scripts
- IDFD â Store Option
- IDFDV â Copy Last Yearâs Definition to Current Year
- IDFDV â Form Definition Variables
- IDFDV â Employer Primary Address and Mailing Address
- IDFDV â Employee Primary Address and Mailing Address
- Processing
- Taxation Level Processing
- W2 Type of Employment
- Government Media File Name
- XML File
- RPYEU Trace and Data Dump File
- Government Media File â Code RW, RS when Select by State
- Exclude Employees
- Election Workers
- Reissued / Corrected W2 Form
- Void W2 Form
- RPYEU Registration Set Up Audit
- RPYEU Exception Messages
- RPYEU Summary Report Level
- RPYEU Sort Level
- RPYEU Combined Employment Type
- W2 Form Control Number Print
- RPREGT â Pay Totals Register
- RPREGT â Selection Criteria
- RPYEU â US Year End Summary Report
- RPYEU â Selection Criteria â Annual Reporting
- RPYEU â Selection Criteria â Quarterly Reporting
- RPYEU â Quarterly Form Code set up
- RPYEU â Sample Run
- IPGR â Government Reporting Screen
- IPGR â GVT Run tab
- IPGR â Header Tab
- IPGH â Employee Government Reporting Screen
- IPGH â Header tab
- IPGH â Amount tab
- UPGRUNDO â Undo GVT Run
- UPGRUNDO â Selection Criteria
- UPGRUNDO â Sample Run
- RPW2 â W2 Form Print
- RPW2 â W2 Form Print Selection Criteria
- RPW2 â Printer Set Up
- RPW2 â Form Print Processing
- W-2 Wage Form Descriptions
- W-2 Wage Form Descriptions (2011 Format â reporting in 2011)
- Government Media Reporting
- Submitting W-2 Copy A to SSA (EFW2 Format)
- Record Name: Code RA â Submitter Record
- Record Name: Code RE â Employer Record
- Record Name: Code RW â Employee Wage Record
- Record Name: Code RO â Employee Wage Record
- Record Name: Code RS â Supplemental Record
- Record Name: Code RT â Total Record
- Record Name: Code RU â Total Record
- Record Name: Code RV â State Total Record
- Record Name: Code RF â Final Record
- SSA ACCU Wage Software
- Validate EFW2 File Format
- Notes
US W2 PROCESS EP 2012#
The US W2 Process allows for reporting to the US government from the employees' YTD information according to the government specified requirement and for generating the magnetic media or electronic files to send to the government.
For annual reporting, this allows for reporting from the employees' YTD information according to selected criteria in order to produce the W2 Wage statement and for generating the W2 media file to send to the government.
For quarterly reporting, this allows for reporting from the employees' QTD information according to selected criteria and for generating the media file to send to the government.
2011-2012 Year End Changes#
Government Websites#
http://www.ssa.gov/employer/pub.htm http://www.irs.gov/pub/irs-prior/iw2w3--2011.pdf http://www.irs.gov/pub/irs-prior/fw2--2011.pdfW2 Forms#
2-on-a-page Form | Layout has no change. (However, Box 9 - Advance EIC Payment, has been deleted from the form.) |
4 Corners Form | Layout has no change. (However, Box 9 - Advance EIC Payment, has been deleted from the form.) |
4-on-a-page Form | Layout has no change. (However, Box 9 - Advance EIC Payment, has been deleted from the form.) |
- âDDâ in Box 12 (optional for 2011) used to report the Cost of Employer-Sponsored Health Coverage
- âEEâ in Box 12 used to report the Designated Roth Contributions under a governmental section 457(b) plan
For Windward report, RPW2 supports the 2-on-a-page form only.
EFW2 File#
The following record codes contain changes for tax year 2011 reporting.- A new field, 'Kind of Employer', has been added to the RE Employer Record (position 174). This is a required field.
- A new field, 'Cost of Employer-Sponsored Health Coverage', has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
- A new field, 'Designated Roth Contributions Under a Governmental Section 457(b) Plan', has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159)
IDFD Changes#
For 2011-2012 reporting, IDFD Form Code âHL$US-W2-2012â is used.IDFD â Store Option#
For 2011-2012 reporting, IDFD Form Code âHL$US-W2-2012â has supplied the âStore Optionâ starting from Seq# 2000 in order for RPYEU to store the Employer Name / Addresses, Employee Name / Addresses in the Government Remittance tables. Important:RPYEU must be run with the new IDFD Form Code âHL$US-W2-2012â or a copy of this Form Code that has the âStore Optionâ set up to store the Names / Addresses and the Amounts in the Government Remittance Tables.Any prior yearâs Form Codes do not supply this option and therefore will not turn on the Store feature for RPYEU.
RPYEU â New Capabilities#
Since 2010 tax year reporting, RPYEU has the following new capabilities:- RPYEU now stores the Employer Name / Addresses, Employee Name / Addresses and the Amounts in the following Government Remittance Tables for historical reference purposes: P2K_PR_GVT_RUNS (pgr), P2K_PR_GVT_HEADERS (pgh), P2K_PR_GVT_AMOUNTS (pga)
- After RPYEU is run, any release of 3.05.03 or above, will allow you to view the results on IPGR and IPGH.
Each RPYEU generates a GVT Run number to be viewed on IPGR. UPGRUNDO can be run to undo the GVT Run.
- RPYEU parameter âSort by Active/Inactiveâ has been enhanced from a X_YES_NO toggle to use the lexicon value X_W2_SORT_ACTIVE.
This allows sorting of terminated employees to be before or after the âSort Levelâ that is defined in the prompt. Read the RPYEU Sort Level section below. - W2 Form (2-on-a-page) Box D - Control Number field size has lots of space, allowing more information to be printed.
Box D is derived from the IDFDV Field Identifier - W2-CONTROL-PRT; value 3 to 6 are added as below.
- W2-CONTROL-PRT
- Specifies if the Control Number should be printed on the form or not
Null, 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 âSort Level Byâ prompt |
3 | Print W2-CONTROL-NUM Identifier and Person Code |
4 | Print âSort Level Byâ prompt and Person Code |
5 | Print âSort Level Byâ prompt and W2-CONTROL-NUM Identifier |
6 | Print âSort Level Byâ prompt and W2-CONTROL-NUM Identifier and Person Code |
RPW2 â capabilities (Oracle Report Only)#
Since 2010-tax year reporting, RPW2 has the following capabilities in the Oracle version report (but not the Windward version).- There are different copies of the W2 form that can be distributed to the employees and sent to the government: Copy A, 1, B, C, 2, D.
- RPW2 provides options to print different copies of the W2 forms and the Employee Instructions on the back.
- There is an option to either print the W2 forms on the pre-printed W2 forms or to show Copy A, 1, B, C, 2, D of the W2 forms for printing.
- W2 Form Copy A, 1, B, C, 2, D and instructions are taken directly from the government link above, however, it is the userâs responsibility to ensure these Employee copies are acceptable by the government as substitute for the pre-printed forms prior to distributing to the employees.
Government Reporting Procedures#
The following steps outline the procedure to produce the W2 Forms and the Government file:- RPREGT
- IDFD/IDFDV/RDFD
- IDFD
- Specifies the W2 Form and File Definition for Annual and Quarterly reporting
- Contains the default values to enter on IDFDV
- The information on this screen is provided at release time using a script. The script only needs to be executed in order to load in the most current information for the year.
- IDFDV
- Mandatory set up of Annual W2 Form and File Definition with user information
- Optional set up of Quarterly Form and File Definition with user information
- RDFD
- IDFD
- RPYEU
- RPYEU
- Produces US Year End Summary Report for the reporting Year or the reporting Quarter
- Must be used to balance to the YTD Register or QTD Register report (RPREGT)
- Exception messages from this Summary Report must be checked and any exceptions corrected
- Generates the Federal Government file in federal format
- Generates State File in the federal file format for states that accept the federal file format
- Generates State File for states with specific State File format requirement
- RPYEU must be run one state at a time to generate state specific file
- Each state may have its own requirement, it must be verified if that state specific format is supported by RPYEU prior to running RPYEU for a specific state file
- Generates an XML file to feed into Oracle version RPW2 in order to print W2 Forms
- Generates GVT Run and stores information in IPGR, IPGH for Windward RPW2
- In utility trace mode, RPYEU generates a .txt file for SQL Select statement and csv trace file
- Provides an option to generate data dump file in .csv format for Federal, State, Local, School data for debugging or balancing
- RPYEU
- IPGR/IPGH
- UPGRUNDO
- UPGRUNDO
- Used to undo GVT Run number by employee
- Used to undo erroneous GVT Run due to set up issues or to remove archived GVT info
- UPGRUNDO
- RPW2 (Oracle)/RPW2 (Windward)
- RPW2 (Oracle)
- Produces W2 forms (supporting either a 2-on-a-page or 4-on-a-page format)
- Reads XML file generated from RPYEU to print W2 forms
- Prints W2 on pre-printed W2 forms or prints different copies (Copy A, 1, B, C, 2, D ) of the W2 forms along with an option to print 'Employee Instructions' on the back
- Generates grand total and exception messages with RPW2 Execution ID as Execution Run Logs
- It is mandatory to use the Execution ID of the RPW2 and run RMEX to obtain a grand total report
- RPW2 (Windward)
- RPW2 (Oracle)
- RMEX
Set Up#
IMUF â Define User Fields for IDGV#
On IMUF, define user fields for P2K_CM_GOVT_REGISTRATIONSThe following user fields are used on the IDGV Variables tab. (RPYEU will generate these UDF's if any of the UDF do not exist.)
For Annual and Quarterly Reporting
UDF | Usage |
---|---|
W2 STATE MEDIA FILING | Used by all states |
W2 TAX TYPE CODE | Used by all states |
W2 TAXING ENTITY | Used by all states |
W2 WAGE PLAN CODE | Used by the state of California |
W2 BRANCH CODE | Used by the state of California |
W2 ER NAME | Used by Federal reporting, this overrides 'Entity Name' on IDEN |
W2 LOCN CODE | Used by Federal reporting, this overrides 'Location Code' on IDEN |
For Quarterly reporting, these UDF's are used when âHL$US-QTR-2004â Form Code is being used:
IMUF â Define User Fields for IDDP#
On IMUF, define the user fields for P2K_CM_DEPARTMENT_DETAILS.The following user fields are used on IDDP. (RPYEU will generate these UDF's if they do not exist.)
UDF | Usage |
---|---|
SUI ER NUMBER | |
W2 DESTINATION |
IMUF â Define User Fields for IEID#
On IMUF, define the user fields for P2K_HR_IDENTITIES.The following user fields are used on IEID for Minnesota. (They be may set up on IMUF manually or RPYEU will generate these UDF's if they do not exist.)
UDF | Usage |
---|---|
W2 DESTINATION | |
MMREF PROBATIONARY | Used by the state of Missouri |
MMREF OFFICER CODE | Used by the state of Missouri |
IMUF â Define User Fields for IDCO#
On IMUF, define the user fields for P2K_CM_COUNTRIES. (RPYEU will generate these UDF's if it does not exist.)UDF | Usage |
---|---|
ISO COUNTRY CODE |
IDCO â Define ISO Country Code for Foreign Countries#
If the employer or employees have addresses that are not within in USA, the EFW2 file need to report the 2 character International Organization for Standardization (ISO) country code.'Country Code' on IDCO is a user-specified country code; usually the three character United Nations code for a specific country, but can be the two character ISO code.
For Example:
Country | United Nation Code | ISO Country Code |
---|---|---|
Mexico | MEX | MX |
Mozambique | MOZ | MZ |
The ISO country code needs to be entered on the IDCO User Defined field. If it is not entered, then the IDCO country code is used as the ISO country code.
Please read the Employer and Employee Address sections below.
IDDP â Department Screen#
- The State of Minnesota requires a quarterly file report by MN State Unemployment Insurance Account Number and MN Employer Unit Number. These two numbers are defined at the department level, therefore, the UDF âSUI ER Numberâ must be set up for each department. (e.g. For Department âPlanning & Zoningâ, the MN number is â7977999-004â, UDF âSUI ER Numberâ = 7977999-004 should be entered on IDDP)
- If the âSUI ER Numberâ is not set up for a department, then the SUI ER Number from IDGV is used.
- On IDDP, the detail section of the screen must be clicked, and then the UDF button must be clicked in order to get to the UDF screen.
- For all other states, âW2 Destinationâ may be entered for distributing the W2 forms by department.
IEID â Employee Identity Screen User Field#
IEID is used to enter the âW2 Destinationâ, âMMREF Officer Codeâ for the employee- âW2 Destinationâ may be entered for distributing the W2 forms for this employee
IDGR â Define Group for Govt Registration#
Important: Federal/State/Local Registration MUST not be changed for a Group for different effective date records. The UPCLOZ program will not cut new YTD records if the Group changes the effective date. Therefore, if the Group requires a change of Registration numbers, either a new Group should be created or all effective records should be changed to the same Registration numbers.For each group at the Federal level, the Federal Registration number is retrieved according to the âFed Regist Setâ and âFed Regist Typeâ from IDGV and then displayed on IDGR.
For each group at the State/Prov/Local level, a âState/Prov Setâ and âState/Prov Typeâ can be pointed to. Since each group can be paid in many different states, the State/Prov Registration number cannot be displayed on IDGR. For each employee belongs to this group, the State Registration Number is retrieved from IDGV by âState/Prov Setâ and âState/Prov Typeâ and the Pay Header State/Prov of this employee.
At the local level, the Local Registration Number is retrieved from IDGV by âLocal Regist Setâ and âLocal Regist Typeâ and the GEO Local of this employee
Each group must define one of the following âW2 Employment Typeâ for W2 reporting purpose:
- A - Agriculture
- F â Form 944 filer
- H - Household
- M - Military
- Q â Medicare Qualified Government Employment (MQGE)
- R â Regular (All others)
- X - Railroad
IDSP â Define States#
- An entry must exist for a state on IDSP in order for the state to be reported.
- An entry must exist on IDGV for a state with a âState Registrationâ in order for the state to be reported.
- If a state is missing on IDGV, RPYEU will create a default entry with Regist Number 0 and issue a warning
- There must be a change to the correct State Registration Number for that state in order to file to the state government.
IDCN â Define Counties#
- If there is county tax applicable for a State, an entry must exist for the County Code on IDCN in order for the county tax to be reported.
- The County Code is the first two segments of the GEO code. (e.g. In Indiana, GEO code â15-097-0670â is for the city of âIndianapolisâ, the County Code â15-097-0000â is for County of âMarionâ, therefore, set up County Code â15-097-0000â âMarionâ on (IDCN).
- The GEO and County codes are provided by Vertex for US taxation, please refer to the VERTEX GEO CODES LIST booklet and enter the required county codes on IDCN.
- An entry must exist on IDGV with âLocal Registrationâ for a County in order for the County tax to be reported.
IDTX â Define Tax Jurisdictions#
- An entry must exist at the âCity levelâ for a tax jurisdiction in order for the city tax to be reported.
- An entry must exist on IDGV with âLocal Registrationâ for a city in order for the city tax to be reported.
IDSD â Define School Districts#
- An entry must exist for a School District in order for the School District tax to be reported.
IDGV â One or Multiple Government Registrations#
For each Entity on IDGV, the Government Registration Set that is used to collect Federal, State and Local Registrations must first be defined. Under the Registration Set, âFederal Registrationâ must be set up for Country âUSA with valid âEmployer Identification Numberâ. Then State, Local Registrations may be set up for each State or Local under the same Registration Set.User with one Federal Registration
- If the user has one Federal registration, define one government set of Registrations (e.g. "Main Registration Set").
- Then within this set of Government Registrations, set up Federal/State/Local Registrations on IDGV for this set. (For example, on IDGV, the user should set up Federal Registration with Registration Type = âUS Fed Regist 1â.
User with Multiple Federal Registrations For a user with multiple Federal Registrations, there are two options:
- One "Main Registration Set" can be used, then Registration Type âFed Regist 1â, âFed Regist 2â up to âFed Regist 9â can be set up. This allows up to nine Federal Registrations.
- Multiple "Registration Sets" can be used, then set up Registration Type âFed Regist 1â, âFed Regist 2â up to âFed Regist 9â. This allows for an unlimited number of Federal Registrations.
For Example:
Govt Registration Set | Usage |
---|---|
MAIN REGIST | Use as default to group all registrations initially |
REGIST 2 | User may define another set for all level of registrations |
FED REGIST | User may define Federal level registrations for this set |
STATE REGIST | User may define State level registrations for this set |
LOCAL REGIST | User may define Local level registrations for this set |
FULLTIME REGIST | User may define Registrations for Full time employees |
PARTTIME REGIST | User may define Registrations for Part time employees |
SEASONAL REG | User may define Registrations for Seasonal employees |
STATE OHIO | User may define Registrations for Ohio for this set only |
Important Note for IDGV set up:
The IDGV âGovt Registration Setâ and Registration Types are used on the IDGR Registration tab for each of the Federal, State and Local level set up.
On IDGV set up, the last digit of Registration Type must match for the same Federal, State and Local level of registrations.
Example #1
If Registration Type = âUS Fed Regist 1â is used, then
- FICA Registration Type must = âUS FICA Regist 1â
- MEDI Registration Type must = âUS MEDI Regist 1â
- SUI Registration Type must = âUS SUI Regist 1â
- SDI Registration Type must = âUS SDI Regist 1â
Example #2
If Registration Type = âUS Fed Regist 2â is used, then
- FICA Registration Type must = âUS FICA Regist 2â
- MEDI Registration Type must = âUS MEDI Regist 2â
- SUI Registration Type must = âUS SUI Regist 2â
- SDI Registration Type must = âUS SDI Regist 2â
On the IDGR Registration tab, when the user specifies to use State/Prov Type = âUS State Regist 1â, this implies all State level registrations with the last digit matching âRegist 1â should be used, thus âUS SUI Regist 1â will be used.
IDGV â Override Employer Name and Address by EIN#
On the IDGV Variables tab, there is the option to define an override for the Employerâs Name and Address.This option allows the users who have multiple government registrations for one entity to report a different Employer Name or Address by each Federal Registration Number (EIN).
W2 ER NAME | Enter the Employer Name to be reported, this overrides the IDEN Entity Name |
W2 LOCN CODE | Enter the Location code to be reported, this overrides the IDEN Location code Note: The exact Location code must be entered in this field, otherwise it will not be used. |
IDGV â 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 exist for each entity with each Govt Regist Set for Registration Type âUS Fed Regist 1â, etc.
State Level
- An entry must exist for each state for an entity with âState Registrationâ by Govt Regist Set and Registration Type
- When the âState Registrationâ are being defined, , the âVariablesâ tab must also be set up.
- RPYEU automatically defines the User Defined fields for the IDGV Variables tab on IMUF for P2K_CM_GOVT_REGISTRATIONS.
- On the IDGV Variables tab, the variable âW2 State Media Filingâ must be set up to indicate if this state is required to produce a W2 File for the state.
- The âW2 State Media Filingâ values are:
- 00 â Not required to file magnetic media to the state
- 01 â Include State Code RS record in the Federal file, the federal file can be sent to the state
- 02 â State requires its own file, do not include other state information in the State file
- 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, âW2 State Media Filingâ variable = â01â should be set up
- When RPYEU is run, the State Information Code RS record will automatically be generated in the federal file, only a copy of the federal file needs to be sent to the State
- If the state does not accept other stateâs information in their State file, âW2 State Media Filingâ variable = â02â should be set up.
- When RPYEU is run, it should be set to run by one State only and the Media Format = âState File Formatâ should be selected.
- Then 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 for a list of states that are supported by RPYEU.
Local Level
- An entry must exist for each County for an Entity with âLocal Registrationâ in order for the County tax to be reported.
- An entry must exist for each City for an Entity with âLocal Registrationâ in order for the City tax to be reported.
- When the âLocal Registrationâ is defined, the âVariablesâ tab can optionally be set up in order to indicate if this Local requires to be filed via magnetic media on a W2 file:
- 'W2 STATE MEDIA FILING'
- 'W2 TAX TYPE CODE'
- 'W2 TAXING ENTITY'
- The âW2 State Media Filingâ values are:
- 00 â Not Required to file magnetic media
- 01 â Include Local Information in Code RS record for Federal File format
- 02 â Include Local Information in Code RS record for the State File format
- 03 â Local requires its own File, do not include other Local information in the File
- If the Local information is to be reported along with the Federal File Code RS information, set up âW2 State Media Filingâ variable = â01â for this local.
- When RPYEU is run, the State Information Code RS record will be generated along with the Local information
- If the Local information is to be reported along with the State File Code RS information, then set up the âW2 State Media Filingâ variable = â02â for this local.
- When RPYEU is run for a state, the State Information Code RS record will be generated along with the Local information.
- If the Local requires its own format, set up âW2 State Media Filingâ variable = â03â
- When RPYEU is run and âLocal File formatâ has been selected to be generated, then the specific City or County also needs to be selected, then the Local file format will be generated.
- Note, this feature requires specific program logic for each Local, please check if the local is supported by RPYEU
- If âW2 State Media Filingâ is set up for a Local, then the IDGV Variables tab must also be set up for:
- âW2 TAX TYPE CODEâ - to contain one of the following values:
- C â City Income Tax
- D â County Income Tax
- E â School District Income Tax
- âW2 TAXING ENTITYâ - to define the five character Taxing Entity Code for each local:
- e.g. Ohio Cleveland would be â200â, refer to Cleveland filing requirement
- e.g. Indiana would contain the two digit County Code supplied by Indiana
- âW2 TAX TYPE CODEâ - to contain one of the following values:
School Level
- An entry must exist for each school district for an Entity with âSchool Registrationâ for the school tax to be reported.
- When the âSchool Registrationâ is defined, the IDGV Variables tab must be set up for:
- 'W2 STATE MEDIA FILING'
- 'W2 TAX TYPE CODE'
- 'W2 TAXING ENTITY'
- The âW2 State Media Filingâ values are:
- 00 â Not Required to file magnetic media
- 01 â Include School Information in Code RS record for Federal File format
- 02 â Include School Information in Code RS record for the State for State File format
- 03 â Include School Information in Code RS record for the Local File format
- If the School information is to be reported along with the Federal File Code RS information, set up the âW2 State Media Filingâ variable = â01â for this Local.
- When RPYEU is run, the State Information Code RS record will be generated along with the School information.
- If the School information is to be reported along with the State File Code RS information, set up the âW2 State Media Filingâ variable = â02â for this Local.
- When RPYEU is run, the State Information Code RS record will be generated along with the School information.
- If the School requires its own format, set up âW2 State Media Filingâ variable = â03â
- Note, this feature requires specific program logic for each school, please check if the local is supported by RPYEU.
- If âW2 State Media Filingâ is set up for a School, then IDGV Variables Tab must also be set up:
- âW2 TAX TYPE CODEâ to contain the following value: E â School District Income Tax
- âW2 TAXING ENTITYâ to define the five character School District code
IDGV â Define State SUI Registrations for Quarterly Filing#
When running RPYEU with Calendar Type = âQâ for a quarter, each state must set up with âUS SUI Registâ. The last digit of âUS SUI Registâ Registration type must match the last digit of âUS State Registâ Registration type, i.e. âUS State Regist 1â should also define âUS SUI Regist 1â, âUS State Regist 2â should also define âUS SUI Regist 2â, etc,According to each stateâs quarterly filing format, some state may require to submit Taxes Due, Previous Underpayment etc. For each quarter, define the IDGV Variables tab for these quarterly amount for the proper âUS SUI Registâ prior to running RPYEU.
Please note each QTR fieldâs decimal point and enter in the above format.
IDFD â Define Form Code#
- Define Form Code âHL$US-W2-2012â for EFW2 format (Year 2011-2012 reporting)
- After loading IDFD form codes from starter scripts, set up each Form Code Field Variables on IDFDV
IDFD â Starter Scripts#
- When installing the US Year End software, a seed data script is executed to load in the IDFD Form Code: âHL$US-W2-2012â: SEED_IDFD_HL$US_W2_2012.sql
- This script may be run multiple times and performs the following:
- If Form Code âHL$US-W2-2012â does not exist, the script loads all new identifiers for Form Code âHL$US-W2-2012â.
- If Form Code âHL$US-W2-2012â already exists, the script will update Form Code âHL$US-W2-2012â existing identifiers from IDFD and leaving the clientâs IDFDV set up untouched for existing identifiers.
- If Form Code Identifier does not exist, the script will insert new identifier, then set up the content on IDFDV for the new identifier.
IDFD â Store Option#
Since 2010-tax year reporting, IDFD Form Code âHL$US-W2-2011â has supplied the âStore Optionâ starting from Seq# 2000 in order for RPYEU to store the Employer Name / Addresses, Employee Name / Addresses and the Amounts of the Seq# in the Government Remittance Tables. Important: RPYEU must be run with the new IDFD Form Code âHL$US-W2-2012â or a copy of this Form Code that has the âStore Optionâ set up to store the Addresses and the Amounts in the Government Remittance Tables. Any prior yearâs Form Codes do not supply this option and therefore will not turn on the store feature for RPYEU.IDFDV â Copy Last Yearâs Definition to Current Year#
- After the script is loaded for âHL$US-W2-2012â, the IDFDV Variable definition may be copied from last year to current year. Go to IDFDV and use the COPY button to copy from last yearâs definition as follows:
- On IDFDV, select last yearâs Form Code: âHL$US-W2-2011â
- Then press the COPY button on the screen
- The Copying dialog box is displayed, within the box, enter the current year New Form Code: âHL$US-W2-2012â
- Press the 'Copy Definition with Variables' button, this will copy the variables set up from âHL$US-W2-2011â to âHL$US-W2-2012â for the same Field Identifier name
IDFDV â Form Definition Variables#
- IDFD FORM
- IDFD FORM TYPE
- Form Code âHL$US-W2-2012â Identifiers
Field Identifier | Description | Suggested Field Source | Suggested Variable |
---|---|---|---|
SUB-ER-EIN | Submitterâs Employer EIN | Constant | 9 characters EIN |
SUB-USER-ID | Submitter User Identification | Constant | 8 characters User ID assigned to the employee who is attesting to the accuracy of the file |
SUB-RESUB-IND | Resubmitt Indicator | Constant | Enter 1 if file is resubmitted, otherwise 0 |
SUB-RESUB-WFID | Resubmitt SSA WFID from notice | Constant | If resubmitt, enter SSA WFID from notice |
SUB-VENDOR | Software Vendor Code | Constant | Enter your company data |
SUB-SOFTWARE | Submitter Software Code | Constant | Enter your company data |
SUB-COMP-NAME | Company Name receive EFW2 | Constant | Enter Company name who receive EFW2 |
SUB-COMP-LOCN | Company Location Address | Constant | Enter companyâs location address i.e. Attention, Suite, Room # etc |
SUB-COMP-DELIV | Company Delivery Address | Constant | Enter companyâs delivery address i.e. Street or Post Office Box |
SUB-COMP-CITY | Companyâs City | Constant | Enter companyâs city |
SUB-COMP-STATE | Companyâs State Abbrev | Constant | Enter companyâs State Abbreviation |
SUB-COMP-ZIP | Companyâs ZIP Code | Constant | Enter companyâs ZIP code |
SUB-COMP-ZIP-EXT | Companyâs ZIP Code Extension | Constant | Enter companyâs ZIP code extn |
SUB-COMP-F-STATE | Companyâs foreign State/province | Constant | Enter companyâs foreign state/province |
SUB-COMP-F-POST | Companyâs foreign postal code | Constant | Enter companyâs foreign postal code |
SUB-COMP-COUNTRY | Companyâs country if applicable | Constant | Enter companyâs country if applicable |
SUB-SUBM-NAME | Submitter Organization Name | Constant | Organization Name to receive unprocessed data |
SUB-SUBM-LOCN | Submitter Location Address | Constant | Enter submitter location address i.e. Attention, Suite, Room # etc |
SUB-SUBM-DELIV | Submitter Delivery Address | Constant | Enter submitter delivery address i.e. Street or Post Office Box |
SUB-SUBM-CITY | Submitter City | Constant | Enter submitter city |
SUB-SUBM-STATE | Submitter State Abbrev | Constant | Enter submitter State Abbreviation |
SUB-SUBM-ZIP | Submitter ZIP Code | Constant | Enter submitter ZIP code |
SUB-SUBM-ZIP-EXT | Submitter ZIP Code Extension | Constant | Enter submitter ZIP code extension |
SUB-SUBM-F-STATE | Submitter foreign State/province | Constant | Enter submitter foreign state/province |
SUB-SUBM-F-POST | Submitter foreign postal code | Constant | Enter submitter foreign postal code |
SUB-SUBM-COUNTRY | Submitter country if applicable | Constant | Enter submitter country if applicable |
SUB-CONT-NAME | Contact name for SSA | Constant | Enter your company data |
SUB-CONT-TEL | Contact telephone # for SSA | Constant | Enter your company data |
SUB-CONT-TEL-EXT | Contact telephone extension | Constant | Enter your company data |
SUB-CONT-EMAIL | Contact e-mail address for SSA | Constant | Enter your company data |
SUB-CONT-FAX | Contact FAX phone # for SSA | Constant | Enter your company data |
SUB-CONT-METH | Preferred Contact method | Constant | Enter your company data |
SUB-PREPARER | Preparer Code | Constant | Enter your company data |
SUB-3RD-PARTY-SICK | Third-Party Sick Pay Indicator | Constant | Enter your company data |
SUB-3RD-PARTY-TAX | Income Tax Withheld by 3rd Party | Constant | Enter your company data |
W2-ER-AGENT-IND | Agent Indicator Code | Constant | If applicable, enter appropriate code |
W2-ER-FOR-EIN | Agent for which EIN | Constant | If you are an agent, enter the EIN for which you are an agent for |
W2-ER-TERM-BUS | Terminating business indicator | Constant | Enter appropriate code from SSA |
W2-ER-ESTAB | Establishment Number | Constant | Further identify within EIN |
W2-ER-OTHER-EIN | Other EIN | Constant | Other EIN used |
W2-ER-EIN | Employer Identification Number | Data Base Column | DGV.GOVT_REGIST_NUMBER |
W2-ER-NAME | Employer Name | Data Base Column | DED.ENTITY_NAME |
W2-ER-LOCN-ADDR | Employer Location Address | Constant | Employerâs location address i.e. Attention, Suite, Room # etc. DLN.ADDRESS_LINE_2 or DLN.MAIL_ADDRESS_LINE_2 Enter the word MAIL or blank To use Primary address, leave this blank To use Mailing address, enter the word MAIL System will derive the complete primary or mailing address and store in the Address Identifiers. |
W2-ER-DELIV-ADDR | Employer Delivery Address | Constant | Employerâs delivery address i.e. Street or Post Office Box DLN.ADDRESS_LINE_1 or DLN.MAIL_ADDRESS_LINE_1 Enter blank, system derived |
W2-ER-CITY | Employer City | Constant | Employerâs city DLN.LOCALITY or DLN.MAIL_LOCALITY Enter blank, system derived |
W2-ER-STATE | Employer State Abbrev | Constant | Employerâs State abbreviation DSP.STATE_PROVINCE_CODE Enter blank, system derived |
W2-ER-ZIP | Employer ZIP Code | Constant | Employerâs ZIP Code DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL Enter blank, system derived |
W2-ER-ZIP-EXT | Employer ZIP Extension | Constant | Employerâs ZIP Code DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL Enter blank, system derived |
W2-ER-F-STATE | Employer foreign State/province | Constant | Employer foreign state/province or Constant Enter the word NAME or blank |
W2-ER-F-POSTAL | Employer foreign postal code | Constant | Enter Employer foreign postal code or Constant |
W2-ER-COUNTRY | Employer country if applicable | Constant | Enter Employer country Enter blank, system derived |
W2-ER-F-COUNTRY | Employer foreign country | Constant | Enter the word NAME or the word ISO or blank |
W2-ER-TAX-JURIS | Tax Jurisdiction Code | Constant | Enter appropriate code or null |
W2-KIND-OF-EMPLOYER | Kind of Employer | Constant | |
W2-EE-SSN | Employee Social Security Number | Data Base Column | EID.GOVERNMENT_CODE |
W2-EE-FIRST-NAME | Employee First Name | Data Base Column | EID.FIRST_NAME |
W2-EE-MIDDLE | Employee Middle Name | Data Base Column | EID.MIDDLE_NAME |
W2-EE-LAST-NAME | Employee Last Name | Data Base Column | EID.LAST_NAME |
W2-EE-SUFFIX | Employee Suffix Name | Data Base Column | EID.RANK with derivation expression Decode(~,â01â,âJRâ,â02â,âSRâ,NULL) |
W2-EE-LOCN-ADDR | Employee Location Address | Constant | Employeeâs location address i.e. Attention, Suite, Room # etc EPS.ADDRESS_LINE_2 EPS.MAIL_ADDRESS_LINE_2 Enter the word MAIL or blank To use Primary address, leave this blank. To use Mailing address, enter the word MAIL. System will derive the complete primary or mailing address and store in the Address Identifiers. |
W2-EE-DELIV-ADDR | Employee Delivery Address | Constant | Employeeâs delivery address i.e. Street or Post Office Box EPS.ADDRESS_LINE_2 or EPS.MAIL_ADDRESS_LINE_2 Enter blank, system derived |
W2-EE-CITY | Employee City | Constant | Employeeâs city EPS.LOCALITY or EPS.MAIL_LOCALITY Enter blank, system derived |
W2-EE-STATE | Employee State Abbrev | Constant | Employeeâs State abbreviation DSP.STATE_PROVINCE_CODE Enter blank, system derived |
W2-EE-ZIP | Employee ZIP Code | Constant | Employeeâs ZIP Code EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL Enter blank, system derived |
W2-EE-ZIP-EXT | Employee ZIP Extension | Constant | Enter employeeâs ZIP Code EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL Use derivation expression substr(~,6) for ZIP extension |
W2-EE-F-STATE | Employee foreign State/province | Constant | Employee foreign state/province or Constant Enter the word NAME or blank |
W2-EE-F-POSTAL | Employee foreign postal code | Constant | Employee foreign postal code Enter blank, system derived |
W2-EE-COUNTRY | Employee country if applicable | Constant | Enter Employee country Enter blank, system derived |
W2-EE-F-COUNTRY | Employer foreign Country | Constant | Enter the word NAME or the word ISO or blank |
W2-CONTROL-PRT | Print Control Number on Form | Constant | Null, 0, 1, 2, 3, 4, 5, 6 Null, 0 â 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 âSort Level Byâ prompt 3 - Print W2-CONTROL-NUM Identifier and Person Code 4 - Print âSort Level Byâ prompt and Person Code 5 - Print âSort Level Byâ prompt and W2-CONTROL-NUM Identifier 6 - Print âSort Level Byâ prompt and W2-CONTROL-NUM Identifier and Person Code |
W2-CONTROL-NUM | Control Number on Form | Data Base Column | Enter your company data |
W2-EXCLUDE-EE | Exclude Employee | Data Base Column | Enter your company data |
W2-FIT-WAGE | Wages, Tips, Other Compensation | Element | W2-BOX-01 |
W2-FIT-TAX | Federal Income Tax Withheld | Element | W2-BOX-02 |
W2-SSN-WAGE | Social Security Wages | Element | W2-BOX-03 Derivation expression LEAST(~,94200.00) may be used for year 2006 max System verify Box 3 + Box 7 does not exceed annual max, otherwise issue msg |
W2-SSN-TAX | Social Security Tax Withheld | Element | W2-BOX-04 Derivation expression LEAST(~,5840.40) may be used for year 2006 max |
W2-MEDI-WAGE | Medicare Wages and Tips | Element | W2-BOX-05 |
W2-MEDI-TAX | Medicare Tax Withheld | Element | W2-BOX-06 |
W2-SSN-TIP | Social Security Tips | Element | W2-BOX-07 |
W2-ALLOC-TIP | Allocated Tips | Element | W2-BOX-08 |
W2-EIC | Advanced EIC Credit | Element | W2-BOX-09 |
W2-DEP-CARE | Dependent Care Benefit | Element | W2-BOX-10 |
W2-NQUAL | Non Qualified Plans | Element | W2-BOX-11 |
W2-NQUAL-457 | Non Qualified Plans Sect 457 | Element | W2-BOX-11-457 |
W2-NQUAL-N457 | Non Qualified Plans Not Sect 457 | Element | W2-BOX-11-N457 |
The values from W2-OTHER-01 to W2-OTHER-20 are printed on W2 Form Box 14. W2-OTHER-01 Your company description Pay Component Enter your company data W2-OTHER-nn Your company description Pay Component Enter your company data W2-OTHER-20 Your company description Pay Component Enter your company data
Please enter Box 14 Description in the Prompt field in format of 14-xxxxxxx.
The values from W2-USER-01 to W2-USER-20 are used by CLIENTS only, the values are not printed on W2 Form or File. These identifiers are used by users to obtain amounts to show on RPYEU Summary report. e.g. 125 plan, 401 plan, benefit amounts, or Employer portion of certain employee contribution etc W2-USER-01 Your company description Pay Component Enter your company data W2-USER-nn Your company description Pay Component Enter your company data W2-USER-20 Your company description Pay Component Enter your company data
The values from W2-HL-01 to W2-HL-10 are used by High Line only. These identifiers are used by High Line to obtain amounts to show on RPYEU Summary report or for other purposes. These are reserved area for High Line to allow ability for users to define additional new variables that are not available or defined at time when the programming is done. If needed, High Line will give instruction for users to set these up. W2-HL-01 High Line Defined description Pay Component Enter your company data W2-HL-nn High Line Defined description Pay Component Enter your company data W2-HL-10 High Line Defined description Pay Component Enter your company data
W2-STAT-EE Statutory employee Statistics Enter your company data W2-RETIRE-PLAN Retirement plan employee Statistics Enter your company data W2-3PARTY-SICK Third-party sick pay Statistics Enter your company data
W2-SCHL-WAGE School Taxable Wages Element W2-SCHL-WAGE W2-SCHL-TAX School Tax Element W2-SCHL-TAX
W2-STATE-CODE State Code Data Base Column DSP.STATE_PROVINCE_CODE W2-STATE-REGIST State Registration I.D. No Data Base Column DGV.GOVT_REGIST_NUMBER W2-STATE-WAGE-HOME State Wages and Tips (Home State) Element W2-STATE-WAGE-H W2-STATE-WAGE-WORK State Wages and Tips (Work State) Element W2-STATE-WAGE-W W2-STATE-TAX-HOME State Income Tax (Home State) Element W2-STATE-TAX-H W2-STATE-TAX-WORK State Income Tax (Work State) Element W2-STATE-TAX-W
W2-SUI-WAGE-EE State SUI Wages (Employee) Element W2-SUI-WAGE-EE W2-SUI-WAGE-ER State SUI Wages (Employer) Element W2-SUI-WAGE-ER W2-SUI-TAX-EE State SUI Tax (Employee contrib) Element W2-SUI-TAX-EE W2-SUI-TAX-ER State SUI Tax (Employer contrib) Element W2-SUI-TAX-ER W2-SDI-WAGE-EE State SDI Wages (Employee) Element W2-SDI-WAGE-EE W2-SDI-WAGE-ER State SDI Wages (Employer) Element W2-SDI-WAGE-ER W2-SDI-TAX-EE State SDI Tax (Employee contrib) Element W2-SDI-TAX-EE W2-SDI-TAX-ER State SDI Tax (Employer contrib) Element W2-SDI-TAX-ER W2-SUI-HRS-WRK SUI Hours Worked Element W2-SUI-HRS-WORK W2-SUI-WK-WRK SUI Weeks Worked (From User) Element W2-SUI-WK-WORK W2-SUI-WEEKS-WRK SUI Weeks Worked (Derived) Not specified System Derived, no need to set up W2-SUI-TAXABLE-WAGES SUI Taxable Wages Not specified System Derived, no need to set up W2-SUI-EXCESS-WAGES SUI Excess Wages Not specified System Derived, no need to set up W2-SUI-MTH1-WORK SUI Worked on 12th day of mth 1 Not specified System Derived, no need to set up W2-SUI-MTH2-WORK SUI Worked on 12th day of mth 2 Not specified System Derived, no need to set up W2-SUI-MTH3-WORK SUI Worked on 12th day of mth 3 Not specified System Derived, no need to set up W2-TIP-WAGE-WORK Work State Tips Wages Element Tips Wages for each State W2-ST-TIP-WORK Work State Tips Pay Component Tips for each State W2-WC-WORK Workers Compensation Contribution Element W2-WC-WORK
W2-CNTY-NAME County Name Data Base Column DCN.COUNTY_NAME W2-CN-WAGE-HOME County Wages (Home County) Element W2-CNTY-WAGE-H W2-CN-WAGE-WORK County Wages (Work County) Element W2-CNTY-WAGE-W W2-CN-TAX-HOME County Tax (Home County) Element W2-CNTY-TAX-H W2-CN-TAX-WORK County Tax (Work County) Element W2-CNTY-TAX-W
W2-CITY-NAME City Name Data Base Column DTX.JURISDICTION_NAME W2-CI-WAGE-HOME City Wages (Home City) Element W2-CITY-WAGE-H W2-CI-WAGE-WORK City Wages (Work City) Element W2-CITY-WAGE-W W2-CI-TAX-HOME City Tax (Home City) Element W2-CITY-TAX-H W2-CI-TAX-WORK City Tax (Work City) Element W2-CITY-TAX-W
For California SDI reporting, there are 2 options to print SDI on W2 Forms:
(1) - For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not zero, then Box 19 will print the employee SDI contribution and Box 20 will print the description âCASDIâ
(2) - For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not set up, the user may set up Box 14 to print âCASDIâ and the SDI amount
IDFDV â Employer Primary Address and Mailing Address#
- if the user wants to use the Employer Primary Address, the user does not need to set up Identifiers 2020 â 2070, just leave these Identifiers blank, the system will use the Primary Address as default
- if the user wants to use the Employer Mailing Address, the user need to set up as follows:
Seq Field Identifier Description Field Variable 2020 W2-ER-LOCN-ADDR Employer Location Address MAIL 2030 W2-ER-DELIV-ADDR Employer Delivery Address blank 2040 W2-ER-CITY Employer City blank 2050 W2-ER-STATE Employer State Abbrev blank 2060 W2-ER-ZIP Employer Zip Code blank 2070 W2-ER-ZIP-EXT Employer Zip Code Extension blank 2100 W2-ER-COUNTRY Employer country blank
- The Reference Text field will guide the user the set up of each Address Identifier.
- if the mailing address is not defined for the Employer on IDLN of IDEN location, the IDLN primary address will be used
- if the user has previous Address set up prior to 2006, if the word âMAILâ is defined, the mailing address will be used, otherwise the primary address will be used
Foreign Country Primary and Mailing Address set up:
Seq Field Identifier Description Field Variable 2080 W2-ER-F-STATE Employer foreign State Abbrev blank or enter the word NAME - if âNAMEâ is entered, the State name is used, otherwise the State code is used - this foreign State description is printed on W2 and reported on EFW2 file 2090 W2-ER-F-POSTAL Employer foreign postal Code blank 2105 W2-ER-F-COUNTRY Employer foreign country blank or enter the word NAME, or ISO - if âNAMEâ is entered, the Country name is used - if âISOâ is entered, the ISO Country code from IDCO screen UDF âISO COUNTRY CODEâ is used, otherwise the IDCO Country code is used
IDFDV â Employee Primary Address and Mailing Address#
- if the user wants to use the Primary Address, the user does not need to set up Identifiers 2600 â 2650, just leave these Identifiers blank, the system will use the Primary Address as default
- if the user wants to use the Mailing Address, the user need to set up as follows:
Seq Field Identifier Description Field Variable 2600 W2-EE-LOCN-ADDR Employer Location Address MAIL 2610 W2-EE-DELIV-ADDR Employer Delivery Address blank 2620 W2-EE-CITY Employer City blank 2630 W2-EE-STATE Employer State Abbrev blank 2640 W2-EE-ZIP Employer Zip Code blank 2650 W2-EE-ZIP-EXT Employer Zip Code Extension blank 2680 W2-EE-COUNTRY Employer country blank
- The Reference Text field will guide the user 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 has previous Address set up prior to 2006, if the word âMAILâ is defined, then the mailing address will be used, otherwise the primary address will be used
Foreign Country Primary and Mailing Address set up:
Seq Field Identifier Description Field Variable
2660 W2-EE-F-STATE Employee foreign State Abbrev blank or enter the word NAME
- if âNAMEâ is entered, the State name is used, otherwise the State code is used
- this foreign State description is printed on W2 and reported on EFW2 file
2670 W2-EE-F-POSTAL Employee foreign postal Code blank
2685 W2-EE-F-COUNTRY Employee foreign country blank or enter the word NAME, or ISO
- if âNAMEâ is entered, the Country name is used
- if âISOâ is entered, the ISO Country code from IDCO screen UDF âISO COUNTRY CODEâ 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 are totaled for all States for all employments for the reporting year by Federal Government Registration - this includes box 1 to box 14 - the reporting of W2 Form and Government file is sorted and grouped by Federal Government Registration - after all federal information are summarized by Federal Government Registration, when W2 Forms are printed, if the employee has information overflow onto multiple W2 Forms, then the first W2 Form will print the Federal Information (Box 1 to 11, with Box 12 first 4 entries, Box 14 first 2 entries) - additional Box 12 and Box 14 information will be printed on subsequent W2 form for the same employee and the federal information (Box 1 to 11) will not be repeated
State level:
- State information are 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 are summarized - this includes box 15 to box 17, SUI quarterly information - after all States information are summarized, the States are printed on the W2 form and overflows onto subsequent W2 form until all States are printed
Local level:
- Local information are reported for County Tax Information and City Tax Information - if County tax has been withheld for a GEO code, the County tax information are 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 of whether the tax is generated as Work City or Residence City tax - this includes box 18 to box 20
School level:
- School District tax information are 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, first line to print the description and second line to print the amount, School information will be printed using 4 lines, therefore subsequent W2 forms will be used if more Box 14 entries (4 lines) are required
- on each W2 form, box 12 Code allows up to four entries to be reported and subsequent W2 forms will be used if more than four entries are required
W2 Type of Employment#
- on IDGR screen, the user must define âW2 Employment Typeâ on the âRegistrationsâ Tab for each group A - Agriculture F â Form 944 filer H - Household M - Military Q â Medicare Qualified Government Employment R â Regular (All others) X - Railroad
- the âW2 Employment Typeâ for a Group MUST NOT BE CHANGED even if there are multiple effective date records for a group
- if the âW2 Employment Typeâ 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 âW2 Employment Typeâ
- an employee may work for multiple âTypes of Employmentâ during a year, e.g. an employee is a âRegular employmentâ employee during the year who also works under âAgriculture employmentâ during the summer, in this case, the Agriculture Employment requires to report earnings on 943 and the agriculture earnings to be separate from the regular reporting of W2, the user should set up different Group for Agriculture and the employees should be paid under the Agriculture Group
- when RPYEU is run, the employee will automatically be reported under the proper âW2 Type of Employmentâ from IDGR screen
- for Medicare Qualified Government Employees, the user does not need to set up a specific Group with âW2 Type of Employmentâ = âQâ in order for the employees to be reported with âQâ type employment, the employee is classified as MQGE by the FICA and Medicare tax method on IPRLU screen
- if IPRLU FICA method = âDo not Calculateâ and the Medicare method is set up, this employee is qualified as MQGE employee and will be reported under âW2 Type of Employmentâ âQâ regardless of which Group he belongs to
Government Media File Name#
- when RPYEU is run, the user may select to generate government media file
- the user must provide a valid directory name and specify a magnetic media file name, e.g. W2_2012.txt
- the user may also attach the RPYEU Execution ID to the file name by specifying the word âmexâ in the file name
e.g. W2_2012_mex.txt - this will generate magnetic media file W2_2012_67109.txt for Execution ID 67109 e.g. W2_mex_ohio.txt - this will generate magnetic media file W2_67109_ohio.txt for Execution ID 67109
XML File#
- when RPYEU is run, the user MUST select a valid File Directory name in order for the XML file to be generated
- the XML file contains all employees information to be read by the Oracle W2 Form Print program RPW2
- RPYEU attaches the â.xmlâ extension to the specified Media File name for the XML file:
e.g. Media File Name: W2_2012_mex.txt XML File Name: W2_2012_mex.xml
e.g. Media File Name: W2_2012_mex XML File Name: W2_2012_mex.xml
- after RPYEU is run, the user can use Notepad or PFE editor to review the XML file content
- the user can double click on the .xml file to open the XML file using an xml editor
- the user may archive this XML file for history purpose or for reprint purpose by Oracle version RPW2
RPYEU Trace and Data Dump File#
- user should always run RPYEU with Trace Level = âExceptions onlyâ for all employees
- if there is problem in RPYEU and the user need to determine which employee has the problem, the user should run RPYEU with Trace Level = âProgram Traceâ, this will print a list of processed employees to determine which employee has the problem
- when Trace Level = âProgram Traceâ, the SQL SELECT Statements for Federal, State and Local levels are written as Trace messages
- when Trace Level = âProgram Traceâ, after each employee is processed, the estimated performance time for this employee is displayed
- after determining which employee has the problem, the user should run RPYEU for one employee with Trace Level = âUtility Traceâ to determine the problem in detail - when RPYEU is run with any Trace level, all trace messages are also written to a â_trace.csvâ file so user can open with Excel for investigation, the dynamic SQL SELECT statement is written to â_select.txtâ file
- when the parameter âCreate Data Dumpâ toggle is checked, RPYEU will generate data dump files with .csv extension for Federal, State, Local, School information if the information is available. The user can open these data dump files with excel spreadsheet for debugging and balancing purposes.
For example, mex id 750234 is run with trace and data dump, following files are generated:
rpyeu_w2_750234.txt - government magnetic media file to be sent to the government rpyeu_w2_750234.xml - xml file to be read by RPW2 to print W2 forms rpyeu_w2_750234_select.txt - SQL SELECT statement, may be used in SQL+ rpyeu_w2_750234_trace.csv - trace file for debugging rpyeu_w2_750234_fed.csv - data dump file with Federal information for debugging or balancing rpyeu_w2_750234_state.csv - data dump file with State information for debugging or balancing rpyeu_w2_750234_local.csv - data dump file with Local information for debugging or balancing rpyeu_w2_750234_school.csv - data dump file with School information for debugging or balancing
- if RPYEU is not run in Trace mode, then only the first 2 files are generated:
rpyeu_w2_150277.txt - government magnetic media file to be sent to the government rpyeu_w2_150277.xml - xml file to be read by RPW2 to print W2 forms
Government Media File â Code RW, RS when Select by State#
- When RPYEU is run and user does not select by State, then the Federal Media File will be generated with Code RW records on the media file
- When RPYEU is run and user selects one State, then RPYEU will be processed for that specific State only, code RW and RS records will be generated according the State government requirement and IDGV Variables tab âW2 State Media Filingâ set up
Exclude Employees#
- the user may exclude certain employees from reporting the W2 by setting up IDFDV Identifier âW2-EXCLUDE-EEâ
- if the value of this âW2-EXCLUDE-EEâ Identifier is evaluated to âYâ, then the employee is bypassed e.g. â if user does not want to report employees whose Assignment Title = âElection Workerâ or âSelf Employedâ, then: - for Identifier âW2-EXCLUDE-EEâ, set up the following: - Field variable = EASD.ASSIGNMENT_TITLE - Derivation Expression = decode(UPPER(~),âELECTION WORKER','Y',âSELF EMPLOYEDâ,'Y','N')
Note: User should use UPPER(~) to convert alphanumeric field to compare all Upper case letters.
- if the user has a complex situation to exclude an employee, the user may use a STAT CODE to indicate the employee is excluded e.g. - an employee is excluded when he works in certain groups or with certain hours, then the user may keep track of this by using a STAT CODE, if the employee is to be excluded, then set the STAT CODE value to 1.00 - then on IDFDV for Identifier âW2-EXCLUDE-EEâ, set up the following: - Field Source = Statistics - Field variable = the STAT CODE that is used to exclude employee - Derivation Expression = decode(~,1,'Y','N')
Election Workers#
- the election workers earnings should be reported on W2 if the payment is $600 or more
- if the payment is less than $600 and if social security and medicare taxes are withheld, then the earnings should be reported
- in this situation, that means if the election workerâs earnings is less than $600 and there is no social security and medicare tax withheld, then the payment should not be reported on W2
- the user may handle the Election Worker situation as follows:
1) - use a separate pay component to record the Election Worker payment - if FICA and Medicare are not calculated for these payments, then the user can exclude election worker payment by not putting the pay component in the element for each W2 Box
2) - if the employee is paid with election worker payment and FICA and Medicare tax are withheld, then determine if the employee should be excluded or not. If employee is excluded, the user may set up a STAT CODE for IDFDV Identifier âW2-EXCLUDE-EEâ to exclude the employee from reporting on W2 form
3) - the user may exclude all Election Workers by using the EASD.ASSIGNMENT_TITLE = âELECTION WORKERâ - then the user should use Identifier âW2-EXCLUDE-EEâ to exclude EASD.ASSIGNMENT_TITLE = ââELECTION WORKERâ
Reissued / Corrected W2 Form#
- if an employee lost the W2 Form, the user can reissue the W2 Form by running RPW2 and select the employee
- for Oracle version RPW2, prior to reissue the W2 Forms by RPW2, the user must have the XML file ready for the RPW2 program - the XML file can be from one of the followings: 1) - user may re-run RPYEU to generate the XML file for the reissued employees, OR 2) - user may use the archive XML file from the previous RPYEU run and select the employees from XML file
- for Windward version RPW2, the user must select the GVT Run number that the employee belongs to when RPYEU is run 1) - user may re-run RPYEU to generate a new GVT Run number for the employee, OR 2) - user may locate the existing GVT Run number that the employeeâs W2 was originally issued
- when RPW2 is run, the user should enter the word âREISSUEDâ or âCORRECTEDâ for the prompt âReissued/Corrected:â, then the W2 Form will be printed with word specified
Void W2 Form#
- if user discovers errors on the W2 Forms and the user has not distributed the W2 Forms to the employees yet, the user should fix the problem and re-run RPYEU and RPW2
- if user discovers errors on W2 Form after the employee receives the W2 Forms, the user should still file the error W2 to the government and then manually correct the W2 Forms by completing Form W2-C for corrections, RPYEU and RPW2 do not use the VOID box on W2 Form to indicate error situation
RPYEU Registration Set Up Audit#
- when RPYEU is run, the user can optionally audit and fix the government registrations set up on IDGV screen
- the user can answer the following prompt: Regist/Set Up Audit: Print and Run
- this prompt is validated from lexicon âX_PRINT_AND_RUNâ 00 â Do not print, run 01 â Print, do not run 02 â Print and Run 03 â Excp and Run
- â00 â Do not print, runâ - after the Government Registration is audited, do not print all registrations, continue to run RPYEU - this option suppresses all exception messages to be printed
- â01 â Print, do not runâ - after the Government Registration is audited, print all registrations, do not run RPYEU - this is used when user just wants to verify all government registration set up prior to RPYEU run - this option allows exception messages to be printed
- â02 â Print and Runâ - after the Government Registration is audited, print all registrations, continue to run RPYEU - this should be the default so user can verify all government registration set up and run RPYEU - this option allows exception messages to be printed
- â03 â Excp and Runâ - after the Government Registration is audited, do not print registrations, continue to run RPYEU - this option allows exception messages to be printed
RPYEU Exception Messages#
- negative (credit) amounts are never allowed for W2 reporting and therefore if negative amounts are encountered, an exception message is printed, the user must resolve the negative amount and re-run
- the following Set Up exception messages are highlighted if the user choose to print âSet Up Exceptionsâ:
IMUF screen - User Field: W2 STATE MEDIA FILING is not set up for P2K_CM_GOVT_REGISTRATIONS IMUF screen - User Field: W2 TAX TYPE CODE is not set up for P2K_CM_GOVT_REGISTRATIONS IMUF screen - User Field: W2 TAXING ENTITY is not set up for P2K_CM_GOVT_REGISTRATIONS' IDGV screen - Federal Registration is not set up for Entity: entity name IDGR screen - W2 EMP TYPE is not set up for Entity: entity code Unit: unit code Group: group code Effective date IDGV screen - State Registration is not set up for State: State name IDGV Variables â State: State name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03 IDGV screen - Local Registration is not set up for County Tax Jurisdiction: County name IDGV Variables â County: county name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03 IDGV screen - Local Registration is not set up for City Tax Jurisdiction: City name IDGV Variables â City: city name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03 IDGV screen - School Registration is not set up for School: School name Warning: IDFDV Identifier Name is not set up Warning: IDFDV Identifier Name contains CONSTANT
- the following exception messages are always printed for an employee:
Empl nnn - Invalid SSN: ssn, SSN must be 11 positions, position 4 and 7 must be a hyphen (-) - the user must verify and correct the SSN number, otherwise W2 form and Magnetic media filing will be incorrect for the employee
Empl nnn - Term date CCYYMMDD is prior to reporting year CCYY - this is a warning to indicate the employee has been terminated in prior years and has YTD information for this calendar year
Empl nnn - Box 3 999999.99 + Box 7 999999.99 = 999999.99 exceeds Annual Max Wage Base 999999.99 - the user must correct either Box 3 or Box 7 set up, the system is not adjusting this number because it does not know if Box 3 or Box 7 is correct - if this situation is not corrected, the W2 will be rejected because the government does not allow these wage base to exceed the annual maximum
Empl nnn - Employee has no Federal Information for Employment Type R, employee is bypassed
Empl nnn - Identifier Amt 999999.99-, negative amount not allowed, amount change to 0.00 - the user must review this situation and correct the negative amount, otherwise the system reports zero for this field
Empl nnn - Identifier Amt 999999.9999 exceeds 2 decimals, amount change to 999999.99 - this situation may cause a rounding error, the user should review the situation to find out why the amount exceeds 2 decimals and correct if necessary
Empl nnn Identifier Amt 999999999.99 exceeds 11 digits, check printed Form and Govt File size - the system highlights the amount that exceeds 11 digits, the user should review the printing of W2 for this field and the government file size to report this amount
Empl nnn Error: RS record posn 999 length = nn only, Field size exceeded for Amt 99999999.99 - this Error message is issued when the Length of the Field Size available on the magnetic media file is not large enough to hold the amount - the field size is always checked for each numeric field prior to writing the amount into the file - the user MUST correct this situation because Oracle will report â#######â in the field and the government will reject this file - the â#######â is not corrected to report zero in the file because this will result in an incorrect reporting situation for the W2 between the W2 form print and the W2 file - the printing of the W2 will probably be large enough to print the field size while the magnetic media reporting could not report this large amount - the user must find out to see if incorrect data is the cause of the problem, or contact Highline
RPYEU Summary Report Level#
- there are 5 levels of reporting for RPYEU Summary Report: - Federal, State, County, City and School District Level
- each level of print can be suppressed by selecting the options from the RPYEU run
- however, the Federal level Grand total report is always printed to capture all statistics of the RPYEU run
- the Federal level print is reported and sorted by employee and has all levels of details for an employee - the State, County, City and School District levels are reported and sorted by State, County, City and School District
- the user may suppress the printing of âSet up exceptionsâ for IDFDV, IDGV etc, however, the employee level of exception are always printed as error or warning situations are encountered for each employee
RPYEU Sort Level#
There are 3 prompts to allow users to sort employees in RPYEU for distribution of W2 Form purposes:
1) Sort Level By
- the lexicon âX_W2_SORT_LEVELâ is used for this prompt, the values are: 00 â N/A 01 - Department (easd) 02 - Dept W2 Destination 03 - Dept SUI ER Number 04 - Pay Dest (easd) 05 - Location (easd) 06 - W2 Destination (eid)
- the department is the prime assignment detailsâ department that is effective as of the user specified âAs of dateâ - user may define a special âW2 Destinationâ at the department level or employee level for W2 distribution purpose - user may also specify to âProvide Sort Level Totalsâ if the user has specified a âSort Level Byâ level
2) Sort by Active/Inactive
- this prompt is useful for users to sort Terminated employees from Active employees so users can mail the W2 forms for terminated employees
- the lexicon âX_W2_SORT_ACTIVEâ is used for this prompt, the values are: 00 - Do not Sort Active/Inactive (default) 01 - Before Sort Level 02 - After Sort Level
- if 00 is selected, the terminated employees will not be sorted before active employees
- if 01 - Before Sort Level, all terminated employees will be sorted Before the Sort Level from the previous prompt
e.g. - if Department A has 2 terminated employees (A1, A2), 3 active employees (A3, A4, A5) - if Department B has 2 terminated employees (B1, B3), 3 active employees (B3, B4, B5)
- RPYEU will show in this order Department A Status: Inactive Employee A1 Employee A2 Department B Status: Inactive Employee B1 Employee B2 Department A Status: Active Employee A3 Employee A4 Employee A5 Department B Status: Active Employee B3 Employee B4 Employee B5
- all Inactive employees are grouped together by Department (Sort Level) and then followed by all Active employees
- if 02 - After Sort Level, all terminated employees will be sorted After the Sort Level from the previous prompt
e.g. - RPYEU will show in this order Department A Status: Inactive Employee A1 Employee A2 Status: Active Employee A3 Employee A4 Employee A5 Department B Status: Inactive Employee B1 Employee B2 Status: Active Employee B3 Employee B4 Employee B5
- Inactive employees are grouped together within each Department (Sort Level) and then followed Active employees of the same Department
3) Sort employees By
- the lexicon âX_W2_SORT_PERSONâ is used for this prompt, the values are: 01 â Person Code 02 â Last Name/First Name 03 â Destin/Last/First 04 â Dept/Last/First
- this prompt is sort within the âSort Level Byâ and âSort by Active / Inactiveâ prompt
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 â Form 944 filer H - Household M - Military Q â Medicare Qualified Government Employment R â Regular (All others) X - Railroad
- the Employment Code is retrieved from IDGR âW2 Employment Typeâ or employeeâs IPRLU screen FICA and Medicare method
- all employees with the same Employment Code are grouped together under one Code RE record
- if IPRLU FICA method = âDo not calculateâ and MEDICARE method is NOT âDo not calculateâ, then this employee is classified as Employment Type âQâ for W2 reporting
- otherwise the W2 Type of Employment is derived from IDGR âW2 Employment Typeâ field
- the Federal Filing of EFW2 requires Code RE records to be reported by Type of Employments, however, some States filing do not require to separate employees by Type of Employments, therefore, on RPYEU selection screen, the following prompt is used: Combine Employment Types: Yes/No
- the default should be âNoâ for most RPYEU file reporting, however, if the State filing does not require to file by âTypes of employmentâ, then the user may change this to âYesâ to combine all Types of Employment under one Code RE record
- if the user only have âRegularâ Types of Employment, then the user can ignore this prompt and default to âNoâ all the time
W2 Form Control Number Print#
On W2 Form 2-on-1-page Box d, the user may print the Control Number on the Form for reference or distribution purpose, e.g. Person Code. The user must set up the following Identifiers on IDFDV screen:
Seq 2800 W2-CONTROL-PRT Print Control Number on Form Constant
Null, 0 â 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 âSort Level Byâ prompt 3 - Print W2-CONTROL-NUM Identifier and Person Code 4 - Print âSort Level Byâ prompt and Person Code 5 - Print âSort Level Byâ prompt and W2-CONTROL-NUM Identifier 6 - Print âSort Level Byâ prompt and W2-CONTROL-NUM Identifier and Person Code
Seq 2810 W2-CONTROL-NUM Control Number on Form Data Base Column
Enter your company data e.g. âEID.PERSON_CODEâ, or âDLN.LOCALITYâ, or âPPA.PAYROLL_CODEâ etc
- if Seq 2810 W2-CONTROL-NUM specifies a Data Base Column e.g. âPPA.PAYROLL_CODEâ, and within this year the employee has been paid by more than one entry of this data base column, e.g. employee is paid under 2 Payroll Codes, if 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 is printed
e.g. Employee is paid by PAYROLL_CODE: US CENTRAL BW Employee is also paid by PAYROLL_CODE: US WEST BW
Then âUS WEST BWâ will be printed
RPREGT â Pay Totals Register#
RPREGT â Selection Criteria#
- For auditing purpose between RPREGT and RPYEU, the user should select the following when RPREGT is run:
Provide Totals By: Fed Regist Number
RPYEU â US Year End Summary Report#
RPYEU â Selection Criteria â Annual Reporting#
Report Criteria Tab:
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.
Annual Form Code: - mandatory, HL$US-W2-2012 - NOTE: always use the most current year form code âHL$US-W2-2011â - please enter the most current yearâs Form Code because RPYEU is programmed with Identifiers from the most current year information, prior yearâs Form Code should not be used because prior yearâs Identifiers may be obsolete
- for 2011-2012 reporting, Form Code from current year âHL$US-W2-2012â contains the STORE OPTION field to store the Employer Addresses, Employee Addresses and Amounts in the Government Remittance Tables to be viewed on IPGR/IPGH screens
Quarterly Form Code: - blank for Annual reporting Govt Interface Format: - blank for Annual reporting
Period Type: - enter âYearâ for Annual reporting Period End Date: - enter the Year Ending Date As of Date: - this date is used to retrieve employee information such as Name and address etc
Combine Employment Type: - Check this toggle to combine âRegularâ, âAgricultureâ employment etc Combine Fed Regist - Check this toggle to combine all selected âFederal Registâ for State/Local reporting - do not check this toggle when generating the Federal File - when this toggle is checked, RPYEU will not store the Federal Level amounts on IPGH because the Federal Registration Number are combined and will not be linked to a specific Federal Registration Number
Media Format: - Enter âFederal File Formatâ for SSA reporting Directory Name: - enter a valid directory name Media File Name: - enter a file name for govt magnetic media file Create Data Dump: - optional toggle, if checked, RPYEU will generate data dump files with .csv extension for Federal, State, Local, School information. The user can open the data dump file with excel spreadsheet for debugging and balancing purposes Trace Level: - user should always run with Exception only unless for tracing Regist/Set Up Audit: - user can select to audit Govt Registration set up, and continue processing etc - lexicon X_PRINT_AND_RUN values are: 00 â Do not print,run 01 â Print,do not run 02 â Print and Run 03 â Excp and Run
Entity - optional, enter one or more Entities Federal Regist Set - optional, enter only if you want to select by different âFederal Regist Setâ otherwise do not select Federal Regist Set if run for all employees Federal Regist Number: - optional, enter one or more Federal Registration Number People List - optional, specify if People list is to be used Person - optional, enter one or more Person Codes Select State: - optional, do not enter any State when generating the Federal File for W2 - if a State is entered, RPYEU automatically switch to report by this State State Regist Set - optional, enter one or more State Registration Sets State Regist Number: - optional, enter one or more State Registration Numbers - enter State Regist Set and State Regist Number only when running for one State Local Regist Set - optional, enter one or more Local Registration Sets Local Regist Number: - optional, enter one or more Local Registration Numbers - enter Local Regist Set and Local Regist Number only when running for one Local Select County: - optional, enter one or more Counties - if a County is entered, RPYEU may switch to report by this County Select City: - optional, enter one or more Cities - if a City is entered, RPYEU may switch to report by this City Select School: - optional, enter one or more Schools - if School list are entered, RPYEU reports for these schools only User Comment - enter User Comment to be printed on RPYEU report
Sort by Level: - enter âSort by Levelâ if necessary Sort by Active/Inactive - this prompt is used to separate Active and Inactive employees for distribution purpose Sort People by - enter âSort People byâ if necessary Provide Sort Level Totals: - optional, if the toggle is ON, the total is generated for âSort by Levelâ
Federal Level Print - enter âFederal Level Printâ to show the amount detail for Federal level State Level Print - enter âState Level Printâ to show the amount detail for State level SUI Level Print - enter âSUI Level Printâ to show the amount detail for SUI level Local Level Print - enter âLocal Level Printâ to show the amount detail for County and City level School Level Print - enter âSchool Level Printâ to show the amount detail for School level
RPYEU â Selection Criteria â Quarterly Reporting#
Federal Regist Set - optional, enter only if you want to select by different âFederal Regist Setâ Federal Regist Number: - optional, enter only if you want to select by different Federal Registration Number Select State: - mandatory for Quarterly State Filing, if State is not entered, then itâs a Federal run State Regist Set: - optional, enter only if you want to select by different âState Regist Setâ State Regist Number: - optional, enter one or more State Registration Numbers - enter State Regist Set and State Regist Number only when running for one State Annual Form Code: - mandatory, HL$US-W2-2012, use most current year Form Code Quarterly Form Code: - optional, if not specified, it defaults to the Annual Form Code with EFW2 format - if the State is using the format such as the ICESA, TIB-4 and special format for quarterly reporting, enter âHL$US-QTR-2012. - âHL$US-QTR-2012â may not be updated after 2012 because this format code is only used for prior year format ICESA and TIB-4, most States are converted to EFW2 Govt Interface Format: - optional, some States require specific government XML file format that is defined on IDIF screen, e.g. Florida State format HL$US-QTR-FL2008 - please refer to the State document that indicates if this parameter should be used Period Type: - enter âQuarterâ for Quarterly reporting Period End Date: - enter the Quarter Ending Date As of Date: - this date is used to retrieve employee information such as Name and address etc Combine Employment Type: - Check this toggle to combine âRegularâ, âAgricultureâ employment etc Combine Fed Regist - Check this toggle to combine all selected âFederal Registâ for State/Local reporting Media Format: - Enter âState File Formatâ or âSUI File Formatâ for State reporting - for âSUI File Formatâ, the IDGV âSUI Registrationâ number is used
Please enter other prompts accordingly.
RPYEU â Quarterly Form Code set up#
For quarterly filing, the user must set up IDFDV Annual Form Code âHL$US-W2-2012â for all Federal and State identifiers, including SUI/SDI, respecting the Work and Home State pay components. The user may also need to set up Form Code âHL$US-QTR-2012â depending on each State.
- Annual Form code âHL$US-W2-2012â is used to report the Federal File and W2 Form Information for 2011 year end, this Form Code information is also used to report quarterly information for the States for 2012
- the difference for Federal and State Filing is the file format for each State, e.g. EFW2, ICESA, TIB4 or specific State Format
- prior to Jan 1, 2004, if the State is using ICESA, TIB4 or specific State Format, RPQTR program was used to report the quarterly file with Form Code âHL$US-QTR-2012â
- effective Jan 1, 2004, RPYEU supports the filing of multiple Government Registrations at Federal/State/Local level, RPYEU and RPQTR program are merged together, therefore RPQTR program is not used after Jan 1, 2004
- the quarterly Form Code âHL$US-QTR-2012â is being used and may not be changed because it contains all necessary Identifiers to support the ICESA, TIB-4 and State specific format, however all main processing are derived from Annual Form Code âHL$US-W2-2012â
- when RPYEU is run for quarterly reporting, user MUST enter the Annual Form Code and then optionally enter the Quarterly Form Code to use âHL$US-QTR-2012â or to default to EFW2 âHL$US-W2-2012â format
- all Identifiers from âHL$US-QTR-2012â fields 3100, 3110 etc will be calculated by RPYEU by retrieving values from HL$US-W2-2012 sequence #'s 7010, 7020 etc., the user may enter any values on âHL$US-QTR-2012â sequence 3100, 3110 etc and it will not be used
- HL uses âHL$US-QTR-2012â identifiers to obtain values that are applicable for ICESA, TIB4 formats
- After IDFDV HL$US-W2-2012 State and SUI info are set up, the employees must also be paid in UPCALC with the State/SUI info for that State in order to be reported for the quarterly filing
RPYEU â Sample Run#
- RPYEU produces Summary Total Report by Government Registrations, the user must verify this report with the RPREGT report for balancing purpose- each RPYEU run generates one GVT Run (Government 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 GVT Run Number generated
- after RPYEU is run, user can go into IPGR (Government Run) screen for online inquiry by GVT Run number
- from IPGR (Government Run) screen, the user can then go into the employeeâs detail government reporting information on IPGH (Government Header) inquiry screen
- the user may run many RPYEU runs for different sets of employees for testing or auditing purposes
- however the user must run all employees together in one RPYEU by Federal Registration in order to generate the Government Media file, thus this RPYEU GVT Run number or xml file should be used to run RPW2 in order to print W2 for the same set of employees that have been reported on the Government Media file
- in subsequent RPYEU run, the employeeâs Government Header (PGH) information are re-generated, the same PGH information will be removed automatically when the new PGH is re-generated
- at the end of each run, RPYEU removes any GVT Run Number that does not have any GVT Header associates with it
- the user may 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, then at the end of RPYEU, the Execution End Date is stamped
- for concurrent RPYEU Run that has not been finished with the Execution End Date, the other concurrent RPYEU run will not remove the GVT Run Number even if there is no GVT Headers
IPGR â Government Reporting Screen#
IPGR â GVT Run tab#
- this screen is a view only screen to display GVT Run numbers
- IPGR displays the Form Code that was used when generating this GVT Run
- the user can click the âGvt Runâ column in order to Sort this column in ascending or descending order of the Gvt Run #
- the user can Drag and Slide the âTypeâ column or any other columns to display the desired sequence of display e.g. user may display: Type, Gvt Run, Period, Form Code Period, Type, Gvt Run, Form Code etc
- the âGVT RUNâ tab displays general information for the GVT Run
IPGR â Header Tab#
- this screen is a view only screen to display GVT Headers information by employees for the GVT Run
- the âTax Infoâ is displayed from GVT Headers taxation_level_suffix or State/Province, this Taxation Level Suffix is the âType of Employmentâ from IDGR screen
- the âEmployee Remittanceâ line stores the Federal Govt Registration information with the Employerâs name and addresses along the Total Amounts, these Employerâs name and address information will be printed on W2 Form by the Windward version of RPW2
- the user can click the âGovt Reg â Tax Suffixâ column or âEmployee Nameâ column or âTax Infoâ column in order to Sort these columns in ascending or descending order
- the user can Drag and Slide any columns to display the desired sequence of display
e.g. user may display: Tax Info , Govt Reg â Tax Suffix, Employee Name
Employee Name, Tax Info, Govt Reg â Tax Suffix,
Employee Name, Govt Reg â Tax Suffix, Tax Info
IPGH â Employee Government Reporting Screen#
IPGH â Header tab#
- this screen is a view only screen to display GVT Headers information for the selected employee
- the user can click the âTax Levelâ column or âTypeâ column or âPeriodâ column or the âGovt Registrationâ column in order to Sort these columns in ascending or descending order
- the user can Drag and Slide any columns to display the desired sequence of display
IPGH â Amount tab#
- this screen is a view only screen to display GVT Amount information by employees
- the Seq, Identifiers and Description are from IDFDV definitions
- the amount or the alphanumeric value of the Identifier is displayed
- the employeeâs 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 â Undo GVT Run#
UPGRUNDO â Selection Criteria#
GVT Run Number - mandatory, user must enter at least one GVT Run Number - user can select list of GVT Run Numbers generated by RPYEU for undo Person Code - optional, enter one or more Person Codes - the selected Person codes within the GVT Run Numbers are processed Trace Level: - the user should always run with Exception only unless for tracing Trial - optional toggle allows user to review report for verification prior to undo - in non-trial mode, UPGRUNO removes GVT Headers and GVT Run for the qualified GVT Run
UPGRUNO allows users to undo GVT Run number 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.
UPGRUNDO â Sample Run#
RPW2 â W2 Form Print#
RPW2 â W2 Form Print Selection Criteria#
For Oracle version RPW2, the user must run RPW2 and send the report to PDF file instead of to the Previewer. RPW2 aligned the W2 government forms in PDF format with user ability to adjust the parameters for âTop Marginâ and the âBetween Form Spaceâ when generating the PDF file. Once after the PDF file is generated, the users do not need to adjust the Page Set up when printing.
Report Parameters - this area is needed for Oracle and Windward RPW2
EE/ER Copy - specifies if the Employee Copy or Employer Copy of W2 are to be printed: From Lexicon: X_W2_COPY 01 â Employer Copy - on one page, print multiple Employees W2 info - for â2 on 1 pageâ, print 2 employees on one page - for â4 on 1 pageâ, print 4 employees on one page 02 â Employee Copy - on one page, print one Employee W2 info - for â2 on 1 pageâ, print 1 employee 2 times - for â4 on 1 pageâ, print 1 employee 4 times
Show Form - specifies which W2 Form Copy image is to be shown on the background - this option is for â2 On 1 Pageâ only, there is no Form image for â4 On 1 Pageâ from the government
From Lexicon: X_W2_FORM_COPY 00 â Not Specified - do not show W2 Form image - this option is used to print W2 Forms on the pre-printed W2 Forms 01 â Copy A, SSA copy - this Copy A option is for viewing purpose only - user should not send Copy A to SSA with this option, Copy A should be printed on the pre-printed Copy A that are machine-readable 02 â Copy 1, State,Local copy 03 â Copy B, EE Federal copy 04 â Copy C, EE Record copy 05 â Copy 2, EE State,Local copy 06 â Copy D, ER copy 20 â Copy B + C (1 Pg) - Show Copy B and Copy C on one Page 21 â Copy C + 2 (1 Pg) - Show Copy C and Copy 2 on one Page 22 â 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 â2-on-1-pageâ Format is supported, the 4-on-1-page Format is not available - only option â01 â Copy A, SSA copyâ is supported, the other options are not available
Employment Type - optional - user may choose to print specific Employment Type, e.g. Agriculture employees
State - optional, if used, user can enter one State only - this prompt should not be entered when user is printing the EMPLOYEE copy - the employee MUST have all the States printed on their W2 forms - When the user is printing the EMPLOYER copy, user may choose to print by State so they can file the paper W2 copy to the State, if user is filing W2 using magnetic media format, then they should not print W2 forms by State
Reissued/Corrected - optional - if employees lost their W2 Forms and requested to have a replacement copy, user should run RPW2 by specifying the âPerson Codeâ and enter the word âREISSUEDâ or âCORRECTEDâ for this prompt, then RPW2 will print the W2 Form with the exact wording âREISSUEDâ or âCORRECTEDâ as entered on the W2 form
Exception Level: - user should always run with Exception only unless for tracing
Test Form Set Up - optional - all users should test their Printer with this âForm Set Upâ toggle to find out the correct Page Set Up for âTop Margin Adjustmentâ and âBetween Form Spaceâ adjustment prior to printing the actual W2 Forms. - since each Printerâs Page Set Up margin varies differently, each time when the user is printing the W2 forms on a different Printer, the user should do a Printer Set up test
User Comment - enter User Comment to be printed on RPW2 report parameter page
Report Parameters (* Oracle Report Only) - this area is used for Oracle RPW2 only
Directory Name: - Mandatory for Oracle version RPW2, enter a valid directory name - should be the same Directory Name from the RPYEU run
XML File Name: - Mandatory for Oracle version RPW2 - enter the xml file that is generated from RPYEU with file extension .xm
Print W2 Forms - specifies the W2 Format to be printed: From Lexicon: X_W2_PRINT 01 â 2 On 1 Page - â2 On 1 pageâ W2 format is used 02 â 4 Corner Form - â4 Corners Formâ W2 format is used 03 â 4 Corner, Addr. Back - â4 Corners Formâ W2 format is used with Address printed on the back of form - user must set Printer to Duplex mode when printing 04 â 4 On 1 Page (Top-bottom) - â4 On 1 Pageâ W2 Top to Bottom format is used
EE Instruction on back - when the âShow Form (2 on 1 pg)â parameter is selected to print on the Employeeâs Copy, (i.e. Copy B, C, 2), the user can also print the associated Employee Instruction on the back of these W2 Forms
- note that for each Employee Copy (i.e. Copy B, C, 2), the EE Instructions are different
- if the user wants to print a complete set of all Employeeâs W2 Copies and Instructions, the user can select: 22 â 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
Adjust Top Margin - optional, specifies the Top Margin Adjustment for the printing of the Form - the user should default to NULL or â00 â 0 lineâ 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 Lexicon: X_TOP_MARGIN_ADJ 00 â 0 line 11 â Up 1/5 line 12 â Up 2/5 line 13 â Up 3/5 line 21 â Down 1/5 line 22 â Down 2/5 line 23 â Down 3/5 line
Between Form Space - optional, specifies the space increment between 2 forms on the same page - the user should default to NULL or â0 â 0 line spaceâ 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 âBetween Form Spaceâ
From Lexicon: X_BTWN_FORM_SPACE 0 â 0 line space 1 â 1/5 line space 2 â 2/5 line space 3 â 3/5 line space 4 â 4/5 line space 5 â 1 line space
Show Frame - when user is testing the margin set up or to debug a Print Format problem, the user may use this toggle to show the line border of the internal Frames
Report Filters - this area is needed for Oracle and Windward RPW2
GVT Run (WW only) - if user is running Oracle version of RPW2, this GVT Run parameter is not used - for Windward version of RPW2, user MUST enter one GVT Run number
Person Code - optional, enter one or more Person Codes
NOTE for Oracle RPW2:
If the combination of âTop Margin Adjustmentâ and âBetween Form Spaceâ pushes the Form to go over to the next page, the user should check the alignment with the actual pre-printed form and re-run RPW2 with different âTop Marginâ and âBetween Form Spaceâ again.
When user is running RPW2 for pre-printed Forms, please do not toggle the âShow W2 Formâ, âShow Frameâ 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 and it is in the center of these Green lines, the user can adjust Up or Down from the âAdjust Top Marginâ parameter.
For âBetween Form Spaceâ, the Blue line in the middle is the bottom of the Top form, user can increase the space increment for the Bottom form from the âBetween Form Spaceâ parameter.
RPW2 â Printer Set Up#
IMPORTANT
When printing from the pdf file, user must set the Page Scaling option to âNoneâ to avoid re-sizing of the Form on a page.
RPW2 â Form Print Processing#
- the P2K Oracle version RPW2 Form Print program prints all information retrieved from 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 2 States and 2 Locals information until all State and Local information are printed, the Local information printed may not necessary be coincide with the State Information that the Local resides into
- 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
- the user must run RMEX 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
- the user should verify RPW2 Box 1 to 11 totals to balance to RPYEU Box 1 to 11
- for Box 12 âCode Informationâ and Box 14 âOther Informationâ, 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 each Local, the user should use the RPYEU Summary report to obtain the totals by each State and Local
- if RPW2 cannot select any information from the xml file to print, the user must run RMEX 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 âShow Form (2 on 1 pg)â to print different copies of the W2 forms and the Employee Instructions on the back
- user can select 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, however, it is the userâs 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#
W-2 Wage Form Descriptions (2011 Format â reporting in 2011)#
Users should read the following W-2 WAGE FORM DESCRIPTIONS and refer to "2010 Instructions for Forms W-2 Wages and Tax Statement" prior to setting up IDFDV screen.
Box a - Employee's social security number - derived from IDFDV screen - Field Identifier: W2-EE-SSN - suggested Field Variable: âEID.GOVERNMENT_CODEâ
Box b - Employer's Identification Number assigned by IRS - derived from IDFDV screen, handles multiple government registrations - Field Identifier: âW2-ER-EIN - suggested Field Variable: âDGV.GOVT_REGIST_NUMBERâ Box c - Employer's name, address and ZIP code - derived from IDFDV screen - Field Identifier: W2-ER-NAMEâ - suggested Field Variable: âDED.ENTITY_NAMEâ - Field Identifier: W2-ER-LOCN-ADDR - suggested Field Variable: blank or constant âMAILâ - Field Identifier: W2-ER-DELIV-ADDR - suggested Field Variable: blank - Field Identifier: W2-ER-CITY - suggested Field Variable: blank - Field Identifier: W2-ER-STATE - suggested Field Variable: blank - Field Identifier: W2-ER-ZIP - suggested Field Variable: blank - Field Identifier: W2-ER-ZIP-EXT - suggested Field Variable: blank
- the City State ZIP print format will be conformed with USPS format as follows: âCITYbbSTbbZIPCD-nnnnâ where b = one space, ST = State Abbreviated Code, ZIPCD = ZIP code, â-nnnnâ = ZIP extension
For foreign country address: - Derived from IDFDV screen, Field Identifier: âW2-ER-COUNTRYâ - if Field Identifier: âW2-ER-COUNTRYâ = âUSAâ, then this country Identifier field value is changed to blank - otherwise Field Identifier: âW2-ER-COUNTRYâ will be retrieved from IDCO screen UDF âISO COUNTRY CODEâ with the 2 character ISO Country Code
- note that Field Identifier: âW2-ER-F-COUNTRYâ is used for printing on W2 Form and EFW2 file, this identifier can specify to use the Country NAME or ISO Country code or leave blank to use the default - if Field Identifier: âW2-ER-F-COUNTRYâ = âNAMEâ, then the Country Name is printed - if Field Identifier: âW2-ER-F-COUNTRYâ = âISOâ, then the ISO Country Code is printed from IDCO UDF - if Field Identifier: âW2-ER-F-COUNTRYâ = blank, then the IDCO Screen Country Code is printed
Box d - Control Number - derived from IDFDV screen Field Identifier: W2-CONTROL-PRT Specifies if the Control Number should be printed on the Form or not Null, 0 â 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 âSort Level Byâ prompt 3 - Print W2-CONTROL-NUM Identifier and Person Code 4 - Print âSort Level Byâ prompt and Person Code 5 - Print âSort Level Byâ prompt and W2-CONTROL-NUM Identifier 6 - Print âSort Level Byâ prompt and W2-CONTROL-NUM Identifier and Person Code
W2-CONTROL-NUM Control Number on Form, may contain a Data Base Column Enter your company data e.g. âEID.PERSON_CODEâ
- if âW2-CONTROL-PRTâ value is specified, then the value of âW2-CONTROL-NUMâ is printed on W2 Form Control Number field
Box e - Employee's name (first,middle,last) - derived from IDFDV screen - Field Identifier: W2-EE-FIRST-NAME - suggested Field Variable: âEID.FIRST_NAMEâ - Field Identifier: W2-EE-MIDDLE - suggested Field Variable: âEID.MIDDLE_NAMEâ - Field Identifier: W2-EE-LAST-NAME - suggested Field Variable: âEID.LAST_NAMEâ - Field Identifier: W2-EE-SUFFIX - suggested Field Variable: âEID.RANKâ derivation expression: Decode(~,'01','JR','02','SR',NULL)
Box f - Employee's address and ZIP code - derived from IDFDV screen - Field Identifier: W2-EE-LOCN-ADDR - suggested Field Variable: blank or constant âMAILâ - Field Identifier: W2-EE-DELIV-ADDR - suggested Field Variable: blank - Field Identifier: W2-EE-CITY - suggested Field Variable: blank - Field Identifier: W2-EE-STATE - suggested Field Variable: blank - Field Identifier: W2-EE-ZIP - suggested Field Variable: blank - Field Identifier: W2-EE-ZIP-EXT - suggested Field Variable: blank
- the City State ZIP print format will be conformed with USPS format as follows: âCITYbbSTbbZIPCD-nnnnâ where b = one space, ST = State Abbreviated Code, ZIPCD = ZIP code, â-nnnnâ = ZIP extension
For foreign country address: - Derived from IDFDV screen, Field Identifier: âW2-EE-COUNTRYâ - if Field Identifier: âW2-EE-COUNTRYâ = âUSAâ, then this country field value is blank - otherwise Field Identifier: âW2-EE-COUNTRYâ is already retrieved from IDCO screen UDF âISO COUNTRY CODEâ with the 2 character ISO Country Code
- note that Field Identifier: âW2-EE-F-COUNTRYâ is used for printing on W2 Form and EFW2 file, this identifier can specify to use the country NAME or ISO code or leave blank to use the default - if Field Identifier: âW2-EE-F-COUNTRYâ = âNAMEâ, then the Country Name is printed - if Field Identifier: âW2-EE-F-COUNTRYâ = âISOâ, then the ISO Country Code is printed from IDCO UDF - if Field Identifier: âW2-EE-F-COUNTRYâ = blank, then the IDCO Screen Country Code is printed
Box 1 - Wages, tips, other compensation - derived from IDFDV screen - Field Identifier: W2-FIT-WAGE - suggested Field Variable (Element): âW2-BOX-01â - this is the taxable earnings applicable for federal income tax withheld - if users specify an element that derives the wages (i.e. Regular Earnings, O/T earnings etc), the element should contain all taxable earnings less exemptions such as 401K, 125 plans etc. - if users specify an element that from Federal Earning Pay Components after Vertex calculation, this element should contain Federal Earnings Pay Component and Federal Supplemental Earnings Pay Component Box 2 - Federal income tax withheld - derived from IDFDV screen - Field Identifier: W2-FIT-TAX - suggested Field Variable (Element): âW2-BOX-02â
Box 3 - Total social security wages - derived from IDFDV screen - Field Identifier: W2-SSN-WAGE - suggested Field Variable (Element): âW2-BOX-03â
- The total of Box 3 and 7 cannot exceed the Annual maximum social security wage base specified by the government. RPYEU will automatically supply the annual maximum when the government publish the maximum amount every year. The user does not need to set up on IDGV screen with Registration Type âUS FICA Registrationâ and âGovt Rate Typeâ = âUS FICA Max Base Amtâ. RPYEU program checks the maximum and an exception message is issued if the wage base is exceeded.
Box 4 - Employment social security tax withheld - derived from IDFDV screen - Field Identifier: W2-SSN-TAX - suggested Field Variable (Element): âW2-BOX-04â
Box 5 - Medicare wages and tips - derived from IDFDV screen - Field Identifier: W2-MEDI-WAGE - suggested Field Variable (Element): âW2-BOX-05â
Box 6 - Medicare tax withheld - derived from IDFDV screen - Field Identifier: W2-MEDI-TAX - suggested Field Variable (Element): âW2-BOX-06â
Box 7 - Social security tips - derived from IDFDV screen - Field Identifier: W2-SSN-TIP - suggested Field Variable (Element): âW2-BOX-07â
- The total of Box 3 and 7 cannot exceed the Annual maximum social security wage base specified by the government. RPYEU will automatically supply the annual maximum when the government publish the maximum amount every year. The user does not need to set up n IDGV screen with Registration Type âUS FICA Registrationâ and âGovt Rate Typeâ = âUS FICA Max Base Amtâ. RPYEU program checks the maximum and an exception message is issued if the wage base is exceeded.
Box 8 - Allocated tips - derived from IDFDV screen - Field Identifier: W2-ALLOC-TIP - suggested Field Variable (Element): âW2-BOX-08â
Box 9 - Deleted
Box 10 - Dependent care benefits - derived from IDFDV screen - Field Identifier: W2-DEP-CARE - suggested Field Variable (Element): âW2-BOX-10â
Box 11 - Nonqualified plans - derived from IDFDV screen - Field Identifier: W2-NQUAL - suggested Field Variable (Element): âW2-BOX-11â - the value for âW2-NQUALâ should include amounts for Identifier âW2-NQUAL-457â and âW2-NQUAL-N457â - the magnetic media file will report amount from âW2-NQUAL-457â and âW2-NQUAL-N457â while the W2 form will print amount from âW2-NQUALâ
Box 12 - Codes - derived from IDFDV screen - Field Identifier: âW2-CODE-Aâ - Field Identifier: âW2-CODE-Bâ - Field Identifier: âW2-CODE-Câ - Field Identifier: âW2-CODE-Dâ - Field Identifier: âW2-CODE-Eâ - Field Identifier: âW2-CODE-Fâ - Field Identifier: âW2-CODE-Gâ - Field Identifier: âW2-CODE-Hâ - Field Identifier: âW2-CODE-Jâ - Field Identifier: âW2-CODE-Kâ - Field Identifier: âW2-CODE-Lâ - Field Identifier: âW2-CODE-Mâ - Field Identifier: âW2-CODE-Nâ - Field Identifier: âW2-CODE-Pâ - Field Identifier: âW2-CODE-Qâ - Field Identifier: âW2-CODE-Râ - Field Identifier: âW2-CODE-Sâ - Field Identifier: âW2-CODE-Tâ - Field Identifier: âW2-CODE-Vâ - Field Identifier: âW2-CODE-Wâ - Field Identifier: âW2-CODE-Yâ - Field Identifier: âW2-CODE-Zâ - Field Identifier: âW2-CODE-AAâ - Field Identifier: âW2-CODE-BBâ - Field Identifier: âW2-CODE-CCâ - Field Identifier: âW2-CODE-DDâ - Field Identifier: âW2-CODE-EEâ
- up to 4 lines can be printed per W2 form - if more than 4 lines are required for one employee, subsequent W2 form is used - each Box 12 entry is associated with a W2 code which will be printed on Box 12 along with the associated amount - for explanation of each code's usage, please refer to Instructions for Form W-2 Box 12 - when the value of the IDFDV Field Variable is not zero, the W2 code and the value of content is printed
Box 13 - Check boxes that apply: - Statutory employee - IDFDV Field Identifier: âW2-STAT-EEâ - if the amount is non zero, then this box is checked
- Retirement plan - IDFDV Field Identifier: âW2-RETIRE-PLANâ - if the amount is non zero, then this box is checked
- Third-party sick pay - IDFDV Field Identifier: âW2-3PARTY-SICKâ - if the amount is non zero, then this box is checked
Box 14 - Other
- derived from IDFDV screen - Field Identifier: âW2-OTHER-01â, âW2-OTHER-02â, â¦. up to âW2-OTHER-20â
- Field Identifier: âW2-SCHL-WAGEâ, for school district taxable wages - Field Identifier: âW2-SCHL-TAXâ, for school district tax
- for W2 form â2 on 1 pageâ format, up to 4 lines (2 Box 14 items) can be printed - for W2 form â4 Corner Formâ format, up to 2 lines (2 Box 14 items) can be printed - if more than 2 Box 14 items are required for one employee, subsequent W2 form is used - each Box 14 entry is associated with a W2 description which will be printed on Box 14 along with the associated amount - example of W2 descriptions are : "UNDUE","MV EXP","HLT INS", "EDUC" etc - for explanation of each description usage, please refer to Instructions for Form W-2 Box 14 - when the value of the content field is not zero, the W2 Description and the value of content is printed
- if school district tax has been withheld for an employee, the school district tax information will be printed in Box 14 prior to printing other Box 14 information - Each school district will be printed on one separate W2 Form Box 14 as follows: e.g. SCHL 02307 WAGE 1484.00 SCHL 02307 TAX 14.84
- the IDFDV âW2-SCHL-TAXâ entry should specify an element that contains all the school district tax pay components e.g. PC 6923 CITY Home School Tax, PC 6903 CITY Work School Tax, PC 6823 CNTY Home School Tax, PC 6803 CNTY Work School Tax
- the IDFDV âW2-SCHL-WAGEâ entry should specify an element that contains all the school district wages pay components e.g. PC 6907 CITY Work School Earns, PC 6827 CNTY Home School Earns PC 6807 CNTY Work School Earns, PC 6927 CITY Home School Earns
Box 15 - Name of state - IDFDV Field Identifier: âW2-STATE-CODEâ - IDFDV Field Variable: âDSP.STATE_PROVINCE_CODEâ - RPW2 program will print the proper STATE_PROVINCE_CODE according to YTD State information
- Employer's state I.D. Number - IDFDV Field Identifier: âW2-STATE-REGISTâ - IDFDV Field Variable: âDGV.GOVT_REGIST_NUMBERâ - RPW2 program will print the GOVT_REGIST_NUMBER of the proper STATE_PROVINCE_CODE according to YTD State information - the IDGV screen must have an entry exist with âState Registrationâ for the State to be reported
Box 16 - State wages, tips etc - IDFDV Field Identifier: âW2-ST-WAGE-HOMEâ - suggested Field Variable (Element): âW2-BOX-16-Hâ - IDFDV Field Identifier: âW2-ST-WAGE-WORKâ - suggested Field Variable (Element): âW2-BOX-16-Wâ
- this is the taxable earnings that are applicable for state income tax withheld - if users specify an element that derives the State wages (i.e. Regular Earnings, O/T earnings etc), the element should contain all taxable earnings less exemptions such as 401K, 125 plans etc. - if users specify an element from State Earning Pay Components after Vertex calculation, this element should contain the State Earnings Pay Component and State Supplemental Earnings Pay Component (if these pay components are defined)
- Vertex State tax calculation differentiates state wages by work state wage and residence state wage - W2 only requires to report state wages by the State regardless if it is from work or residence state - the system will retrieve the proper work state wages according to the YTD WORK GEO code and the proper residence state wages according to the YTD RES GEO code and report these as state wages only
- IDFDV Field Identifier âW2-ST-WAGE-WORKâ is used to set up the WORK State wage information - this should include all State Wages pay components that are applicable to Work State Tax calculation - e.g. PC 6301 Work State Earnings, PC 6302 Work State Supplemental Earnings
- IDFDV Field Identifier âW2-ST-WAGE-HOMEâ is used to set up the Residence State wage information - this should include all State Wages pay components that are applicable to Residence State Tax calculation - e.g. PC 6401 Home State Earnings, PC 6402 Home State Supplemental Earnings
- if the user has never withheld State tax according to Residence State, then the IDFDV âW2-ST-WAGE-HOMEâ entry does not need to be set up, thus this âW2-ST-WAGE-HOMEâ entry is optional and will be used only when an employee has Residence State tax applicable to the State
Box 17 - State income tax - IDFDV Field Identifier: âW2-ST-TAX-HOMEâ - suggested Field Variable (Element): âW2-BOX-17-Hâ - IDFDV Field Identifier: âW2-ST-TAX-WORKâ - suggested Field Variable (Element): âW2-BOX-17-Wâ
- if users specify an element from State Tax Pay Components after Vertex calculation, this element should contain the State Tax Pay Component, State Supplemental Tax Pay Component and State Additional Tax Pay Component (if these pay components are defined)
- Vertex State tax calculation differentiates state taxes withheld by work state tax and residence state tax - W2 only requires to report state tax by State regardless if it is from work or residence state - the system will retrieve the proper work state tax according to the YTD WORK GEO code and the proper residence state tax according to the YTD RES GEO code and report these as state tax only
- IDFDV Field Identifier âW2-ST-TAX-WORKâ is used to set up the WORK State tax information - this should include all State tax pay components that are applicable to Work State Tax calculation - e.g. PC 6311 Work State Tax, PC 6312 Work State Supplemental Tax, 6313 Work State Additional Tax
- IDFDV Field Identifier âW2-ST-TAX-HOMEâ is used to set up the Residence State tax information - this should include all State Tax pay components that are applicable to Residence State Tax calculation - e.g. PC 6411 Home State Tax, PC 6412 Home State Supplemental Tax, 6413 Home State Additional Tax
- if the user has never withheld State tax according to Residence State, then the IDFDV âW2-ST-TAX-HOMEâ entry does not need to be set up, thus this âW2-ST-TAX-HOMEâ entry is optional and will be used only when an employee has Residence State tax applicable to the State
Box 18 - Local wages, tips etc - IDFDV Field Identifier: âW2-CN-WAGE-HOMEâ - suggested Field Variable (Element): âW2-BOX-18-CN-Hâ - IDFDV Field Identifier: âW2-CN-WAGE-WORKâ - suggested Field Variable (Element): âW2-BOX-18-CN-Wâ - IDFDV Field Identifier: âW2-CI-WAGE-HOMEâ - suggested Field Variable (Element): âW2-BOX-18-CI-Hâ - IDFDV Field Identifier: âW2-CI-WAGE-WORKâ - suggested Field Variable (Element): âW2-BOX-18-CI-Wâ
- this is the taxable earnings applicable for County or City tax withheld - if users specify an element that derives the County or City wages (i.e. Regular Earnings, O/T earnings etc), the element should contain all taxable earnings less exemptions such as 401K, 125 plans etc.
- Vertex County or City tax calculation differentiates wages by work local wage and residence local wage - W2 only requires to report local wages by Local name regardless if it is from work or residence local - the system will retrieve the proper work local wages according to the YTD WORK GEO code and the proper residence local wages according to the YTD RES GEO code and report these as local wages only
- IDFDV Field Identifier âW2-CI-WAGE-WORKâ is used to set up the WORK City wage information - this should include all City Wages pay components that are applicable to Work City Tax calculation - e.g. PC 6905 Work City Earnings, PC 6906 Work City Supplemental Earnings
- IDFDV Field Identifier âW2-CN-WAGE-WORKâ is used to set up the WORK County wage information - this should include all County Wages pay components that are applicable to Work County Tax calculation - e.g. PC 6805 Work County Earnings, PC 6806 Work County Supplemental Earnings
- IDFDV Field Identifier âW2-CI-WAGE-HOMEâ is used to set up the Residence City wage information - this should include all City Wages pay components that are applicable to Residence City Tax calculation - e.g. PC 6925 Residence City Earnings, PC 6926 Residence City Supplemental Earnings
- IDFDV Field Identifier âW2-CN-WAGE-HOMEâ is used to set up the Residence County wage information - this should include all County Wages pay components that are applicable to Residence County Tax calculation - e.g. PC 6825 Residence County Earnings, PC 6826 Residence County Supplemental Earnings
Box 19 - Local income tax - IDFDV Field Identifier: âW2-CN-TAX-HOMEâ - suggested Field Variable (Element): âW2-BOX-19-CN-Hâ - IDFDV Field Identifier: âW2-CN-TAX -WORKâ - suggested Field Variable (Element): âW2-BOX-19-CN-Wâ - IDFDV Field Identifier: âW2-CI-TAX -HOMEâ - suggested Field Variable (Element): âW2-BOX-19-CI-Hâ - IDFDV Field Identifier: âW2-CI-TAX -WORKâ - suggested Field Variable (Element): âW2-BOX-19-CI-Wâ
- Vertex County or City tax calculation differentiates City/County tax by work local tax and residence local tax - W2 only requires to report local income tax by Local name regardless if it is from work or residence local - the system will retrieve the proper work local tax according to the YTD WORK GEO code and the proper residence local tax according to the YTD RES GEO code and report these as local income tax only
- IDFDV Field Identifier âW2-CI-TAX -WORKâ is used to set up the WORK City tax information - this should include all City tax pay components that are applicable to Work City Tax calculation - e.g. PC 6901 Work City Tax, PC 6902 Work City Supplemental Tax
- IDFDV Field Identifier âW2-CN-TAX -WORKâ is used to set up the WORK County tax information - this should include all County tax pay components that are applicable to Work County Tax calculation - e.g. PC 6801 Work County Tax, PC 6802 Work County Supplemental Tax
- IDFDV Field Identifier âW2-CI-TAX -HOMEâ is used to set up the Residence City tax information - this should include all City tax pay components that are applicable to Residence City Tax calculation - e.g. PC 6921 Residence City Tax, PC 6922 Residence City Supplemental Tax
- IDFDV Field Identifier âW2-CN-TAX -HOMEâ is used to set up the Residence County tax information - this should include all County tax pay components that are applicable to Residence County Tax calculation - e.g. PC 6821 Residence County Tax, PC 6822 Residence County Supplemental Tax
For California SDI reporting, there are 2 options to print SDI on W2 Forms:
(1) - For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not zero, then Box 19 will print the employee SDI contribution and Box 20 will print the description âCASDIâ
(2) - For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not set up, the user may set up Box 14 to print âCASDIâ and the SDI amount
Box 20 - Locality Name - IDFDV Field Identifier: âW2-CNTY-NAMEâ - IDFDV Field Variable: âDCN.COUNTY_NAMEâ - IDFDV Field Identifier: âW2-CITY-NAMEâ - IDFDV Field Variable: âDTX.JURISDICTION_NAMEâ
- RPW2 program will print the proper DTX.JURISDICTION_NAME according to YTD GEO information
- if County tax is reported, the County name is retrieved from the IDCN County screen with GEO code = âxx-xxx-0000â
- e.g. In Indiana, GEO code â15-097-0670â is for the city of âIndianapolisâ, then use County Code â15-097-0000â to retrieve the County name of âMarionâ for reporting
- if City tax is reported, the City name is retrieved from the IDTX Tax Jurisdiction screen with GEO code
- an entry must also exist on IDGV screen with âLocal Registrationâ for a County or City in order for the County or City tax to be reported
Government Media Reporting#
Submitting W-2 Copy A to SSA (EFW2 Format)#
The EFW2 Format is used for 2011 Annual and Quarterly Reporting.
Record Name: Code RA â Submitter Record#
Column | Description | Source |
---|
3-11 - Submitterâs Employer ID number (EIN) - Numeric only - Derived from IDFDV screen, Field Identifier: âSUB-ER-EINâ
12-19 - User Identification (User ID) - Derived from IDFDV screen, Field Identifier: âSUB-USER-IDâ
20-23 - Software Vendor Code - Derived from IDFDV Seq# 1035 Field Identifier: âSUB-VENDORâ - this optional Vendor Code will not be provided, if the users do not have a Vendor Code, leave this blank
24-28 - blank
29 - Resub Indicator - Derived from IDFDV screen, Field Identifier: âSUB-RESUB-INDâ
30-35 - Resub WFID - Derived from IDFDV screen, Field Identifier: âSUB-RESUB-WFIDâ
36-37 - Software Code - Derived from IDFDV screen, Field Identifier: âSUB-SOFTWAREâ
38-94 - Company Name - Derived from IDFDV screen, Field Identifier: âSUB-COMP-NAMEâ
95-116 - Location Address - Derived from IDFDV screen, Field Identifier: âSUB-COMP-LOCNâ
117-138 - Delivery Address - Derived from IDFDV screen, Field Identifier: âSUB-COMP-DELIVâ
139-160 - Company City - Derived from IDFDV screen, Field Identifier: âSUB-COMP-CITYâ
161-162 - Company State Abbreviation - Derived from IDFDV screen, Field Identifier: âSUB-COMP-STATEâ
163-167 - Company ZIP code - Derived from IDFDV screen, Field Identifier: âSUB-COMP-ZIPâ
168-171 - Company ZIP code extension - Derived from IDFDV screen, Field Identifier: âSUB-COMP-ZIP-EXTâ
172-176 - blank
177-199 - Company Foreign State/Province - Derived from IDFDV screen, Field Identifier: âSUB-COMP-F-STATEâ
200-214 - Company Foreign Postal Code - Derived from IDFDV screen, Field Identifier: âSUB-COMP-F-POSTâ
215-216 - Company Country Code - Derived from IDFDV screen, Field Identifier: âSUB-COMP-COUNTRYâ
217-273 - Submitter Name - Derived from IDFDV screen, Field Identifier: âSUB-SUBM-NAMEâ
274-295 - Submitter Location Address - Derived from IDFDV screen, Field Identifier: âSUB-SUBM-LOCNâ
296-317 - Submitter Delivery Address - Derived from IDFDV screen, Field Identifier: âSUB-SUBM-DELIVâ
318-339 - Submitter City - Derived from IDFDV screen, Field Identifier: âSUB-SUBM-CITYâ
340-341 - Submitter State Abbreviation - Derived from IDFDV screen, Field Identifier: âSUB-SUBM-STATEâ
342-346 - Submitter ZIP code - Derived from IDFDV screen, Field Identifier: âSUB-SUBM-ZIPâ
347-350 - Submitter ZIP code extension - Derived from IDFDV screen, Field Identifier: âSUB-SUBM-ZIP-EXTâ
351-355 - blank
356-378 - Submitter Foreign State/Province - Derived from IDFDV screen, Field Identifier: âSUB-SUBM-F-STATEâ
379-393 - Submitter Foreign Postal Code - Derived from IDFDV screen, Field Identifier: âSUB-SUBM-F-POSTâ
394-395 - Submitter Country Code - Derived from IDFDV screen, Field Identifier: âSUB-SUBM-COUNTRYâ
396-422 - Contact Name - Derived from IDFDV screen, Field Identifier: âSUB-CONT-NAMEâ
423-437 - Contact Phone Number - Derived from IDFDV screen, Field Identifier: âSUB-CONT-TELâ
438-442 - Contact Phone Extension - Derived from IDFDV screen, Field Identifier: âSUB-CONT-TEL-EXTâ
443-445 - blank
446-485 - Contact E-mail - Derived from IDFDV screen, Field Identifier: âSUB-CONT-EMAILâ
486-488 - blank
489-498 - Contact FAX - Derived from IDFDV screen, Field Identifier: âSUB-CONT-FAXâ
499-499 - Preferred Method of Problem Notification Code - Derived from IDFDV screen, Field Identifier: âSUB-CONT-METHâ
500-500 - Preparer Code - Derived from IDFDV screen, Field Identifier: âSUB-PREPARERâ
501-512 - blank
Record Name: Code RE â Employer Record#
Column | Description | Source |
---|
3-6 - Tax year CCYY - From user specified FROM-TO period converted to CCYY
7 - Agent Indicator Code - Derived from IDFDV screen, Field Identifier: âW2-ER-AGENT-INDâ
8-16 -Employer/Agent EIN - System derived the applicable Federal reporting EIN, from IDGV or IDGR - If on RPYEU selection screen the âCombined Fed Regist#â toggle is âcheckedâ, then this Employer/Agent EIN is retrieved from IDFDV screen, Field Identifier: âW2-ER-EINâ, otherwise the EIN is derived for every Code RE record
17-25 - Agent for EIN - Derived from IDFDV screen, Field Identifier: âW2-ER-FOR-EINâ
26 - Terminating Business Indicator - Derived from IDFDV screen, Field Identifier: âW2-ER-TERM-BUSâ
27-30 - Establishment Number - Derived from IDFDV screen, Field Identifier: âW2-ER-ESTABâ
31-39 - Other EIN - Derived from IDFDV screen, Field Identifier: âW2-ER-OTHER-EINâ
40-96 - Employer Name - Derived from IDFDV screen, Field Identifier: âW2-ER-NAMEâ
97-118 - Employer Location Address - Derived from IDFDV screen, Field Identifier: âW2-ER-LOCN-ADDRâ
119-140 - Employer Delivery Address - Derived from IDFDV screen, Field Identifier: âW2-ER-DELIV-ADDRâ
141-162 - Employer City - Derived from IDFDV screen, Field Identifier: âW2-ER-CITYâ
163-164 - Employer State Abbreviation - Derived from IDFDV screen, Field Identifier: âW2-ER-STATEâ
165-169 - Employer ZIP Code - Derived from IDFDV screen, Field Identifier: âW2-ER-ZIPâ
170-173 - Employer ZIP Code Extension - Derived from IDFDV screen, Field Identifier: âW2-ER-ZIP-EXTâ 174-174 - Kind of Employer - Derived from IDFDV screen, Field Identifier: âW2-KIND-OF-EMPLOYERâ (seq 2120)
175-178 - Blanks
179-201 - Employer Foreign State/Province - Derived from IDFDV screen, Field Identifier: âW2-ER-F-STATEâ
202-216 - Employer Foreign Postal Code - Derived from IDFDV screen, Field Identifier: âW2-ER-F-POSTALâ
217-218 - Employer Country Code - Derived from IDFDV screen, Field Identifier: âW2-ER-COUNTRYâ - if Field Identifier: âW2-ER-COUNTRYâ = âUSAâ, then this field is blank - otherwise this is a Foreign Country Code and the Field Identifier: âW2-ER-COUNTRYâ is already retrieved from IDCO screen UDF âISO COUNTRY CODEâ with the 2 character ISO Country Code
- note that Field Identifier: âW2-ER-F-COUNTRYâ is used for printing on W2 Form, this identifier can specify to use the NAME or ISO or leave blank - if Field Identifier: âW2-ER-F-COUNTRYâ = âNAMEâ, then the Country Name is printed - if Field Identifier: âW2-ER-F-COUNTRYâ = âISOâ, then the ISO Country Code is printed - if Field Identifier: âW2-ER-F-COUNTRYâ = blank, then the IDCO Screen Country Code is printed
219 - Employment Code - from IDGR âW2 Employment Typeâ or IPRLU FICA and Medicare method - If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type âQâ for W2 reporting - otherwise the W2 Type of employment is derived from IDGR screen Registration tab âW2 Emp Typeâ
- a set of code RE, RW/RO/RS, RT/RU records will be generated for different Type of employment
220 - Tax Jurisdiction Code - Derived from IDFDV screen, Field Identifier: âW2-ER-TAX-JURISâ
221 - Third-Party Sick Pay Indicator - Derived from IDFDV screen, Field Identifier: âSUB-3RD-PARTY-SICKâ
222-512 - blank
Record Name: Code RW â Employee Wage Record#
Column | Description | Source |
---|
3-11 - Social Security Number - Derived from IDFDV screen, Field Identifier: âW2-EE-SSNâ - if an invalid SSN is encountered, this field is entered with zeroes.
12-26 - Employee First Name - Derived from IDFDV screen, Field Identifier: âW2-EE-FIRST-NAMEâ
27-41 - Employee Middle Name or Initial - Derived from IDFDV screen, Field Identifier: âW2-EE-MIDDLEâ
42-61 - Employee Last Name - Derived from IDFDV screen, Field Identifier: âW2-EE-LAST-NAMEâ
62-65 - Employee Suffix - Derived from IDFDV screen, Field Identifier: âW2-EE-SUFFIXâ
66-87 - Employee Location Address - Derived from IDFDV screen, Field Identifier: âW2-EE-LOCN-ADDRâ
88-109 - Employee Delivery Address - Derived from IDFDV screen, Field Identifier: âW2-EE-DELIV-ADDRâ
110-131 - Employee City - Derived from IDFDV screen, Field Identifier: âW2-EE-CITYâ
132-133 - Employee State Abbreviation - Derived from IDFDV screen, Field Identifier: âW2-EE-STATEâ
134-138 - Employee ZIP Code - Derived from IDFDV screen, Field Identifier: âW2-EE-ZIPâ
139-142 - Employee ZIP Code Extension - Derived from IDFDV screen, Field Identifier: âW2-EE-ZIP-EXTâ
143-147 - blank
148-170 - Employee Foreign State/Province - Derived from IDFDV screen, Field Identifier: âW2-EE-F-STATEâ
171-185 - Employee Foreign Postal Code - Derived from IDFDV screen, Field Identifier: âW2-EE-F-POSTALâ
186-187 - Employee Country Code - Derived from IDFDV screen, Field Identifier: âW2-EE-COUNTRYâ - if Field Identifier: âW2-EE-COUNTRYâ = âUSAâ, then this field is blank - otherwise this is a Foreign Country Code and the Field Identifier: âW2-EE-COUNTRYâ is already retrieved from IDCO screen UDF âISO COUNTRY CODEâ with the 2 character ISO Country Code
- note that Field Identifier: âW2-EE-F-COUNTRYâ is used for printing on W2 Form, this identifier can specify to use the NAME or ISO or leave blank - if Field Identifier: âW2-EE-F-COUNTRYâ = âNAMEâ, then the Country Name is printed - if Field Identifier: âW2-EE-F-COUNTRYâ = âISOâ, then the ISO Country Code is printed - if Field Identifier: âW2-EE-F-COUNTRYâ = blank, then the IDCO Screen Country Code is printed
188-198 - Wages, Tips and other compensation - Derived from IDFDV screen, Field Identifier: âW2-FIT-WAGEâ
199-209 - Federal Income Tax Withheld - Derived from IDFDV screen, Field Identifier: âW2-FIT-TAXâ
210-220 - Social Security Wages - Derived from IDFDV screen, Field Identifier: âW2-SSN-WAGEâ
221-231 - Social Security Tax Withheld - Derived from IDFDV screen, Field Identifier: âW2-SSN-TAXâ
232-242 - Medicare Wages & Tips - Derived from IDFDV screen, Field Identifier: âW2-MEDI-WAGEâ
243-253 - Medicare Tax Withheld - Derived from IDFDV screen, Field Identifier: âW2-MEDI-TAXâ
254-264 - Social Security Tips - Derived from IDFDV screen, Field Identifier: âW2-SSN-TIPâ
265-275 - Advanced Earned Income Credit - Derived from IDFDV screen, Field Identifier: âW2-EICâ
276-286 - Dependent Care Benefits - Derived from IDFDV screen, Field Identifier: âW2-DEP-CAREâ
287-297 - Deferred Compensation contribution to Section 401(k) - Derived from IDFDV screen, Field Identifier: âW2-CODE-Dâ
298-308 - Deferred Compensation contribution to Section 403(b) - Derived from IDFDV screen, Field Identifier: âW2-CODE-Eâ
309-319 - Deferred Compensation contribution to Section 408(k)(6) - Derived from IDFDV screen, Field Identifier: âW2-CODE-Fâ
320-330 - Deferred Compensation contribution to Section 457(b) - Derived from IDFDV screen, Field Identifier: âW2-CODE-Gâ
331-341 - Deferred Compensation contribution to Section 501(c)(18)(D) - Derived from IDFDV screen, Field Identifier: âW2-CODE-Hâ
342-352 - Military Employees Basic Quarters, Subsistence and Combat Pay - Derived from IDFDV screen, Field Identifier: âW2-CODE-Qâ - This field is valid for tax years 1995-2001 only, not used
353-363 - Non-qualified Plan section 457 - Derived from IDFDV screen, Field Identifier: âW2-NQUAL-457â
364-374 - Employer Contributions to a Health Savings Account - Derived from IDFDV screen, Field Identifier: âW2-CODE-Wâ
375-385 - Non-qualified Plan Not section 457 - Derived from IDFDV screen, Field Identifier: âW2-NQUAL-N457â
386-396 - Nontaxable Combat Pay - Derived from IDFDV screen, Field Identifier: âW2-CODE-Qâ
397-407 - blank
408-418 - Employer cost of premiums for Group Term Life insurance over $50000 - Derived from IDFDV screen, Field Identifier: âW2-CODE-Câ
419-429 - Income from Nonstatutory Stock Options - Derived from IDFDV screen, Field Identifier: âW2-CODE-Vâ 430-462 - blank 463-473 - Cost of Employer-Sponsored Health Coverage - Derived from IDFDV screen, Field Identifier: âW2-CODE-DDâ (seq 4250) 474-485 - blank
486 - Statutory Employee Indicator - Derived from IDFDV screen, Field Identifier: âW2-STAT-EEâ - if the amount is non zero, then â1â is entered, otherwise â0â is entered
487 - blank
488 - Retirement Plan Indicator - Derived from IDFDV screen, Field Identifier: âW2-RETIRE-PLANâ - if the amount is non zero, then â1â is entered, otherwise â0â is entered
489 - Third-Party Sick Pay Indicator - Derived from IDFDV screen, Field Identifier: âW2-3PARTY-SICKâ - if the amount is non zero, then â1â is entered, otherwise â0â is entered
490-512 - blank
Record Name: Code RO â Employee Wage Record#
Column | Description | Source |
---|
3-11 - blank
12-22 - Allocated Tips - Derived from IDFDV screen, Field Identifier: âW2-ALLOC-TIPâ
23-33 - Uncollected Employee Tax on Tips - combined the uncollected social security tax and the uncollected medicare tax - Derived from IDFDV screen, Field Identifier: âW2-CODE-Aâ + Field Identifier: âW2-CODE-Bâ
34-44 - Medical Savings Account - Derived from IDFDV screen, Field Identifier: âW2-CODE-Râ
45-55 - Simple Retirement Account - Derived from IDFDV screen, Field Identifier: âW2-CODE-Sâ
56-66 - Qualified Adoption Expenses - Derived from IDFDV screen, Field Identifier: âW2-CODE-Tâ
67-77 - Uncollected SSA tax on Group Ins > 50000 - Derived from IDFDV screen, Field Identifier: âW2-CODE-Mâ
78-88 - Uncollected Medicare tax on Group Ins > 50000 - Derived from IDFDV screen, Field Identifier: âW2-CODE-Nâ 89-110 - blank 111-121 - Designated Roth Contribution under section 457(b) - Derived from IDFDV screen, Field Identifier: âW2-CODE-EEâ (seq 4260) 122-264 - blank
- Location 265 to 362
- For Puerto Rico employees only
Column | Description | Source |
---|
266-274 - Spouseâs SSN - blank
275-285 - Wages Subject to Puerto Rico Tax - stored as zeroes
286-296 - Commissions Subject to Puerto Rico Tax - stored as zeroes
297-307 - Allowances Subject to Puerto Rico Tax - stored as zeroes
308-318 - Tips Subject to Puerto Rico Tax - stored as zeroes
319-329 - Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax - stored as zeroes
330-340 - Puerto Rico Tax Withheld - stored as zeroes
341-351 - Retirement Fund Subject to Puerto Rico Tax - stored as zeroes
352-362 - blank
- Location 363 to 384
- For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees
Column | Description | Source |
---|
374-384 - Virgin Islands, ⦠etc Income Tax Withheld - stored as zeroes
385-512 - blank
Record Name: Code RS â Supplemental Record#
Column | Description | Source |
---|
3-4 - State code, appropriate FIPS postal numeric code - system Derived from the State being reported - e.g. California is code "06"
5-9 - Taxing Entity Code - if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
10-18 - Social Security Number - Derived from IDFDV screen, Field Identifier: âW2-EE-SSNâ - if an invalid SSN is encountered, this field is entered with zeroes.
19-33 - Employee First Name - Derived from IDFDV screen, Field Identifier: âW2-EE-FIRST-NAMEâ
34-48 - Employee Middle Name or Initial - Derived from IDFDV screen, Field Identifier: âW2-EE-MIDDLEâ
49-68 - Employee Last Name - Derived from IDFDV screen, Field Identifier: âW2-EE-LAST-NAMEâ
69-72 - Employee Suffix - Derived from IDFDV screen, Field Identifier: âW2-EE-SUFFIXâ
73-94 - Employee Location Address - Derived from IDFDV screen, Field Identifier: âW2-EE-LOCN-ADDRâ
95-116 - Employee Delivery Address - Derived from IDFDV screen, Field Identifier: âW2-EE-DELIV-ADDRâ
117-138 - Employee City - Derived from IDFDV screen, Field Identifier: âW2-EE-CITYâ
139-140 - Employee State Abbreviation - Derived from IDFDV screen, Field Identifier: âW2-EE-STATEâ
141-145 - Employee ZIP Code - Derived from IDFDV screen, Field Identifier: âW2-EE-ZIPâ
146-149 - Employee ZIP Code Extension - Derived from IDFDV screen, Field Identifier: âW2-EE-ZIP-EXTâ
150-154 - blank
155-177 - Employee Foreign State/Province - Derived from IDFDV screen, Field Identifier: âW2-EE-F-STATEâ
178-192 - Employee Foreign Postal Code - Derived from IDFDV screen, Field Identifier: âW2-EE-F-POSTALâ
193-194 - Employee Country Code - Derived from IDFDV screen, Field Identifier: âW2-EE-COUNTRYâ
- Location 195 to 267
- Apply to Quarterly Unemployment Reporting
If the user specified âPeriod Typeâ = âQuarterâ, then Location 195 to 267 will be filled. Please read document US_Annual_Qtrly_Reporting_XX.doc for the specific State where XX is the State Code. If the State document does not exist, please read US_Annual_Qtrly_Reporting_GEN.doc for quarterly reporting.
Column | Description | Source |
---|
197-202 - Reporting Period MMCCYY - From user specified Period End Date converted to MMCCYY for the quarter - e.g. Period End Date = â31-Dec-2007â, then reporting period is â122007â
203-213 - State Quarterly Unemployment Insurance Total Wages - Derived from IDFDV screen, Field Identifier: âW2-ST-WAGE-HOMEâ and âW2-ST-WAGE-WORKâ
- note that the IDFDV Identifier âW2-SUI-WAGE-ERâ is not used to report this field because the value of Identifier âW2-SUI-WAGE-ERâ may already been capped by Vertex during the US Tax calculation in UPCALC and therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages, therefore RPYEU is using the State Taxable wages from Identifier âW2-ST-WAGE-HOMEâ and âW2-ST-WAGE-WORKâ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages
214-224 - State Quarterly Unemployment Insurance Taxable Wages - this amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government - please read document US_Annual_Qtrly_Reporting_XX.doc for detail for quarterly reporting
225-226 - Number of Weeks Worked - From system derived number of Weeks Worked for the Reporting State - the system reads all Pay Headers with pay category = âRegular Payâ that are not reversed with Pay Issue Date falls within the user specified Quarter begin and end date - if the Pay Headerâs Work State or Home State is the same as the reporting State, then the Pay Header Tax Weeks is accumulated
227-234 - Date First Employed MMDDCCYY - From system derived latest Employment Hired Date
235-242 - Date of Separation MMDDCCYY - From system derived latest Employment Termination Date that is greater than the Employment Hired Date
243-247 - blank
248-267 - State Employer Account Number - Derived from IDFDV screen, Field Identifier: âW2-STATE-REGISTâ for the reporting State - When RPYEU is run, if the Media Format = âState SUI File Formatâ, then this field contains the SUI Registration Number from IDGV screen for the SUI Registration of the State
268-273 - blank
- Location 274 to 337
- Apply to Income Tax Reporting
If the user specified âPeriod Typeâ = âQuarterâ or âYearâ, then Location 274 to 337 will be filled.
Column | Description | Source |
---|
276-286 - State Taxable Wages - Derived from IDFDV screen, Field Identifier: âW2-ST-WAGE-HOMEâ and âW2-ST-WAGE-WORKâ
287-297 - State Income Tax Withheld - Derived from IDFDV screen, Field Identifier: âW2-ST-TAX-HOMEâ and âW2-ST-TAX-WORKâ
298-307 - Other State Data, to be defined by each State
State: California 298-302 - State data SUI Tax - Derived from IDFDV screen, Field Identifier: âW2-SUI-TAX-ERâ
303-307 - State data SDI Tax - Derived from IDFDV screen, Field Identifier: âW2-SDI-TAX-EEâ
308 - Tax Type Code
- this field is used to report County, City or School district tax - if the County, City or School district requires to report taxes along with the State Tax information, then the following values are used for this field: C â City Income Tax D â County Income Tax E â School District Income Tax F â Other Income Tax
- the user must set up IDGV screen for the Local or School Registration by County/City or School district for the following fields on the Variables Tab: - 'W2 STATE MEDIA FILING' - 'W2 TAX TYPE CODE' - 'W2 TAXING ENTITY'
- 'W2 STATE MEDIA FILING' indicates whether the County/City or School should report taxes with the State or not - 'W2 TAX TYPE CODE' must contain the valid Tax Type Code as defined above - 'W2 TAXING ENTITY' contains the Taxing Entity code supplied by the County/City or School government booklet
- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAX TYPE CODE' field
309-319 - Local Taxable Wages - if School Tax is reported, this field is derived from Identifier âW2-SCHL-WAGEâ - if County Tax is reported, this field is derived from Identifier âW2-CN-WAGE-HOMEâ and âW2-CN-WAGE-WORKâ - if City Tax is reported, this field is derived from : âW2-CI-WAGE-HOMEâ and âW2-CI-WAGE-WORKâ
320-330 - Local Income Tax Withheld - if School Tax is reported, this field is derived from Identifier âW2-SCHL-TAXâ - if County Tax is reported, this field is derived from Identifier âW2-CN-TAX-HOMEâ and âW2-CN-TAX-WORKâ - if City Tax is reported, this field is derived from : âW2-CI-TAX-HOMEâ and âW2-CI-TAX-WORKâ
331-337 - State Control Number (optional) - blank
338-412 - Supplemental Data 1 - blank
413-487 - Supplemental Data 2 - blank
488-512 - blank
Multiple Code RS Records:Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a state. In this case, the state wages and tax will be zero for the subsequent code RS records.
Record Name: Code RT â Total Record#
Column | Description | Source |
---|
3-9 - Number of RW Records - Total number of code "RW" records reported since last code "RE" record
10-24 - Wages, Tips and Other Compensation - Derived from IDFDV screen, Identifier: âW2-FIT-WAGEâ, total of all code "RW" records since last "RE" record
25-39 - Federal Income Tax Withheld - Derived from IDFDV screen, Identifier: âW2-FIT-TAXâ, total of all code "RW" records since last "RE" record
40-54 - Social Security Wages - Derived from IDFDV screen, Identifier: âW2-SSN-WAGEâ, total of all code "RW" records since last "RE" record
55-69 - Social Security Tax Withheld - Derived from IDFDV screen, Identifier: âW2-SSN-TAXâ, total of all code "RW" records since last "RE" record
70-84 - Medicare Wages and Tips - Derived from IDFDV screen, Identifier: âW2-MEDI-WAGEâ, total of all code "RW" records since last "RE" record
85-99 - Medicare Tax Withheld - Derived from IDFDV screen, Identifier: âW2-MEDI-TAXâ, total of all code "RW" records since last "RE" record
100-114 - Social Security Tips - Derived from IDFDV screen, Identifier: âW2-SSN-TIPâ, total of all code "RW" records since last "RE" record
115-129 - Advanced Earned Income Credit - Derived from IDFDV screen, Identifier: âW2-EICâ, total of all code "RW" records since last "RE" record
130-144 - Dependent Care Benefits - Derived from IDFDV screen, Identifier: âW2-DEP-CAREâ, total of all code "RW" records since last "RE" record
145-159 - Deferred Compensation Contributions to Section 401(k) - Derived from IDFDV screen, Field Identifier âW2-CODE-Dâ, total of all code "RW" records since last "RE" record
160-174 - Deferred Compensation Contributions to Section 403(b) - Derived from IDFDV screen, Field Identifier âW2-CODE-Eâ, total of all code "RW" records since last "RE" record
175-189 - Deferred Compensation Contributions to Section 408(k)(6) - Derived from IDFDV screen, Field Identifier âW2-CODE-Fâ, total of all code "RW" records since last "RE" record
190-204 - Deferred Compensation Contributions to Section 457(b) - Derived from IDFDV screen, Field Identifier âW2-CODE-Gâ, total of all code "RW" records since last "RE" record
205-219 - Deferred Compensation Contributions to Section 501(c)(18)(D) - Derived from IDFDV screen, Field Identifier âW2-CODE-Hâ, total of all code "RW" records since last "RE" record
220-234 - Military Employees Basic Quarters, Subsistence and Combat pay - Derived from IDFDV screen, Field Identifier âW2-CODE-Qâ, total of all code "RW" records since last "RE" record - This field is valid for tax years 1995-2001 only, not used
235-249 - Non-Qualified Plan Section 457 - Derived from IDFDV Identifier âW2-NQUAL-457â, total of all code "RW" records since last "RE" record
250-264 - Employer Contributions to a Health Savings Account - Derived from IDFDV screen, Field Identifier âW2-CODE-Wâ, total of all code "RW" records since last "RE" record
265-279 - Non-Qualified Plan Not Section 457 - Derived from IDFDV Identifier âW2-NQUAL-N457â, total of all code "RW" records since last "RE" record
280-294 - blank 295-309 - Cost of Employer-Sponsored Health Coverage - Derived from IDFDV screen, Field Identifier âW2-CODE-DDâ, total of all code "RW" records since last "RE" record
310-324 - Employer Cost of Premiums for Group Term Life Insurance over $50000 - Derived from IDFDV screen, Field Identifier âW2-CODE-Câ, total of all code "RW" records since last "RE" record
325-339 - Income Tax Withheld by Third-Party Payer - Derived from IDFDV Identifier âSUB-3RD-PARTY-TAXâ, total of all code "RW" records since last "RE" record
340-354 - Income from Nonstatutory Stock options - Derived from IDFDV screen, Field Identifier âW2-CODE-Vâ, total of all code "RW" records since last "RE" record
355-369 - Deferrals Under a Section 409A Non-qualified Deferred Compensation Plan - Derived from IDFDV screen, Field Identifier âW2-CODE-Yâ, total of all code "RW" records since last "RE" record
370-384 - Designated Roth Contributions to 401(k) plan - Derived from IDFDV screen, Field Identifier: âW2-CODE-AAâ, total of all code "RW" records since last "RE" record
385-399 - Designated Roth Contributions to 403(b) salary reduction agreement - Derived from IDFDV screen, Field Identifier: âW2-CODE-BBâ, total of all code "RW" records since last "RE" record
400-512 - blank
Record Name: Code RU â Total Record#
Column | Description | Source |
---|
1-2 - Record Identifier - Constant "RU"
3-9 - Number of RO Records - Total number of code "RO" records reported since last code "RE" reocrd
10-24 - Allocated Tips - Derived from IDFDV screen, Identifier: âW2-ALLOC-TIPâ, total of all code "RO" records since last "RE" record
25-39 - Uncollected Employee Tax on Tips - Derived from IDFDV âW2-CODE-Aâ and âW2-CODE-Bâ, total of all code "RO" records since last "RE" record
40-54 - Medical Savings Account - Derived from IDFDV screen, Field Identifier: âW2-CODE-Râ, total of all code "RO" records since last "RE" record
55-69 - Simple Retirement - Derived from IDFDV screen, Field Identifier: âW2-CODE-Sâ, total of all code "RO" records since last "RE" record
70-84 - Qualified Adoption Expenses - Derived from IDFDV screen, Field Identifier: âW2-CODE-Tâ, total of all code "RO" records since last "RE" record
85-99 - Uncollected SSA tax on Group Ins > 50000 - Derived from IDFDV screen, Field Identifier: âW2-CODE-Mâ, total of all code "RO" records since last "RE" record
100-114 - Uncollected Medicare tax on Group Ins > 50000 - Derived from IDFDV screen, Field Identifier: âW2-CODE-Nâ, total of all code "RO" records since last "RE" record 115-144 - Blank 145-159 - Designated Roth Contribution under section 457(b) - Derived from IDFDV screen, Field Identifier: âW2-CODE-EEâ, total of all code "RO" records since last "RE" record 160-354 - Blank
355-369 - Wages Subject to Puerto Rico Tax - stored as zeroes
370-384 - Commissions Subject to Puerto Rico Tax - stored as zeroes
385-399 - Allowances Subject to Puerto Rico Tax - stored as zeroes
400-414 - Tips Subject to Puerto Rico Tax - stored as zeroes
415-429 - Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax - stored as zeroes
430-444 - Puerto Rico Tax Withheld - stored as zeroes
445-459 - Retirement Fund Subject to Puerto Rico Tax - stored as zeroes
460-474 - Total wages, tips and other compensation subject to Virgin Islands, ⦠income tax - stored as zeroes
475-489 - Virgin Islands, ⦠etc Income Tax Withheld - stored as zeroes
490-512 - blank
Record Name: Code RV â State Total Record#
Column | Description | Source |
---|
1-2 - Record Identifier - Constant "RV"
3-512 - Supplemental Data (optional) - To be defined by each State e.g. State of Maryland uses Code RV record to report MW508 information
Record Name: Code RF â Final Record#
Column | Description | Source |
---|
3-7 - blank
8-16 - Number of RW Records - Total number of code "RW" records on file
17-512 - blank
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: