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The SSA EFW2 Format (Record RA) for Annual and Quarterly Reporting

State Media Magnetic Media Reporting - SSA EFW2 File Format#

Record Name: Code RA - Transmitter Record#

Column	Description	Source
1-2	Record Identifier	Constant "RA"
3-11	Submitter’s Employer ID Number (EIN)	Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000). Numeric only.
12-19	User Identification (User ID)	Required. Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
20-23	Software Vendor Code	Enter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP). If "99 (Off-the-Shelf Software) is entered in the Software Code field (positions 36-37) enter the Software Vendor Code. Otherwise, fill with blanks.
24-28	Blank	Fill with blanks. Reserved for SSA use.
29	Resub Indicator	Enter "1" if this file is being resubmitted. Otherwise, enter "0" (zero).
30-35	Resub Wage File Identifier (WFID)	If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent. Otherwise, fill with blanks.
36-37	Software Code	Enter "99" to indicate 'Off-the-Shelf Software'
38-94	Company Name	Enter the Company Name. Left justify and fill with blanks
95-116	Location Address	Enter the company's location address (Attention, Suite, Room Number, etc.)
117-138	Delivery Address	Enter the company's delivery address (Street or Post Office Box). Example: 123 Main Street. Left justify and fill with blanks
139-160	City	Enter the company's city. Left justify and fill with blanks
161-162	State Abbreviation	Enter the company's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks
163-167	ZIP Code	Enter the company's ZIP code. For a foreign address, fill with blanks
168-171	ZIP Code Extension	Enter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks
172-176	Blank	Fill with blanks. Reserved for SSA use.
177-199	Foreign State/Province	If applicable, enter the company's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks.
200-214	Foreign Postal Code	If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks.
215-216	Country Code	If one of the following applies, fill with blanks: * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code.
217-273	Submitter Name	Required. Enter the name of the organization's submitter to receive error notification if this file cannot be processed. Left Justify and fill with blanks. Derived from the ‘SUB-SUBM-NAME’ IDFDV Field Identifier (seq 1150).
274-295	Submitter Location Address	Enter the submitter's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘SUB-SUBM-LOCN’ IDFDV Field Identifier (seq 1160).
296-317	Submitter Delivery Address	Required. Enter the submitter's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘SUB-SUBM-DELIV’ IDFDV Field Identifier (seq 1170).
318-339	Submitter City	Required. Enter the submitter's city. Left justify and fill with blanks. Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180).
340-341	Submitter State Abbreviation	Required. Enter the submitter's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-STATE’ IDFDV Field Identifier (seq 1190).
342-346	Submitter ZIP Code	Required. Enter the submitter's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200).
347-350	Submitter ZIP Code extension	Enter the submitter's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘SUB-SUBM-ZIP-EXT’ IDFDV Field Identifier (seq 1210).
351-355	Blank	Fill with blanks. Reserved for SSA use

IMPORTANT NOTE: If using a foreign address, the foreign State/Province (postions 356-378), foreign Postal Code (positions 379-393) and the Contry Code (positions 394-395) are required to be completed.

356-378	Foreign State/Province	If applicable, enter the submitter's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks.
379-393	Foreign Postal Code	If applicable, enter the submitter's foreign Postal Code. Left justify and fill with blanks. Otherwise, fill with blanks.
394-395	Country Code	If one of the following applies, fill with blanks * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code.
396-422	Contact Name	Required. Enter the name of the person to be contacted by SSA concerning processing problems. Left justify and fill with blanks. Derived from the ‘SUB-CONT-NAME’ IDFDV Field Identifier (seq 1250).
423-437	Contact Phone Number	Required. Enter the contact's phone number with numeric valies only (including area code). Do not use any special characters. Left justify and fill with blanks. NOTE: It is imperative that the contact's telephone number be entered in the appropriate positions. Failure to include correct and complete submitter contact information may, in some cases, delay the timely processing of your file. Derived from the ‘SUB-CONT-TEL’ IDFDV Field Identifier (seq 1260).
438-442	Contact Phone Extension	Enter the contact's telephone extension. Left justify and fill with blanks. Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270).
443-445	Blank	Fill with blanks. Reserved for SSA use.
446-485	Contact E-mail/Internet	Enter the contact's e-mail/internet address. Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280).
486-488	Blank	Fill with blanks. Reserved for SSA use.
489-498	Contact Fax	If applicable, enter the contact's fax number (including area code). Otherwise, fill with blanks. Derived from the ‘SUB-CONT-FAX’ IDFDV Field Identifier (seq 1290).
499	Blank	Fill with blanks. Reserved for SSA use.
500	Preparer Code	Enter one of the following codes to indicate who prepared this file: * A = Accounting Firm * L = Self Prepared * S = Service Bureau * P = Parent Company * O = Other. If more than one code applies, use the code that best describes who prepared this file.
501-512 PA	Blank	Fill with blanks. Reserved for SSA use.