The SSA EFW2 Format (Record RS) for Annual and Quarterly Reporting#
State Media Magnetic Media Reporting - SSA EFW2 File Format#
Record Name: Code RS - State Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RS" |
| 3-4 | State Code | Enter the appropriate postal numeric code. Derived from the State being reported. |
| 5-9 | Taxing Entity Code | Defined by State/local agency. |
| 10-18 | Social Security Number | Enter the employee's SSN. If no SSN is available, enter zeros. Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier. |
| 19-33 | Employee First Name | Enter the employee's first name. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier. |
| 34-48 | Employee Middle Name or Initial | If applicable, enter the employee's middle name or initial. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-MIDDLE’ IDFDV Field Identifier. |
| 49-68 | Employee Last Name | Enter the employee's last name. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier. |
| 69-72 | Employee Suffix | If applicable, enter the employee's alphabetic suffix. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-SUFFIX’ IDFDV Field Identifier. |
| 73-94 | Employee Location Address | Enter the employee's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘W2-EE-LOCN-ADDR’ IDFDV Field Identifier. |
| 95-116 | Employee Delivery Address | Enter the employee's delivery address. Left justify and fill with blanks. Derived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier. |
| 117-138 | Employee City | Enter the employee's city. Left justify and fill with blanks. Derived from the 'W2-EE-CITY’ IDFDV Field Identifier. |
| 139-140 | Employee State Abbreviation | Enter the employee's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘W2-EE-STATE’ IDFDV Field Identifier. |
| 141-145 | Employee ZIP Code | Enter the employee's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ IDFDV Field Identifier. |
| 146-149 | Employee ZIP Code Extension | Enter the employee's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘W2-EE-ZIP-EXT’ IDFDV Field Identifier. |
| 150-154 | Blank | Fill with blanks. Reserved for SSA use. |
| 155-177 | Foreign State/Province | If applicable, enter the employee's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 178-192 | Foreign Postal Code | If applicable, enter the employee's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 193-194 | Country Code | If one of the following applies, fill with blanks: * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. |
- Locations 195 to 267
- Apply to Quarterly Unemployment Reporting
If the user has defined ‘Period Type’ as ‘Quarter’, then Locations 195 to 267 will be filled.
Please read the document Tax Reporting - US General for details on quarterly reporting.
| 195-196 | Optional Code | Defined by State/local agency. Applies to unemployment reporting. |
| 197-202 | Reporting Period | Enter the last month and four-digit year for the calendar quarter that this report applies. Applies to unemployment reporting. |
| 203-213 | State Quarterly Unemployment Insurance Total Wages | Right justify and zero fill. Applies to unemployment reporting. |
| 214-224 | State Quarterly Unemployment Insurance Total Taxable Wages | Right justify and zero fill. Applies to unemployment reporting. |
| 225-226 | Number of Weeks Worked | Defined by State/local agency. Applies to unemployment reporting. |
| 227-234 | Date First Employed | Enter the month, day and four-digit year. Applies to unemployment reporting. |
| 235-242 | Date of Separation | Enter the month, day and four-digit year. Applies to unemployment reporting. |
| 243-247 | Blank | Fill with blanks. Reserved for SSA use. |
| 248-267 | State Employer Account Number | Enter the State's Employer Account Number. Applies to unemployment reporting. |
| 268-273 | Blank | Fill with blanks. Reserved for SSA use. |
- Locations 274 to 337
- Apply to Income Tax Reporting
If the user has defined ‘Period Type’ as ‘Quarter’ or ‘Year’, then Locations 274 to 337 will be filled.
| 274-275 | State code | Enter the appropriate postal numeric code. Derived from the State being reported. Applies to income tax reporting. |
| 276-286 | State Taxable Wages | Right justify and zero fill. Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ IDFDV Field Identifiers. Applies to income tax reporting. |
| 287-297 | State Income Tax Withheld | Right justify and zero fill. Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ IDFDV Field Identifiers. Applies to income tax reporting. |
| 298-307 | Other State Data | Defined by State/local agency. Applies to income tax reporting. |
| 308 | Tax Type Code | Enter the appropriate code for entries in fields 309-330: * C = City Income Tac * D = County Income Tax * E = School District Income Tax * F = Other Income Tax. Applies to income tax reporting. |
| 309-319 | Local Taxable Wages | To be defined by State/local agency. Applies to income tax reporting. |
| 320-330 | Local Income Tax Withheld | To be defined by State/local agency. Applies to income tax reporting. |
| 331-337 | State Control Number | Optional. Applies to income tax reporting. |
| 338-412 | Supplemental Data 1 | To be defined by user. |
| 413-487 | Supplemental Data 2 | To be defined by user. |
| 488-512 | Blank | Fill with blanks. Reserved for SSA use. |
