Wiki: W 2_PROCESS_SET

IMUF – Define User Fields for IDGV #

On IMUF, define user fields for P2K_CM_GOVT_REGISTRATIONS

The 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 ‘HL$US-QTR-2012’ Form Code is being used:

IMUF – 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 – 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 – 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 – 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 – 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 ‘SUI ER Number’ must be set up for each department. (e.g. For Department ‘Planning & Zoning’, the MN number is ‘7977999-004’, UDF ‘SUI ER Number’ = 7977999-004 should be entered on IDDP)
If the ‘SUI ER Number’ 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, ‘W2 Destination’ may be entered for distributing the W2 forms by department.

IEID – Employee Identity Screen User Field#

IEID is used to enter the ‘W2 Destination’, ‘MMREF Officer Code’ for the employee

‘W2 Destination’ may be entered for distributing the W2 forms for this employee

IDGR – 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 ‘Fed Regist Set’ and ‘Fed Regist Type’ from IDGV and then displayed on IDGR.

For each group at the State/Prov/Local level, a ‘State/Prov Set’ and ‘State/Prov Type’ 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 ‘State/Prov Set’ and ‘State/Prov Type’ and the Pay Header State/Prov of this employee.

At the local level, the Local Registration Number is retrieved from IDGV by ‘Local Regist Set’ and ‘Local Regist Type’ and the GEO Local of this employee

Each group must define one of the following ‘W2 Employment Type’ for W2 reporting purpose:

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

Note:For the ‘Q - MQGE' type employment, it is not required to group all employees under one group. The MQGE employees can belong to a group with ‘R’ type employment, IPRLU can specify the proper MEDICARE and FICA method to classify MQGE employees (see below for detail)

IDSP – 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 ‘State Registration’ 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 – 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 ‘15-097-0670’ is for the city of ‘Indianapolis’, the County Code ‘15-097-0000’ is for County of ‘Marion’, therefore, set up County Code ‘15-097-0000’ ‘Marion’ 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 ‘Local Registration’ for a County in order for the County tax to be reported.

IDTX – Define Tax Jurisdictions#

An entry must exist at the ‘City level’ for a tax jurisdiction in order for the city tax to be reported.
An entry must exist on IDGV with ‘Local Registration’ for a city in order for the city tax to be reported.

IDSD – Define School Districts#

An entry must exist for a School District in order for the School District tax to be reported.

IDGV – 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, ‘Federal Registration’ must be set up for Country ‘USA with valid ‘Employer Identification Number’. 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 = ‘US Fed Regist 1’.

Note:If Registration Type ‘US Fed Regist 1’ is used, then the FICA registration should be defined using Registration Type = ‘US FICA Regist 1’, for MEDICARE registration, the Registration Type should = ‘US MEDI Regist 1’ etc. The last digit of the Registration Type must be matched.

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

“Govt Registration Set” may be used to group similar Registrations together.

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 “Govt Registration Set” and Registration Types are used on the IDGR Registration tab for each of the Federal, State and Local level set up.
On IDGV 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 = ‘US Fed Regist 1’ is used, then

FICA Registration Type must = ‘US FICA Regist 1’
MEDI Registration Type must = ‘US MEDI Regist 1’

If Registration Type = ‘US State Regist 1’ is used, then

SUI Registration Type must = ‘US SUI Regist 1’
SDI Registration Type must = ‘US SDI Regist 1’

Example #2
If Registration Type = ‘US Fed Regist 2’ is used, then

FICA Registration Type must = ‘US FICA Regist 2’
MEDI Registration Type must = ‘US MEDI Regist 2’

If Registration Type = ‘US State Regist 2’ is used, then

SUI Registration Type must = ‘US SUI Regist 2’
SDI Registration Type must = ‘US SDI Regist 2’

On the IDGR Registration tab, when the user specifies to use State/Prov Type = ‘US State Regist 1’, this implies all State level registrations with the last digit matching ‘Regist 1’ should be used, thus ‘US SUI Regist 1’ will be used.

IDGV – Override Employer Name and Address by EIN#

On the IDGV Variables tab, there is the option to define an override for the Employer’s Name and Address.
This 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 – 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 ‘US Fed Regist 1’, etc.

State Level

An entry must exist for each state for an entity with ‘State Registration’ by Govt Regist Set and Registration Type
When the ‘State Registration’ are being defined, , the ‘Variables’ 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 ‘W2 State Media Filing’ must be set up to indicate if this state is required to produce a W2 File for the state.
The ‘W2 State Media Filing’ values are:
- 00 – Not required to file magnetic media to the state
- 01 – Include State Code RS record in the Federal file, the federal file can be sent to the state
- 02 – 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, ‘W2 State Media Filing’ variable = ‘01’ 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 state’s information in their State file, ‘W2 State Media Filing’ variable = ‘02’ should be set up.
When RPYEU is run, it should be set to run by one State only and the Media Format = ‘State File Format’ 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 ‘Local Registration’ in order for the County tax to be reported.
An entry must exist for each City for an Entity with ‘Local Registration’ in order for the City tax to be reported.
When the ‘Local Registration’ is defined, the ‘Variables’ 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 ‘W2 State Media Filing’ values are:
- 00 – Not Required to file magnetic media
- 01 – Include Local Information in Code RS record for Federal File format
- 02 – Include Local Information in Code RS record for the State File format
- 03 – 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 ‘W2 State Media Filing’ variable = ‘01’ 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 ‘W2 State Media Filing’ variable = ‘02’ 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 ‘W2 State Media Filing’ variable = ‘03’
When RPYEU is run and ‘Local File format’ 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 ‘W2 State Media Filing’ is set up for a Local, then the IDGV Variables tab must also be set up for:
- ‘W2 TAX TYPE CODE’ - to contain one of the following values:
  - C – City Income Tax
  - D – County Income Tax
  - E – School District Income Tax
- ‘W2 TAXING ENTITY’ - to define the five character Taxing Entity Code for each local:
  - e.g. Ohio Cleveland would be ‘200’, refer to Cleveland filing requirement
  - e.g. Indiana would contain the two digit County Code supplied by Indiana

School Level

An entry must exist for each school district for an Entity with ‘School Registration’ for the school tax to be reported.
When the ‘School Registration’ is defined, the IDGV Variables tab must be set up for:
- 'W2 STATE MEDIA FILING'
- 'W2 TAX TYPE CODE'
- 'W2 TAXING ENTITY'
The ‘W2 State Media Filing’ values are:
- 00 – Not Required to file magnetic media
- 01 – Include School Information in Code RS record for Federal File format
- 02 – Include School Information in Code RS record for the State for State File format
- 03 – 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 ‘W2 State Media Filing’ variable = ‘01’ 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 ‘W2 State Media Filing’ variable = ‘02’ 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 ‘W2 State Media Filing’ variable = ‘03’
- Note, this feature requires specific program logic for each school, please check if the local is supported by RPYEU.
If ‘W2 State Media Filing’ is set up for a School, then IDGV Variables Tab must also be set up:
- ‘W2 TAX TYPE CODE’ to contain the following value: E – School District Income Tax
- ‘W2 TAXING ENTITY’ to define the five character School District code

IDGV – Define State SUI Registrations for Quarterly Filing#

When running RPYEU with Calendar Type = ‘Q’ for a quarter, each state must set up with ‘US SUI Regist’. The last digit of ‘US SUI Regist’ Registration type must match the last digit of ‘US State Regist’ Registration type, i.e. ‘US State Regist 1’ should also define ‘US SUI Regist 1’, ‘US State Regist 2’ should also define ‘US SUI Regist 2’, etc,
According to each state’s 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 ‘US SUI Regist’ prior to running RPYEU.

Please note each QTR field’s decimal point and enter in the above format.

IDFD – Define Form Code#

Define Form Code ‘HL$US-W2-2013’ for EFW2 format (Year 2012-2013 reporting)
After loading IDFD form codes from starter scripts, set up each Form Code Field Variables on IDFDV

IDFD – Starter Scripts#

When installing the US Year End software, a seed data script is executed to load in the IDFD Form Code: ‘HL$US-W2-2013’: SEED_IDFD_HL$US_W2_2013.sql
This script may be run multiple times and performs the following:
- If Form Code ‘HL$US-W2-2013’ does not exist, the script loads all new identifiers for Form Code ‘HL$US-W2-2013’.
- If Form Code ‘HL$US-W2-2013’ already exists, the script will update Form Code ‘HL$US-W2-2013’ existing identifiers from IDFD and leaving the client’s 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 – Store Option#

Since 2010-tax year reporting, IDFD Form Code ‘HL$US-W2-2013’ has supplied the ‘Store Option’ starting from Seq# 2000 in order for RPYEU to store the Employer Name / Addresses, Employee Name / Addresses and the Amounts of the Seq# in the Government Remittance Tables. Important: RPYEU must be run with the new IDFD Form Code ‘HL$US-W2-2013’ or a copy of this Form Code that has the ‘Store Option’ set up to store the Addresses and the Amounts in the Government Remittance Tables. Any prior year’s Form Codes do not supply this option and therefore will not turn on the store feature for RPYEU.

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

After the script is loaded for ‘HL$US-W2-2013’, the IDFDV Variable definition may be copied from last year to current year. Go to IDFDV and use the COPY button to copy from last year’s definition as follows:
- On IDFDV, select last year’s Form Code: ‘HL$US-W2-2012’
- Then press the COPY button on the screen
- The Copying dialog box is displayed, within the box, enter the current year New Form Code: ‘HL$US-W2-2013’
- Press the 'Copy Definition with Variables' button, this will copy the variables set up from ‘HL$US-W2-2012’ to ‘HL$US-W2-2013’ for the same Field Identifier name

IDFDV – Form Definition Variables#

IDFD FORM

HL$US-W2-2013 - system supplied

IDFD FORM TYPE

US W2 EFW2 Definition - indicates the W2 definition for EFW2 filing format

Form Code ‘HL$US-W2-2013’ Identifiers

Field Identifier	Description	Suggested Field Source	Suggested Variable
SUB-ER-EIN	Submitter’s 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 company’s location address i.e. Attention, Suite, Room # etc
SUB-COMP-DELIV	Company Delivery Address	Constant	Enter company’s delivery address i.e. Street or Post Office Box
SUB-COMP-CITY	Company’s City	Constant	Enter company’s city
SUB-COMP-STATE	Company’s State Abbrev	Constant	Enter company’s State Abbreviation
SUB-COMP-ZIP	Company’s ZIP Code	Constant	Enter company’s ZIP code
SUB-COMP-ZIP-EXT	Company’s ZIP Code Extension	Constant	Enter company’s ZIP code extn
SUB-COMP-F-STATE	Company’s foreign State/province	Constant	Enter company’s foreign state/province
SUB-COMP-F-POST	Company’s foreign postal code	Constant	Enter company’s foreign postal code
SUB-COMP-COUNTRY	Company’s country if applicable	Constant	Enter company’s 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 (mandatory field since Tax Year 2012)
SUB-CONT-FAX	Contact FAX phone # for SSA	Constant	Enter your company data
SUB-CONT-METH	Preferred Contact method	Constant	Enter BLANKS (must be 'blank' for Tax Year 2012 or later)
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	Employer’s 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	Employer’s 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	Employer’s city DLN.LOCALITY or DLN.MAIL_LOCALITY Enter blank, system derived
W2-ER-STATE	Employer State Abbrev	Constant	Employer’s State abbreviation DSP.STATE_PROVINCE_CODE Enter blank, system derived
W2-ER-ZIP	Employer ZIP Code	Constant	Employer’s ZIP Code DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL Enter blank, system derived
W2-ER-ZIP-EXT	Employer ZIP Extension	Constant	Employer’s 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(~,’01’,’JR’,’02’,’SR’,NULL)
W2-EE-LOCN-ADDR	Employee Location Address	Constant	Employee’s 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	Employee’s 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	Employee’s city EPS.LOCALITY or EPS.MAIL_LOCALITY Enter blank, system derived
W2-EE-STATE	Employee State Abbrev	Constant	Employee’s State abbreviation DSP.STATE_PROVINCE_CODE Enter blank, system derived
W2-EE-ZIP	Employee ZIP Code	Constant	Employee’s ZIP Code EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL Enter blank, system derived
W2-EE-ZIP-EXT	Employee ZIP Extension	Constant	Enter employee’s ZIP Code EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL Use derivation expression substr(~,6) for ZIP extension
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 – Do not print Control Number on W2 Form 1 - Print Control Number as defined in W2-CONTROL-NUM Identifier 2 - Print Control Number as defined from RPYEU ‘Sort Level By’ prompt 3 - Print W2-CONTROL-NUM Identifier and Person Code 4 - Print ‘Sort Level By’ prompt and Person Code 5 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier 6 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier and Person Code
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
W2-CODE-A	Uncollect SSA/RRTA tax on tips	Pay Component	Enter your company data
W2-CODE-B	Uncollect Medicare tax on tips	Pay Component	Enter your company data
W2-CODE-C	Group Term Life Ins > 50000	Pay Component	Enter your company data
W2-CODE-D	Deferred 401(k) cash	Pay Component	Enter your company data
W2-CODE-E	Deferred 401(b) Salary reduction	Pay Component	Enter your company data
W2-CODE-F	Deferred 408(k)(6) Salary reduct	Pay Component	Enter your company data
W2-CODE-G	Deferred 457(b) compensation	Pay Component	Enter your company data
W2-CODE-H	Deferred 501(c)18(D) tax exempt	Pay Component	Enter your company data
W2-CODE-J	Non taxable sick pay	Pay Component	Enter your company data
W2-CODE-K	20% excise parachute payment	Pay Component	Enter your company data
W2-CODE-L	Employee business expense reimburse	Pay Component	Enter your company data
W2-CODE-M	Uncollect SSA/RRTA group ins	Pay Component	Enter your company data
W2-CODE-N	Uncollect medicare group ins	Pay Component	Enter your company data
W2-CODE-P	Moving expense	Pay Component	Enter your company data
W2-CODE-Q	Nontaxable combat pay	Pay Component	Enter your company data (obsoleted since Tax Year 2012)
W2-CODE-R	Employer Contrib to MSA	Pay Component	Enter your company data
W2-CODE-S	Salary reduction to 408(p)	Pay Component	Enter your company data
W2-CODE-T	Adoption benefits	Pay Component	Enter your company data
W2-CODE-V	Income of nonstat stock opt	Pay Component	Enter your company data
W2-CODE-W	ER contrib Health Saving Account	Pay Component	Enter your company data
W2-CODE-Y	Deferrals 409A Nonqual plan	Pay Component	Enter your company data
W2-CODE-Z	Income 409A Nonqual plan	Pay Component	Enter your company data
W2-CODE-AA	Roth contrib 401(k)	Pay Component	Enter your company data
W2-CODE-BB	Roth contrib 403(b)	Pay Component	Enter your company data
W2-CODE-CC	HIRE exempt wages	Pay Component	Enter your company data
W2-CODE-DD	ER sponsored Health Coverage	Pay Component	Enter your company data
W2-CODE-EE	Roth Contribution 457(b)	Pay Component	Enter your company data

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

Field Identifier	Description	Suggested Field Source	Suggested Variable
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 the 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.

Field Identifier	Description	Suggested Field Source	Suggested Variable
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 only internally. These identifiers are used internally to obtain amounts to show on RPYEU Summary report or for other purposes. These are internally reserved areas to allow users to define additional new variables that are not available or defined at time when the programming is done. If needed, Support will give instruction for users to set these up.

Field Identifier	Description	Suggested Field Source	Suggested Variable
W2-HL-01	Internally defined description	Pay Component	Enter your company data
W2-HL-nn	Internally defined description	Pay Component	Enter your company data
W2-HL-10	Internally 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 two options to print SDI on W2 forms:

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 ‘CASDI’ (This option is only available to clients who are running the W2 report in Oracle, it is not available to clients running W2 in the Windard platform).
For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not set up, the Box 14 may be set up to print ‘CASDI’ and the SDI amount.

IDFDV – Employer Primary Address and Mailing Address#

In order to use the Employer Primary Address, Identifiers 2020 – 2070 does not need to be set up, just leave these Identifiers blank, the system will use the Primary Address as default
In order to use the Employer Mailing Address, the following needs to:

Seq	Field Identifier	Description	Field Variable
2020	W2-ER-LOCN-ADDR	Employer Location Address	MAIL
2030	W2-ER-DELIV-ADDR	Employer Delivery Address	blank
2040	W2-ER-CITY	Employer City	blank
2050	W2-ER-STATE	Employer State Abbrev	blank
2060	W2-ER-ZIP	Employer Zip Code	blank
2070	W2-ER-ZIP-EXT	Employer Zip Code Extension	blank
2100	W2-ER-COUNTRY	Employer country	blank

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

Foreign Country Primary and Mailing Address set up:

Seq	Field Identifier	Description	Field Variable
2080	W2-ER-F-STATE	Employer foreign State Abbrev	Blank or enter the word NAME If ‘NAME’ is entered, the State name is used, otherwise the State code is used This foreign state description is printed on W2 and reported on EFW2 file
2090	W2-ER-F-POSTAL	Employer foreign postal Code	Blank
2105	W2-ER-F-COUNTRY	Employer foreign country	Blank or enter the word NAME, or ISO If ‘NAME’ is entered, the Country name is used If ‘ISO’ is entered, the ISO Country code from IDCO UDF ‘ISO COUNTRY CODE’ is used, otherwise the IDCO Country code is used

IDFDV – Employee Primary Address and Mailing Address#

In order to use the Primary Address, Identifiers 2600 – 2650 does not need to be set up, just leave these Identifiers blank, the system will use the Primary Address as default
In order to use the Mailing Address, the following needs to set up:

Seq	Field Identifier	Description	Field Variable
2600	W2-EE-LOCN-ADDR	Employer Location Address	MAIL
2610	W2-EE-DELIV-ADDR	Employer Delivery Address	Blank
2620	W2-EE-CITY	Employer City	Blank
2630	W2-EE-STATE	Employer State Abbrev	Blank
2640	W2-EE-ZIP	Employer Zip Code	Blank
2650	W2-EE-ZIP-EXT	Employer Zip Code Extension	Blank
2680	W2-EE-COUNTRY	Employer country	Blank

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