IMUF – 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 ‘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 IDFDV - Employer/Employee Primary Address and Mailing Address and Employee 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
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’.
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.
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’
- 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’
- 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
- ‘W2 TAX TYPE CODE’ - to contain one of the following values:
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$US-W2-2013’ for the same Field Identifier name
IDFDV – Form Definition Variables#
- IDFD FORM
- IDFD FORM TYPE
- Form Code ‘HL$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 | |
| 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 | |
| 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.
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 ‘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 |
| 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 ‘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 |
