This page (revision-66) was last changed on 26-Nov-2021 10:22 by Meg McFarland

This page was created on 26-Nov-2021 10:22 by jmyers

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Tax Reporting - DC
Tax Reporting - DC

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QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – ICESA/NASWA format (recommended by DOES but not yet supported by HLC)
Record name: Code A - Transmitter Record
Column Description
1-1 - Record Identifier.
- Constant ‘A’.
2-5 - Payment Year.
- Enter year for which this report is being prepared
- From user specified FROM-TO period converted to YYYY
6-14 - Transmitter’s Federal EIN
- Enter only numeric characters; omit hyphens, prefixes and suffixes
- Derived from IDFDV screen, Field Identifier: ‘TRAN EIN’ (seq 1010).
15-18 - Taxing Entity Code.
- Constant ‘UTAX’
19-23 - Blanks.
24-73 - Transmitter Name.
- Enter the transmitter name of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN NAME’ (seq 1030)
74-113 - Transmitter Street Address.
- Enter the street address of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
114-138 - Transmitter City.
- Enter the city of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN CITY’ (seq 1050)
139-140 - Transmitter State.
- Enter the standard two character FIPS postal abbreviation.
- Derived from IDFDV screen, Field Identifier: ‘TRAN STATE’ (seq 1060)
141-153 - Blanks.
154-158 - Transmitter ZIP Code.
- Enter a valid ZIP code
- Derived from IDFDV screen, Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)
159-163 - Transmitter ZIP Code extension.
- Use this field as necessary for the four digit extension of ZIP code. Includes a hyphen in position 159
- Derived from IDFDV screen, Field Identifier: ‘TRAN ZIP EXTN’ (seq 1070; include ‘-‘ in position 159)
164-193 - Transmitter Contact.
- Title of individual from transmitter organization responsible for the accuracy of the wage report
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT’(seq 1090)
194-203 - Transmitter Contact Telephone Number
- Telephone number at which the transmitter contact can be telephoned
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100)
204-207 - Telephone Extension/Box.
- Enter transmitter telephone extension or message box
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
208-213 - Media Transmitter/Authorization Number.
- Identifier assigned to the entity transmitting the media
- Derived from IDFDV screen, Field Identifier: ‘TRAN MEDIA NUMBER’ (seq 1120)
- Not require for the District of Columbia.
214-214 - C-3 Data.
- State Specific Data. If not used, enter blanks.
- Not require for the District of Columbia.
215-219 - Suffix Code.
- State Specific Data. If not used, enter blanks
- Not require for the District of Columbia.
220-220 - Allocation Lists.
- State Specific Data. If not used, enter blanks.
- Not require for the District of Columbia.
221-229 - Service Agent ID.
- State Specific Data. If not used, enter blanks.
- Not require for the District of Columbia.
230-242 - Total Remittance Amount.
- State Specific Data. If not used, enter blanks.
- Not require for the District of Columbia.
243-250 - Media Creation Date.
- Enter date in MMDDYYYY format
- Derived from the System Date
251-275 - Blanks
Record name: Code B - Authorization Record
Column Description
1-1 - Record Identifier.
- Constant ‘B’
2-5 - Payment Year.
- Enter the year for which this report is being prepared
6-14 - Transmitter’s Federal EIN.
- Enter only numeric characters
- Derived from IDFDV screen, Field Identifier: BASIC EIN (seq 2010)
15-22 - Computer.
- Enter the manufacturer’s name
- Derived from IDFDV screen, Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
23-24 - Internal Label.
- ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
25-25 - Blank.
26-27 - Density.
- ‘16’, ‘62’, ‘38’, or blank for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC DESITY’ (seq 2110)
28-30 - Recording Code (Character Set).
- “EBC’, or ‘ASC’. Always ‘ASC’ for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC RECOEDING MODE’ (seq 2120, first 3 characters)
31-32 - Number of Tracks.
- ‘09’, or ‘18’, or blanks for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC RECOEDING MODE’ (seq 2120, fourth and fifth character)
33-34 - Blocking Factor.
- Enter the blocking factor of the file, not to exceed 85. Enter blanks for diskette
- Derived from IDFDV screen, Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
35-38 - Taxing Entity Code.
- Constant ‘UTAX’
39-146 - Blanks.
147-190 - Organization Name.
- The name of the organization to which the media should be returned
- Derived from IDFDV screen, Field Identifier: ‘BASIC NAME’ (seq 2040)
191-225 - Street Address.
- The street address of the organization to which the media should be returned.
- Derived from IDFDV screen, Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
226-245 - City.
- The city of the organization to which the media should be returned
- Derived from IDFDV screen, Field Identifier: ‘BASIC CITY’ (seq 2060)
246-247 - State.
- Enter the standard two character FIPS postal abbreviation
- Derived from IDFDV screen, Field Identifier: ‘BASIC STATE’ (seq 2070)
248-252 - Blanks.
253-257 - ZIP Code.
- Enter a valid ZIP code
- Derived from IDFDV screen, Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)
258-262 - ZIP Code extension.
- Enter four digit extension of ZIP code, including the hyphen in position 258.
- Derived from IDFDV screen, Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080)
- Client must include the hyphen (‘-‘) when defining the IDFDV seq 2080.
263-275 - Blanks
Record name: Code E - Employer Record
Column Description
1-1 - Record Identifier.
- Constant ‘E’.
2-5 - Payment Year.
- Enter the year for which the report is being prepared
6-14 - Federal EIN
- Enter only numeric characters of the Federal EIN
15-23 - Blanks.
24-73 - Employer Name.
- Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency
- Derived from the Entity
74-113 - Employer Street Address
- Enter the street address of the Employer
- Derived from the Entity Location
114-138 - Employer City
- Enter the city of employer’s mailing address
- Derived from the Entity Location
139-140 - Employer State
- Enter the standard two character FIPS postal abbreviation of the employer’s address
- Derived from the Entity Location
141-148 - Blanks.
149-153 - ZIP code extension
- Enter four digit extension of ZIP code, including the hyphen in position 149.
- Derived from the Entity Location
154-158 - ZIP code.
- Enter a valid ZIP code
- Derived from the Entity Location.
159-159 - Blank.
160-160 - Type of Employment.
- ‘A’ (Agriculture), ‘F’ (Federal), ‘H’ (Household), ‘M’ (Military),
‘Q’ (Medicare Qualified Government Employees), ‘R’ (Regular, all other), or ‘X’ (Railroad).
- Derived from IDFDV screen, Field Identifier: ‘TYPE OF EMPLOYMENT’ (seq 3020)
- Not require for the District of Columbia.
161-162 - Blocking Factor.
- Enter blocking factor of the file, not to exceed 85. Enter blanks for diskette.
- Derived from IDFDV screen, Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
- Not require for the District of Columbia.
163-166 - Establishment Number or Coverage Group/PRU.
- Enter either the establishment number of the coverage group/PRU, or blank.
- Derived from IDFDV screen, Field Identifier: ‘ESTABLISHMENT NUMBER’ (seq 3030)
- Not require for the District of Columbia.
167-170 - Taxing Entity Code.
- Constant ‘UTAX’
171-172 - State Identifier Code.
- Enter the state FIPS postal numeric code for the state to which wages are being reported.
173-187 - State Unemployment Insurance Account Number.
- Enter state UI employer account number.
- Derived from the IDGV State SUI Registration
188-189 - Reporting Period.
- ‘03’, ‘06’, ‘09’, or ‘12’.
190-190 - No Workers/No Wages.
- Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record. Enter ‘1’ to indicate otherwise.
191-191 - Tax Type Code
- State Specific Data. If not used, enter blanks.
- Not require for the District of Columbia.
192-196 - Taxing Entity Code
- State Specific Data. If not used, enter blanks.
- Not require for the District of Columbia.
197-203 - State Control Number.
State Specific Data. If not used, enter blanks.
- Not require for the District of Columbia.
204-208 - Unit Number.
- State Specific Data. If not used, enter blanks.
- Not require for the District of Columbia.
209-255 - Blanks.
256-256 - Foreign Indicator.
- If data in positions 74-158 is for a foreign address, enter the letter ‘X’, else leave it blank.
- Derived from IDFDV screen, Field Identifier: ‘FOREIGN ADDR INDICATOR’ (seq 3040)
257-257 - Blank.
258-266 - Other EIN.
- Enter Blanks if no other EIN was used.
- Derived from IDFDV screen, Field Identifier: ‘OTHER EIN’ (seq 3060)
- Not require for the District of Columbia.
267-275 - Blanks.
Record name: Code S – Employee Wage Record
Column Description
1-1 - Record Identifier.
- Constant ‘S’
2-10 - Social Security Number
- Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10
11-30 - Employee Last Name.
- Enter employee last name.
31-42 - Employee First Name.
- Enter employee first name
43-43 - Employee Middle Initial.
- Enter employee middle initial. Leave blank if no middle initial
44-45 - State Code
- Enter the state FIPS postal numeric code for the state to which wages are being reported
46-49 - Blanks.
50-63 - State QTR Total Gross Wages.
- Enter quarterly wages subject to all taxes.
- Derived from IDFDV screen, Field sequence 3090
- Not require for the District of Columbia.
64-77 - State QTR Unemployment Insurance Total Wages.
- Enter quarterly wages subject to unemployment taxes.
- Derived from IDFDV screen, Field sequence 7200
78-91 - State QTR Unemployment Insurance Excess Wages
- Quarterly wages in excess of the state UI taxable wage base
92-105 - State QTR Unemployment Insurance Taxable Wages.
- State QTR UI total wages less state QTR UI excess wages.
106-120 - Quarterly State Disability Insurance Taxable Wages.
- State Specific Data. If not used, enter zero.
- Not require for the District of Columbia.
121-129 - Quarterly Tip Wages
- Include all tip wages
- Not require for the District of Columbia.
130-131 - Number of Weeks Worked.
- The number of weeks worked in the reporting period.
- Derived from IDFDV screen, Field sequence 3080
- This can either be ‘Plugged’ as a constant, be picked up from a Pay Component that is previously populated by a UserCalc, or if left null the P2K will compute the value.
- Not require for the District of Columbia.
132-134 - Number of Hours Worked.
- The number of hours worked in the reporting period.
- Derived from IDFDV screen, Field sequence 3300
- Not require for the District of Columbia.
135-142 - Blanks.
143-146 - Taxing Entity Code.
- Constant ‘UTAX’.
147-161 - State Unemployment Insurance Account Number.
- Enter state UI employer account number
- SUI Registration Number from IDGV
162-232 DC - Not require for the District of Columbia.
233-275 - Blanks.
Record name: Code T - Total Record
Column Description
1-1 - Record Identifier.
- Constant ‘T’
2-8 - Total Number of Employees.
- The total number of ‘S’ records since the last ‘E’ record
9-12 - Taxing Entity Code.
- Constant ‘UTAX’.
13-26 - State QTR Total Gross Wages for employer
- QTR gross wages subject to all taxes. Total of this field on all ‘S’ records since the last ‘E’ record.
- Not require for the District of Columbia.
27-40 - State QTR Unemployment Insurance Total Wages for employer.
- QTR wages subject to state unemployment taxes. Total of this field on all ‘S’ records since the last ‘E’ record.
41-54 - State QTR Unemployment Insurance Excess Wages for employer.
- QTR wages in excess of the state UI taxable wage base Total of all ‘S’ records since the last ‘E’ record.
55-68 - State QTR Unemployment Insurance Taxable Wages for employer.
- QTR UI total wages less state QTR UI excess wages. Total of all ‘S’ records since the last ‘E’ record.
69-81 - Quarterly tip wages for employer.
- Enter all tip income. Total of this field on all ‘S’ records since the last ‘E’ record.
- Not require for the District of Columbia.
82-87 - UI tax rate this quarter.
- The employer UI rate for this reporting period. One decimal point followed by 5 digits e.g. 2.8%=’.02800’.
88-100 - State QTR UI taxes due
- UI taxes due. QTR state UI taxable wages times UI tax rate.
101-111 - Previous Quarter(s) underpayment.
- State Specific Data. If not used, enter zero.
112-122 - Interest.
- State Specific Data. If not used, enter zero.
123-133 - Penalty.
- State Specific Data. If not used, enter zero.
134-148 DC - Not require for the District of Columbia.
149-159 - Employer Assessment Amount.
- State Specific Data. If not used, enter zero.
160-174 DC - Not require for the District of Columbia.
175-185 - Total Payment Due.
- State Specific Data. If not used, enter zero.
186-226 DC - Not require for the District of Columbia.
227-233 - Month-1 Employment for employer.
- Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month. Total fo all ‘S’ records after the last ‘E’ record.
234-240 - Month-2 Employment.
- Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month. Total fo all ‘S’ records after the last ‘E’ record.
241-247 - Month-3 Employment.
- Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month. Total for all ‘S’ records after the last ‘E’ record.
248-267 DC - Not require for the District of Columbia.
268-275 - Blanks.
Record name: Code F - Final Record
Column Description
1-1 - Record Identifier.
- Constant ‘F’.
2-11 - Total Number of Employees in File
- Enter the total number of ‘S’ records in the entire file
12-21 - Total Number of Employers in File
- Enter the total number of ‘E’ records in the entire file
22-25 - Taxing Entity Code.
- Constant ‘UTAX’
26-40 - Quarterly Total Gross Wages in File
- QTR gross wages subject to all taxes. Total of this field for all ‘S’ records in the file
- Not require for the District of Columbia.
41-55 - Quarterly State Unemployment Insurance Total Wages in File
- QTR wages subject to state UI tax. Total of this field for all ‘S’ records in the file
56-70 - Quarterly State Unemployment Insurance Excess Wages in File
- QTR wages in excess of the state UI taxable wage base. Total of this field for all ‘S’ records in the file
71-85 - Quarterly State Unemployment Insurance Taxable Wages in File
- State UI gross/total wage less quarterly state UI excess wages. Total of this field for all ‘S’ records in the file
86-100 - Quarterly State Disability Insurance Taxable Wages in File.
- State Specific Data. If not used, enter zero.
- Not require for the District of Columbia.
101-115 - Quarterly Tip Wages in File.
- Enter all tip income. Total of this field on all ‘S’ records in the file.
- Not require for the District of Columbia.
116-123 - Month-1 Employment for employers in File.
- Total number of employees covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month. Total of this field on all ‘S’ records in the file.
124-131 - Month-2 Employment for employers in File.
- Total number of employees covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month. Total of this field on all ‘S’ records in the file.
132-139 - Month-3 Employment for employers in File.
- Total number of employees covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month. Total of this field on all ‘S’ records in the file.
140-275 - Blanks.
This page (revision-66) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop