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Tax Reporting - DC
Tax Reporting - DC

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At line 4 added 3 lines
!!What's New for Tax Year 2011
The following changes have been noted for reporting W2 wages to the Federal Government:
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*(W2 Form) The ‘Advance Earned Income Credit Payment’ is eliminated for tax year beginning after December 31, 2010. Box 9, Advance EIC payments, has been deleted from the 2011 Form W2.
*(W2 Form) Code DD is added to box 12 of the 2011 form W2 to report the cost of employer-sponsored health coverage. However, this reporting will not be mandatory for 2011.
*(W2 Form) Code EE, Designated Roth contributions under a government section 457(b) plan, has been added to the list of codes in box 12 of Form W2.
*(W2 File) A new field, Kind of Employer, has been added to the RE Employer Record (position 174). This is a required field.
*(W2 File) A new field, Cost of Employer-Sponsored Health Coverage, has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
*(W2 File) A new field, Designated Roth Contributions Under a Governmental Section 457(b) Plan, has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159)
%%information Note that while DC has indicated that it will migrate to the ICESA file format for UI reporting in the future, we continue to support the UI wage reporting for the District of Columbia in the special DC-80 byte file format until further notice.%%
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This document contains abbreviated set up requirements for DC only. Please refer to the general document ([Tax Reporting - US General]) for other setup procedures that may also be required.
This document contains abbreviated set up requirement for DC only, please refer to the general document ([US_Annual_Qtrly_Reporting_GEN]) for other setup procedure that may also be required.
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*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for ‘State Registration’ for State/Province: District of Columbia.
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up for ‘State Registration’ for State/Province: District of Columbia.
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*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with ‘State SUI Registration’ for State/Province: District of Columbia
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up with ‘State SUI Registration’ for State/Province: District of Columbia
At line 19 changed 5 lines
*The DC Department of Revenue accepts filing of W2 wages via magnetic media using the standard EFW2 file supplied by the SSA.
*The DC Department of Labor accepts filing of Quarterly UI wages via the DC state format.
*When using the EFW2 format to file wage report for DC, the user must set up [IDGV] as follows:
**for State Registration of DC, the [IDGV] Variable:
***‘W2 STATE MEDIA FILING’ 02 – State requires its own file, do not include other state information in the State File
*The Colorado Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 (formerly MMREF1) format
*Record Codes required are: Code RA,RE,RS,RF
*Colorado State requires to file the CO State file by itself, therefore [IDGV] must be set up as follows:
**for State Registration of Colorado, the [IDGV Variable|IDGV#VariablesTab]:
***‘W2 STATE MEDIA FILING’ 02 – State requires its own file, do not include other State information in the State file
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!!Annual W2 Wage Reporting – EFW2 format
[RPYEU] must be run with the following report parameters and filters selected to generate the Colorado State file information: \\ \\
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__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Mandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
|Media Format|Mandatory. Set to State File Format \\Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
|Directory Name| Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
|Media File Name|Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced
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__RPYEU Report Filters__
|Select State: District of Columbia, USA
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!State Media Magnetic Media Reporting – EFW2 Format
!Record Name: Code RA - Transmitter Record (Same as the Federal Code RA)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
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!Record Name: Code RE – Employer Record (Same as the Federal Code RE)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\
!Annual W2 Wage Reporting – EFW2 (formerly MMREF-1) format
[RPYEU] must be run and the following selected to generate Colorado State file information:
|Media Format:|State File Format
|Select State:|Colorado, USA
!!State Media Magnetic Media Reporting – EFW2 (Formerly MMREF1) Format
Colorado state accepts W2 Wage Reporting in the standard Social Administration MMREF-1 specification.
;Record name: Code RA - Transmitter Record
!!Quarterly UI Wage Reporting – ICESA format
[RPYEU] must be run and the following selected to generate Colorado State file information:
|Media Format:|State SUI File Format
|Select State:|Colorado, USA
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!Record Name: Code RW - Employee Wage Record (Same as the Federal Code RW)
[{InsertPage page='W2_EFW2_RECORD_RW'}]
\\
*Annual Form Code – Use the standard supplied form code HL$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
*The ‘Quarterly Form Code’ must be entered in order to produce the UI wage file in [ICESA] format. – Use the supplied form code ‘HL$US-QTR-2012’. The Variables need to be entered in this form code for specific use in the installation.
*Period Type:Quarter
*Period End Date:Enter the quarter end date, i.e. 30-Jun-2011
*Media File Type:State SUI File Format\\ \\
*If the Directory Name/Media File Name is not supplied, an output file will not be produced.
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!Record Name: Code RO -Employee Wage Record (Same as the Federal Code RO, Optional)
[{InsertPage page='W2_EFW2_RECORD_RO'}]
\\
!!ICESA for Colorado
* The format details are found at the [Colorado Department of Labor and Employment|http://www.colorado.gov/cs/Satellite/CDLE-UnempBenefits/CDLE/1248095315811]
----
![Notes|Edit:Internal.Tax Reporting - DC]
[{InsertPage page='Internal.Tax Reporting - DC' default='Click to create a new notes page'}]
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!Record Name: Code RS - State W2 Wage Record (Same as the Federal Code RS)
[{InsertPage page='W2_EFW2_RECORD_RS'}]
\\
!Record Name: Code RT - State Total Record (Same as the Federal Code RT)
[{InsertPage page='W2_EFW2_RECORD_RT'}]
\\
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!Record Name: Code RU - Total Record (Same as the Federal Code RU, Optional)
[{InsertPage page='W2_EFW2_RECORD_RU'}]
\\
STATE FILE PROCEDURES
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!Record Name: Code RV - State Total Record (Same as the Federal Code RV, Optional)
[{InsertPage page='W2_EFW2_RECORD_RV'}]
\\
- The DC Department of Revenue accepts filing of W2 wages via magnetic media using the standard EFW2 file supplied by the SSA.
At line 72 changed 2 lines
!Record Name: Code RF - Final Record (Same as the Federal Code RF)
[{InsertPage page='W2_EFW2_RECORD_RF'}]
- The DC Department of Labor accepts filing of Quarterly UI wages via the DC state format.
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- When using the EFW2 (formerly MMREF-1) format to file wage report for DC, the user must set up IDGV as follows:
- for State Registration of DC, the IDGV Variable:
‘W2 STATE MEDIA FILING’
02 – State requires its own File, do not include other State information in the State File
At line 76 changed 4 lines
!!Quarterly UI Wage Magnetic Media Reporting – ICESA Format
The District of Columbia accepts quarterly UI reporting in the ICESA formal. Record codes A, E, S, T and F are required.
\\ \\
[RPYEU] must be run with the following report parameters and filters selected to generate the District of Columbia State file information: \\ \\
ANNUAL W2 WAGE REPORTING – EFW2 format
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__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Quarterly Form Code|Use the standard form code ‘HL$US-QTR-20YY. \\Must be entered in order to generate the District of Columbia UI wage file in the [ICESA] format
|Govt Interface Format|Mandatory. Enter HL$US-QTR-NM20YY
|Period Type|Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
|Media Format|Mandatory. Set to State SUI File Format \\Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
|Directory Name| Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
|Media File Name|Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced
- The user must run RPYEU and select the following to generate DC file information:
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__RPYEU Report Filters__
|Select State: District of Columbia, USA
Report List Filters, Select State: - District of Columbia, USA
Parameters, Annual Form Code: - (example: use standard form code‘HL$US-W2-2012’)
Parameters, Period Type: - Year
Parameters, Period End Date: - Year End Date (i.e. 31-Dec-2011)
Parameters, Media Format: - State File Format
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The Directory and Media File Name parameters must be populated or an output file will not be produced.
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!Record Name: Code A - Transmitter Record (Required)
||Column||Description||Source
|1| Record Identifier|Constant “A”
|2-5 DC|Blank|Fill with blanks
|6-14|Submitter's Federal Employer Identification Number (FEIN)|Enter the submitter’s Federal Employer ID number. \\Enter only numeric characters. Omit hyphen, prefixes & suffixes.
|15-23 DC|Blank|Fill with blanks
|24-73|Business Name|Enter the legal name of the organization submitting the file. \\Enter the name exactly as the Employer is registered with the state Unemployment Insurance agency.
|74-113|Business Address|Enter the street address of the organization submitting the file.
|114-138|Business City|Enter the city of the organization submitting the file.
|139-140|Business State|Enter the standard two character FIPS postal abbreviation. DC is "11"
|141-153|Blank|Fill with blanks
|154-158|Transmitter Zip Code|Enter the transmitter's zip code
|159-163|Transmitter Zip Code Extension|Enter the transmitter's four digit extension of the zip code, if applicable \\Include hyphen in position 159. \\If unknown, fill with blanks.
|164-193|Transmitter Contact|Enter the name of individual from transmitter's organization who is responsible for the accuracy and completeness of the wage report.
|194-203|Transmitter Contact Telephone Number|Enter the telephone number where the transmitter's contact can be reached. \\Numbers only, no special characters
|204-207|Telephone Extension/Box|Enter transmitter's telephone extension number or message box.
|208-242 DC|Not Required for the District of Columbia|Fill with blanks
|243-250|Media Creation Date|Enter the date the file was created, in MMDDYYYY format \\Derived from the System date
|251-276|Blank|
STATE MAGNETIC MEDIA REPORTING – EFW2 Format
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Record name: Code RA - Transmitter Record (same as the federal code RA)
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!Record Name: Code E - Employer Record (Required)
||Column||Description||Source
|1-1|Record Identifier|Constant ‘E’
|2-5|Reporting Year|Enter the year the report is being prepared for
|6-14|Federal Identification Number (FEIN)|Enter the tranmitter's FEIN. Only numeric characters. Omit hyphens, prefixes and suffixes. \\Derived from the [IDGV] State SUI Registration
|15-23|Blank|Fill with blanks
|24-73|Employer's Legal Name|Enter the first 50 positions of the employer’s legal name, exactly as registered with the state UI agency. \\Derived from the Entity.
|74-113|Address Where Work Performed|Enter the street address where the employee performed work. \\Left justify and fill with blanks \\Derived from the Entity Location.
|114-138|Employer City|Enter the employer's City \\Derived from the Entity Location
|139-140|Employer State|Constant "DC" \\Derived from the Entity Location
|141-148 DC|Blank|Fill with blanks
|149-153|ZIP code extension|Enter the four digit extension of ZIP code, if applicable. Include the hyphen in position 149 \\Derived from the Entity Location
|154-158|ZIP code|Enter the employer's ZIP code \\Derived from the Entity Location.
|159-166 DC|Blank|Fill with blanks
|167-170|Taxing Entity Code|Constant ‘UTAX’
|171-172|State Code|Enter the appropriate FIPS postal numeric code. DC is "11"
|173-187|State Unemployment Insurance Account Number|Enter the State UI employer account number \\Left justify and zero fill \\Derived from the IDGV State SUI Registration.
|188-189|Report Quarter|Enter the last month of the calendar quarter the report applies to, such as: 03, 06, 09, or 12
|190-190|No Wage Report Indicator|Enter a "0" if the employer did not pay wages during the calendar quarter and there will not be any employee records in the report. Otherwise enter "1"
|191-276 DC|Not required|Fill with blanks
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Quarterly UI Wage Reporting – DC State format or ICESA format
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!Record Name: Code S – Employee Wage Record (Required)
||Column||Description||Source
|1-1|Record Identifier|Constant ‘S’
|2-10|Social Security Number|Enter the employee’s SSN. Do not drop the leading zeros. \\If not known, enter ‘I’ in position 2 and fill with blanks
|11-30|Employee Last Name|Enter the employee's last name. \\Left justify and fill with blanks
|31-42|Employee First Name|Enter the employee's first name. \\Left justify and fill with blanks
|43-43|Employee Middle Initial|Enter the employee's middle initial. If no middle initial, fill with blanks
|44-45|State Code|Enter the appropriate FIPS postal numeric code. DC is "11"
|46-63 DC|Not Required for District of Columbia|Fill with blanks
|64-77|State QTR Unemployment Insurance Total Wages|Enter the total quarterly gross wages paid. \\Include cents but omit decimal. \\Include all tip income. \\Derived from the 7200 [IDFDV] Field Identifier.
|78-131 DC|Blank|Fill with blanks
|132-134 DC|Number of Hours Worked|Enter the number of hours the employee worked in the reporting period. \\Right justify and fill with zeroes
|125-146 DC|Blank|Fill with blanks
|147-161|State Unemployment Insurance Account Number|Enter the State Unemployment Insurance Account Number \\Right justify and fill with blanks \\Derived from the SUI Registration Number from on [IDGV]
|162-176 DC|Blank|Fill with blanks
|177 DC|Adjustment Reason|Enter the reason code for adjustment to employee wages
|178-209 DC|Blank|Fill with blanks
|210 DC|Owner/Officer Relationship|Include the owner/officer relationship of the worker.
|211-214 DC|Blank|Fill with blanks
|215-220 DC|Reporting Quarter and Year|Enter the last month and year of the calendar quarter this report applies to, in MMYYYY format. Example: 0320YY for first quarter of 20YY
|221-226 DC|Month First Employed|Enter the month and year when the employee was first employed, in MMYYYY format \\Optional. Fill with blanks if not known.
|227-232 DC|Month the employee became separated from employment|Enter the month and year when the employee separated from employment, in MMYYYY format \\Optional. Fill with blanks if not known.
|233-276 DC|Blank|Fill with blanks
- The user must run RPYEU and select the following to generate DC State file information:
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!Record Name: Code T - Total Record (Required)
||Column||Description||Source
|1|Record Identifier|Constant ‘T’
|2-8|Total Number of Employees|Enter the total number of ‘S’ records reported since the last ‘E’ record \\Right justify and zero fill
|9-26 DC|Blank|Fill with blanks
|27-40|State QTR Unemployment Insurance Total Wages for Employer|Enter the total quarterly gross wages subject to State unemployment tax. Include all tip income. \\Include cents but omit decimal. \\Right justify and fill with zeroes \\The total of this field on all ‘S’ records since the last ‘E’ record
|41-54|State QTR Unemployment Insurance Excess Wages for Employer|Enter the total quartertly wages in excess of the State UI taxable wage base. Include all tip income. \\Include cents but omit decimal. \\Right justify and fill with zeroes \\ Total of all ‘S’ records since the last ‘E’ record
|55-68|State QTR Unemployment Insurance Taxable Wages for Employer|Enter the quartertly UI total wages less state quartertly UI excess wages. \\Right justify and zero fill \\ Total of all ‘S’ records since the last ‘E’ record
|69-81 DC|Blank|Fill with blanks
|82-87 DC|Reporting Quarter and Year|Enter the last month and year this report applies to, in MMYYYY format. \\Right justify and zero fill
|88-226 DC|Blank|Fill with blanks
|227-233|Month 1 Employment for Employer|Enter the number of covered employees who worked or received pay for the pay period including the 12th day of the 1st month of the reporting period. \\Right justify and zero fill
|234-240|Month 2 Employment for Employer|Enter the number of covered employees who worked or received pay for the pay period including the 12th day of the 2nd month of the reporting period. \\Right justify and zero fill
|241-247|Month 3 Employment for Employer|Enter the number of covered employees who worked or received pay for the pay period including the 12th day of the 3rd month of the reporting period. \\Right justify and zero fill
|248-276|Blank|Fill with blanks
- (Please note that DOES still accepts the 80-byte file format for quarterly wage reporting until further notice, but it has recommended that companies should begin reporting quarterly wages in the ICESA format from now on).
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- Client must select state District of Columbia in the ‘Report List Filters’.
- Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation.
- The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. – use the HighLine supplied Form Code ‘HL$US-QTR-2012’.. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation.
- Period Type: Quarter.
- Period End Date: Enter the quarter end date, i.e. 30-Jun-2011.
- Media File Type: State SUI File Format.
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!Record Name: Code F - Final Record (Required)
||Column||Description||Source
|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 \\Right justify and zero fill
|12-40 DC|Blank|Fill with blanks
|41-55|Quarterly State Unemployment Insurance Total Wages in File|Enter the total quarterly wages subject to state UI tax \\Include cents but omit decimal. \\Right justify and fill with zeroes \\Total of this field for all ‘S’ records in the file
|56-276 DC|Blank|Fill with blanks
- If the Directory Name/Media File Name is not supplied, an output file will not be produced.
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----
![Notes|Edit:Internal.Tax Reporting - DC]
[{InsertPage page='Internal.Tax Reporting - DC' default='Click to create a new notes page'}]
QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – DC State 80-byte format (supported by HLC until further notice)
Detail Record Format
Column Description
1-1 - Quarter Ending Code
- (M, J, S, or D)
2-3 - Reporting Year
4-9 - Employer Account Number
- Derived from the IDGV State SUI Registration
10-13 - First Four significant characters of Company Name
14-17 - Constant “0000”
18-26 - Employee Social Security Number
27-31 - First Five characters of Employee Last Name
32-40 - Total Wages paid this quarter (assumes 2 decimal places)
41-41 - Blank
42-42 - Constant Letter “X”
43-80 - Blank
QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – ICESA/NASWA format (recommended by DOES but not yet supported by HLC)
Record name: Code A - Transmitter Record
This page (revision-66) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop