This page (revision-36) 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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25 26-Nov-2021 10:22 17 KB kparrott to previous | to last US_Annual_Qtrly_Reporting_GEN ==> Tax Reporting - US General
24 26-Nov-2021 10:22 17 KB jmyers to previous | to last
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Tax Reporting - DE
Tax Reporting - DE

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This document contains abbreviated set up requirement for the state of Delaware only, please refer to the general document ([Tax Reporting - US General]) for other setup procedure that may also be required.
This document contains abbreviated set up requirements for the State of Delaware only. Please refer to the general document ([Tax Reporting - US General]) for other setup procedures that may also be required.
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*The state of Delaware Department of Revenue accepts filing of W2 wages via magnetic media using the standard EFW2 file format supplied by the SSA. The required records are RA,RE,RS and RF.
*The State of Delaware Department of Revenue accepts filing of W2 wages via magnetic media using the standard EFW2 file format supplied by the SSA. The required records are RA, RE, RS and RF.\\Code records are RW and RT are optional. Code records RV, RW, RO, RT and RU will be ignored if submitted.
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!Annual W2 Wage Reporting – EFW2 format
[RPYEU] must be run and the following selected to generate Delaware state file information:
|Media Format:|State File Format
|Select State:|Delaware, USA
|Parameters, Annual Form Code:|(example: use standard form code ‘HL$US-W2-2017’)
|Parameters, Period Type:|Year
|Parameters, Period End Date:|Year End Date (i.e. 31-Dec-2016)
[RPYEU] must be run with the following report parameters and filters defined to generate the Delaware state file information: \\ \\
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__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$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.
|Media Format|Mandatory. 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
__RPYEU Report Filters__
|Select State: Delaware, USA
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!Record Name: Code RA – Submitter Record
!Record Name: Code RA – Submitter Record (same as federal code RA)
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!Record Name: Code RE – Employer Record
!Record Name: Code RE – Employer Record (same as federal code RE)
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!Record Name: Code RS – State Wage Record (same as federal specified code RS)
[{InsertPage page='W2_EFW2_RECORD_RS'}]
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!Record Name: Code RS - State Wage Record (same as federal specified code RS)
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State code, appropriate FIPS postal numeric code|Derived from the State being reported, from [IDFDV] sequence 7000\\ \\e.g. Delaware is code "10"
|5-9|Taxing Entity Code|if County, City or School district tax is reported, this field is derived from [IDGV] 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
|10-18|Social Security Number|Derived from [IDFDV], Field Identifier: ‘W2-EE-SSN’ (seq 2500)\\ \\If an invalid SSN is encountered, this field is entered with zeroes.
|19-33|Employee First Name|Derived from [IDFDV], Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
|34-48|Employee Middle Name or Initial|Derived from [IDFDV], Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
|49-68|Employee Last Name|Derived from [IDFDV], Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
|69-72 |Employee Suffix|Derived from [IDFDV], Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
|73-94|Employee Location Address|Derived from [IDFDV], Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
|95-116|Employee Delivery Address|Derived from [IDFDV], Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
|117-138|Employee City|Derived from [IDFDV], Field Identifier: ‘W2-EE-CITY’ (seq 2620)
|139-140|Employee State Abbreviation|Derived from [IDFDV], Field Identifier: ‘W2-EE-STATE’ (seq 2630)
|141-145|Employee ZIP Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
|146-149|Employee ZIP Code Extension|Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
|150-154|Blank|
|155-177|Employee Foreign State/Province|Derived from [IDFDV], Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
|178-192|Employee Foreign Postal Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
|193-194|Employee Country Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
!Record Name: Code RF – Final Record (same as federal code RF)
[{InsertPage page='W2_EFW2_RECORD_RF'}]
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;Location 195 to 267 apply to Quarterly Unemployment Reporting:If the user specified ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled. Please see [Tax Reporting - US General] for detail for quarterly reporting.
!!Quarterly UI Wage Reporting – ICESA Format
The Delaware Department of Labor accepts filing of Quarterly UI wages via magnetic media using the [ICESA] format. \\Record Codes E and S are required. \\ \\
[RPYEU] must be run with the following report parameters and filters defined to generate Delaware State file information:
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||Column||Description||Source
|195-196|Optional code\\ \\State Specific Data. If not used, enter blanks.
|197-202|Reporting Period MMCCYY|From user specified Period End Date converted to MMCCYY for the quarter\\ \\e.g. Period End Date = ‘31-Dec-2016’, then reporting period is ‘122016’
|203-213|State Quarterly Unemployment Insurance Total Wages|Derived from [IDFDV], Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’\\ \\Note that the [IDFDV] Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Vertex during the US Tax calculation in [UPCALC]. Therefore, for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wage and [RPYEU] uses the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages.
|214-224|State Quarterly Unemployment Insurance Taxable Wages|Derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the state government\\ \\Please see [Tax Reporting - US General] for detail for quarterly reporting
|225-226|Number of Weeks Worked|From system derived number of Weeks Worked for the Reporting State\\ \\The system reads all Pay Headers with pay category = ‘Regular Pay’ that are not reversed with Pay Issue Date falls within the user specified Quarter begin and end date\\ \\If the Pay Header’s Work State or Home State is the same as the reporting State, then the Pay Header Tax Weeks is accumulated.
|227-234|Date First Employed MMDDCCYY|From system derived latest Employment Hired Date
|235-242|Date of Separation MMDDCCYY|From system derived latest Employment Termination Date that is greater than the Employment Hired Date
|243-247|Blank|
|248-267|State Employer Account Number|Derived from [IDFDV], Field Identifier: ‘W2-STATE-REGIST’ for the reporting State\\ \\When [RPYEU] is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from [IDGV] for the SUI Registration of the State.
|268-273|Blank|
__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period.
|Media Format|Mandatory. 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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;Location 274 to 337 apply to INCOME TAX REPORTING:If the user specified ‘Period Type’ = ‘Quarter’ or ‘Year’, then Location 274 to 337 will be filled.
__RPYEU Report Filters__
|Select State: Delaware, USA
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!Record Name: Code E - Employer Record (Required)
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|274-275|State code, appropriate FIPS postal numeric code|Derived from the State being reported\\ \\e.g. Delaware is code "10"
|276-286|State Taxable Wages|Derived from [IDFDV], Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
|287-297|State Income Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
|298-307|Other State Data, to be defined by each state|
|308|Tax Type Code\\ \\This field is used to report County, City or School district tax,\\ \\If the County, City or School district requires to report taxes along with the State Tax information, then the following values are used for this field:\\C – City Income Tax\\D – County Income Tax\\E – School District Income Tax\\F – Other Income Tax\\ \\[IDGV] must set up for the Local or School Registration by County/City or School district for the following fields on the [Variables|IDGV#VariablesTab] tab:\\- 'W2 STATE MEDIA FILING'\\- 'W2 TAX TYPE CODE'\\- 'W2 TAXING ENTITY'\\ \\'W2 STATE MEDIA FILING' indicates whether the County/City or School should report taxes with the State or not\\ \\'W2 TAX TYPE CODE' must contain the valid Tax Type Code as defined above\\ \\'W2 TAXING ENTITY' contains the Taxing Entity code supplied by the County/City or School government booklet|If County, City or School district tax is reported, this field is derived from [IDGV] 'W2 TAX TYPE CODE' field.
|309-319|Local Taxable Wages|If School Tax is reported, this field is derived from Identifier ‘W2-SCHL-WAGE’ (seq 6500)\\ \\If County Tax is reported, this field is derived from Identifier ‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’\\ \\If City Tax is reported, this field is derived from: ‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’
|320-330|Local Income Tax Withheld|If School Tax is reported, this field is derived from Identifier ‘W2-SCHL-TAX’ (seq 6510)\\ \\If County Tax is reported, this field is derived from Identifier ‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’\\ \\If City Tax is reported, this field is derived from: ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’
|331-337|State Control Number (optional)\\ \\Blank|
|338-412|Supplemental Data 1\\ \\State Specific Data. If not used, enter blanks.|
|413-487|Supplemental Data 2\\ \\State Specific Data. If not used, enter blanks.|
|488-512|Blank|
;Multiple Code RS records:Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a State. In this case, the State wages and tax will be zero for the subsequent code RS records.
|1-1|Record Identifier|Constant ‘E’
|2-5 DE|Reporting Period|Enter the month and year the report is being prepared for, in MMYY format
|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
|15-16 DE|Blank|Fill with blanks
|17-22 DE|State Account Number|Enter the 6 digit State account number
|23 DE|Blank|Fill with blanks
|24-73|Employer Name|Enter the employer’s name. \\Derived from the Entity.
|74-160 DE|Blank|Fill with blanks
|161-162 DE|Blocking Factor|Constant "25"
|163-275 DE|Blank|Fill with blanks
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!Record Name: Code RF - Final Record (same as federal code RF)
!Record Name: Code S – Employee Wage Record (Required)
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|1-2|Record Identifier|Constant "RF"
|3-7|Blank|
|8-16|Number of RW Records\\ \\Total number of code "RW" records on file|
|17-512|Blank|
!!Quarterly UI Wage Reporting – ICESA Format
[RPYEU] must be run and the following selected to generate Delaware State file information:
|Media Format:|State SUI File Format
|Select State:|Delaware, USA
|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, fill with blanks
|11 DE|Employee First Initial|Enter the employee's first name initial
|12 DE|Employee Middle Initial|Enter the employee's middle initial
|13 DE|Blank|Fill with blanks
|14-37 DE|Employee Last Name|Enter the employee's last name
|38-123 DE|Blank|Fill with blanks
|124-125 DE|State Code|Enter the appropriate State Code. Delaware is "10"
|126-127 DE|Blank|Fill with blanks
|128-131 DE|Reporting Period|Enter the month and year the report is being prepared for, in MMYY format
|132-140 DE|Employee Wages|Enter the total employee wages
|141-149 DE|Blank|Fill with blanks
|150-151 DE|Number of Weeks Worked|Enter the total number of hours worked during the reporting period.
|152-275 DE|Blank|Fill with blanks
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*Annual Form Code – Use the standard supplied form code HL$US-W2-2017. 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-2016
*Media File Type:State SUI File Format\\ \\
*If the Directory Name/Media File Name is not supplied, an output file will not be produced.
This page (revision-36) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop