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!!!ALABAMA ANNUAL AND QUARTERLY REPORTING
!!Set Up
This document contains abbreviated set up requirements for the State of Alabama only. Please refer to the general document ([Tax Reporting - US General]) for other setup procedures that may also be required.
!IDGV - State Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province: Alabama
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province: Alabama
*'W2 STATE MEDIA FILING' - Must be '02' to generate Alabama State magnetic media file for Alabama State only.
!!State File Procedures
The Alabama Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 file format
*The only required Record code for W2 filing is RS
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The Alabama Department of Labor also accepts UI wage filing via media using the [ICESA] format.
*Records required for the UI reporting are: Code A, E, S, T and F.
\\
Alabama State requires to file the AL State file by itself, therefore [IDGV] must be set up as follows:
*For State Registration of Alabama, the [IDGV Variables|IDGV#VariablesTab]:
**'W2 STATE MEDIA FILING' must be set to '02' State requires its own file, do not include other State information in the State file.
\\
!!Annual W2 Wage Reporting – EFW2 Format
[RPYEU] must be run with the following report parameters and filters selected to generate the Alabama State file information: \\ \\
__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. 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
__RPYEU Report Filters__
|Select State: Alabama, USA
!State Magnetic Media Reporting - EFW2 Format
%%information NOTE: Columns coded with AL indicate it is an Alabama specific requirement which is not the standard record format%%
!Record Name: Code RS - State Record (Specific to the State of Alabama)
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State Code|Enter the appropriate FIPS postal numeric code. \\Derived from the State being reported, from [IDFDV] sequence 7000
|5-9|Taxing Entity Code|Defined by State/local agency.
|10-18|Social Security Number|Enter the employee's SSN. __If no SSN is available, enter zeros.__ \\Derived from the ‘W2-EE-SSN’ [IDFDV] Field Identifier.\\
|19-33|Employee First Name|Enter the employee's first name. \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-FIRST-NAME’ [IDFDV] Field Identifier.
|34-48|Employee Middle Name or Initial|If applicable, enter the employee's middle name or initial. \\Left justify and fill with blanks. Otherwise, fill with blanks. \\Derived from the ‘W2-EE-MIDDLE’ [IDFDV] Field Identifier.
|49-68|Employee Last Name|Enter the employee's last name. \\Left justify and fill with blanks. \\ Derived from the ‘W2-EE-LAST-NAME’ [IDFDV] Field Identifier.
|69-72|Employee Suffix|If applicable, enter the employee's alphabetic suffix. \\Left justify and fill with blanks. Otherwise, fill with blanks. \\Derived from the ‘W2-EE-SUFFIX’ [IDFDV] Field Identifier.
|73-94|Employee Location Address|Enter the employee's location address (Attention, Suite, Room Number, etc.) \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-LOCN-ADDR’ [IDFDV] Field Identifier.
|95-116|Employee Delivery Address|Enter the employee's delivery address. \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-DELIV-ADDR’ [IDFDV] Field Identifier.
|117-138|Employee City|Enter the employee's city. \\Left justify and fill with blanks. \\ Derived from the 'W2-EE-CITY’ [IDFDV] Field Identifier.
|139-140|Employee State Abbreviation|Enter the employee's State or commonwealth/territory. Use a postal abbreviation. \\For a foreign address, fill with blanks. \\Derived from the ‘W2-EE-STATE’ [IDFDV] Field Identifier.
|141-145|Employee ZIP Code|Enter the employee's ZIP Code. \\For a foreign address, fill with blanks. \\Derived from the ‘W2-EE-ZIP’ [IDFDV] Field Identifier.
|146-149|Employee ZIP Code Extension|Enter the employee's four-digit extension of the ZIP code. If not applicable, fill with blanks. \\Derived from the ‘W2-EE-ZIP-EXT’ [IDFDV] Field Identifier.
|150-154|Blank|Fill with blanks. Reserved for SSA use.
|155-177|Foreign State/Province|If applicable, enter the employee's foreign State/Province. \\Left justify and fill with blanks. Otherwise, fill with blanks.
|178-192|Foreign Postal Code|If applicable, enter the employee's foreign postal code. \\Left justify and fill with blanks. Otherwise, fill with blanks.
|193-194|Country Code|If one of the following applies, fill with blanks: \\ \\* One of the 50 States of the U.S.A. \\* District of Columbia \\* Military Post Office (MPO) \\* American Samoa \\* Guam \\* Northern Mariana Islands \\* Puerto Rico \\* Virgin Islands \\ \\Otherwise, enter the applicable Country Code. \\Derived from [IDFDV], Field Identifier: ‘W2-EE-COUNTRY
;Locations 195 to 267:Apply to Quarterly Unemployment Reporting\\If the user has defined ‘Period Type’ as ‘Quarter’, then Locations 195 to 267 will be filled.\\Please read the document [Tax Reporting - US General] for details on quarterly reporting.
|195-196|Optional Code|Defined by State/local agency. \\ __Applies to unemployment reporting.__
|197-202|Reporting Period|Enter the last month and four-digit year for the calendar quarter that this report applies. \\ __Applies to unemployment reporting.__
|203-213|State Quarterly Unemployment Insurance Total Wages|Enter the total State QTR UI total wages \\Right justify and zero fill. \\ __Applies to unemployment reporting.__
|214-224|State Quarterly Unemployment Insurance Total Taxable Wages|Enter the total QTR UI total taxable wages \\Right justify and zero fill. \\ __Applies to unemployment reporting.__
|225-226|Number of Weeks Worked|Defined by State/local agency. \\ __Applies to unemployment reporting.__
|227-234|Date First Employed|Enter the month, day and four-digit year. \\ __Applies to unemployment reporting.__
|235-242|Date of Separation|Enter the month, day and four-digit year. \\ __Applies to unemployment reporting.__
|243-247|Blank|Fill with blanks. Reserved for SSA use.
|248-257 AL|State Employer Account Number|Enter the Alabama Withholding Tax Account Number.
|258-266 AL|Federal Employer Identification Number|Enter the employer's FEIN
|267-273|Blank|Fill with blanks. Reserved for SSA use.
;Locations 274 to 337:Apply to Income Tax Reporting\\If the user has defined ‘Period Type’ as ‘Quarter’ or ‘Year’, then Locations 274 to 337 will be filled.
|274-275|State code|Enter the appropriate FIPS postal numeric code. Numeric code for Alabama is ‘01’ \\Derived from the State being reported. \\__Applies to income tax reporting.__
|276-286|State Taxable Wages|Right justify and zero fill. \\ Derived from the ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ [IDFDV] Field Identifiers. \\__Applies to income tax reporting.__
|287-297|State Income Tax Withheld|Right justify and zero fill. \\Derived from the ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’ [IDFDV] Field Identifiers. \\__Applies to income tax reporting.__
|298-307 AL|Federal Income Tax Withheld|Enter the total federal income tax withheld
|308|Tax Type Code|Enter the appropriate code for entries in fields 309-330: \\* C = City Income Tac \\* D = County Income Tax \\* E = School District Income Tax \\* F = Other Income Tax. \\ __Applies to income tax reporting.__
|309-319|Local Taxable Wages|To be defined by State/local agency. \\ __Applies to income tax reporting.__
|320-330|Local Income Tax Withheld|To be defined by State/local agency. \\ __Applies to income tax reporting.__
|331-337|State Control Number|Optional. \\ __Applies to income tax reporting.__
|338-348 AL|Other Income|Only use this field to report other income reported on 1099, W2G, etc. from which Alabama tax was withheld. \\Zero fill if not applicable.
|349-392 AL|Blank|Fill with blanks
|393-396 AL|Payment Year|Enter the year that is being reported, in YYYY format
|397-412|Supplemental Data 1|To be defined by user.
|413-487|Supplemental Data 2|To be defined by user.
|488-512|Blank|Fill with blanks. Reserved for SSA use.
!!State Quarterly UI Wage Reporting - ICESA Format
The State of Alabama Department of Labor accepts filing of Quarterly UI wages via magnetic media using the ICESA format.
*The Records required the UI wage reporting are Codes: A, E, S, T and F \\
[RPYEU] must be run with the following report parameters and filters selected to generate the Alabama UI wage file information: \\ \\
__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-20YY'
|Quarterly Form Code|Use the standard form code ‘HL$US-QTR-20YY. \\Must be entered in order to generate the Alabama UI wage file in the [ICESA] format
|Govt Interface Format|Mandatory. Enter HL$US-QTR-MM20YY
|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
__RPYEU Report Filters__
|Select State: Alabama, USA
!State UI Wage Magnetic Media Reporting - ICESA Format
%%information NOTE: The following 'Not Required' fields may or may not always contain blanks.%% \\
%%information NOTE: Columns coded with 'AL' indicate that it is an Alabama specific requirement which is not the standard record format%%
!Record Name: Code A - Transmitter Record (Specific to the State of Alabama)
||Column||Description||Source
|1-1|Record Identifier|Constant "A"
|2-5 AL|Blank|Fill with blanks
|6-14|Transmitters Federal EIN|Enter the transmitter's FEIN. \\Numeric characters only. Omit hyphens, prefixes and suffixes \\Derived from the State SUI registration, from [IDFDV] Field Identifier: 'TRAN EIN'
|15-18 AL|Taxing Entity Code|Constant "UTAX"
|19-23 AL|Blank|Fill with blanks
|24-73|Transmitter Name|Enter the transmitter's name of the organization submitting the file \\Derived from [IDFDV] Field Identifier: 'TRAN NAME'
|74-275 AL|Blank|Fill with blanks
!Record Name: Code E - Employer Record
||Column||Description||Source
|1-1|Record Identifier|Constant "E"
|2-5 AL|Year|Enter the year that is being reported, in YYYY format
|6-14|Federal EIN|Enter the employer's FEIN \\Numeric characters only \\Derived from the [IDGV] State SUI Registration
|15-23|Blank|
|24-73|Employer Name|Enter the employer's name exactly as registered with the State UI agency \\Derived from the Entity
|74-138 AL|Blank|Fill with blanks
|139-140 AL|State Code|Enter the appropriate FIPS postal numeric code. Numeric code for Alabama is ‘01’
|141-166 AL|Blank|Fill with blanks
|167-170 AL|Taxing Entity Code|Constant "UTAX"
|171-172 AL|Blank|Fill with blanks
|173-182 AL|Employer Account Number|Enter the employer's UI account number
|183-187 AL|Blank|Fill with blanks
|188-189 AL|Quarter|Enter the quarter number that is being reported. \\Options are: 03, 06, 09 or 12
|190-275 AL|Blank|Fill with blanks
!Record Name: Code S Employee Wage Record
||Column||Description||Source
|1-1|Record Identifier|Constant "S"
|2-10|Social Security Number|Enter the employee's SSN. If an invalid SSN is encountered, this field is filled with zeroes \\Omit hyphens \\Derived from the ‘W2-EE-SSN’ [IDFDV] Field Identifier.\\
|11-30 AL|Employee Last Name|Enter the employee's last name \\Derived from [IDFDV] Field Identifier: ‘W2-EE-LAST-NAME’
|31-42 AL|Employee First Name|Enter the employee's first name \\Derived from [IDFDV] Field Identifier: ‘W2-EE-FIRST-NAME’
|43 AL|Employee Middle Initial|Enter the employee's middle initial, if applicable. Leave blank if no middle initial \\Derived from [IDFDV] Field Identifier: ‘W2-EE-MIDDLE’
|44-45 AL|State Code|Enter the appropriate FIPS postal numeric code. Numeric code for Alabama is ‘01’
|46-49 AL|Quarter and Year|Enter the quarter number and the last two digits of the year being reported. \\Example: 0620 = second quarter of 2020
|50-63 AL|Wages|Enter the total State QTR gross wages \\Right justify and zero fill \\Derived from the total Quarterly wages subject to all taxes
|64-146 AL|Blank|Fill with blanks
|147-156 AL|Employer Account Number|Enter the employer's UC account number \\Derived from the SUI Registration Number defined on [IDGV]
|157-275 AL|Blank|Fill with blanks
!Record Name: Code T - Total Record
||Column||Description||Source
|1-1|Record Identifier|Constant "T"
|2-8|Reported Total Employees|Enter the total number of S records since the last 'E' record
|9-12 AL|Blank|Fill with blanks
|13-26 AL|Reported Total Wages|Enter the State QTR Total Gross Wages for employer subject to all taxes \\Derived from the total of this field on all 'S' records since the last 'E' record
|27-275 AL|Blank|Fill with blanks
!Record Name: Code F - Final Record
||Column||Description||Source
|1-1|Record Identifier|Constant "F"
|2-11 AL|Reported Total Employees|Enter the total number of 'S' records in the entire file
|12-275 AL|Blank|Fill with blanks
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![Notes|Edit:Internal.Tax Reporting - AL]
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