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!!!Delaware Annual and Quarterly Reporting
!!What's New for Tax Year 2013
The following changes have been noted for reporting W2 wages to the Federal Government:
*W2 File - RA Record – Submitter Record: New specifications have been added to the ‘Contact
E-Mail/Internet’ (positions 446-485) field.
* W2 File - RE Record – Employer Record: The ‘Other EIN’ (positions 31-39) is now applicable
to all tax jurisdiction codes.
* W2 File - RE Record – Employer Record: Five new fields have been added to the RE Employer
Record (position 222-318)
\\o Employer Contact Name (positions 222-248)
\\o Employer Contact Phone Number (positions 249-263)
\\o Employer Contact Phone Extension (positions 264-268)
\\o Employer Contact Fax Number (positions 269-278)
\\o Employer Contact E-Mail/Internet (positions 279-318)
!!Set Up
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.
!IDGV - State Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for ‘State Registration’ for State/Province: Delaware.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for ‘State Registration’ for State/Province: Delaware.
**‘W2 STATE MEDIA FILING’ - Delaware state accepts W2 wage report with federal and other state information, therefore, the Media Filing variable can be set to ‘01’, which will include state information in the Federal File. (However, it must be set to ‘02’ if a W2 magnetic media file is required for the state of DE only.)
!IDGV - State SUI Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with ‘State SUI Registration’ for State/Province: Delaware
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with ‘State SUI Registration’ for State/Province: Delaware
**‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate UI wage magnetic media file for Delaware
!!State File Procedures
*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 Delaware Department of Labor accepts filing of Quarterly UI wages via magnetic media using the [ICESA] format. The required record codes are ‘E’, and ‘S’.
*When using the EFW2 format to file wage report for the state of Delaware, [IDGV] must be set up as follows:
**for State Registration of Delaware, the [IDGV Variables|IDGV#VariablesTab]:
***‘W2 STATE MEDIA FILING’ 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 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-W2-2014’)
|Parameters, Period Type:|Year
|Parameters, Period End Date:|Year End Date (i.e. 31-Dec-2013)
!!State Media Magnetic Media Reporting – EFW2 file Format
!Record Name: Code RA – Submitter Record
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
!Record Name: Code RE – Employer Record
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\
!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. California is code "06"
|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)
;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.
||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-2003’, then reporting period is ‘122003’
|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|
;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.
||Column||Description||Source
|274-275|State code, appropriate FIPS postal numeric code|Derived from the State being reported\\ \\e.g. California is code "06"
|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.
!Record Name: Code RF - Final Record (same as federal code RF)
||Column||Description||Source
|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
*Annual Form Code – Use the standard supplied form code HL$US-W2-2013. 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-2012
*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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![Notes|Edit:Internal.Tax Reporting - DE]
[{InsertPage page='Internal.Tax Reporting - DE' default='Click to create a new notes page'}]