Georgia Annual and Quarterly Reporting#

Set Up#

This document contains abbreviated set up requirements for the State of Georgia 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 tab must be set up for ‘State Registration’ for State/Province: Georgia
• The IDGV Variables tab must be set up for ‘State Registration’ for State/Province: Georgia
  • ‘W2 STATE MEDIA FILING’- Georgia 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 GA only.)

IDGV - State SUI Registration#

• The IDGV Definition tab must be set up with ‘State SUI Registration’ for State/Province: Georgia
• The IDGV Variables tab must be set up with ‘State SUI Registration’ for State/Province: Georgia
  • ‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate UI wage magnetic media file for Georgia

State File Procedures#

The State of Georgia Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 file format, and the filing of Quarterly UI wages via magnetic media using the ICESA format.

• Records required for the W2 reporting are: Codes RA, RE, RW, RO, RS, RT, RU and RF.
• The Records required the UI wage reporting are Code S and N.
  \

Georgia State requires to file the GA State file by itself, therefore, IDGV must be set up as follows:

• for State Registration of Georgia, the IDGV Variables:
  • ‘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 with the following report parameters and filters selected to generate the Georgia 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: Georgia, USA

State Media Magnetic Media Reporting – EFW2 format#

Record Name: Code RA – Submitter Record#

Record Name: Code RE – Employer Record#

Record Name: Code RW - Employee Wage Record (Same as the Federal Code RW)#

Record Name: Code RO - Employee Wage Record (Same as the Federal Code RO)#

Record Name: Code RS - State Wage Record (Specific to the State of Georgia)#

Column	Description	Source
1-2	Record Identifier	Constant "RS"
3-4	State code	Enter the appropriate FIPS postal numeric code. Numeric code for Georgia is ‘13’ Derived from the State being reported, from IDFDV sequence 7000
5-9 GA	Taxing Entity Code	Fill with blanks
10-18	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.
19-33	Employee First Name	Enter the employee's first name. Left justify and fill with blanks. Derived from IDFDV W2-EE-FIRST-NAME Field Identifier
34-48	Employee Middle Name or Initial	Enter the employee's middle name or initial, if applicable. Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-MIDDLE’
49-68	Employee Last Name	Enter the employee's last name. Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
69-72	Employee Suffix	Enter the employee's alphabetical suffix, if applicable. Left justify and fill with blanks. Derived from IDFDV Field Identifier: ‘W2-EE-SUFFIX’
73-94	Employee Location Address	Enter the employee's location address Derived from IDFDV, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116	Employee Delivery Address	Enter the employee's delivery address Cannot be blank Left justify Derived from IDFDV, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138	Employee City	Enter the employee's City Derived from IDFDV, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140	Employee State Abbreviation	Enter the employee's State abbreviation For a foreign address, fill with blanks Derived from IDFDV, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145	Employee ZIP Code	Enter the employee's zip code For a foreign address, fill with blanks Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149	Employee ZIP Code Extension	Enter the employee's zip code extension, if applicable If not applicable, fill with blanks Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154 GA	Blank	Fill with blanks
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
195-273	Blank	Fill with blanks
274-275	State Code	Enter the appropriate FIPS postal numeric code. Numeric code for Georgia is ‘13’ Derived from the State being reported, from IDFDV sequence 7000
276-286	State Taxable Wages	Enter the total State taxable wages
287-297	State Income Tax Withheld	Enter the total State income tax withheld
298-307	Period End Date	Enter the last day of the year, in MM/DD/YYYY format
308-330 GA	Blank	Fill with blanks
331-339 GA	Withholding Number	Enter the withholding number No hyphen Upper case alpha characters only
340-396 GA	Employer's Name	Enter the employer's name
397-418 GA	Employer Location Address	Enter the employer's location address Derived from IDFDV, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
419-440 GA	Employer Delivery Address	Enter the employer's delivery addres Derived from IDFDV, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
441-462 GA	Employer City	Enter the employer's City Derived from IDFDV, Field Identifier: ‘W2-ER-CITY’ (seq 2040)
463-464 GA	Employer State Abbreviation	Enter the employer's State abbreviation Derived from IDFDV, Field Identifier: ‘W2-ER-STATE’ (seq 2050)
465-469 GA	Employer ZIP Code	Enter the employer's zip code Derived from IDFDV, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
470-473 GA	Employer ZIP Code Extension	Enter the employer's zip code extension, if applicable \Derived from IDFDV, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
474-482 GA	Employer's FEIN	Enter the employer's FEIN System derived the applicable Federal reporting EIN, from IDGV or IDGR
483-512 GA	Blank	Fill with blanks

Record Name: Code RT - Total Record (Same as the Federal Code RT)#

Record Name: Code RU - Total Record (Same as the Federal Code RU)#

Record Name: Code RF - Final Record (Same as the Federal Code RF)#

State Quarterly UI Wage Reporting – ICESA Format#

The State of Georgia Department of Labor accepts filing of Quarterly UI wages via magnetic media using the ICESA format.

• The Records required the UI wage reporting are Code S and N.
  

RPYEU must be run with the following report parameters and filters selected to generate the Georgia State 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 STATE 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: Georgia, USA

Record Name: Code S - State 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	Employee Last Name	Enter the employee's last name. Derived from IDFDV Field Identifier: ‘W2-EE-LAST-NAME’
31-42	Employee First Name	Enter the employee's first name. Derived from IDFDV Field Identifier: ‘W2-EE-FIRST-NAME’
43-43	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	State Code	Enter the appropriate FIPS postal numeric code. Georgia's Code is 13
46-68 GA	Blank	Fill with blanks
69-77 GA	Total Reportable Gross Wages	Enter the total reportable gross wages less 125 Cafeteria Plans, paid during the reporting period. Include tip wages. Right justify and zero fill
78-153 GA	Not required by the Georgia Department of Labor	Fill with blanks
154-161 GA	GDOL Employer Account Number	Enter the 8 digit GDOL employer account number Derived from the SUI Registration Number defined on IDGV
162-214 GA	Not required by the Georgia Department of Labor	Fill with blanks
215-220	Reporting Period (Month/Year)	Enter the last month and four digit year of the reporting period. Example: 0620YY for 2nd quarter of 20YY
221-275 GA	Not required by the Georgia Department of Labor	Fill with blanks
276-276 GA	Blank	Required ONLY for systems that cannot produce a record length of 275 bytes Enter Blank, if required

Record Name: Code N - State Record#

Column	Description	Source
1	Record Identifier	Constant "N"
2-9 GA	Account	Enter the eight digit GDOL employer account number Numeric only, omit hyphens
10	Quarter GA	Enter the quarter number that is being reported. Options are: 1, 2, 3 or 4
11-14 GA	Year	Enter the year that is being reported, in YYYY format
15-19 GA	Number of Employees	Enter the total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the first reporting month. Total for all ‘S’ records after the last ‘E’ record.
20-24 GA	Number of Employees	Enter the total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the second reporting month. Total for all ‘S’ records after the last ‘E’ record.
25-29 GA	Number of Employees	Enter the total number of employees covered by UI who worked or received pay for the pay period including the 12th day of the third reporting month. Total for all ‘S’ records after the last ‘E’ record.
30-40 GA	Total Reportable Gross Wages	Enter the total reportable gross wages during the reporting period Right justify and zero fill
41-51 GA	Non-taxable Wages	Enter the total non-taxable wages during the reporting period Right justify and zero fill
52-62 GA	Taxable Wages	Enter the total taxable wages during the reporting period Right justify and zero fill
63-71 GA	Remittance	Enter the remittance amount Right justify and zero fill
72-80 GA	Federal Identification Number	Enter the employer's FEIN Numeric values only

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Notes#

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