Tax Reporting - IL
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Illinois Annual and Quarterly Reporting#

What's New for Tax Year 2011#

The following changes have been noted for reporting W2 wages to the Federal Government:

Set Up#

This document contains abbreviated set up requirement for the state of Illinois only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.

IDGV - State Registration#

IDGV - State SUI Registration#

IDLN – Location Plant Code#

When RPYEU is run the first time, this UDF will be generated on IMUF for P2K_CM_LOCATIONS ‘LOCATION PLANT CODE’; this does not be set up manually.

State File Procedures#

Annual W2 Wage Reporting – EFW2 File Format#

RPYEU must be run and the following selected to generate Illinois state file information:
Report List Filters, Select State:Illinois, 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:Federal File Format

The Directory and Media File Name parameters must be populated or an output file will not be produced.

Media Format: Use ‘Federal File Format’ (in combination of the state selection of ‘Illinois’) to produce an EFW2 file for the state of Illinois that includes ‘RW’,’RO’,’RU’ records.

State Media Magnetic Media Reporting – EFW2 File Format#

Record Name: Header Record – Must be the first record in the EFW2 file#

ColumnDescriptionSource
1-12Record IdentifierConstant "***HEADER***"
13-21Tax FormConstant "ILEFW2***"
22-512Blank

Record Name: Code RA - Transmitter Record (Same as the Federal Code RA) #

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID number (EIN)

Numeric only
Derived from IDFDV, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28Personal Identification Number (PIN) and Software Vendor CodeDerived from IDFDV, Field Identifier:‘SUB-PIN-NUMBER’ (seq 1010)

Please note that this field consists of an 8-character PIN code in positions 12-19, a 4 character Software Vendor Code in positions 20-23, and 5 blanks in positions 24-28
29Resub IndicatorDerived from IDFDV, Field Identifier:‘SUB-RESUB-IND’ (seq 1020)
30-35Resub WFIDDerived from IDFDV, Field Identifier:‘SUB-RESUB-WFID’ (seq 1030)
36-37Software CodeDerived from IDFDV, Field Identifier:‘SUB-SOFTWARE’ (seq 1040)
38-94Company NameDerived from IDFDV, Field Identifier:‘SUB-COMP-NAME’ (seq 1050)
95-116Location AddressDerived from IDFDV, Field Identifier:‘SUB-COMP-LOCN’ (seq 1060)
117-138Delivery AddressDerived from IDFDV, Field Identifier:‘SUB-COMP-DELIV’ (seq 1070)
139-160Company CityDerived from IDFDV, Field Identifier:‘SUB-COMP-CITY’ (seq 1080)
161-162Company State AbbreviationDerived from IDFDV, Field Identifier:‘SUB-COMP-STATE’ (seq 1090)
163-167Company ZIP codeDerived from IDFDV, Field Identifier:‘SUB-COMP-ZIP’ (seq 1100)
168-171Company ZIP code extensionDerived from IDFDV, Field Identifier:‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176Blank
177-199Company Foreign State/ProvinceDerived from IDFDV, Field Identifier:‘SUB-COMP-F-STATE’ (seq 1120)
200-214Company Foreign Postal CodeDerived from IDFDV, Field Identifier:‘SUB-COMP-F-POST’ (seq 1130)
215-216Company Country CodeDerived from IDFDV, Field Identifier:‘SUB-COMP-COUNTRY’ (seq 1140)
217-273Submitter NameDerived from IDFDV, Field Identifier:‘SUB-SUBM-NAME’ (seq 1150)
274-295Submitter Location AddressDerived from IDFDV, Field Identifier:‘SUB-SUBM-LOCN’ (seq 1160)
296-317Submitter Delivery AddressDerived from IDFDV, Field Identifier:‘SUB-SUBM-DELIV’ (seq 1170)
318-339Submitter CityDerived from IDFDV, Field Identifier:‘SUB-SUBM-CITY’ (seq 1180)
340-341Submitter State AbbreviationDerived from IDFDV, Field Identifier:‘SUB-SUBM-STATE’ (seq 1190)
342-346Submitter ZIP codeDerived from IDFDV, Field Identifier:‘SUB-SUBM-ZIP’ (seq 1200)
347-350Submitter ZIP code extensionDerived from IDFDV, Field Identifier:‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355Blank
356-378Submitter Foreign State/ProvinceDerived from IDFDV, Field Identifier:‘SUB-SUBM-F-STATE’ (seq 1220)
379-393Submitter Foreign Postal CodeDerived from IDFDV, Field Identifier:‘SUB-SUBM-F-POST’ (seq 1230)
394-395Submitter Country CodeDerived from IDFDV, Field Identifier:‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422Contact NameDerived from IDFDV, Field Identifier:‘SUB-CONT-NAME’ (seq 1250)
423-437Contact Phone NumberDerived from IDFDV, Field Identifier:‘SUB-CONT-TEL’ (seq 1260)
438-442Contact Phone ExtensionDerived from IDFDV, Field Identifier:‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445Blank
446-485Contact E-mailDerived from IDFDV, Field Identifier:‘SUB-CONT-EMAIL’ (seq 1280)
486-488Blank
489-498Contact FAXDerived from IDFDV, Field Identifier:‘SUB-CONT-FAX’ (seq 1290)
499-499Preferred Method of Problem Notification CodeDerived from IDFDV, Field Identifier:‘SUB-CONT-METH’ (seq 1300)
500-500Preparer CodeDerived from IDFDV, Field Identifier:‘SUB-PREPARER’ (seq 1310)
501-512Blank

Record Name: Code RE - Employer Record (same as federal code RE)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax year CCYYFrom user specified FROM-TO period converted to CCYY
7Agent Indicator CodeDerived from IDFDV, Field Identifier:‘W2-ER-AGENT-IND’ (seq 1500)
8-16Employer/Agent EINSystem derived the applicable Federal reporting EIN, from IDGV or IDGR
17-25Agent for EINDerived from IDFDV, Field Identifier:‘W2-ER-FOR-EIN’ (seq 1510)
26Terminating Business IndicatorDerived from IDFDV, Field Identifier:‘W2-ER-TERM-BUS’ (seq 1520)
27-30Establishment NumberDerived from IDFDV, Field Identifier:‘W2-ER-ESTAB’ (seq 1530)
31-39Other EINDerived from IDFDV, Field Identifier:‘W2-ER-OTHER-EIN’ (seq 1540)
40-96Employer NameDerived from IDFDV, Field Identifier:‘W2-ER-NAME’ (seq 2010)
97-118Employer Location AddressDerived from IDFDV, Field Identifier:‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140Employer Delivery AddressDerived from IDFDV, Field Identifier:‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162Employer CityDerived from IDFDV, Field Identifier:‘W2-ER-CITY’ (seq 2040)
163-164Employer State AbbreviationDerived from IDFDV, Field Identifier:‘W2-ER-STATE’ (seq 2050)
165-169Employer ZIP CodeDerived from IDFDV, Field Identifier:‘W2-ER-ZIP’ (seq 2060)
170-173Employer ZIP Code ExtensionDerived from IDFDV, Field Identifier:‘W2-ER-ZIP-EXT’ (seq 2070)
174-174Kind of EmployerDerived from IDFDV, Field Identifier:‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178Blank
179-201Employer Foreign State/ProvinceDerived from IDFDV, Field Identifier:‘W2-ER-F-STATE’ (seq 2080)
202-216Employer Foreign Postal CodeDerived from IDFDV, Field Identifier:‘W2-ER-F-POSTAL’ (seq 2090)
217-218Employer Country CodeDerived from IDFDV, Field Identifier:‘W2-ER-COUNTRY’ (seq 2100)
219Employment CodeFrom IDGR ‘W2 Employment Type’ or IPRLU FICA and Medicare method

If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting, otherwise the W2 Type of employment is derived from IDGR screen.

A set of code RE, RW/RO/RS, RT/RU records will be generated for different type of employment
220Tax Jurisdiction CodeDerived from IDFDV, Field Identifier:‘W2-ER-TAX-JURIS’ (seq 2110)
221Third-Party Sick Pay IndicatorDerived from IDFDV, Field Identifier:‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512Blank

Record Name: Code RW - Employee Wage Record (same as the federal code RW)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RW"
3-11Social Security NumberDerived from IDFDV, Field Identifier:‘W2-EE-SSN’ (seq 2500)

If an invalid SSN is encountered, this field is entered with zeroes.
12-26Employee First NameDerived from IDFDV, Field Identifier:‘W2-EE-FIRST-NAME’ (seq 2510)
27-41Employee Middle Name or InitialDerived from IDFDV, Field Identifier:‘W2-EE-MIDDLE’ (seq 2520)
42-61Employee Last NameDerived from IDFDV, Field Identifier:‘W2-EE-LAST-NAME’ (seq 2530)
62-65Employee SuffixDerived from IDFDV, Field Identifier:‘W2-EE-SUFFIX’ (seq 2540)
66-87Employee Location AddressDerived from IDFDV, Field Identifier:‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109Employee Delivery AddressDerived from IDFDV, Field Identifier:‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131Employee CityDerived from IDFDV, Field Identifier:‘W2-EE-CITY’ (seq 2620)
132-133Employee State AbbreviationDerived from IDFDV, Field Identifier:‘W2-EE-STATE’ (seq 2630)
134-138Employee ZIP CodeDerived from IDFDV, Field Identifier:‘W2-EE-ZIP’ (seq 2640)
139-142Employee ZIP Code ExtensionDerived from IDFDV, Field Identifier:‘W2-EE-ZIP-EXT’ (seq 2650)
143-147Blank
148-170Employee Foreign State/ProvinceDerived from IDFDV, Field Identifier:‘W2-EE-F-STATE’ (seq 2660)
171-185Employee Foreign Postal CodeDerived from IDFDV, Field Identifier:‘W2-EE-F-POSTAL’ (seq 2670)
186-187Employee Country CodeDerived from IDFDV, Field Identifier:‘W2-EE-COUNTRY’ (seq 2680)
188-198Wages, Tips and other compensationDerived from IDFDV, Field Identifier:‘W2-FIT-WAGE’ (seq 3000)
199-209Federal Income Tax WithheldDerived from IDFDV, Field Identifier:‘W2-FIT-TAX’ (seq 3010)
210-220Social Security WagesDerived from IDFDV, Field Identifier:‘W2-SSN-WAGE’ (seq 3020)
221-231Social Security Tax WithheldDerived from IDFDV, Field Identifier:‘W2-SSN-TAX’ (seq 3030)
232-242Medicare Wages & TipsDerived from IDFDV, Field Identifier:‘W2-MEDI-WAGE’ (seq 3040)
243-253Medicare Tax WithheldDerived from IDFDV, Field Identifier:‘W2-MEDI-TAX’ (seq 3050)
254-264Social Security TipsDerived from IDFDV, Field Identifier:‘W2-SSN-TIP’ (seq 3060)
265-275Advanced Earned Income CreditDerived from IDFDV, Field Identifier:‘W2-EIC’ (seq 3080)
276-286Dependent Care BenefitsDerived from IDFDV, Field Identifier:‘W2-DEP-CARE’ (seq 3090)
287-297Deferred Compensation contribution to Section 401(k)Derived from IDFDV, Field Identifier:‘W2-CODE-D’ (seq 4030)
298-308Deferred Compensation contribution to Section 403(b)Derived from IDFDV, Field Identifier:‘W2-CODE-E’ (seq 4040)
309-319Deferred Compensation contribution to Section 408(k)(6)Derived from IDFDV, Field Identifier:‘W2-CODE-F’ (seq 4050)
320-330Deferred Compensation contribution to Section 457(b)Derived from IDFDV, Field Identifier:‘W2-CODE-G’ (seq 4060)
331-341Deferred Compensation contribution to Section 501(c)(18)(D)Derived from IDFDV, Field Identifier:‘W2-CODE-H’ (seq 4070)
342-352Military Employee’s Basic Quarters and Combat PayDerived from IDFDV, Field Identifier:‘W2-CODE-Q’ (seq 4140)
353-363Non-qualified Plan section 457Derived from IDFDV, Field Identifier:‘W2-NQUAL-457’ (seq 3102)
364-374Employer Contribution to a Health Savings AccountDerived from IDFDV, Field Identifier:‘W2-CODE-W’ (seq 4190)
375-385Non-qualified Plan Not section 457Derived from IDFDV, Field Identifier:‘W2-NQUAL-N457’ (seq 3104)
386-407Blank
408-418Employer cost of premiums for Group Term Life insurance over $50000Derived from IDFDV, Field Identifier:‘W2-CODE-C’ (seq 4020)
419-429Income from Non-statutory Stock OptionsDerived from IDFDV, Field Identifier:‘W2-CODE-V’ (seq 4180)
430-462Blank
463-473Cost of Employer-Sponsored Health CoverageDerived from IDFDV, Field Identifier:‘W2-CODE-DD’ (seq 4250)
474-485Blank
486Statutory Employee IndicatorDerived from IDFDV, Field Identifier:‘W2-STAT-EE’ (seq 6000)

If the amount is non-zero, then ‘1’ is entered, otherwise ‘0’ is entered
487Blank
488Retirement Plan IndicatorDerived from IDFDV, Field Identifier:‘W2-RETIRE-PLAN’ (seq 6020)

If the amount is non-zero, then ‘1’ is entered, otherwise ‘0’ is entered
489Third-Party Sick Pay IndicatorDerived from IDFDV, Field Identifier:‘W2-3PARTY-SICK’ (seq 6060)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
490-512Blank

Record Name: Code RO - Employee Wage Record (Optional, same as the federal code RO)#

ColumnDescriptionSource
1-2Record IdentifierConstant ‘RO’
3-11Blank
Location 12 to 264
Do not apply to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
12-22Allocated TipsDerived from IDFDV, Field Identifier:‘W2-ALLOC-TIP’ (seq 3070)
23-33Uncollected Employee Tax on Tips

Combined the uncollected social security tax and the uncollected medicare tax
Derived from IDFDV, Field Identifier:‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)
34-44Medical Savings AccountDerived from IDFDV, Field Identifier:‘W2-CODE-R’ (seq 4150)
45-55Simple Retirement AccountDerived from IDFDV, Field Identifier:‘W2-CODE-S’ (seq 4160)
56-66Qualified Adoption ExpensesDerived from IDFDV, Field Identifier:‘W2-CODE-T’ (seq 4170)
67-77Uncollected SSA tax on Group Ins > 50000Derived from IDFDV, Field Identifier:‘W2-CODE-M’ (seq 4110)
78-88Uncollected Medicare tax on Group Ins > 50000Derived from IDFDV, Field Identifier:‘W2-CODE-N’ (seq 4120)
89-110Blank
111-121Designated Roth Contribution under section 457(b)Derived from IDFDV, Field Identifier:‘W2-CODE-EE’ (seq 4260)
122-264Blank
Location 265 to 362
For Puerto Rico employees only
ColumnDescriptionSource
265Blank
266-274Spouse’s SSN

Blank
275-285Wages subject to Puerto Rico tax

Stored as zeroes
286-296Commissions subject to Puerto Rico tax

Stored as zeroes
297-307Allowances subject to Puerto Rico tax

Stored as zeroes
308-318Tips subject to Puerto Rico tax

Stored as zeroes
319-329Total Wages, commissions, tips, and allowances subject to Puerto Rico tax

Stored as zeroes
330-340Puerto Rico Tax Withheld

Stored as zeroes
341-351Retirement Fund Subject to Puerto Rico Tax

Stored as zeroes
352-362Blank
Location 363 to 384
For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees
ColumnDescriptionSource
363-373Total wages, tips and other compensation subject to Virgin Islands income tax

Stored as zeroes
374-384Virgin Islands, etc. Income Tax Withheld

Stored as zeroes
385-512Blank

Record Name: Code RS - State Wage Record (Same as Federal Code RS)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State code, appropriate FIPS postal numeric codeDerived from the State being reported, from IDFDV sequence 7000

e.g. Illinois is code "17"
5-9Taxing Entity CodeIf 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
10-18Social Security NumberDerived from IDFDV, Field Identifier:‘W2-EE-SSN’ (seq 2500)

If an invalid SSN is encountered, this field is entered with zeroes.
19-33Employee First NameDerived from IDFDV, Field Identifier:‘W2-EE-FIRST-NAME’ (seq 2510)
34-48Employee Middle Name or InitialDerived from IDFDV, Field Identifier:‘W2-EE-MIDDLE’ (seq 2520)
49-68Employee Last NameDerived from IDFDV, Field Identifier:‘W2-EE-LAST-NAME’ (seq 2530)
69-72Employee SuffixDerived from IDFDV, Field Identifier:‘W2-EE-SUFFIX’ (seq 2540)
73-94Employee Location AddressDerived from IDFDV, Field Identifier:‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116Employee Delivery AddressDerived from IDFDV, Field Identifier:‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138Employee CityDerived from IDFDV, Field Identifier:‘W2-EE-CITY’ (seq 2620)
139-140Employee State AbbreviationDerived from IDFDV, Field Identifier:‘W2-EE-STATE’ (seq 2630)
141-145Employee ZIP CodeDerived from IDFDV, Field Identifier:‘W2-EE-ZIP’ (seq 2640)
146-149Employee ZIP Code ExtensionDerived from IDFDV, Field Identifier:‘W2-EE-ZIP-EXT’ (seq 2650)
150-154Blank
155-177Employee Foreign State/ProvinceDerived from IDFDV, Field Identifier:‘W2-EE-F-STATE’ (seq 2660)
178-192Employee Foreign Postal CodeDerived from IDFDV, Field Identifier:‘W2-EE-F-POSTAL’ (seq 2670)
193-194Employee Country CodeDerived 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 read document PR_US_QTR_MMREF_Generic.doc for detail for quarterly reporting.
ColumnDescriptionSource
195-196Optional code

State Specific Data

If not used, enter blanks
197-202Reporting Period MMCCYYFrom user-specified Period End Date converted to MMCCYY for the quarter

e.g. Period End Date = ‘31-Dec-2003’, then reporting period is ‘122003’
203-213State Quarterly Unemployment Insurance Total WagesDerived 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 and therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages. For this reason, RPYEU is using 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
214-224State Quarterly Unemployment Insurance Taxable WagesDerived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government

Please read document PR_US_QTR_MMREF_Generic.doc for detail for quarterly reporting
225-226Number of Weeks WorkedFrom 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
227-234Date First Employed MMDDCCYYFrom system derived latest Employment Hired Date
235-242Date of Separation MMDDCCYYFrom system derived latest Employment Termination Date that is greater than the Employment Hired Date
243-247Blank
248-267State Employer Account NumberDerived 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 screen for the SUI Registration of the State
268-273Blank
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.
ColumnDescriptionSource
274-275State code, appropriate FIPS postal numeric codeDerived from the State being reported

e.g. Illinois is code "17"
276-286State Taxable WagesDerived from IDFDV, Field Identifier:‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297State Income Tax WithheldDerived from IDFDV, Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
298-307Other State Data, to be defined by each state
308Tax 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 screen must be set up for the Local or School Registration by County/City or School district for the following fields on the IDGV Variables 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
309-319Local Taxable WagesIf 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’
320-330Local Income Tax WithheldIf 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’
331-337State Control Number (optional)

Blank
338-412Supplemental Data 1

State Specific Data

If not used, enter blanks
413-487Supplemental Data 2

State Specific Data

If not used, enter blanks
488-512Blank
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 RT - Total Record (Same as Federal Code RT)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RT"
3-9Number of RW Records

Total number of code "RW" records reported since last code "RE" record
10-24Wages, Tips and Other CompensationDerived from IDFDV, Field Identifier:‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
25-39Federal Income Tax WithheldDerived from IDFDV, Field Identifier:‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
40-54Social Security WagesDerived from IDFDV, Field Identifier:‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
55-69Social Security Tax WithheldDerived from IDFDV, Field Identifier:‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
70-84Medicare Wages and TipsDerived from IDFDV, Field Identifier:‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
85-99Medicare Tax WithheldDerived from IDFDV, Field Identifier:‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
100-114Social Security TipsDerived from IDFDV, Field Identifier:‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
115-129Advanced Earned Income CreditDerived from IDFDV, Field Identifier:‘W2-EIC’, total of all code "RW" records since last "RE" record
130-144Dependent Care BenefitsDerived from IDFDV, Field Identifier:‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record
145-159Deferred Compensation Contributions to Section 401(k)Derived from IDFDV, Field Identifier:‘W2-CODE-D’, total of all code "RW" records since last "RE" record
160-174Deferred Compensation Contributions to Section 403(b)Derived from IDFDV, Field Identifier:‘W2-CODE-E’, total of all code "RW" records since last "RE" record
175-189Deferred Compensation Contributions to Section 408(k)(6)Derived from IDFDV, Field Identifier:‘W2-CODE-F’, total of all code "RW" records since last "RE" record
190-204Deferred Compensation Contributions to Section 457(b)Derived from IDFDV, Field Identifier:‘W2-CODE-G’, total of all code "RW" records since last "RE" record
205-219Deferred Compensation Contributions to Section 501(c)(18)(D)Derived from IDFDV, Field Identifier:‘W2-CODE-H’, total of all code "RW" records since last "RE" record
220-234Military Employee’s Basic Quarters and Combat PayDerived from IDFDV, Field Identifier:‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record
235-249Non-Qualified Plan Section 457Derived from IDFDV, Field Identifier:‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record
250-264Employer Contribution to a Health Savings AccountDerived from IDFDV, Field Identifier:‘W2-CODE-W’, total of all code ‘RW’ records since last ‘RE’ record
265-279Non-Qualified Plan Not Section 457Derived from IDFDV, Field Identifier:‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
280-294Blank
295-309Cost of Employer-Sponsored Health CoverageDerived from IDFDV, Field Identifier:‘W2-CODE-DD’, total of all code "RW" records since last "RE" record
310-324Employer Cost of Premiums for Group Term Life Insurance over $50000Derived from IDFDV, Field Identifier:‘W2-CODE-C’, total of all code "RW" records since last "RE" record
325-339Income Tax Withheld by Third-Party PayerDerived from IDFDV, Field Identifier:‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record
340-354Income from Non-statutory Stock optionsDerived from IDFDV, Field Identifier:‘W2-CODE-V’, total of all code "RW" records since last "RE" record
355-512Blank

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

ColumnDescriptionSource
1-2Record IdentifierConstant "RU"
3-9Number of RO Records

Total number of code "RO" records reported since last code "RE" record
10-24Allocated TipsDerived from IDFDV, Field Identifier:‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record
25-39Uncollected Employee Tax on TipsDerived from IDFDV, Field Identifiers:‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record
40-54Medical Savings AccountDerived from IDFDV, Field Identifier:‘W2-CODE-R’, total of all code "RO" records since last "RE" record
55-69Simple Retirement AccountDerived from IDFDV, Field Identifier:‘W2-CODE-S’, total of all code "RO" records since last "RE" record
70-84Qualified Adoption ExpensesDerived from IDFDV, Field Identifier:‘W2-CODE-T’, total of all code "RO" records since last "RE" record
85-99Uncollected SSA tax on Group Ins > 50000Derived from IDFDV, Field Identifier:‘W2-CODE-M’, total of all code "RO" records since last "RE" record
100-114Uncollected Medicare tax on Group Ins > 50000Derived from IDFDV, Field Identifier:‘W2-CODE-N’, total of all code "RO" records since last "RE" record
115-144Blank
145-159Designated Roth Contribution under section 457(b)Derived from IDFDV, Field Identifier:‘W2-CODE-EE’, total of all code "RO" records since last "RE" record
160-354Blank
355-369Wages subject to Puerto Rico tax

Stored as zeroes
370-384Commissions subject to Puerto Rico Tax

Stored as zeroes
385-399Allowances subject to Puerto Rico Tax

Stored as zeroes
400-414Tips subject to Puerto Rico Tax

Stored as zeroes
415-429Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax

Stored as zeroes
430-444Puerto Rico Tax Withheld

Stored as zeroes
445-459Retirement Fund subject to Puerto Rico tax

Stored as zeroes
460-474Total wages, tips and other compensation subject to Virgin Islands, … income tax

Stored as zeroes
475-489Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax Withheld

Stored as zeroes
490-512Blank

Record Name: Code RV – State Total Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RV"
3-9Number of RS Records

Total of Employee Records (RS) reported since the last Employer Record (RE)

Right justify and zero fill
10-24Total State Taxable Wages (all states)

Total of Employee Records (RS) reported since the last Employer Record (RE)

Right justify and zero fill

Dollars and cents
25-39Total State Income Tax Withheld (all states)

Total of Employee Records (RS) reported since the last Employer Record (RE)

Right justify and zero fill

Dollars and cents
40-512Blank

Record Name: Code RF - Final Record (same as federal code RF)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RF"
3-7Blank
8-16Number of RW Records

Total number of code "RW" records on file
17-512Blank

Quarterly UI Wage Reporting – ICESA format#

RPYEU must be run and the following selected to generate Illinois state file information:

Quarterly UI Wage Magnetic Media Reporting - ICESA Format#

Note: Columns coded with IL indicates it is a Illinois specific requirement which is not the standard record format.

Record Name: Code A – Transmitter Record#

Numeric fields are zero filled and right justified. Alphanumeric fields are filled with spaces.

ColumnDescriptionSource
1-1Record IdentifierConstant ‘A’
2-5Payment Year

The year for which this report is being prepared
From user-specified FROM-TO period converted to YYYY
6-14Transmitter’s Federal EIN

Enter only numeric characters; omit hyphens, prefixes and suffixes
Derived from IDFDV screen, Field Identifier: ‘TRAN EIN’
15-18Taxing Entity CodeConstant ‘UTAX’
19-23Blank
24-73Transmitter NameThe transmitter name of the organization submitting the fileDerived from IDFDV, Field Identifier:‘TRAN NAME’
74-113Transmitter Street Address

The street address of the organization submitting the file
Derived from IDFDV, Field Identifier:‘TRAN ADDRESS’
114-138Transmitter City

The city of the organization submitting the file
Derived from IDFDV, Field Identifier:‘TRAN CITY’
139-140Transmitter State

The standard two character FIPS postal abbreviation
Derived from IDFDV, Field Identifier:‘TRAN STATE’
141-153Blank
154-158Transmitter ZIP Code

A valid ZIP code
Derived from IDFDV, Field Identifier:‘TRAN ZIP CODE’
159-163Transmitter ZIP Code extension

Use this field as necessary for the four digit extension of ZIP code. Include hypen in position 159
Derived from IDFDV, Field Identifier:‘TRAN ZIP EXTN’ (include ‘-‘ in position 159)
164-193Transmitter Contact

Title of individual from transmitter organization responsible for the accuracy of the wage report
Derived from IDFDV, Field Identifier:‘TRAN CONTACT’

194-203Transmitter Contact Telephone Number

Telephone number at which the transmitter contact can be telephoned
Derived from IDFDV, Field Identifier:‘TRAN CONTACT PHONE’

204-207 - Telephone Extension/Box. - Enter transmitter telephone extension or message box|Derived from IDFDV, Field Identifier:‘TRAN CONTACT EXTN’

208-213 - Media Transmitter/Authorization Number. - Identifier assigned to the entity transmitting the media|Derived from IDFDV, Field Identifier:‘TRAN MEDIA NUMBER’

214-242 IL - Not Used. - Enter blanks.

243-250 - Media Creation Date. - Enter date in MMDDYYYY format - Derived from the System Date

251-276|Blank|

Record Name: Code B - Authorization Record#

ColumnDescriptionSource
1-1 - Record Identifier. - Constant ‘B’

2-5 - Payment Year. - Enter the year for which this report is being prepared

6-14 - Transmitter’s Federal EIN. - Enter only numeric characters|Derived from IDFDV, Field Identifier:BASIC EIN

15-22 - Computer. - Enter the manufacturer’s name|Derived from IDFDV, Field Identifier: ‘BASIC COMPUTER’

23-24 - Internal Label. - ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette|Derived from IDFDV, Field Identifier:‘BASIC INTERNAL LABEL’ (first 2 characters)

25-25|Blank| 26-27 - Density. - ‘16’, ‘62’, ‘38’, or blank for diskette

28-30 - Recording Code (Character Set). - “EBC’, or ‘ASC’. Always ‘ASC’ for diskette

31-32 - Number of Tracks. - ‘09’, or ‘18’, or blanks for diskette

33-34 - Blocking Factor. - Enter the blocking factor of the file, not to exceed 85. Enter blanks for diskette

35-38 - Taxing Entity Code. - Constant ‘UTAX’

39-146|Blank|

147-190 - Organization Name. - The name of the organization to which the media should be returned|Derived from IDFDV, Field Identifier:‘BASIC NAME’

191-225 - Street Address. - The street address of the organization to which the media should be returned|Derived from IDFDV, Field Identifier:‘BASIC ADDRESS’

226-245 - City. - The city of the organization to which the media should be returned|Derived from IDFDV, Field Identifier:‘BASIC CITY’

246-247 - State. - Enter the standard two character FIPS postal abbreviation|Derived from IDFDV, Field Identifier:‘BASIC STATE’

248-252|Blank|

253-257 - ZIP Code. - Enter a valid ZIP code|Derived from IDFDV, Field Identifier:‘BASIC ZIP CODE’

258-262 - ZIP Code extension. - Enter four digit extension of ZIP code, including the hypen in position 258|Derived from IDFDV, Field Identifier:‘BASIC ZIP EXTN’

263-264 IL - Filing Type - ‘MC’ for Magnetic Cartridge - ‘D3’ for 3.5 inch Diskette - ‘ED’ for Modem|Derived from IDFDV, Field Identifier:‘BASIC INTERNAL LABEL’ (3rd and 4th characters)

265-276 IL|Blank|

Record Name: Code E - Employer Record #

ColumnDescriptionSource
1-1 - Record Identifier. - Constant ‘E’.

2-5 - Payment Year. - Enter the year for which the report is being prepared

6-14 - Federal EIN - Enter only numeric characters - Derived from the IDGV State SUI Registration

15-23|Blank|

24-73 - Employer Name. - Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency - Derived from the Entity

74-113 - Employer Street Address - Enter the street address of the Employer - Derived from the Entity Location

114-138 - Employer City - Enter the city of employer’s mailing address - Derived from the Entity Location

139-140 - Employer State - Enter the standard two character FIPS postal abbreviation of the employer’s address - Derived from the Entity Location

141-148|Blank| 149-153 - ZIP code extension - Enter four digit extension of ZIP code, including the hyphen in position 149. - Derived from the Entity Location

154-158 - ZIP code. - Enter a valid ZIP code - Derived from the Entity Location.

159-159|Blank| 160-160 - Type of Employment. - ‘A’, “H’, ‘M’, ‘Q’, ‘R’, or ‘X’|Derived from IDFDV, Field Identifier:‘TYPE OF EMPLOYMENT’ - Not used by IDES

161-162 - Blocking Factor. - Enter blocking factor of the file, not to exceed 85. Enter blanks for diskette.

163-166 - Establishment Number or Coverage Group/PRU. - Enter either the establishment number of the coverage group/PRU, or blank. - Field Identifier ESTABLISHMENT NUMBER’ - Not used by IDES

167-170 - Taxing Entity Code. - Constant ‘UTAX’

171-172 - State Identifier Code. - Enter the state FIPS postal numeric code for the state to which wages are being reported. - FIPS numeric code for Illinois is ‘17’.

173-187 - State Unemployment Insurance Account Number. - Enter state UI employer account number. - Derived from the IDGV State SUI Registration

188-189 - Reporting Period. - ‘03’, ‘06’, ‘09’, or ‘12’.

190-190 - No Workers/No Wages. - Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record. Enter ‘1’ to indicate otherwise. - since Code S records will be generated, this field is default to ‘1’

191-191 - Tax Type Code - ‘R’ for Reimbursable Employer - ‘T’ for Taxable Employers - this field is default to ‘T’

192-208 IL - Not Used - Enter blanks.

209-255|Blank|

256-256 - Foreign Indicator. - If data in positions 74-158 is for a foreign address, enter the letter ‘X’, else leave it blank|Derived from IDFDV, Field Identifier:‘FOREIGN ADDR INDICATOR’ - Not used by IDES

257-257|Blank|

258-266 - Other EIN. - Enter Blanks if no other EIN was used|Derived from IDFDV, Field Identifier:‘OTHER EIN’ - Not used by IDES

267-267 - Report Type, - Not used, fill with blanks.

268-269 - Report Number, - Not used, fill with blanks.

270-276|Blank|

Record Name: Code S – Employee Wage Record #

ColumnDescriptionSource
1-1 - Record Identifier. - Constant ‘S’

2-10 - Social Security Number - Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10

11-30 - Employee Last Name. - Enter employee last name.

31-42 - Employee First Name. - Enter employee first name

43-43 - Employee Middle Initial. - Enter employee middle initial. Leave blank if no middle initial

44-45 - State Code - Enter the state FIPS postal numeric code for the state to which wages are being reported - Illinois Code is ‘17’

46-49|Blank|

50-63 - State QTR Total Gross Wages. - Not used by IDES.

64-77 - State QTR Unemployment Insurance Total Wages. - Enter quarterly wages subject to unemployment taxes.

78-91 - State QTR Unemployment Insurance Excess Wages - Not used by IDES.

92-105 - State QTR Unemployment Insurance Taxable Wages. - Not used by IDES.

106-120 - Quarterly State Disability Insurance Taxable Wages. - Not used by IDES.

121-129 - Quarterly Tip Wages - Not used by IDES.

130-131 - Number of Weeks Worked. - Not used by IDES.

132-134 - Number of Hours Worked. - Not used by IDES.

135-142|Blank| 143-146 - Taxing Entity Code. - Constant ‘UTAX’.

147-153 - State Unemployment Insurance Account Number. - Enter state UI employer account number - SUI Registration Number from IDGV

154-161|Blank|

162-164 - Unit/Division Location/Plant Code - Enter the plant Code if applicable - from employee’s prime assignment IEAS location code, then go into IDLN Location Screen, the user can specify the applicable plant code for this location on the UDF ‘LOCATION PLANT CODE’ to be reported - if IDLN UDF ‘LOCATION PLANT CODE’ is not specified, then this field is filled with zeroes

165-176|Blank|

177-211 IL - Not Required.

212-212 Month 1 Employment - 1 if an employee worked or received pay for the pay period including the 12th day of the first month, otherwise 0 - this field is not used by IDES - however, the Total T record requires to report the Total Number of employees covered by UI who worked or received pay for the pay period including the 12th day of the first month, this field is reported for auditing purpose

213-213 Month 2 Employment - 1 if an employee worked or received pay for the pay period including the 12th day of the second month, otherwise 0 - same logic as Month 1 Employment

214-214 Month 3 Employment - 1 if an employee worked or received pay for the pay period including the 12th day of the third month, otherwise 0 - same logic as Month 1 Employment

215-220 - Reporting Quarter and Year. - Enter the last month and year for the calendar period for which this report applies (i.e. 062006 for Apr-June 2006).

221-232 IL - Not Required.

233-276 IL|Blank|

Record Name: Code T - Total Record #

ColumnDescriptionSource
1-1 - Record Identifier. - Constant ‘T’

2-8 - Total Number of Employees. - The total number of ‘S’ records since the last ‘E’ record

9-12 - Taxing Entity Code. - Constant ‘UTAX’.

13-26 - State QTR Total Gross Wages for employer - Not used by IDES.

27-40 - State QTR Unemployment Insurance Total Wages for employer. - QTR wages subject to state unemployment taxes. Total of this field on all ‘S’ records since the last ‘E’ record.

41-54 - State QTR Unemployment Insurance Excess Wages for employer. - QTR wages in excess of the state UI taxable wage base Total of all ‘S’ records since the last ‘E’ record.

55-68 - State QTR Unemployment Insurance Taxable Wages for employer. - QTR UI total wages less state QTR UI excess wages. Total of all ‘S’ records since the last ‘E’ record.

69-81 - Quarterly tip wages for employer. - Not used by IDES.

82-87 - UI tax rate this quarter. - The employer UI rate for this reporting period. One decimal point followed by 5 digits e.g. 3.1%=’.03100’. - from IDGV ‘US SUI Registration’ with Govt Rate Type ‘US SUI ER Rate’

88-100 - State QTR UI taxes due - UI taxes due. QTR state UI taxable wages times UI tax rate. - from IDGV ‘US SUI Registration’ Variables tab ‘QTR TAXES DUE’

101-111 - Previous Quarter(s) underpayment. - from IDGV ‘US SUI Registration’ Variables tab ‘QTR PREV UNDERPAYMENT’

112-122 - Interest. - from IDGV ‘US SUI Registration’ Variables tab ‘QTR INTEREST’

123-133 - Penalty. - from IDGV ‘US SUI Registration’ Variables tab ‘QTR PENALTY’

134-144 - Credit/Overpayment. - Previous overpayment being applied to balance. - from IDGV ‘US SUI Registration’ Variables tab ‘QTR CR OVERPAYMENT’

145-174 IL - Not Required.

175-185 - Total Payment Due. - from IDGV ‘US SUI Registration’ Variables tab ‘QTR PAYMENT DUE’

186-226 IL - Not Required.

227-233 - Month-1 Employment for employer. - Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month. Total fo all ‘S’ records after the last ‘E’ record.

234-240 - Month-2 Employment. - Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month. Total fo all ‘S’ records after the last ‘E’ record.

241-247 - Month-3 Employment. - Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month. Total for all ‘S’ records after the last ‘E’ record.

248-250 - Country Code. - Not used by IDES.

251-256 - Reporting Quarter and Year. - e.g 1st quarter of 2007 = ‘032007’.

257-257|Blank|

258-267 - Document Control Number. - Enter Document Control Number from the Quarterly Filing Notice. - from IDGV ‘US SUI Registration’ Variables tab ‘QTR REFERENCE NUMBER’ - If ‘QTR REFERENCE NUMBER’ is not specified, this field defaults to 1.

268-274 IL - State Unemployment Insurance Account Number - SUI Registration Number from IDGV

275-276 IL|Blank|

Record Name: Code F - Final Record #

ColumnDescriptionSource
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

12-21 - Total Number of Employers in File - Enter the total number of ‘E’ records in the entire file

22-25 - Taxing Entity Code. - Constant ‘UTAX’

26-40 - Quarterly Total Gross Wages in File - Not used by IDES.

41-55 - Quarterly State Unemployment Insurance Total Wages in File - QTR wages subject to state UI tax. Total of this field for all ‘S’ records in the file

56-70 - Quarterly State Unemployment Insurance Excess Wages in File - QTR wages in excess of the state UI taxable wage base. Total of this field for all ‘S’ records in the file

71-85 - Quarterly State Unemployment Insurance Taxable Wages in File - State UI gross/total wage less quarterly state UI excess wages. Total of this field for all ‘S’ records in the file

86-100 - Quarterly State Disability Insurance Taxable Wages in File. - Not used by IDES.

101-124 IL - Not Required.

124-276|Blank|


Notes#

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