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Pennsylvania Annual and Quarterly Reporting#

What's New for W2 Wage Reporting for Tax Year 2011#

The following changes have been noted for reporting W2 wages to the Federal Government using the standard EFW2 format:

• (W2 Form) The ‘Advance Earned Income Credit Payment’ field is eliminated for tax year beginning after December 31, 2010. Box 9, Advance EIC payments, has been deleted from the 2011 Form W2.
• (W2 Form) Code DD is added to Box 12 of the 2011 form W2 to report the cost of employer-sponsored health coverage. However, this reporting will not be mandatory for 2011.
• (W2 Form) Code EE, a new field, 'Designated Roth Contributions Under a Governmental Section 457(b) Plan' has been added to the list of codes in Box 12 of Form W2.
• (W2 File) A new field, 'Kind of Employer' has been added to the RE Employer Record (position 174). This is a required field.
• (W2 File) A new field, 'Cost of Employer-Sponsored Health Coverage' has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
• (W2 File) A new field, 'Designated Roth Contributions Under a Governmental Section 457(b) Plan' has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159)

Set Up#

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

IDGV - State Registration#

• The IDGV Definitiontab must be set up for ‘State Registration’ for State/Province: Montana.
• The IDGV Variables tab must be set up for ‘State Registration’ for State/Province: Montana.
• ‘W2 STATE MEDIA FILING’- MT 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 MT only.)

IDGV - State SUI Registration#

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

State File Procedures#

• The Montana Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 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,RS,RT,RF; and for the UI wage reporting: Code A,B,E,S,T,F.
• The State of Montana requires to file the MT state file by itself, therefore IDGV must be set up as follows:
  • for State Registration of Montana, the IDGV Variable:
    • ‘W2 STATE MEDIA FILING’ 02 – Montana state requires its own file, do not include other state information in the state file.

Annual W2 Wage Reporting – EFW2 File Format#

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

Report List Filters, Select State:	Montana, 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:	State File Format

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

State Media Magnetic Media Reporting – EFW2 File Format#

Record name

Code RA - Transmitter Record (same as the federal code RA)

Quarterly UI Wage Reporting – ICESA Format#

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

Media Format:	State SUI File Format
Select State:	Montana, USA

• The state of Montana must be selected in the ‘Report List Filters’.
• Annual Form Code – Use the standard supplied form code HL$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
• The ‘Quarterly Form Code’ must be entered in order to produce the UI wage file in ICESA format.
• Use the supplied form code ‘HL$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-2011
• Media File Type:State SUI File Format
  
  
• If the Directory Name/Media File Name is not supplied, an output file will not be produced.

Quarterly UI Wage Magnetic Media Reporting - ICESA Format#

Record name

Code A - Transmitter Record

ICESA for the State of Montana#

• The format details are found at the State of Montana Department of Labor and Industry website.

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Notes#

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SET UP

- This document contains abbreviated set up for the state of Pennsylvania 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 Definition Tab must be set up for ‘State Registration’ for State/Province: Pennsylvania

- IDGV Variables Tab must be set up for ‘State Registration’ for State/Province: Pennsylvania

‘W2 STATE MEDIA FILING’ - Enter ‘02’ to generate PA State magnetic media file, then change to ‘03’ for City file

The user need to run RPYEU twice to generate file for State of Pennsylvania and then run RPYEU again to generate city file for Philadelphia. After the State Magnetic media file is generated, to generate the Philadelphia City File, if the user wants to include the State Earnings and Taxes in the Philadelphia City File, the user must change the following:

‘W2 STATE MEDIA FILING’ - change to ‘03’.to include State information in the City File when Philadelphia file is run

IDGV - State SUI Registration

- IDGV Definition Tab must be set up for ‘State SUI Registration’ for State/Province: Pennsylvania

- IDGV Variables Tab must be set up for ‘State SUI Registration’ for State/Province: Pennsylvania

‘W2 STATE MEDIA FILING’ - Enter ‘02’ to generate UI Wage magnetic media file for state of Pennsylvania.

IDGV - Local Registration

To report Philadelphia City File:

- IDGV Definition Tab must be set up with ‘US Local Registration’ for each City in the Jurisdiction field:

- IDGV Variables Tab must be set up for ‘US Local Registration’ for Philadelphia:

‘W2 STATE MEDIA FILING’ - Must be ‘03’ to generate City tax information in Local File format ‘W2 TAX TYPE CODE’ - Must enter ‘C’ for City Tax ‘W2 TAXING ENTITY’ - Must be ‘PHILA’ to generate Philadelphia City File

IDFDV – City Tax Set Up

If City tax applies, The ‘Field Variable’ column in IDFDV must be set up as appropriate (note that all other columns are pre-defined in IDFD and may not be altered in the IDFDV screen):

Seq Identifier Description Level O/R Prompt Field Source Field Variable 8500 W2-CITY-NAME City Name Local 20-CITY NAME DB column DTX.JURISDICTION_NAME 8510 W2-CI-WAGE-HOME Local Wage, Home city Local 18-HOME CITY WAGE Element W2-CI-WAGE-RES 8520 W2-CI-WAGE-WORK Local Wage, Work city Local 18-WORK CITY WAGE Element W2-CI-WAGE-WORK 8530 W2-CI-TAX-HOME Local Tax, Home city Local 19-HOME CITY TAX Element W2-CI-TAX-RES 8540 W2-CI-TAX-WORK Local Tax, Work city Local 19-WORK CITY TAX Element W2-CI-TAX-WORK

Identifier ‘W2-CITY-NAME’ - must be set up Identifier ‘W2-CI-WAGE-HOME’ - must be set up Identifier ‘W2-CI-WAGE-WORK’ - must be set up Identifier ‘W2-CI-TAX-HOME’ - must be set up Identifier ‘W2-CI-TAX-WORK’ - must be set up

STATE FILE PROCEDURE

- The Pennsylvania Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format

- Record Codes required are: Code RA,RE,RS,RT,RF (other record codes are not required but may be included) - Pennsylvania State requires the PA State Account number to be filed on Code RE record, therefore the user must run RPYEU to generate PA State File for its own State, the user must set up IDGV as follows:

- for State Registration of Pennsylvania, the IDGV Variable: ‘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

- TClient must run RPYEU and select the following to generate Pennsylvania State file information: Media Format: - State File Format Select State: - Pennsylvania, USA

Report List Filters, Select State: - Pennsylvania, 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: - State File Format

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

STATE MAGNETIC MEDIA REPORTING – EFW2 Format

Record name: Code RA - Transmitter Record

PHILADELPHIA CITY WEB SITE

- For W2 city filing: http://www.phila.gov/revenue/pdfs/w2_instructions_for_.pdf PHILADELPHIA CITY FILE PROCEDURES

- For 2005 reporting, the Philadelphia City Tax Magnetic Media reporting is reported using the EFW2 format

- Record Codes required are: Code RA,RE,RW,RS

PHILADELPHIA City Wage Reporting

- The user must run RPYEU and select the following to generate Philadelphia City file information: Media Format: - Local File Format Select State: - Pennsylvania, USA Select City: - Philadelphia, PA, USA

PHILADELPHIA CITY MAGNETIC MEDIA REPORTING – EFW2 Format

Record name: Code RA - Transmitter Record (same as federal code RA)

STATE QUARTERLY UI WAGE REPORTING – ICESA format

- The user must run RPYEU and select the following to generate Pennsylvania State file information: Media Format: - State SUI File Format Select State: - Pennsylvania, USA

- The ‘Quarterly Form Code’ field must be entered in order to produce the UI file in the ICESA format.

- Client must select state PENNSYLVANIA in the ‘Report List Filters’. - Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. – use the HighLine supplied Form Code ‘HL$US-QTR-2012’.. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - Period Type: Quarter. - Period End Date: Enter the quarter end date, i.e. 30-Jun-2011. - Media File Type: State SUI File Format. - If the Directory Name/Media File Name is not supplied, an output file will not be produced.

Quarterly UI Wage Magnetic Media Reporting – ICESA Format

(Please note that the following ‘Not Required’ fields may or may not always contain BLANKS).

Note: Columns marked with PA indicates it is a Pennsylvania specific requirement which is not the standard record format

Record name: Code A - Transmitter Record