US W2 ANNUAL AND QUARTERLY PROCESSING - RHODE ISLAND#

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 Rhode Island state 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 tab must be set up for 'State Registration' for State/Province: Rhode Island
  • The IDGV Variables tab must be set up for 'State Registration' for State/Province: Rhode Island
  • 'W2 STATE MEDIA FILING' - RI 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 RI only)

IDGV - State SUI Registration#

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

State File Procedures #

  • The state of Rhode Island Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 file format, and the filing of Quarterly UI wages is not required except for payroll companies.
  • Records required for the W2 reporting are: Codes RA,RE,RS,RT,RF
  • Rhode Island State requires filing of the RI state file by itself, therefore, IDGV must be set up so that for State Registration of Rhode Island, 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 and the following selected to generate Rhode Island state file information:
Report List Filters, Select State:Rhode Island, 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)
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 File Format#

Record Name: Code RA – Submitter Record (Same as the Federal Code RA)#

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RA - Submitter Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID Number (EIN)Required.
Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000).
Numeric only.
12-19User Identification (User ID)Required.
Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
20-23Software Vendor CodeEnter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP).

If "99 (Off-the-Shelf Software)" is entered in the Software Code field (positions 36-37) enter the Software Vendor Code.
Otherwise, fill with blanks.
24-28BlankFill with blanks. Reserved for SSA use.
29Resub IndicatorEnter "1" if this file is being resubmitted. Otherwise, enter "0" (zero).
30-35Resub Wage File Identifier (WFID)If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent. Otherwise, fill with blanks.
36-37Software CodeEnter "99" to indicate 'Off-the-Shelf Software'
38-94Company NameEnter the Company Name.
Left justify and fill with blanks.
95-116Location AddressEnter the company's location address (Attention, Suite, Room Number, etc).
Left justify and fill with blanks
117-138Delivery AddressEnter the company's delivery address (Street or Post Office Box).
Example: 123 Main Street.
Left justify and fill with blanks
139-160CityEnter the company's city.
Left justify and fill with blanks
161-162State AbbreviationEnter the company's State or commonwealth/territory.
Use a postal abbreviation. For a foreign address, fill with blanks
163-167ZIP CodeEnter the company's ZIP code. For a foreign address, fill with blanks
168-171ZIP Code ExtensionEnter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks
172-176BlankFill with blanks. Reserved for SSA use.
177-199Foreign State/ProvinceIf applicable, enter the company's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
200-214Foreign Postal CodeIf applicable, enter the company's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
215-216Country CodeIf 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.
217-273Submitter NameRequired.
Enter the name of the organization's submitter to receive error notification if this file cannot be processed.
Left Justify and fill with blanks.
Derived from the ‘SUB-SUBM-NAME’ IDFDV Field Identifier (seq 1150).
274-295Submitter Location AddressEnter the submitter's location address (Attention, Suite, Room Number, etc.)
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-LOCN’ IDFDV Field Identifier (seq 1160).
296-317Submitter Delivery AddressRequired.
Enter the submitter's delivery address (Street or Post Office Box).
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-DELIV’ IDFDV Field Identifier (seq 1170).
318-339Submitter CityRequired.
Enter the submitter's city.
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180).
340-341Submitter State AbbreviationRequired.
Enter the submitter's State or commonwealth/territory. Use a postal abbreviation.
For a foreign address, fill with blanks.
Derived from the ‘SUB-SUBM-STATE’ IDFDV Field Identifier (seq 1190).
342-346Submitter ZIP CodeRequired.
Enter the submitter's ZIP Code.
For a foreign address, fill with blanks.
Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200).
347-350Submitter ZIP Code extensionEnter the submitter's four-digit extension of the ZIP code. If not applicable, fill with blanks.
Derived from the ‘SUB-SUBM-ZIP-EXT’ IDFDV Field Identifier (seq 1210).
351-355BlankFill with blanks. Reserved for SSA use
IMPORTANT NOTE: If using a foreign address, the foreign State/Province (postions 356-378), Foreign Postal Code (positions 379-393) and the Contry Code (positions 394-395) are required to be completed.
356-378Foreign State/ProvinceIf applicable, enter the submitter's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
379-393Foreign Postal CodeIf applicable, enter the submitter's foreign Postal Code.
Left justify and fill with blanks. Otherwise, fill with blanks.
394-395Country CodeIf 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.
396-422Contact NameRequired.
Enter the name of the person to be contacted by SSA concerning processing problems.
Left justify and fill with blanks.
Derived from the ‘SUB-CONT-NAME’ IDFDV Field Identifier (seq 1250).
423-437Contact Phone NumberRequired.
Enter the contact's phone number with numeric valies only (including area code). Do not use any special characters.
Left justify and fill with blanks.

NOTE: It is imperative that the contact's telephone number be entered in the appropriate positions. Failure to include correct and complete submitter contact information may, in some cases, delay the timely processing of your file.

Derived from the ‘SUB-CONT-TEL’ IDFDV Field Identifier (seq 1260).
438-442Contact Phone ExtensionEnter the contact's telephone extension.
Left justify and fill with blanks.
Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270).
443-445BlankFill with blanks. Reserved for SSA use.
446-485Contact E-mail/InternetEnter the contact's e-mail/internet address.
Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280).
486-488BlankFill with blanks. Reserved for SSA use.
489-498Contact FaxIf applicable, enter the contact's fax number (including area code). Otherwise, fill with blanks.
Derived from the ‘SUB-CONT-FAX’ IDFDV Field Identifier (seq 1290).
499BlankFill with blanks. Reserved for SSA use.
500Preparer CodeEnter one of the following codes to indicate who prepared this file:
* A = Accounting Firm
* L = Self Prepared
* S = Service Bureau
* P = Parent Company
* O = Other

If more than one code applies, use the code that best describes who prepared this file.
501-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code RE – Employer Record (Same as the Federal Code RE)#

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RE - Employer Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax yearRequired.
Enter the tax year for this report (YYYY).
Derived from the user defined FROM-TO period, converted to YYYY.
7Agent Indicator CodeIf applicable, enter one of the following codes:
* 1 = 2678 Agent
* 2 = Common Paymaster
* 3 = 3504 Agent
If more than one code applies, use the one that best describes your status as an agent.
Otherwise, fill with a blank.
8-16Employer/Agent EINRequired.
Derived from the applicable Federal reporting EIN, from IDGV or IDGR.
17-25Agent for EINIf "1" was entered in the Agent Indicator Code field (position 7), enter the client-employer's EIN for which you are an Agent. Otherwise, fill with blanks.
26Terminating Business IndicatorIf this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero).
27-30Establishment NumberFor multiple RE (Employer) Records with the same EIN, you can use this field to assign a unique identifier for each RE (Employer) Record. Otherwise, fill with blanks.
31-39Other EINFor this tax year, if you submitted tax payments to the IRS under Form 941, 943, 944, CT-1 or Schedule H or W2 data to SSA, and a different EIN was used from the EIN in positions 8-16, enter the other EIN. Otherwise, fill with blanks.
IMPORTANT NOTE: The Employer's Name field (positions 40-96) and the Employer's Address fields (positions 97-173) should normally match the employer name and address under which tax payments were submitted to the IRS under Form 941, 943, 944, 945, CT-1 or Schedule H.
40-96Employer NameRequired.
Enter the name associated with the EIN entered in positions 8 - 16.
Left justify and fill with blanks.
Derived from the 'W2-ER-NAME' IDFDV Field Identifier (seq 2010).
97-118Employer Location AddressEnter the employer's location address (Attention, Suite, Room Number, etc.)
Left justify and fill with blanks.
Derived from the 'W2-ER-LOCN-ADDR' IDFDV Field Identifier (seq 2020).
119-140Employer Delivery AddressEnter the employer's delivery address (Street or Post Office Box).
Left justify and fill with blanks.
Derived from the 'W2-ER-DELIV-ADDR' IDFDV Field Identifier (seq 2030).
141-162Employer CityEnter the employer's city.
Left justify and fill with blanks.
Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040).
163-164Employer State AbbreviationEnter the employer's State or commonwealth/territory. Use a postal abbreviation.
For a foreign address, fill with blanks.
Derived from the 'W2-ER-STATE' IDFDV Field Identifier (seq 2050).
165-169Employer ZIP CodeEnter the employer's ZIP Code.
For a foreign address, fill with blanks.
Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060).
170-173Employer ZIP Code ExtensionEnter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks.
Derived from the 'W2-ER-ZIP-EXT' IDFDV Field Identifier (seq 2070).
174Kind of EmployerRequired.
Enter the appropriate kind of employer:

* F = Federal Government
* State/local non-501c
* T = 501c non-government
* Y = State/local 501c
* N = None apply

NOTE: Leave blank if the tax jurisdiction Code in position 220 of the RE (Employer) Records is "P" (Puerto Rico).
175-178BlankFill with blanks. Reserved for SSA use.
179-201Foreign State/ProvinceIf applicable, enter the employer's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
202-216Foreign Postal CodeIf applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks.
217-218Country CodeIf 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.
219Employment CodeRequired.
Enter the appropriate employment code:

* A = Agriculture (Form 943)
* H = Household (Schedule H)
* M = Military (Form 941)
* Q = Medicare Qualified Government Employment (Form 941)
* X = Railroad (CT-1)
* F = Regular (Form 944)
* R = Regular (all others) (Form 941).
NOTE: Railroad reporting is not applicable for Puerto Rico and territorial employers.
220Tax Jurisdiction CodeRequired.
Enter the code that identifies the type of income tax withheld from the employee's earnings:

* Blank (W-2)
* V = Virgin Islands (W-2VI)
* G = Guam (W-2GU)
* S = American Samoa (W-2AS)
* N = Northern Mariana Islands (W-2CM)
* P = Puerto Rico (W-2PR/499R-2)
221Third Party Sick Pay IndicatorEnter "1" for a sick pay indicator. Otherwise, enter "0" (zero).
222-248Employer Contact NameEnter the name of the employer's contact.
Left justify and fill with blanks.
249-263Employer Contact Phone NumberEnter the employer's contact telephone number with numeric values only (including area code). Do not use any special characters.
Left justify and fill with blanks.
264-268Employer Contact Phone ExtensionEnter the employer's contact telephone extension with numeric values only. Do not use any special characters.
Left justify and fill with blanks.
269-278Employer Contact Fax NumberIf applicable, enter the employer's contact fax number with numeric values only (including area code). Do not use any special characters.
Otherwise, fill with blanks.
For US and US Territories only
279-318Employer Contact E-Mail/InternetEnter the employer's contact e-mail/internet address.
319-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code RS - State Wage Record (Same as Federal Code RS, Must Include RI State)#

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

Numeric code for Rhode Island is ‘44’
5-9Taxing Entity CodeIf County, City or School district tax is reported, this field is derived from the 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
Applicable to Quarterly Unemployment 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. RPYEU would then be 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 WagesThis amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the state government

Please read document Tax Reporting - US General 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, and the Pay Issue Date that 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 for the SUI Registration of the state
268-273Blank
Location 274 to 337
Applicable to Income Tax Reporting
ColumnDescriptionSource
274-275State code, appropriate FIPS postal numeric codeDerived from the State being reported

e.g. Rhode Island numeric code is "44"
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 CodeThis 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 be set up for the Local or School Registration by County/City or School district for the following fields on the 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 1State Specific Data

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

If not used, enter blanks
488-512Blank
Multiple Code RS records
Multiple code RS records are generated for an employee if there is 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 RecordsTotal 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
220-234Filler
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
280-309Blank
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 RF - Final Record (Same as Federal Code RF)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RF"
3-7Blank
8-16Number of RW RecordsTotal number of code "RW" records on file
17-512Blank

State Quarterly UI Wage Reporting#

The state of Rhode Island requires employers to report quarterly wages in state file format. Please note that the UI wage file is created with all ‘W’ records before a ‘T’ record is created, therefore after the UI wage file is created, it has to be manipulate slightly to move the code ‘T’ record in front of all code ‘W’ records before submission to the state UI department. RPYEU must be run and the following selected to generate Rhode Island state file information:
  • Rhode Island state must be selected in the ‘Report List Filters’.
  • 'Annual Form Code' – use the standard supplied form code HL$US-W2-2013. The ‘Variables’ will need to be entered into this Form code for specific use in the installation.
  • The ‘Quarterly Form Code’ must be entered in order to produce the UI wage file in ICESA format. Use the supplied Form Code ‘HL$US-QTR-2012’. The ‘Variables’ will need to be entered into this Form code for specific use in the installation.
Period TypeQuarter
Period End DateEnter the quarter end date, i.e. 30-Jun-2012
Media File TypeState SUI File Format
If the Directory Name/Media File Name is not supplied, an output file will not be produced.

UI Wage Magnetic Media Reporting – State File Format#

Record Name: Code T – Employer Summary Record#

ColumnDescriptionSource
1-1Record IdentifierConstant "T"
2-13Quarterly WagesTotal Wages paid during quarter
14-25Wage Record totalSum of all wages on ‘W’ records
26-34Magnetic Tape Reporter CodeOnly the CD option is supported (for other options, please contact our support department)

Constant ‘CDFILEWGR’ for CD filer’s use.
35-43Blank
44-53Rhode Island Employer NumberDerived from IDFDV Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
54-75Blank
76-77Year being reportedLast two digits of year only
78-78Quarter Being ReportedEither 1, 2, 3, or 4 (i.e January-March = ‘1’)
79-89Employer NameLegal Business Name
90-276Blank

Record Name: Code W – Wage Detail Record#

ColumnDescriptionSource
1-1Record IdentifierConstant "W"
2-25Blank
26-34Microfilm Index numberOnly the CD option is supported (for other options, please contact our support department)

Constant ‘CDFILEWGR’ for CD filer’s use
35-43Employee Social Security NumberUse zeros if not available
44-53Rhode Island Employer NumberDerived from IDFDV Field Identifier: ‘W2-STATE-REGIST’ for the reporting State
54-62Employee Last Name
63-63Employee First Initial
64-75Wages Reported for the Quarter
76-77Year Being ReportedLast two digits of year only
78-78Quarter Being ReportedEither 1, 2, 3, or 4 (i.e January-March = ‘1’)
79-89Employer NameLegal Business Name
90-91Number of Weeks PaidNumber of Weeks paid during the reporting period

No decimal allowed
92-95Number of Hours PaidHours worked during the reporting period

No decimal allowed
96-276Blank

Notes#

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