Define User Fields (IMUF)#
The following User Defined Fields (UDF) can be updated before processing. Not all fields must contain a value before processing can begin.
The RPYEU process will generate these UDF's if they do not already exist. Users are not expected to create them.
IDGV- Maintain Government Registrations#
P2K_CM_GOVT_REGISTRATIONS (DGV).The following User Defined Fields (UDF) are defined on the IDGV Variables tab.
For Annual and Quarterly Reporting:
| UDF | Usage |
|---|---|
| W2 STATE MEDIA FILING | Used by all States |
| W2 TAX TYPE CODE | Used by all States |
| W2 TAXING ENTITY | Used by all States |
| W2 WAGE PLAN CODE | Used by the State of California |
| W2 BRANCH CODE | Used by the State of California |
| W2 ER NAME | Used by Federal reporting, this overrides the IDEN Entity Name |
| W2 LOCN CODE | Used by Federal reporting, this overrides the IDEN Location Code |
For Quarterly reporting, these UDF's are used when ‘HL$US-QTR-2018’ Form Code is being used:
IDDP – Define Departments#
P2K_CM_DEPARTMENT_DETAILS (DDP)| UDF | Usage |
|---|---|
| SUI ER NUMBER | If the 'SUI ER NUMBER' is not set up for a department, then the SUI ER NUMBER from IDGV is used. |
| W2 DESTINATION | In put a value here to create a custom destination for W2 Printing |
- The State of Minnesota requires to report the Quarterly file report by the MN State Unemployment Insurance Account Number and the MN Employer Unit Number. These two numbers are defined at the department level, therefore, users must set up the ‘SUI ER Number’ UDF for each department.
- If the ‘SUI ER Number’ is not set up for a department, then the 'SUI ER Number' from IDGV is used.
- NOTE: On IDDP, users must click on the Detail section of the form, then click the UDF button to get to the UDF screen.
- For all other states, users can enter the ‘W2 Destination’ for distributing the W2 forms by department.
IEID - Define Identities#
P2K_HR_IDENTITIES (EID)The following UDFs are defined on IEID for Minnesota reporting:
| UDF | Usage |
|---|---|
| W2 DESTINATION | |
| MMREF PROBATIONARY | Used by the state of Minnesota |
| MMREF OFFICER CODE | Used by the state of Minnesota |
IDCO - Define Countries#
P2K_CM_COUNTRIES (DCO)| UDF | Usage | |
|---|---|---|
| ISO COUNTRY CODE | If the employer or employees have addresses that are not in the USA, the EFW2 file needs to report the 2 character International Organization for Standardization (ISO) country code |
The 'Country Code' on IDCO is user-defined and is usually the three character United Nations code, however the two character ISO codes can also be used.
Example:
| Country Name | Country | ISO Country Code |
|---|---|---|
| Name of the country | 3 character United Nation Code | 2 character ISO Country Code |
| France | FRA | FR |
| Germany | DEU | DE |
| Mexico | MEX | MX |
| Mozambique | MOZ | MZ |
Additional Required Set Up#
IDGR – Define Groups (Govt Registration Tab)#
The Federal/State/Local Registration numbers MUST NOT be changed for a Group for different effective date records.
The UPCLOZ program will not create new YTD records if the Group changes the effective date.
Consequently, if the Group must change Registration numbers, users should either:
Consequently, if the Group must change Registration numbers, users should either:
- Create a new Group, OR
- Change all of the effective records to the same Registration numbers.
For each group at the Federal level, the Federal Registration number is retrieved according to the ‘Fed Regist Set’ and ‘Fed Regist Type’ on IDGV and is displayed on IDGR.
For each group at the State/Prov level, users can point to a ‘State/Prov Set’ and ‘State/Prov Type’. Since each group can be paid in many different States or Provinces, the State/Prov Registration number cannot be displayed on IDGR.
For each employee that belongs to this group, the State/Prov Registration Number is retrieved from IDGV by the defined ‘State/Prov Set’ and ‘State/Prov Type’ and the Pay Header State/Prov of the employee.
At the Local level, the Local Registration Number is retrieved from IDGV by the defined ‘Local Regist Set’ and ‘Local Regist Type’ and the 'GEO Local' of the employee.
Each group must define one of the following ‘W2 Employment Types’ for W2 reporting purposes:
- A - Agriculture
- F – Form 944 filer
- H - Household
- M - Military
- Q – Medicare Qualified Government Employment (MQGE)
- R – Regular (All others)
- X - Railroad
The 'W2 EMPLOYMENT TYPE' for a group MUST NOT BE CHANGED even if there are multiple effective date records for a group.
- If the W2 Employment Type is changed for a group for a different effective date, then the W2 reporting will be incorrect because it cannot qualify the YTD information under the proper W2 Employment Type.
- An employee can work for multiple 'Types of Employment' during a year.
For ‘Q - MQGE' employment, users are not required to group all employees under one group. The MQGE employees can belong to a group with ‘R’ type employment, and IPRLU can specify the proper MEDICARE and FICA method to classify them as MQGE employees. If this field is blank, Regular is used. (see below for detail)
IDSP– Define States#
- A State must be defined on IDSP in order for the State to be reported.
- The 'State Registration Number' must also be defined on IDGV in order for the State to be reported.
- If a state is missing on IDGV, the RPYEU process will create a default entry with 'Regist Number' set to '0' and issue a warning
- Users must update this field with the correct State Registration Number in order for the State to be reported.
IDCN– Define Counties#
- If County tax is applicable for a State, the County must be defined on IDCN in order for the County tax to be reported.
- The County Code is the first two segments of the GEO code.
Example: In Indiana, the GEO code ‘15-097-0670’ is for the City of ‘Indianapolis’ and the County Code ‘15-097-0000’ is for the County of ‘Marion’, therefore, users should define the Marion County Code as ‘15-097-0000’ on (IDCN). - The GEO and County codes are provided by Symmetry for US taxation.
- Users must define the Local Registration for a City on IDGV in order for the City tax to be reported.
IDTX – Define Tax Jurisdictions#
A City's Tax Jurisdiction must be defined on IDGV in order for the City tax to be reported.IDSD – Define School Districts#
The School Registration must be defined on IDGV in order for the School District tax to be reported.IDGV – One or Multiple Government Registrations#
For each Entity on IDGV, users must define the Government Registration Set that is used to collect Federal, State and Local Registrations. Under the Registration Set, users must define the 'Federal Registration’ for the Country USA with a valid ‘Employer Identification Number’. Then users can set up the State and Local Registrations for each State/Local under the same Registration Set.Organizations with one Federal Registration
- If your organization has one Federal registration, users must define one Government Registration Set.
- Then within this Government Registration Set, users should set up the Federal, State and Local Registrations on IDGV.
Note: If Registration Type ‘US Fed Regist 1’ is used, then:
- The FICA registration should be defined using the Registration Type ‘US FICA Regist 1’
- The MEDICARE registration should be defined using the Registration Type ‘US MEDI Regist 1’ etc. The last digit of the Registration Type must match each type of Registration.
Organizations with Multiple Federal Registrations If your organization has multiple Federal Registrations, users have two options:
- One Registration Set can be set up, then set up the Registration Types of ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’. This allows up to nine Federal Registrations.
- Multiple Registration Sets can be set up, then set up Registration Type ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’ for each Registration Set. This allows for an unlimited number of Federal Registrations.
- Govt Registration Sets can be used to group similar Registrations together.
Example:
| Govt Registration Set | Usage |
|---|---|
| MAIN REGIST | Use as default to group all registrations initially |
| REGIST 2 | Users can define another set for all level of registrations |
| FED REGIST | Users can define Federal level registrations for this set |
| STATE REGIST | Users can define State level registrations for this set |
| LOCAL REGIST | Users can define Local level registrations for this set |
| FULLTIME REGIST | Users can define Registrations for Full time employees |
| PARTTIME REGIST | Users can define Registrations for Part time employees |
| SEASONAL REG | Users can define Registrations for Seasonal employees |
| STATE OHIO | Users can define Registrations for Ohio for this set only |
Important Note for IDGV set up:
The IDGV 'Govt Registration Set' and 'Registration Types' are used on the IDGR Registration tab for each of the Federal, State and Local level set up.
On IDGV, users must match the last digit of the Registration Type for the same Federal, State and Local level of registrations.
On IDGV, users must match the last digit of the Registration Type for the same Federal, State and Local level of registrations.
Example #1
If the Registration Type is defined as ‘US Fed Regist 1’ then:
- FICA Registration Type must be ‘US FICA Regist 1’
- MEDI Registration Type must be ‘US MEDI Regist 1’
If the Registration Type is defined as 'US State Regist 1’, then:
- SUI Registration Type must be ‘US SUI Regist 1’
- SDI Registration Type must be ‘US SDI Regist 1’
Example #2
If the Registration Type is defined as ‘US Fed Regist 2’, then:
- FICA Registration Type must be ‘US FICA Regist 2’
- MEDI Registration Type must be ‘US MEDI Regist 2’
If Registration Type is defined as ‘US State Regist 2’, then:
- SUI Registration Type must be ‘US SUI Regist 2’
- SDI Registration Type must be ‘US SDI Regist 2’
IDGV – Override Employer Name and Address by EIN#
On the IDGV Variables tab, there is the option to define an override for the Employer’s Name and Address.This allows organizations who have multiple government registrations for one Entity to report a different Employer Name or Address for each Federal Registration Number (EIN).
| W2 ER NAME | Enter the Employer Name to be reported. This overrides the IDEN Entity Name |
| W2 LOCN CODE | Enter the Location code to be reported. This overrides the IDEN Location code Note: Users must enter the exact Location code in this field, otherwise it will not be used. |
IDGV – Levels of Government Registrations#
The following levels of Government Registration must be set up for the Federal, State, County, City and School tax reporting.Federal Level
One or multiple Federal Registrations must be defined for each Entity, with each Govt Regist Set for the Registration Type ‘US Fed Regist 1’, etc.
State Level
A State must be defined on IDGV for an Entity with the ‘State Registration’ by Govt Regist Set and Registration Type in order for the State to be reported.
- When the ‘State Registration’ is defined, the ‘Variables’ tab must also be set up. See the State Media Filing section below.
- RPYEU automatically defines the User Defined fields on the IDGV Variables tab for P2K_CM_GOVT_REGISTRATIONS.
State Media Filing
On the IDGV Variables tab, the ‘W2 State Media Filing’ variable must be defined to indicate if this State is required to produce a W2 File for the State.
The ‘W2 State Media Filing’ values are:
| Value | Description |
|---|---|
| 00 | Not required to file magnetic media to the State |
| 01 | Include State Code RS Records in the Federal file. Users can send the federal file to the State. If the State file layout is conforming to the standard federal SSA Code RS format and the State accepts a copy of the federal file that includes the Code RW records, users should set the ‘W2 State Media Filing’ variable to '01'. When the RPYEU process is run, the State Code RS record will automatically be generated in the federal file. Users only need to send a copy of the federal file to the State. |
| 02 | State requires its own file, do not include other State information in the State file. *If the State does not accept other States' information in their State File, users should set the 'W2 State Media Filing' variable to '02'. *Users should run RPYEU one State at a time and set the 'Media Format' to ‘State File Format’. *If the State has its own specific State file layout, RPYEU will generate the State file in the specific file layout, otherwise the generic Federal Code RS format layout is used. *If the State requires its own State file layout, please check with High Line for a list of States that are supported by RPYEU. |
Local Level
A County Tax Jurisdiction must be defined for each County on IDGV with the ‘Local Registration’ in order for the County tax to be reported.
A City Tax Jurisdiction must be defined for each County on IDGV with the ‘Local Registration’ in order for the City tax to be reported.
When users are defining the ‘Local Registration’, users should also set up the ‘Variables’ tab. See the Local Media Filing section below.
State Media for Local Filing
On IDGV, Variables tab, the 'W2 State Media Filing' variable can be defined (optional)to indicate if this Local requires to be filed with magnetic media on a W2 file.
- W2 STATE MEDIA FILING
- W2 TAX TYPE CODE
- W2 TAXING ENTITY
The ‘W2 State Media Filing’ values are:
| Value | Description |
|---|---|
| 00 | Not Required to file magnetic media. |
| 01 | Include Local Federal Code RS records in the Federal File format If the Local information is to be reported along with the Federal Code RS information, users should set the ‘W2 State Media Filing’ variable to ‘01’ for this local. When RPYEU is run, the State Information Code RS record will be generated along with the Local information. |
| 02 | Include Local State Code RS record in the State File format. If the Local information is to be reported along with the State Code RS information, users should set the ‘W2 State Media Filing’ variable to‘02’ for this local. When RPYEU is run, the State Code RS record will be generated along with the Local information. |
| 03 | Local requires its own File, do not include other Local information in the File If the Local requires its own format, users should set the ‘W2 State Media Filing’ variable to ‘03’ for this local. When RPYEU is run and a user selects to generate the ‘Local File format’, users must also select the specific City or County, then the Local file format will be generated. **NOTE: this feature requires specific program logic for each Local. Please check with High Line to ensure the local is supported by RPYEU. |
If 'W2 State Media Filing' is defined for a Local, then the IDGV Variables tab must also be set up for:
W2 TAX TYPE CODE - to contain one of the following values:
- C – City Income Tax
- D – County Income Tax
- E – School District Income Tax
W2 TAXING ENTITY - to define the Taxing Entity Code for each local: Example:
- Ohio Cleveland would be ‘200’. Refer to Cleveland filing requirement
- Indiana would be defined with County Code provided by Indiana
School Level
The ‘School Registration’ must be defined on IDGV for each School District in order for the school tax to be reported.
When the ‘School Registration’ is defined, the IDGV Variables tab must be set up with:
- W2 STATE MEDIA FILING
- W2 TAX TYPE CODE
- W2 TAXING ENTITY
State Media for School District Filing
The ‘W2 State Media Filing’ values are:
| Value | Description |
|---|---|
| 00 | Not Required to file magnetic media |
| 01 | Include School Code RS records in the Federal File format. If the School information is to be reported along with the Federal Code RS information, users should set the ‘W2 State Media Filing’ variable to‘01’ for this local. When RPYEU is run, the State Code RS records will be generated along with the School information. |
| 02 | Include School Code RS records in the State File format. If the School information is to be reported along with the State Code RS information, users should set the ‘W2 State Media Filing’ variable to ‘02’ for this local. When RPYEU is run, the State Information Code RS record will be generated along with the School information. |
| 03 | School requires its own File, do not include other Local Information in the file. If the School requires its own format, users should set the ‘W2 State Media Filing’ variable to ‘03’ for this local. *NOTE: This feature requires specific program logic for each school. Please check with High Line to ensure this local is supported by RPYEU. |
When ‘W2 State Media Filing’ is defined for a School, the IDGV Variables Tab must also be set up with:
- W2 TAX TYPE CODE with E – School District Income Tax
- W2 TAXING ENTITY with the five character School District code
IDGV – Define State SUI Registrations for Quarterly Filing#
When running RPYEU with the Calendar Type defined as ‘Q’ for a quarter, each State must set up with ‘US SUI Regist’. The last digit of ‘US SUI Regist’ Registration type must match the last digit of ‘US State Regist’ Registration type.Example:
If Registration Type is defined as ‘US State Regist 1’, then:
- SUI Registration Type must be US SUI REGIST 1
If Registration Type is defined as ‘US State Regist 2’, then:
- SUI Registration Type must be US SUI REGIST 2
According to each state’s quarterly filing format, some States may require to submit Taxes Due, Previous Underpayment etc. For each quarter, users must define the IDGV Variables tab for these quarterly amounts with the proper ‘US SUI Regist’ prior to running RPYEU.
IDFD – Define Form Code#
- After loading the IDFD form codes from the starter scripts, users must set up the current year Form Code Field Variables on IDFDV for the EFW2 format.
IDFD – Starter Scripts#
When users are installing the US Year End software, a seed data script is executed to load in the current year IDFD Form Code and Seed Data.This script can be run multiple times and performs the following:
- If the current year Form Code does not exist, the script loads all of the new identifiers
- If the current year Form Code already exists, the script will update the existing Form Code Identifiers from IDFD and leaves your organization's IDFDV set up untouched for existing Identifiers.
- If the current year Form Code Identifiers does not exist, the script will insert new identifier. Users should then set up the content on IDFDV for the new identifier.
IDFD – Store Option#
The current year IDFD Form Code provides the ‘Store Option’ starting from Seq# 2000 in order for RPYEU to store the Employer Name / Addresses, the Employee Name / Addresses and the Amounts of the Seq# in the Government Remittance Tables.
Users must run RPYEU with the new IDFD Form Code or users can run a copy of this Form Code that has the ‘Store Option’ set up to store the Addresses and the Amounts in the Government Remittance Tables.
Any prior year’s Form Codes do not supply this option and therefore will not turn on the store feature for RPYEU.
Any prior year’s Form Codes do not supply this option and therefore will not turn on the store feature for RPYEU.
IDFDV – Copy Last Year’s Definition to Current Year#
After the current year script is loaded, users can copy the IDFDV Variable definition from the last year to current year using the COPY button on IDFDV as follows:- On IDFDV, select last year’s Form Code
- Press the COPY FORM DEFINITION button
- The Copying dialog box is displayed. Enter the current year New Form Code
- Set the 'Copy Definition with Variables' toggle to ON. This will copy the variables set up from the previous year to the current year for the same Field Identifier name.
IDFDV – Form Definition Variables#
NOTE: Fields marked with an asterisk (*) are mandatory.
IDFD FORM: HL$US-W2-20YY - system supplied
IDFD FORM TYPE: US W2 EFW2 - defines the W2 definition for EFW2 filing format
- Form Code ‘HL$US-W2-2019’ Identifiers
| Seq # | Field Identifier | Description | Suggested Field Source | Suggested Variable |
|---|---|---|---|---|
| 1000 | * SUB-ER-EIN | Submitter’s Employer EIN | Constant | 9 character EIN |
| 1010 | * SUB-USER-ID | Submitter User Identification | Constant | 8 character User ID assigned to the employee who is attesting to the accuracy of the file |
| 1020 | SUB-RESUB-IND | Resubmitt Indicator | Constant | Enter 1 if file is resubmitted, otherwise 0 |
| 1030 | SUB-RESUB-WFID | Resubmitt SSA WFID from notice | Constant | If resubmitted, enter SSA WFID from notice |
| 1035 | SUB-VENDOR | Software Vendor Code | Constant | Enter your company data |
| 1040 | SUB-SOFTWARE | Submitter Software Code | Constant | Enter your company data |
| 1050 | SUB-COMP-NAME | Company Name receive EFW2 | Constant | Enter Company name who receives EFW2 |
| 1060 | SUB-COMP-LOCN | Company Location Address | Constant | Enter company’s location address such as Attention, Suite, Room # etc |
| 1070 | SUB-COMP-DELIV | Company Delivery Address | Constant | Enter company’s delivery address such as Street or Post Office Box |
| 1080 | SUB-COMP-CITY | Company’s City | Constant | Enter company’s city |
| 1090 | SUB-COMP-STATE | Company’s State Abbrev | Constant | Enter company’s State Abbreviation |
| 1100 | SUB-COMP-ZIP | Company’s ZIP Code | Constant | Enter company’s ZIP code |
| 1110 | SUB-COMP-ZIP-EXT | Company’s ZIP Code Extension | Constant | Enter company’s ZIP code extension |
| 1120 | SUB-COMP-F-STATE | Company’s foreign State/province | Constant | Enter company’s foreign State/Province |
| 1130 | SUB-COMP-F-POST | Company’s foreign postal code | Constant | Enter company’s foreign postal code |
| 1140 | SUB-COMP-COUNTRY | Company’s country if applicable | Constant | Enter company’s Country if applicable |
| 1150 | * SUB-SUBM-NAME | Submitter Organization Name | Constant | Organization Name to receive unprocessed data |
| 1160 | * SUB-SUBM-LOCN | Submitter Location Address | Constant | Enter submitter location address such as Attention, Suite, Room # etc |
| 1170 | * SUB-SUBM-DELIV | Submitter Delivery Address | Constant | Enter submitter delivery address such as Street or Post Office Box |
| 1180 | * SUB-SUBM-CITY | Submitter City | Constant | Enter submitter city |
| 1190 | * SUB-SUBM-STATE | Submitter State Abbrev | Constant | Enter submitter State Abbreviation |
| 1200 | * SUB-SUBM-ZIP | Submitter ZIP Code | Constant | Enter submitter ZIP code |
| 1210 | SUB-SUBM-ZIP-EXT | Submitter ZIP Code Extension | Constant | Enter submitter ZIP code extension |
| 1220 | SUB-SUBM-F-STATE | Submitter foreign State/province | Constant | Enter submitter foreign State/Province |
| 1230 | SUB-SUBM-F-POST | Submitter foreign postal code | Constant | Enter submitter foreign postal code |
| 1240 | SUB-SUBM-COUNTRY | Submitter country if applicable | Constant | Enter submitter Country, if applicable |
| 1250 | * SUB-CONT-NAME | Contact name for SSA | Constant | Enter your company data |
| 1260 | * SUB-CONT-TEL | Contact telephone # for SSA | Constant | Enter your company data |
| 1270 | SUB-CONT-TEL-EXT | Contact telephone extension | Constant | Enter your company data |
| 1280 | * SUB-CONT-EMAIL | Contact e-mail address for SSA | Constant | Enter your company data |
| 1290 | SUB-CONT-FAX | Contact FAX phone # for SSA | Constant | Enter your company data |
| 1300 | SUB-CONT-METH | Preferred Contact method | Constant | MUST be BLANK |
| 1310 | SUB-PREPARER | Preparer Code | Constant | Enter your company data |
| 1480 | SUB-3RD-PARTY-SICK | Third-Party Sick Pay Indicator | Constant | Enter your company data |
| 1490 | SUB-3RD-PARTY-TAX | Income Tax Withheld by 3rd Party | Constant | Enter your company data |
| 1500 | W2-ER-AGENT-IND | Agent Indicator Code | Constant | Enter appropriate code, if applicable |
| 1510 | W2-ER-FOR-EIN | Agent for which EIN | Constant | If you are an agent, enter the EIN for which you are an agent for |
| 1520 | W2-ER-TERM-BUS | Terminating business indicator | Constant | Enter appropriate code from SSA |
| 1530 | W2-ER-ESTAB | Establishment Number | Constant | Further identify within EIN |
| 1540 | W2-ER-OTHER-EIN | Other EIN | Constant | Other EIN used |
| 2000 | * W2-ER-EIN | Employer Identification Number | Data Base Column | DGV.GOVT_REGIST_NUMBER |
| 2010 | * W2-ER-NAME | Employer Name | Data Base Column | DED.ENTITY_NAME |
| 2020 | W2-ER-LOCN-ADDR | Employer Location Address | Constant | Employer’s location address such as Attention, Suite, Room # etc. DLN.ADDRESS_LINE_2 or DLN.MAIL_ADDRESS_LINE_2 Enter the word MAIL or blank To use Primary address, leave this blank To use Mailing address, enter the word MAIL System will derive the complete primary or mailing address and store in the Address Identifiers. |
| 2030 | W2-ER-DELIV-ADDR | Employer Delivery Address | Constant | Employer’s delivery address such as Street or Post Office Box DLN.ADDRESS_LINE_1 or DLN.MAIL_ADDRESS_LINE_1 Enter blank, system derived |
| 2040 | W2-ER-CITY | Employer City | Constant | Employer’s city DLN.LOCALITY or DLN.MAIL_LOCALITY Enter blank, system derived |
| 2050 | W2-ER-STATE | Employer State Abbrev | Constant | Employer’s State abbreviation DSP.STATE_PROVINCE_CODE Enter blank, system derived |
| 2060 | W2-ER-ZIP | Employer ZIP Code | Constant | Employer’s ZIP Code DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL Enter blank, system derived |
| 2070 | W2-ER-ZIP-EXT | Employer ZIP Extension | Constant | Employer’s ZIP Code DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL Enter blank, system derived |
| 2080 | W2-ER-F-STATE | Employer foreign State/province | Constant | Employer foreign state/province or Constant Enter the word NAME or blank |
| 2090 | W2-ER-F-POSTAL | Employer foreign postal code | Constant | Enter Employer foreign postal code or Constant |
| 2100 | W2-ER-COUNTRY | Employer country if applicable | Constant | Enter Employer country Enter blank, system derived |
| 2105 | W2-ER-F-COUNTRY | Employer foreign country | Constant | Enter the word NAME, ISO or blank |
| 2110 | W2-ER-TAX-JURIS | Tax Jurisdiction Code | Constant | Enter appropriate code or null |
| 2120 | W2-KIND-OF-EMPLOYER | Kind of Employer | Constant | Enter appropriate code or null F-Federal Government; S_State/Local Government;T-Tax Exempt Employer; Y-State/Local Tax Exempt Employer; N-None of the above |
| 2130 | W2-ER-CTAC-NAME | Contact Name | Constant | Enter appropriate code or null |
| 2140 | W2-ER-CTAC-PHONE | Contact Phone | Constant | Enter appropriate code or null |
| 2150 | W2-ER-CTAC-EXT | Contact Extension Code | Constant | Enter appropriate code or null |
| 2160 | Tax Jurisdiction Code | Contact Fax | Constant | Enter appropriate code or null |
| 2170 | W2-ER-CTAC-EMAIL | Contact eMail | Constant | Enter appropriate code or null |
| 2500 | W2-EE-SSN | Employee Social Security Number | Data Base Column | EID.GOVERNMENT_CODE |
| 2510 | W2-EE-FIRST-NAME | Employee First Name | Data Base Column | EID.FIRST_NAME |
| 2520 | W2-EE-MIDDLE | Employee Middle Name | Data Base Column | EID.MIDDLE_NAME |
| 2530 | W2-EE-LAST-NAME | Employee Last Name | Data Base Column | EID.LAST_NAME |
| 2540 | W2-EE-SUFFIX | Employee Suffix Name | Data Base Column | EID.RANK with derivation expression Decode(~,’01’,’JR’,’02’,’SR’,NULL) |
| 2600 | W2-EE-LOCN-ADDR | Employee Location Address | Constant | Employee’s location address such as Attention, Suite, Room # etc EPS.ADDRESS_LINE_2 EPS.MAIL_ADDRESS_LINE_2 Enter the word MAIL or blank To use Primary address, leave this blank. To use Mailing address, enter the word MAIL. System will derive the complete primary or mailing address and store in the Address Identifiers. |
| 2610 | W2-EE-DELIV-ADDR | Employee Delivery Address | Constant | Employee’s delivery address such as Street or Post Office Box EPS.ADDRESS_LINE_2 or EPS.MAIL_ADDRESS_LINE_2 Enter blank, system derived |
| 2620 | W2-EE-CITY | Employee City | Constant | Employee’s city EPS.LOCALITY or EPS.MAIL_LOCALITY Enter blank, system derived |
| 2630 | W2-EE-STATE | Employee State Abbrev | Constant | Employee’s State abbreviation DSP.STATE_PROVINCE_CODE Enter blank, system derived |
| 2640 | W2-EE-ZIP | Employee ZIP Code | Constant | Employee’s ZIP Code EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL Enter blank, system derived |
| 2650 | W2-EE-ZIP-EXT | Employee ZIP Extension | Constant | Enter employee’s ZIP Code EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL Use derivation expression substr(~,6) for ZIP extension |
| 2660 | W2-EE-F-STATE | Employee foreign State/province | Constant | Employee foreign state/province or Constant Enter the word NAME or blank |
| 2670 | W2-EE-F-POSTAL | Employee foreign postal code | Constant | Employee foreign postal code Enter blank, system derived |
| 2680 | W2-EE-COUNTRY | Employee country if applicable | Constant | Enter Employee country Enter blank, system derived |
| 2685 | W2-EE-F-COUNTRY | Employer foreign country | Constant | Enter the word NAME or the word ISO or blank |
| 2800 | W2-CONTROL-PRT | Print Control Number on Form | Constant | Null, 0 – Do not print Control Number on W2 Form 1 - Print Control Number as defined in W2-CONTROL-NUM Identifier 2 - Print Control Number as defined from RPYEU ‘Sort Level By’ prompt 3 - Print W2-CONTROL-NUM Identifier and Person Code 4 - Print ‘Sort Level By’ prompt and Person Code 5 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier 6 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier and Person Code |
| 2810 | W2-CONTROL-NUM | Control Number on Form | Data Base Column | Enter your company data |
| 2880 | W2-BY-E-FORM | W2 By Electronic Form | Constant | Leave this blank. The system will determine if the employee is receiving electronic version of W2 form |
| 2900 | W2-EXCLUDE-EE | Exclude Employee | Data Base Column | Enter your company data |
| 3000 | W2-FIT-WAGE | Wages, Tips, Other Compensation | Element | W2-BOX-01 |
| 3010 | W2-FIT-TAX | Federal Income Tax Withheld | Element | W2-BOX-02 |
| 3020 | W2-SSN-WAGE | Social Security Wages | Element | W2-BOX-03 Derivation expression LEAST(~,113700.00) may be used for year 2013 max System verify Box 3 + Box 7 does not exceed annual max, otherwise issue message |
| 3030 | W2-SSN-TAX | Social Security Tax Withheld | Element | W2-BOX-04 Derivation expression LEAST(~,7049.40)may be used for year 2013 max |
| 3040 | W2-MEDI-WAGE | Medicare Wages and Tips | Element | W2-BOX-05 |
| 3050 | W2-MEDI-TAX | Medicare Tax Withheld | Element | W2-BOX-06 |
| 3060 | W2-SSN-TIP | Social Security Tips | Element | W2-BOX-07 |
| 3061 | W2-MAPFML | Employee contribution for Paid Family and Medical Leave | Element | Enter your company data |
| 3070 | W2-ALLOC-TIP | Allocated Tips | Element | W2-BOX-08 |
| 3080 | W2-EIC | Advanced EIC Credit | Element | W2-BOX-09 |
| 3090 | W2-DEP-CARE | Dependent Care Benefit | Element | W2-BOX-10 |
| 3100 | W2-NQUAL | Non Qualified Plans | Element | W2-BOX-11 |
| 3102 | W2-NQUAL-457 | Non Qualified Plans Sect 457 | Element | W2-BOX-11-457 |
| 3104 | W2-NQUAL-N457 | Non Qualified Plans Not Sect 457 | Element | W2-BOX-11-N457 |
| 4000 | W2-CODE-A | Uncollect SSA/RRTA tax on tips | Pay Component | Enter your company data |
| 4010 | W2-CODE-B | Uncollect Medicare tax on tips | Pay Component | Enter your company data |
| 4020 | W2-CODE-C | Group Term Life Ins > 50000 | Pay Component | Enter your company data |
| 4030 | W2-CODE-D | Deferred 401(k) cash | Pay Component | Enter your company data |
| 4040 | W2-CODE-E | Deferred 401(b) Salary reduction | Pay Component | Enter your company data |
| 4050 | W2-CODE-F | Deferred 408(k)(6) Salary reduct | Pay Component | Enter your company data |
| 4060 | W2-CODE-G | Deferred 457(b) compensation | Pay Component | Enter your company data |
| 4070 | W2-CODE-H | Deferred 501(c)18(D) tax exempt | Pay Component | Enter your company data |
| 4080 | W2-CODE-J | Non taxable sick pay | Pay Component | Enter your company data |
| 4090 | W2-CODE-K | 20% excise parachute payment | Pay Component | Enter your company data |
| 4100 | W2-CODE-L | Employee business expense reimburse | Pay Component | Enter your company data |
| 4110 | W2-CODE-M | Uncollect SSA/RRTA group ins | Pay Component | Enter your company data |
| 4120 | W2-CODE-N | Uncollect medicare group ins | Pay Component | Enter your company data |
| 4130 | W2-CODE-P | Moving expense | Pay Component | Enter your company data |
| 4140 | W2-CODE-Q | Nontaxable combat pay | Pay Component | Enter your company data (obsoleted since Tax Year 2012) |
| 4150 | W2-CODE-R | Employer Contributions to MSA | Pay Component | Enter your company data |
| 4160 | W2-CODE-S | Salary reduction to 408(p) | Pay Component | Enter your company data |
| 4170 | W2-CODE-T | Adoption benefits | Pay Component | Enter your company data |
| 4180 | W2-CODE-V | Income of nonstat stock opt | Pay Component | Enter your company data |
| 4190 | W2-CODE-W | ER Contributions Health Saving Account | Pay Component | Enter your company data |
| 4200 | W2-CODE-Y | Deferrals 409A Nonqual plan | Pay Component | Enter your company data |
| 4210 | W2-CODE-Z | Income 409A Nonqual plan | Pay Component | Enter your company data |
| 4220 | W2-CODE-AA | Roth Contributions 401(k) | Pay Component | Enter your company data |
| 4230 | W2-CODE-BB | Roth Contributions 403(b) | Pay Component | Enter your company data |
| 4240 | W2-CODE-CC | HIRE Act Wages | Pay Component | Enter your company data |
| 4250 | W2-CODE-DD | ER sponsored Health Coverage | Pay Component | Enter your company data |
| 4260 | W2-CODE-EE | Designated Roth Contributions 457(b) | Pay Component | Enter your company data |
| 4270 | W2-CODE-FF | Permitted benefits under a qualified small employer health reimbursement arrangement | Pay Component | Enter your company data |
| 4280 | W2-CODE-GG | Income from qualified equity grants | Pay Component | Enter your company data |
| 4290 | W2-CODE-HH | Aggregate deferrals | Pay Component | Enter your company data |
The values from W2-OTHER-01 to W2-OTHER-20 are printed on W2 Form Box 14.
| Seq # | Field Identifier | Description | Suggested Field Source | Suggested Variable |
|---|---|---|---|---|
| 5010 | W2-OTHER-01 | Your company description | Pay Component | Enter your company data |
| 50nn | W2-OTHER-nn | Your company description | Pay Component | Enter your company data |
| 5190 | W2-OTHER-20 | Your company description | Pay Component | Enter your company data |
| 5100 | W2-FLI-AMOUNT | Family Insurance Amount | Pay Component | Enter your company data |
Please enter Box 14 Description in the Prompt field in format of 14-xxxxxxx.
The values from W2-USER-01 to W2-USER-20 are used by CLIENTS only, the values are not printed on the W2 form or file. These identifiers are used to obtain amounts to show on the RPYEU Summary report. Example: 125 plan, 401 plan, benefit amounts, or employer portion of certain employee contribution etc.
| Seq # | Field Identifier | Description | Suggested Field Source | Suggested Variable |
|---|---|---|---|---|
| 5500 | W2-USER-01 | Your company description | Pay Component | Enter your company data |
| 55nn | W2-USER-nn | Your company description | Pay Component | Enter your company data |
| 5690 | W2-USER-20 | Your company description | Pay Component | Enter your company data |
The values from W2-HL-01 to W2-HL-10 are used by High Line only. These identifiers are used to obtain amounts to show on RPYEU Summary report or for other purposes. These are reserved areas for High Line to define additional new variables that are not available or defined when the programming is done. If needed, High Line will give instructions for users to set these up.
| Seq # | Field Identifier | Description | Suggested Field Source | Suggested Variable |
|---|---|---|---|---|
| 5700 | W2-HL-01 | High Line defined description | Pay Component | Enter your company data |
| 57nn | High Line defined description | Pay Component | Enter your company data | |
| 5790 | High Line defined description | Pay Component | Enter your company data | |
| 6000 | W2-STAT-EE | Statutory employee | Statistics | Enter your company data |
| 6020 | W2-RETIRE-PLAN | Retirement plan employee | Statistics | Enter your company data |
| 6060 | W2-3PARTY-SICK | Third-party sick pay | Statistics | Enter your company data |
| 6500 | W2-SCHL-WAGE | School Taxable Wages | Element | W2-SCHL-WAGE |
| 6510 | W2-SCHL-TAX | School Tax | Element | W2-SCHL-TAX |
| 7000 | W2-STATE-CODE | State Code | Data Base Column | DSP.STATE_PROVINCE_CODE |
| 7010 | W2-STATE-REGIST | State Registration I.D. No | Data Base Column | DGV.GOVT_REGIST_NUMBER |
| 7015 | W2-ST-REG-OTHER | Statre Other Registration Number | Constant | Enter your company data |
| 7020 | W2-ST-WAGE-HOME | State Wages and Tips (Home State) | Element | W2-STATE-WAGE-H |
| 7030 | W2-ST-WAGE-WORK | State Wages and Tips (Work State) | Element | W2-STATE-WAGE-W |
| 7040 | W2-ST-TAX-HOME | State Income Tax (Home State) | Element | W2-STATE-TAX-H |
| 7050 | W2-ST-TAX-WORK | State Income Tax (Work State) | Element | W2-STATE-TAX-W |
| 7200 | W2-SUI-WAGE-EE | State SUI Wages (Employee) | Element | W2-SUI-WAGE-EE |
| 7210 | W2-SUI-WAGE-ER | State SUI Wages (Employer) | Element | W2-SUI-WAGE-ER |
| 7220 | W2-SUI-TAX-EE | State SUI Tax (Employee contribution) | Element | W2-SUI-TAX-EE |
| 7230 | W2-SUI-TAX-ER | State SUI Tax (Employer contribution) | Element | W2-SUI-TAX-ER |
| 7240 | W2-SDI-WAGE-EE | State SDI Wages (Employee) | Element | W2-SDI-WAGE-EE |
| 7250 | W2-SDI-WAGE-ER | State SDI Wages (Employer) | Element | W2-SDI-WAGE-ER |
| 7260 | W2-SDI-TAX-EE | State SDI Tax (Employee contribution) | Element | W2-SDI-TAX-EE |
| 7270 | W2-SDI-TAX-ER | State SDI Tax (Employer contribution) | Element | W2-SDI-TAX-ER |
| 7280 | W2-SUI-HRS-WRK | SUI Hours Worked | Element | W2-SUI-HRS-WORK |
| 7285 | W2-SUI-WK-WRK | SUI Weeks Worked (From User) | Element | W2-SUI-WK-WORK |
| 7290 | W2-SUI-WEEKS-WRK | SUI Weeks Worked (Derived) | Not specified | System Derived, no need to set up |
| 7300 | W2-SUI-TAXABLE-WAGES | SUI Taxable Wages | Not specified | System Derived, no need to set up |
| 7310 | W2-SUI-EXCESS-WAGES | SUI Excess Wages | Not specified | System Derived, no need to set up |
| 7320 | W2-SUI-MTH1-WORK | SUI Worked on 12th day of mth 1 | Not specified | System Derived, no need to set up |
| 7330 | W2-SUI-MTH2-WORK | SUI Worked on 12th day of mth 2 | Not specified | System Derived, no need to set up |
| 7340 | W2-SUI-MTH3-WORK | SUI Worked on 12th day of mth 3 | Not specified | System Derived, no need to set up |
| 7500 | W2-TIP-WAGE-WORK | Work State Tips Wages | Element | Tips Wages for each State |
| 7510 | W2-ST-TIP-WORK | Work State Tips | Pay Component | Tips for each State |
| 7600 | W2-WC-WORK | Workers Compensation Contribution | Element | W2-WC-WORK |
| 8000 | W2-CNTY-NAME | County Name | Data Base Column | DCN.COUNTY_NAME |
| 8010 | W2-CN-WAGE-HOME | County Wages (Home County) | Element | W2-CNTY-WAGE-H |
| 8020 | W2-CN-WAGE-WORK | County Wages (Work County) | Element | W2-CNTY-WAGE-W |
| 8030 | W2-CN-TAX-HOME | County Tax (Home County) | Element | W2-CNTY-TAX-H |
| 8040 | W2-CN-TAX-WORK | County Tax (Work County) | Element | W2-CNTY-TAX-W |
| 8500 | W2-CITY-NAME | City Name | Data Base Column | DTX.JURISDICTION_NAME |
| 8510 | W2-CI-WAGE-HOME | City Wages (Home City) | Element | W2-CITY-WAGE-H |
| 8520 | W2-CI-WAGE-WORK | City Wages (Work City) | Element | W2-CITY-WAGE-W |
| 8530 | W2-CI-TAX-HOME | City Tax (Home City) | Element | W2-CITY-TAX-H |
| 8540 | W2-CI-TAX-WORK | City Tax (Work City) | Element | W2-CITY-TAX-W |
For California SDI reporting, there are two options to print SDI on W2 forms:
- For California, if the IDFDV W2-SDI-TAX-EE Identifier (Seq 7260) is not zero, then Box 19 will print the employee SDI contribution and Box 20 will print the description ‘CASDI’ (This option is only available to clients who are running the W2 report in Oracle, it is not available to clients running W2 in the Windard platform).
- For California, if the IDFDV W2-SDI-TAX-EE Identifier (Seq 7260) is not set up, Box 14 can be set up to print ‘CASDI’ and the SDI amount.
IDFDV – Employer Primary Address and Mailing Address#
- In order to use the Employer Primary Address, Identifiers 2020 – 2070 do not need to be set up. Leave these Identifiers blank and the system will use the Primary Address as the default
- In order to use the Employer Mailing Address, the following Identifiers need to be defined:
| Seq # | Field Identifier | Description | Field Variable |
|---|---|---|---|
| 2020 | W2-ER-LOCN-ADDR | Employer Location Address | |
| 2030 | W2-ER-DELIV-ADDR | Employer Delivery Address | blank |
| 2040 | W2-ER-CITY | Employer City | blank |
| 2050 | W2-ER-STATE | Employer State Abbrev | blank |
| 2060 | W2-ER-ZIP | Employer Zip Code | blank |
| 2070 | W2-ER-ZIP-EXT | Employer Zip Code Extension | blank |
| 2100 | W2-ER-COUNTRY | Employer country | blank |
- The Reference Text field will guide the set up of each Address Identifier.
- If the mailing address is not defined for the employer on IDLN or IDEN location field, the IDLN primary address will be used.
- If the user has previous Address set up prior to 2006 and if the word ‘MAIL’ is defined, the mailing address will be used, otherwise the primary address will be used.
Foreign Country Primary and Mailing Address set up:
| Seq # | Field Identifier | Description | Field Variable |
|---|---|---|---|
| 2080 | W2-ER-F-STATE | Employer foreign State Abbrev | Blank or enter the word NAME If ‘NAME’ is entered, the State name is used, otherwise the State code is used This foreign state description is printed on W2 and reported on EFW2 file |
| 2090 | W2-ER-F-POSTAL | Employer foreign postal Code | Blank |
| 2105 | W2-ER-F-COUNTRY | Employer foreign country | Blank or enter the word NAME, or ISO If ‘NAME’ is entered, the Country name is used If ‘ISO’ is entered, the ISO Country code from IDCO UDF ‘ISO COUNTRY CODE’ is used, otherwise the IDCO Country code is used. |
IDFDV – Employee Primary Address and Mailing Address#
- In order to use the Primary Address, Identifiers 2600 – 2650 do not need to be set up. Leave these Identifiers blank and the system will use the Primary Address as default
- In order to use the Mailing Address, the following Identifiers need to be defined:
| Seq # | Field Identifier | Description | Field Variable |
|---|---|---|---|
| 2600 | W2-EE-LOCN-ADDR | Employer Location Address | |
| 2610 | W2-EE-DELIV-ADDR | Employer Delivery Address | Blank |
| 2620 | W2-EE-CITY | Employer City | Blank |
| 2630 | W2-EE-STATE | Employer State Abbrev | Blank |
| 2640 | W2-EE-ZIP | Employer Zip Code | Blank |
| 2650 | W2-EE-ZIP-EXT | Employer Zip Code Extension | Blank |
| 2680 | W2-EE-COUNTRY | Employer country | Blank |
- The Reference Text field will guide the set up of each Address Identifier.
- If the mailing address for the employee is not defined on IEPI, the primary address on IEPI will be used.
- If the user a has previous Address set up prior to 2006 and if the word ‘MAIL’ is defined, then the mailing address will be used, otherwise the primary address will be used.
Foreign Country Primary and Mailing Address set up:
| Seq # | Field Identifier | Description | Field Variable |
|---|---|---|---|
| 2660 | W2-EE-F-STATE | Employee foreign State Abbrev | Blank or enter the word NAME If ‘NAME’ is entered, the State name is used, otherwise the State code is used This foreign State description is printed on W2 and reported on EFW2 file |
| 2670 | W2-EE-F-POSTAL | Employee foreign postal code | Blank |
| 2685 | W2-EE-F-COUNTRY | Employee foreign country | Blank or enter the word NAME, or ISO If ‘NAME’ is entered, the Country name is used If ‘ISO’ is entered, the ISO Country code from IDCO UDF ‘ISO COUNTRY CODE’ is used, otherwise the IDCO Country code is used. |
