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Jurisdictions

This chapter contains the following topics:

Introduction to Jurisdictions

Entering ‘RA’ Submitter Information

Entering ‘RE’ Employer’s Information

Introduction to Jurisdictions

The Jurisdictions selection enables you to define data used for when processing a formatted W-2 wage file for submitting to the Social Security Administration. Here you define 'RA’ Submitter information and ‘RE’ Employer’s Information that will be part of the formatted W-2 wage file.

You may also enter additional contact information for printing on a W-3. See the 'RA' Contact name, Contact email/Internet, Contact phone number and Contact fax.

If you do not submit a formatted W-2 wage file via upload or print a W-3 form through PBS, you can ignore this chapter.

Entering ‘RA’ Submitter Information

You enter two tabs. One is for 'RA' General information and the other is for 'RA' Details.

Select

Jurisdictions from the Master information menu.

Graphical Mode

The following screen displays:

Character Mode

Enter the following information.

Please select

Select 'RA' submitter's information. In character mode enter 1 to work with ‘RA’ Submitter’s information.

OK or Cancel

Select OK to access the jurisdiction or Cancel to return to the menu.

The ‘RA’ record must be entered first before you can enter the ‘RE’ record.

RA General Tab

Graphical Mode

The following screen displays:

Character Mode

There is only one RA submitter record. You can either enter the full record the first time or edit the record.

Enter the following information:

Employer ID (EIN)

Options 

Enter the submitter's EIN number. It should match the EIN on the external label or use the option.

You can only enter this field if the Employer ID Number [Tax Report ID number] field in the Federal Tax Code has been entered. Enter a legal nine-digit number.

User ID (PIN)

Enter the User Identification Number (PIN) that was assigned to you by the Social Security Administration when you registered to submit your file.

Resub indicator

Select the default of First submission or enter 0 if this file is a new submission. Select Resubmitting or enter 1 if the file is being re-submitted.

Resub wage file ID (WFID)

If you re-submitting and you entered 1 in field 3, enter the Wage File Identification (WFID).

Software code

Select In-house program or enter 98 for a program you created “in-house” or use the default of Off-the-shelf Software or 99 for a program that is “off-the-shelf”.

Company name

Options 

Enter the company name that should receive the annual filing instructions.

Location address

Enter the company's location address. This can be Attention:, Suite number, Room, etc.

Delivery address

Enter the company's address. This is the street or P.O. Box number.

City

Enter the company's city.

State abbr

Enter the company's state code.

Zip code

Enter the company's zip code.

Zip code extension

Enter the company's zip code + 4.

Foreign state/prov

Enter the company's foreign state or province if applicable.

Foreign postal code

Enter the company's foreign postal code.

Country code

Enter the country code or leave it blank.

Leave the field blank if one the following applies:

One of the 50 states of the U.S.A.

District of Columbia

A Military Post Offices (MPO)

AS for American Samoa

GU for Guam

MP for Northern Mariana Islands

PR for Puerto Rico

VI for Virgin Islands

Otherwise, enter the applicable Country Code as stated in the Specifications for Filing Forms Electronically as published by the Social Security Administration.

Make any desired change or select the Enter key to go to the details tab. You will see a tab like the following.

RA Details Tab

Graphical Mode

Character Mode

Continue entering the fields for the RA record. The following fields are the submitter information.

Submitter name

Enter the name of the organization that should be notified of data that cannot be processed.

Location address

Enter the submitter's location address. This can be Attention:, Suite number, Room, etc.

Delivery address

Enter the submitter's address. This is the street or P.O. Box number.

City

Enter the submitter’s city.

State abbr

Enter the submitter's state code.

Zip code

Enter the submitter's zip code.

Zip code extension

Enter the submitter's zip code + 4.

Foreign state/prov

Enter the submitter's foreign state or province if applicable.

Foreign postal code

Enter the submitter’s foreign postal code.

Country code

Enter the country code.

Leave this field blank if one of the following applies:

One 50 states of the U.S.A.

District of Columbia

A Military Post Offices (MPO)

AS for American Samoa

GU for Guam

MP for Northern Mariana Islands

PR for Puerto Rico

VI for Virgin Islands

Otherwise, enter the applicable Country Code as stated in the Specifications for Filing Forms W-2 Electronically publication as published by the Social Security Administration. Go to SSA.gov for more information.

Contact name

Enter the name of the person to be contacted by the SSA concerning processing problems.

When printing a W-3 it uses this field for the Employer's contact person.

Contact email/Internet

Enter the contact's e-mail/Internet address.

When printing a W-3 it uses this field for the Employer's email address.

Contact phone number

Enter the contact's telephone number including area code.

When printing a W-3 it uses this field for the Employer's telephone number.

Contact phone ext.

Enter the contact's telephone extension.

Contact fax

Enter the contact's fax number including area code. Only enter numbers. Dashes, periods or alphanumeric characters are no allowed in the electronic magnetic media file.

When printing a W-3 it uses this field for the Employer's fax number.

Preparer code

Options 

Enter one of the preparer codes that indicate who prepared this file or select the default option.

Software vendor code

This is a display only field and indicates that Passport Software is the software vendor.

Save

To save your entry, click on Save or select Alt+S.

Note the absence of <F3> or Delete button option. You can not delete the ‘RA’ record, you can only change it.

Entering ‘RE’ Employer’s Information

This section explains how to enter the ‘RE’ employer’s information fields. You must first enter the ‘RA’ record before you can enter the ‘RE’ record.

Two tabs are required. You begin by specifying whether you want to work with ‘RE’ General tab or ‘RE’ Details tab.

Select

Jurisdictions from the Master information menu.

The following screen displays:

Graphical Mode

The following screen displays:

Character Mode

Enter the following information.

Please select

Select the jurisdiction type.

Select 'RE' employer's information. In character mode enter 2 to work with ‘RE’ Employer’s information.

The following screen displays:

RE General Tab

Graphical Mode

RE Employer's Information List Box

The list box displays up to 6 existing jurisdictions at a time. You may sort the jurisdictions by the jurisdiction code in ascending or descending order. Only columns with red labels may be sorted. To select a field or change the sort order, click on the column name or the arrow to the right of the column name or use the View options.

To locate a jurisdiction, start typing a jurisdiction code. You may also use the up/down arrows, Page up, Page down, Home and End keys to locate a jurisdiction. The <F1> and <SF1> keys function the same as the up/down arrow keys.

The jurisdictions that display in the list box are available for changes or deletion. The fields for the selected jurisdictions display in the tabs below.

When a jurisdiction is found, you may select the <Enter> key or Edit button to start editing.

Deductions and Earnings Buttons

You may select a button for adding, editing, or deleting a jurisdiction:

Character Mode

From this screen you can work only with existing entries.

Enter the following information:

Jurisdiction code

This field is not available if state jurisdictions are not being used.

Based on the Control information field Show state jurisdiction fields, you may enter multiple jurisdictions. Otherwise you will only be able to enter a federal jurisdiction.

Enter the code for the state jurisdiction. To make it a federal jurisdiction use the option:

Tax year

Enter the reporting year (four digits) for which the W-2 forms are being written. It should match the current tax year. Just before generating the electronic file via Year-end > Magnetic media, you will have a opportunity to change this.

Agent indicator code

Options 

Leave blank or enter one of the following if applicable.

Employer/Agent Empr (EIN)

Options 

Enter the EIN entered on the IRS Form 941 submitted to IRS. If you entered a code in the Agent indicator code field, position 7, enter your Agent EIN.

Agent for EIN

If you entered a 1 in the Agent indicator code field enter the Employer's EIN for which you are an Agent.

Terminating business indicator

Options 

Enter 1 if you have terminated your business during this tax year. Otherwise, enter 0 (zero) or press Enter to use the default.

Establishment number

For multiple RE Records with the same EIN, you may use this field to designate store or factory locations or types of payroll. Enter any combination of blanks, numbers or letters.

Otherwise leave the field blank.

Other EIN

For this tax year, if you submitted an IRS Form 941 or 943 to IRS or W-2 data to SSA, and you used an EIN different from the EIN in Field 3 Employer/Agent Employer Identification Number (EIN), enter the other EIN.

Otherwise leave the field blank.

This does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.

Employer name

Options 

Enter the name associated with the EIN entered in positions 8-16 or use the option. This field is required.

Location address

Enter the employer's location address. This can be Attention:, Suite number, Room, etc. This field is optional.

Delivery address

Enter the employer's address. This is the street or P.O. Box number. This field is required.

City

Enter the employer's city. This field is required.

State abbr

Enter the employer's state. This is required, and must be a valid U.S. Post Office abbreviation for a state or territory.

If it is a Canadian province or other foreign designation, leave blank.

Zip code

Enter the employer's zip code.

For a foreign address, leave blank.

Zip code extension

Enter the employer's four-digit extension of the zip code.

If not applicable, leave the field blank.

Kind of employer

Options 

Enter the option that applies to you. The option entered here will display on the W-3 totals screen after generating the W-2 formatted wage file and after printing W-2s. It also gets written to a field in the formatted W2REPORT wage file. The options are:

Make any desired change or select the Enter key to go to the next tab. The following Details tab displays.

RE Details Tab

Graphical Mode

Character Mode

The following screen displays.

Continue entering the fields for the RE submitter information.

Foreign state/prov

If applicable, enter the employer's foreign state/province.

Otherwise leave the field blank.

Foreign postal code

If applicable, enter the employer's foreign postal code.

Otherwise, leave the field blank.

Country code

Enter the Employer’s country code.

Leave the field blank if one of the following applies:

One of the 50 states of the U.S.A.

District of Columbia

A Military Post Offices (MPO)

AS for American Samoa

GU for Guam

MP for Northern Mariana Islands

PR for Puerto Rico

VI for Virgin Islands

Otherwise, enter the applicable Country Code as stated Specifications for Filing Forms Electronically as published by the Social Security Administration. Search on the www.ssa.gov web site for the current publication.

Employment code

Options 

Enter the appropriate code from one of the following options.

Tax jurisdiction code

Enter the tax jurisdiction code. Leave the field blank or if applicable, enter one of the following:

Third-party sick pay indicator

Options 

Select <Enter> for the default of Non-sick pay indicator or select Sick pay indicator. In character, enter 1 if you are a third-party sick payer creating electronic W-2 form(s) for an insured’s employee(s).

Contact name

Enter the name of the person to be contacted by the SSA concerning the data in your submitted electronic file.

Contact email/Internet

Enter the contact's e-mail/Internet address.

Contact phone number

Enter the contact's telephone number including area code.

Contact phone ext.

Enter the contact's telephone extension.

Contact fax

Enter the contact's fax number including area code. Only enter numbers. Dashes, periods or alphanumeric characters are no allowed in the electronic magnetic media file.

Make any desired change.

Save

To save your entry, click on Save or select Alt+S.

When not using multiple state jurisdictions, note the absence of <F3> in character or access to the Delete button in graphical. You can not delete the ‘RA’ record, you can only change it.

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