This appendix contains the following topics:
Available Fields List Headings
Entering Fields in a Record Format
Employee Data Fields (Type EF)
Employer Data Fields (Type RF)
Jurisdiction RA Fields (Type JA)
Jurisdiction RE Fields (Type JE)
This appendix describes the fields available in state electronic file reports. They are entered using the Magnetic media formats selection (see Magnetic Media Formats chapter). You should become familiar with this selection and its options and with the State Magnetic Media Reports appendix before using this appendix.
For fields used in the printed reports, refer to the preceding appendix.
The following pages list all of the standard fields available for inclusion in your electronic file reports. The list includes the sizes and formats of all available fields, as well as their definitions. You can also define other fields using Define extended fields. See Define Extended Fields
Use this list when you are entering the formats for each of the records of a state electronic file report.
This list has two sections: Employee fields and Employer fields. Each section uses the same headings.
This is an example of a field:
52. Gross wages
|
Type |
Left |
Right |
Neg |
Total |
Special |
|
N |
8 |
2 |
Y |
Y |
Y |
Field Number and Name
Field number and name, means the number and name of the field as shown in the field selection windows in the Record format entry option. Gross wages, from the Employee field list, is shown above as an example.
The row headings are described next.
Type
This is the type of data. A field can be Alphanumeric, Numeric or a Date. Depending on the type, the data in the columns have a few differences:
| • | A = Alphanumeric |
Alphanumeric data is character data. Such a field can consist of alphabetic characters, number characters and special characters such as #, $, %, (, ) and others. The size of alphanumeric fields is given in the Left column.
| • | N = Numeric |
Numeric data can be an integer, a number without decimals, or a decimal number. The size of an integer is given in the Left column. A decimal number has a left length, that is the number of integers, and a right length, that is the number of decimals. These are noted in the Left and Right columns respectively. Usually, a decimal number can also be negative and if so, this is noted by Y in the Neg column.
The total length of a decimal number is the sum of the numbers shown in the Left and Right columns, plus one if the number can be negative. No allowance is made for punctuation of integers or decimals, use of commas and the decimal point, because all amount fields in electronic file reports are reported without commas or decimal points. The integer number 1,234 is reported as 1234. The decimal number 1,234.56 is reported as 123456.
| • | D = Date |
Date fields are reported in the format MMDDYY. They are reported without any punctuation. Thus, the date 03/31/15 is written as 033115. Such date fields are always six characters wide.
The PBS Payroll module knows about the maximum field sizes computed as described above. These maximum field sizes are the sizes of fields internal to the Payroll module. States are not aware of these internal maximum sizes when they issue their specifications for electronic file reporting. Thus, the internal size of a field and the space allocated for it in state agency specifications do not usually match.
When a field is entered in a record format, the beginning and ending position for the field is entered, based on the state agency’s specification. This defines the space into which the data for a field is transferred when reporting to the state agency. Because the internal size of a field does not match the space allocated for it per the state agency’s specifications, there are rules by which the data for a field is transferred from its internal form to the space allocated for it. These rules are described below.
Left
The number in this column is either the complete length of an alphanumeric field, or the length of an integer, or the length of the integer portion of a decimal number. Whole date fields are always six characters in length.
Right
This column gives the length of the decimal portion of a decimal number.
Neg
This column notes whether or not a numeric field can be negative in the payroll database. If the entry in this column is blank, the field cannot be negative. If Y, the field can be negative.
Total
This column notes whether a field can be accumulated into total fields. For example, an electronic file report might contain the Gross wages field, which has Y in this column. When this field is specified in an Employee record, the employee’s gross wages are reported. When this field is specified in an Intermediate header or total record, the intermediate total of employee gross wages is reported. Similarly, this field reports the group total for employee gross wages or the file total for employee gross wages when appearing in group, header or total, or file, header or total, records.
|
Note |
The Right, Neg and Total columns do not apply to alphanumerics and dates. |
Special
This column indicates whether or not special data entry applies to this field. An example of this is Text. This field allows constant values inserted into the electronic file report when the format is entered. Up to 40 characters of text can be entered for each instance of a text field in a report format. Each text field is entered as a special data entry.
This section gives the rules for reporting the information for fields specified in an electronic file report format.
Report formats control what fields are to be reported and where they are to be reported.
The field lists that follow provide information which shows the actual sizes of fields as known by the Passport Business Solutions Payroll module.
The following definitions help in understanding the remainder of this appendix:
A data field is the source field whose value can be transferred to a report field, defined next, by the electronic file reporting programs. The type, size and source of all data fields are known by the electronic file format entry and reporting programs. The information that is known for each data field is shown below in the field lists.
When entered in report formats, the space allocated for a data field is defined by beginning and ending positions. This means that a data field’s actual size can be smaller than the space allocated for it, the same or larger than the space allocated for it. The space allocated for a data field in a report format is called the report field. In addition to its space allocation, the report format also specifies additional information about the report field, such as the number of decimals to report.
The following rules are followed for loading a data field into its corresponding report field.
When specifying an alphanumeric field, its justification and fill requirements are also specified.
If the report field is left justified, the data field is transferred from the left, starting with the first non-blank character. If the data field is larger than the report field, after dropping leading spaces, the data is truncated on the right.
| XXX| is transferred as |XXX |
If the report field is right justified, the data field is transferred into the report field from the right, starting with the first non-blank character on the right. If the data field is larger than the space allocated for it, after dropping trailing spaces, it is truncated on the left. In this case, the report field is filled with spaces or zeros on the left as directed by the format.
|XXX | is transferred as | XXX|(space filled) or (000XXX)(zero filled)
A decimal number is transferred by aligning the decimal point of the data field to the decimal point of the report field. The decimal point in the data field is determined by the Right length. The decimal point in the report field is determined by the number of decimals, as specified during format entry. In the Record formats option of the Magnetic media formats selection, a decimal field allows the number of Decimals entered. This is the number of decimals to show in the report.
For example, when 1234.56 in a data field is transferred to the report field 999999.999, the result is 001234.560.
The decimal point is shown for clarification in this example, but does not actually appear in the report field since numbers are reported without punctuation in an electronic report file.
An integer field is transferred in the same way as the integer portion of a decimal field.
For example, when 1234 in a data field is transferred to the report field 999999, the result is 001234.
|
Note |
The integer part of a numeric data field is truncated on the left if it is too large for the integer part of the report field. The decimal part of a numeric data field is truncated on the right if it is too large for the decimal part of the report field. |
A date field is transferred in the same manner as an integer field.
The list of employee data fields begins next.
1 **TEXT**
|
Type |
Left |
Right |
Neg |
Total |
Special |
|
A |
40 |
Y |
This field allows you to define the format of text for display in the report. The maximum length of text that can be entered is 40 characters or the space allocated for the field, whichever is smallest. The space allocated for a field is calculated from the Beg and End fields by: End - Beg + 1.
The text entered can be suppressed. This is done by answering Y to the suppress question and then specifying another field. The text is suppressed when the other field is blank or zero.
2 Hyphen
|
A |
1 |
This field is simply the hyphen character for use in punctuating an employee’s social security number. Some states ask for the social security number to be reported with punctuation.
3 Fed record control #
|
N |
7 |
This field starts at the value 1 for the first employee reported and increments by one for each successive employee reported. It is also incremented by one when a set of intermediate level records is reported, either headers or totals or both.
4 State record control #
|
N |
7 |
This field starts at the value 1 for the first employee reported and increments by 1 for each successive employee reported. It is not incremented when a set of intermediate level records are reported. Refer to the previous field.
5 Employee number
|
N |
6 |
This is the employee’s number from the Employee file.
6 Empl. name (as entered)
|
A |
25 |
This is the employee’s name exactly as it is entered in the Employee file.
7 Empl. name (first, last)
|
A |
25 |
This is the employee’s name showing the first name first.
If an employee’s name is entered as Doe, John A. it is reported as John A. Doe.
If an employee’s name is entered as John A. Doe it is reported unchanged as John A. Doe.
|
Note |
The report program knows which way employee names were entered. In General appearance the Employee names are entered field is used to specify whether employee names are first name first or last name first. |
If the report format specifies first name first, all employee names are entered as John A. Doe. If the format specifies last name first, all employee names are entered as Doe, John A. These name formats should be adhered to, so that employee first names, middle initials, and last names can be extracted correctly. If these rules are not followed, unpredictable results may occur.
8 Employee name (last, first)
|
A |
25 |
This is the employee’s name showing the last name first.
If an employee’s name is entered as John A. Doe, it is reported as Doe, John A.
If an employee’s name is entered as Doe, John A., it is reported unchanged as Doe, John A.
The NOTE for field #7 also applies to this field.
9 Employee first initial
|
A |
1 |
This is the initial of an employee’s first name. It is one character. A name entered as John A. Doe or Doe, John A. returns the first initial J.
The NOTE for field #7 also applies to this field.
10 Employee middle initial
|
A |
1 |
This is the middle initial of an employee’s name. It is one character. A name entered as John A. Doe or Doe, John A. returns the middle initial A.
The NOTE for field #7 also applies to this field.
11 Employee first name
|
A |
25 |
This is the first name of an employee from the name as entered in the Employee file. A name entered as either John A. Doe or Doe, John A. returns the first name John.
The NOTE for field #7 also applies to this field.
12 Employee last name
|
A |
25 |
This is the last name of an employee from the name as entered in the Employee file. A name entered either as John A. Doe or Doe, John A. returns the last name Doe.
The NOTE for field #7 also applies to this field.
13 Street address
|
A |
25 |
This is the employee’s street address as entered in the Employee file.
14 City
|
A |
20 |
This is the employee’s city as entered in the Employee file.
15 State
|
A |
2 |
This is the employee’s state as entered in the Employee file.
16 ZIP code (as entered)
|
A |
10 |
This is the employee’s zip code as entered in the Employee file.
17 ZIP code (First 5 digits)
|
A |
5 |
This is the first five characters of the employee’s zip code as entered in the Employee file.
18 ZIP code (“—” + last 4 digits)
|
A |
5 |
|
Y |
This field is the last four digits of the employee’s zip code as entered in the Employee file. These four digits are then prefixed with a hyphen - giving -9999.
If the employee’s zip code is entered as 99999-9999, or 999999999, or 9999999999, this field displays -9999 in the report.
Fill text can be defined for this report field, which is used when the last four digits of the employee’s zip code are not all numeric. Usually, the fill text should be left blank.
19 ZIP code (Last 4 digits)
|
A |
4 |
|
|
|
Y |
This field is the same as the previous one except the last four digits of the employee’s zip code are not prefixed with a hyphen.
20 ZIP code (Last 5 )
|
A |
5 |
|
|
|
|
This is the last five characters of the employee’s zip code as entered in the Employee file.
21 FIPS numeric state code (emp)
|
N |
2 |
|
|
|
Y |
FIPS is an abbreviation for Federal Information Processing Standard. Part of this standard assigns numeric codes to each state. This field is the standard numeric code for the employee’s state, and is obtained by using the two-character state abbreviation in the Employee file. In the Passport Business Solutions Payroll module, these FIPS numeric codes are stored by state abbreviation.
Fill text can be entered for this field. When the employee’s two-character state is not a valid postal abbreviation, the fill text is used for reporting this field.
22 Social security # (as entered)
|
A |
12 |
|
|
|
|
This is the employee’s social security number as it is entered in the Employee file.
23 Social security # (9 digits)
|
A |
9 |
|
|
|
Y |
This field is the employee’s social security number from the Employee file with any punctuation removed. For example, if entered as 999-99-9999, it is converted to 999999999. If it is entered as 999999999, it is treated as a valid social security number.
Fill text can be entered for this field, which is used when the result of the conversion is not numeric.
24 Soc. sec. # (1st 3 digits)
|
A |
3 |
|
|
|
Y |
This field is similar to field #23, except that the first three characters of an employee’s social security number are reported.
Fill text can be entered for this field, which is used when this field is not numeric.
25 Soc. sec. # (Middle 2 digits)
|
A |
2 |
|
|
|
Y |
This field is similar to field #23, except that the middle two characters of an employee’s social security number are reported.
Fill text can be entered for this field, which is used when this field is not numeric.
25 Soc. sec. # (Last 4 digits)
|
A |
4 |
|
|
|
Y |
This field is similar to field #23, except that the last four characters of an employee’s social security number are reported.
Fill text can be entered for this field, which is used when this field is not numeric.
27 Hire date (MMDDYY)
|
D |
6 |
|
|
|
Y |
This is the date the employee was hired. It is reported in MMDDYY format as a six-digit integer number.
Fill text can be entered for this field, which is used when the hire date has not been entered. This allows reporting blanks for this field when a hire date has not been entered for the employee.
28 Hire date month (MM)
|
N |
2 |
|
|
|
Y |
This is the month of the employee’s hire date. It is reported as a two-digit integer number.
Fill text can be entered for this field, which is used when the hire date has not been entered. This allows reporting blanks for this field when a hire date has not been entered for the employee.
29 Hire date day (DD)
|
N |
2 |
|
|
|
Y |
This is the day of the employee’s hire date. It is reported as a two-digit integer number.
Fill text can be entered for this field, which is used when the hire date has not been entered. This allows reporting blanks for this field when a hire date has not been entered for the employee.
30 Hire date year (YY)
|
N |
2 |
|
|
|
Y |
This is the year of the employee’s hire date. It is reported as a two-digit integer number.
Fill text can be entered for this field, which is used when the hire date has not been entered. This allows reporting blanks for this field when a hire date has not been entered for the employee.
31 Hire date if this quarter
|
D |
6 |
|
|
|
Y |
This is the date the employee was hired. It is reported in MMDDYY format as a six-digit integer number.
Fill text can be entered for this field, which is used when the hire date has not been entered or is not in the quarter being reported.
This allows reporting blanks for this field when a hire date has not been entered or when the hire date is not in the quarter being reported.
32 Hire date if this quarter (MM)
|
N |
2 |
|
|
|
Y |
This is the month of the employee’s hire date. It is reported as a two-digit integer number.
Fill text can be entered for this field, which is used when the hire date has not been entered or is not in the quarter being reported. This allows reporting blanks for this field when a hire date has not been entered or when the hire date is not in the quarter being reported.
33 Hire date if this quarter (DD)
|
N |
2 |
|
|
|
Y |
This is the day of the employee’s hire date. It is reported as a two-digit integer number.
Fill text can be entered for this field, which is used when the hire date has not been entered or is not in the quarter being reported. This allows reporting blanks for this field when a hire date has not been entered or when the hire date is not in the quarter being reported.
34 Hire date if this quarter (YY)
|
N |
2 |
|
|
|
Y |
This is the year of the employee’s hire date. It is reported as a two-digit integer number.
Fill text can be entered for this field, which is used when the hire date has not been entered or is not in the quarter being reported. This allows reporting blanks for this field when a hire date has not been entered or when the hire date is not in the quarter being reported.
35 Termination date (MMDDYY)
|
D |
6 |
|
|
|
Y |
This is the date the employee was terminated. It is reported in MMDDYY format as a six-digit integer number.
Fill text can be entered for this field, which is used when the termination date has not been entered. This allows reporting blanks for this field when a termination date has not been entered for the employee.
36 Termination date month (MM)
|
N |
2 |
|
|
|
Y |
This is the month of the employee’s termination date. It is reported as a two-digit integer number.
Fill text can be entered for this field, which is used when the termination date has not been entered. This allows reporting blanks for this field when a termination date has not been entered for the employee.
37 Termination date day (DD)
|
N |
2 |
|
|
|
Y |
This is the day of the employee’s termination date. It is reported as a two-digit integer number.
Fill text can be entered for this field, which is used when the termination date has not been entered. This allows reporting blanks for this field when a termination date has not been entered for the employee.
38 Termination date year (YY)
|
N |
2 |
|
|
|
Y |
This is the year of the employee’s termination date. It is reported as a two-digit integer number.
Fill text can be entered for this field, which is used when the termination date has not been entered. This allows reporting blanks for this field when a termination date has not been entered for the employee.
39 Termination date if this qtr
|
D |
6 |
|
|
|
Y |
This is the date the employee was terminated. It is reported in MMDDYY format as a six-digit integer number.
Fill text can be entered for this field, which is used when the termination date has not been entered or is not in the quarter being reported. This allows reporting blanks for this field when a termination date has not been entered or when the termination date is not in the quarter being reported.
40 Term. date if this qtr (MM)
|
N |
2 |
|
|
|
Y |
This is the month of the employee’s termination date. It is reported as a two-digit integer number.
Fill text can be entered for this field, which is used when the termination date has not been entered or is not in the quarter being reported. This allows reporting blanks for this field when a termination date has not been entered or when the termination date is not in the quarter being reported.
41 Term. date if this qtr (DD)
|
N |
2 |
|
|
|
Y |
This is the day of the employee’s termination date. It is reported as a two-digit integer number.
Fill text can be entered for this field, which is used when the termination date has not been entered or is not in the quarter being reported. This allows reporting blanks for this field when a termination date has not been entered or when the termination date is not in the quarter being reported.
42 Term. date if this qtr (YY)
|
N |
2 |
|
|
|
Y |
This is the year of the employee’s termination date. It is reported as a two-digit integer number.
Fill text can be entered for this field, which is used when the termination date has not been entered or is not in the quarter being reported. This allows reporting blanks for this field when a termination date has not been entered or when the termination date is not in the quarter being reported.
43 Department number
|
N |
4 |
|
|
|
|
This is the employee’s department number as entered in the Employee file.
44 FWT # exemptions
|
N |
2 |
|
|
|
|
This is the number of exemptions being claimed by the employee for Federal withholding tax purposes.
45 SWT # exemptions
|
N |
2 |
|
|
|
|
This is the number of exemptions being claimed by the employee for state withholding tax purposes.
46 OST-1 # exemptions
|
N |
2 |
|
|
|
|
This is the number of exemptions being claimed by the employee for other state withholding tax #1 purposes.
47 OST-2 # exemptions
|
N |
2 |
|
|
|
|
This is the number of exemptions being claimed by the employee for other state withholding tax #2 purposes.
48 CWT # exemptions
|
N |
2 |
|
|
|
|
This is the number of exemptions being claimed by the employee for city withholding tax purposes.
49 Was employed ? (month 1)
|
A |
1 |
|
|
|
Y |
This field identifies whether an employee was employed or received wages during the first month of the quarter being reported.
When this field is entered, additional information must be specified. The additional information specified is:
| • | the date in the month |
| • | the value to report if the employee was employed |
| • | the value to report if the employee was not employed. |
| • | The values to enter are contained in the specifications for electronic file reporting, as provided by the state agency requiring the report. |
The date in the month is used to determine whether an employee was employed or received wages during the month. This is determined by checking whether the date in the month falls on or after the employee’s hire date, and then checking whether a pay check was received by the employee with a pay period ending date that is on or after the date in the month.
50 Was employed ? (month 2)
|
A |
1 |
|
|
|
Y |
This field identifies whether an employee was employed or received wages during the second month of the quarter being reported. This field is similar to #49.
51 Was employed ? (month 3)
|
A |
1 |
|
|
|
Y |
This field identifies whether an employee was employed or received wages during the third month of the quarter being reported. This field is similar to #49.
52 Gross wages
|
N |
8 |
2 |
Y |
Y |
|
This is the total of gross wages paid to an employee during the reporting period (either a quarter or the calendar year depending upon whether the report is quarterly or annual). This does not include non-cash earnings such as meal allowances .
53 Soc. sec. wages (emp amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the total of all earnings of an employee that are subject to the employee portion of social security tax. It does not include reported tips subject to social security tax.
54 Soc. sec. wages (empr amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the total of all earnings of an employee that are subject to the employer portion of social security tax. It does not include reported tips subject to social security tax.
55 SS wages & ins (emp amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the total of all earnings of an employee that are subject to the employee portion of social security tax. It also includes the term insurance premium for the employee. The term insurance premium is the cost of coverage in excess of $50,000. This cost is obtained from tables provided by the IRS. This field does not include reported tips subject to social security tax. The term insurance premium amount is obtained from the Employee record.
56 Soc. sec. tips (emp amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the total of tips reported by an employee that are subject to the employee portion of social security tax.
57 Soc. sec. tips (empr amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the total of tips reported by an employee that are subject to the employer portion of social security tax.
58 SS wages & tips (emp amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the sum of earnings and reported tips subject to the employee portion of social security tax. It does not include the employee’s term insurance premium.
59 SS wages & tips (empr amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the sum of earnings and reported tips subject to the employer portion of social security tax. It does not include the employee’s term insurance premium.
60 SS wages tips & ins (emp amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the sum of earnings and reported tips subject to the employee portion of social security tax. It also includes the employee’s term insurance premium.
61 Soc. sec. tax (emp amt)
|
N |
5 |
2 |
Y |
Y |
|
This is the employee’s portion of social security tax on earnings for the reporting period.
62 Soc. sec. tax (empr amt)
|
N |
5 |
2 |
Y |
Y |
|
This is the employer’s portion of social security tax on an employee’s earnings for the reporting period.
63 Medcr wages (emp amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the total of all earnings of an employee that are subject to the employee portion of Medicare tax. It does not include reported tips subject to Medicare tax.
64 Medcr wages (empr amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the total of all earnings of an employee that are subject to the employer portion of Medicare tax. It does not include reported tips subject to Medicare tax.
65 Medc wages & ins. (emp amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the total of all earnings of an employee that are subject to the employee portion of Medicare tax. It also includes the term insurance premium for the employee. The term insurance premium is the cost of coverage in excess of $50,000. This cost is obtained from tables provided by the IRS. This field does not include reported tips subject to Medicare tax. The term insurance premium amount is obtained from the Employee record.
66 Medcr tips (emp amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the total of tips reported by an employee that are subject to the employee portion of Medicare tax.
67 Medicare tips (emp amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the total of tips reported by an employee that are subject to the employer portion of Medicare tax.
68 Medc wages & tips (emp amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the sum of earnings and reported tips subject to the employee portion of Medicare tax. It does not include the employee’s term insurance premium.
69 Medc wages & tips(emp amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the sum of earnings and reported tips subject to the employer portion of Medicare tax. It does not include the employee’s term insurance premium.
70 Medc wages,tips,ins (emp amt)
|
N |
8 |
2 |
Y |
Y |
|
This is the sum of earnings and reported tips subject to the employee portion of Medicare tax. It also includes the employee’s term insurance premium.
71 Medicare tax (emp amt)
|
N |
5 |
2 |
Y |
Y |
|
This is the employee’s portion of Medicare tax on earnings for the reporting period.
72 Medicare tax (emp amt)
|
N |
5 |
2 |
Y |
Y |
|
This is the employer’s portion of Medicare tax on an employee’s earnings for the reporting period.
73 FWT gross
|
N |
8 |
2 |
Y |
Y |
|
This is the total of an employee’s earnings for the reporting period subject to Federal withholding tax. This amount does not include term insurance premiums for coverage in excess of $50,000 (refer to the next field).
74 FWT gross + term. ins. prem.
|
N |
8 |
2 |
Y |
Y |
|
This is the total of an employee’s earnings for the reporting period which are subject to Federal withholding tax. This amount includes term insurance premiums for coverage in excess of $50,000 (refer to the previous field).
75 Federal income tax withheld
|
N |
8 |
2 |
Y |
Y |
|
This is the Federal income tax withheld from an employee’s earnings for the reporting period.
76 EIC gross
|
N |
8 |
2 |
Y |
Y |
|
This is the total of an employee’s earnings for the reporting period on which advance earned income credit payments have been calculated.
77 Earned income credit
|
N |
6 |
2 |
Y |
Y |
|
This is the total of advance earned income credit paid to an employee for the reporting period.
78 FUI gross (to max.)
|
N |
8 |
2 |
Y |
Y |
|
This is the total of an employee’s earnings for the reporting period which are subject to Federal unemployment insurance. The amount for this field cuts off when the FUI maximum wage limit for the calendar year has been reached.
Thus, if the annual FUI maximum wage is $7,000 and the employee is being paid $1,000 per month, this field would be $3,000 for quarter 1, $3,000 for quarter 2, $1,000 for quarter 3, and 0 for quarter 4. When this field is used on an annual report, this field would have the value $7,000.
This field is the description of OST-2 entered in a state tax code record. OST-2 is other state tax 2. An employee can have two other state taxes. This field makes the description for the second one available for reporting.
79 FUI total wages
|
N |
8 |
2 |
Y |
Y |
|
This is the total of an employee’s earnings for the reporting period which are subject to Federal unemployment insurance. The amount for this field does not cut off when the FUI maximum wage limit for the calendar year has been reached.
Thus, if the annual FUI maximum wage is $7,000 and the employee is being paid $1,000 per month, this field would be $3,000 for quarter 1, $3,000 for quarter 2, $3,000 for quarter 3, and $3,000 for quarter 4. When this field is used on an annual report, this field would have the value $12,000.
80 FUI max. wages
|
N |
5 |
2 |
Y |
Y |
|
This field is the annual maximum wage for Federal unemployment insurance calculations. Federal unemployment insurance is only calculated on an employee’s income up to this amount.
81 FUI wages over max
|
N |
8 |
2 |
Y |
Y |
|
This field is calculated by subtracting field #78 from field #79.
82 FUI tax
|
N |
5 |
2 |
Y |
Y |
|
This is the employer’s Federal unemployment insurance tax expense based upon an employee’s earnings for the reporting period.
83 SWT gross
|
N |
8 |
2 |
Y |
Y |
|
This is the total of an employee’s earnings for the reporting period subject to state withholding tax.
84 YTD SWT gross
|
N |
8 |
2 |
Y |
Y |
|
This is the year-to-date total of an employee’s earnings subject to state withholding tax.
For example, if the employee’s SWT gross was $3,000 for each quarter, this field would be $3,000 for quarter 1, $6,000 for quarter 2, $9,000 for quarter 3, and $12,000 for quarter 4.
For an annual report, this field and the previous one are the same.
85 State income tax withheld
|
N |
6 |
2 |
Y |
Y |
|
This is the state income tax withheld from an employee’s earnings for the reporting period.
86 OST-1 description (employee)
A 15
This field is the description of OST-1 entered in a state tax code record. OST-1 is other state tax 1 . An employee can have two other state taxes. This field makes the description for the first one available for reporting.
87 OST-1 gross (employee)
|
N |
8 |
2 |
Y |
Y |
|
This field is the amount of the employee’s pay subject to other state tax 1, up to the maximum amount on which this tax can be assessed.
88 Other state tax (1)
|
N |
6 |
2 |
Y |
Y |
|
This field is the amount contributed by the employee for other state tax 1.
89 OST-2 description (employee)
A 15
This field is the description of OST-2 entered in a state tax code record. OST-2 is other state tax 2. An employee can have two other state taxes. this field makes the description for the second one available for reporting.
90 OST-2 gross (employee)
|
N |
8 |
2 |
Y |
Y |
|
This field is the amount of the employee’s pay subject to other state tax 2, up to the maximum amount on which this tax can be assessed.
91 Other state tax (2) (employee)
|
N |
6 |
2 |
Y |
Y |
|
This field is the amount contributed by the employee for other state tax 2.
92 OST description (employer)
|
A |
15 |
|
|
|
|
This field is the description of employer OST entered in a state tax code record. Employer OST is other state tax paid by the employer, not by the employee. This field makes the description of this employer tax available for reporting.
93 OST gross (employer)
|
N |
8 |
2 |
6 |
6 |
|
This field is the amount of the employee’s pay subject to employer other state tax, up to the maximum amount on which this tax can be assessed.
94 Other state tax (employer)
|
N |
6 |
2 |
Y |
Y |
|
This field is the amount contributed by the employer for other state tax.
95 SUI gross (to max.)
|
N |
8 |
2 |
Y |
Y |
|
This is the total of an employee’s earnings for the reporting period which are subject to state unemployment insurance. The amount for this field cuts off when the SUI maximum wage limit for the calendar year has been reached.
Thus, if the annual SUI maximum wage is $16,000 and the employee is being paid $2,400 per month, this field would be $7,200 for quarter 1, $7,200 for quarter 2, $1,600 for quarter 3, and 0 for quarter 4. When this field is used on an annual report, this field would have the value $16,000.
96 YTD SUI gross
|
N |
8 |
2 |
Y |
Y |
|
This is the year-to-date total, for the reporting period and all prior periods, of an employee’s earnings that are subject to state unemployment insurance. The amount for this field cuts off when the SUI maximum wage limit for the calendar year has been reached.
Thus, if the annual SUI maximum wage is $16,000 and the employee is being paid $2,400 per month, this field would be $7,200 for quarter 1, $14,400 for quarter 2, $16,000 for quarter 3, and $16,000 for quarter 4. When this field is used on an annual report, this field would have the value $16,000.
97 SUI total wages
|
N |
8 |
2 |
Y |
Y |
|
This is the total of an employee’s earnings for the reporting period which are subject to state unemployment insurance. The amount for this field does not cut off when the SUI maximum wage limit for the calendar year has been reached.
Thus, if the annual SUI maximum wage is $16,000 and the employee is being paid $2,400 per month, this field would be $7,200 for quarter 1, $7,200 for quarter 2, $7,200 for quarter 3, and $7,200 for quarter 4. When this field is used on an annual report, this field would have the value $28,800.
98 YTD SUI total wages
|
N |
8 |
2 |
Y |
Y |
|
This is the year-to-date total, for the reporting period and all prior periods, of an employee’s earnings which are subject to state unemployment insurance. The amount for this field does not cut off when the SUI maximum wage limit for the calendar year has been reached.
Thus, if the annual SUI maximum wage is $16,000 and the employee is being paid $2,400 per month, this field would be $7,200 for quarter 1, $14,400 for quarter 2, $21,600 for quarter 3, and $28,800 for quarter 4. When this field is used on an annual report, this field would have the value $28,800.
99 SUI max. wages
|
N |
5 |
2 |
Y |
|
|
This field is the annual maximum wage for state unemployment insurance calculations. State unemployment insurance is only calculated on an employee’s income up to this amount.
100 SUI wages over max
|
N |
8 |
2 |
Y |
Y |
|
This field is calculated by subtracting field #95 from field #97.
101 YTD SUI wages over max
|
N |
8 |
2 |
Y |
Y |
|
This field is calculated by subtracting field #96 from field #98.
102 SUI tax
|
N |
5 |
2 |
Y |
Y |
|
This is the employer’s state unemployment insurance tax expense based upon an employee’s earnings for the reporting period.
103 Worker’s comp. gross
|
N |
8 |
2 |
Y |
Y |
|
This field is the total of an employee’s earnings applicable to estimation of the worker’s compensation premium.
104 Est. worker’s comp. prem.
|
N |
6 |
2 |
Y |
Y |
|
This field is the estimated worker’s compensation premium for an employee.
105 Suppl. benefits gross
|
N |
8 |
2 |
Y |
Y |
|
This field is the total of an employee’s earnings applicable to calculation of supplemental benefits.
106 Suppl. benefits
|
N |
6 |
2 |
Y |
Y |
|
This field is the calculated supplemental benefits for an employee.
107 CWT gross
|
N |
8 |
2 |
Y |
Y |
|
This is the total of an employee’s earnings for the reporting period which are subject to city withholding tax within the state selected for the report.
108 City inc. tax withheld
|
N |
6 |
2 |
Y |
Y |
|
This is the city income tax withheld from an employee’s earnings for the reporting period within the state selected for the report.
109 Reported tips
|
N |
6 |
2 |
Y |
Y |
|
This field is the total of tips reported by an employee to the employer.
110 Federal tip credit
|
N |
5 |
2 |
Y |
Y |
|
This field is the total Federal tip credit taken for an employee.
111 State tip credit
|
N |
5 |
2 |
Y |
Y |
|
This field is the total state tip credit taken for an employee.
112 Regular hours
|
N |
3 |
2 |
Y |
Y |
|
This field is the total of hours worked for which an employee was paid at the regular rate.
113 Overtime hours
|
N |
3 |
2 |
Y |
Y |
|
This field is the total of hours worked for which an employee was paid at the overtime rate.
114 Special hours
|
N |
3 |
2 |
Y |
Y |
|
This field is the total of hours worked for which an employee was paid at the special rate.
115 Total hours worked
|
N |
5 |
2 |
Y |
Y |
|
This field is the sum of the previous three fields, i.e., #112, #113, & #114.
116 Sick hours
|
N |
3 |
2 |
Y |
Y |
|
This field is the total of sick hours taken by an employee.
117 Sick pay (taxable)
|
N |
6 |
2 |
Y |
Y |
|
This field is the amount an employee is paid for sick hours taken.
118 Vacation hours
|
N |
3 |
2 |
Y |
Y |
|
This field is the total of vacation hours taken by an employee.
119 Vacation pay
|
N |
6 |
2 |
Y |
Y |
|
This field is the amount an employee is paid for vacation hours taken.
120 Holiday hours
|
N |
3 |
2 |
Y |
Y |
|
This field is the total of holiday hours taken by an employee.
121 Holiday pay
|
N |
6 |
2 |
Y |
Y |
|
This field is the amount an employee is paid for holiday hours taken.
122 Weeks worked
|
N |
3 |
2 |
Y |
Y |
|
This is the number of weeks for which the employee has been paid during the reporting period. The number of weeks is based upon payroll checks posted for the employee during the reporting period.
123 Base weeks worked
|
N |
2 |
2 | Y | Y |
This field only has meaning for states which specify a base weekly wage. Base weeks are kept for tax codes for which you have entered (in Tax tables) a Base wkly wg for Qtr Rpt greater than zero. Base weeks is the total number of weeks in the reporting period in which the employee received an average weekly wage (computed per pay period) that equals or exceeds the base weekly wage specified by that state.
124 Base weekly wage
|
N |
5 |
2 | Y |
This field is the base weekly wage entered in the tax table of the state selected for reporting.
125 Allocated tips
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. Allocated tips is a field required to be reported on Federal W-2 forms.
|
Note |
The Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection. |
126 Non-qual. plan dist (other)
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. This field is Non-qualified plan distributions for plans that are not covered under section 457 of the Internal Revenue Service code. It is a field required to be reported on Federal W-2 forms.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
127 Non-qual. plan dist (sect 457)
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. This field is Non-qualified plan distributions for plans that are covered under section 457 of the Internal Revenue Service code. It is a field required to be reported on Federal W-2 forms.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
128 Uncollected SS on tips
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. Uncollected social security tax on tips is a field required to be reported on Federal W-2 forms.
129 Uncollected medicare on tips
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. Uncollected Medicare tax on tips is a field required to be reported on Federal W-2 forms.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
130 401(k) deferral (employee)
|
N |
8 |
2 | Y | Y |
This field is the total of elective contributions made by an employee to a 401(k) plan for the reporting period.
131 401(k) contribution (employer)
|
N |
8 |
2 | Y | Y |
This field is the total of employer matching contributions made by an employer (on behalf of an employee) to a 401(k) plan for the reporting period.
132 Deferred comp 403(b)
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is required for reporting on Federal W-2 forms. It is an employee’s deferred compensation under an arrangement covered by section 403(b) of the Internal Revenue Service code.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
133 Deferred comp 408(k)(6)
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is required for reporting on Federal W-2 forms. It is an employee’s deferred compensation under an arrangement covered by section 408(k)(6) of the Internal Revenue Service code.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
134 Deferred comp 457
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is required for reporting on Federal W-2 forms. It is an employee’s deferred compensation under an arrangement covered by section 457 of the Internal Revenue Service code.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
135 Deferred comp 501(c)(18)(D)
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is required for reporting on Federal W-2 forms. It is an employee’s deferred compensation under an arrangement covered by section 501(c)(18)(D) of the Internal Revenue Service code.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
136 Deferred comp. total
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is the sum of an employee’s deferred compensation plan contributions, i.e., fields #130, #132, #133, #134, and #135 above.
137 Non-taxable sick pay
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. Non-taxable sick pay is a field required to be reported on Federal W-2 forms.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
138 Tax on excess parachute pmts
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is a field required to be reported on Federal W-2 forms. This field is the excise tax on excess golden parachute payments.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
139 Business exp re-imbursements
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is a field required to be reported on Federal W-2 forms. This field is the non-taxable portion of business expense reimbursements when there was also a taxable portion (which should be included in FWT gross as an earning).
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
140 Uncoll. soc sec on term ins
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is a field required to be reported on Federal W-2 forms. This field is the uncollected social security tax on the cost of group term life insurance coverage in excess of $50,000 provided to former employees.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
141 Uncoll. Medicare on term ins
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is a field required to be reported on Federal W-2 forms. This field is the uncollected Medicare tax on the cost of group term life insurance coverage in excess of $50,000 provided to former employees.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
142 Dependent care benefits
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is a field required to be reported on Federal W-2 forms. This field is the cost of dependent care assistance provided to employees.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
143 Fringe benefits incl in box 10
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is a field required to be reported on Federal W-2 forms. This field is the total of taxable fringe benefits included in box 10. It should not include items reported elsewhere on the W-2 form.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
144 Statutory employee check-mark
|
A |
1 |
Y |
|
|
|
This field is included mainly for use on annual reports, although it can be used as a quarterly field. This field is one of the check boxes on the W-2 form.
When this field is specified in a report format, two report values can be specified. One value is reported when the box is checked, and the other value is reported when it is not checked. This box can be checked (or not) using the Enter W-2 information option of the Year-end selection.
145 Deceased employee check-mark
|
A |
1 |
Y |
|
|
|
This field is included mainly for use on annual reports, although it can be used as a quarterly field. This field is one of the check boxes on the W-2 form.
When this field is specified in a report format, two report values can be specified. One value is reported when the box is checked, and the other value is reported when it is not checked. This box can be checked (or not) using the Enter W-2 information option of the Year-end selection.
This field appears on Federal W-2 forms reported both on paper and in the electronic file. However, it is reported in the electronic file, not as a one-character value, but as an addition to the employee’s name.
For example, if JOHN A. DOE is a deceased employee, this fact can be indicated in the Federal electronic W-2 report by JOHN A. DOE DECD .
To achieve this result, reduce the field width for an employee’s name by five characters, and allocate the last four characters for this field. This allows at least 1 space between the employee’s name and the DECD indicator. When entering this field, specify DECD as the value to report when this box is checked, and blanks for the value to report when this box is not checked.
146 Pension plan check-mark
|
A |
1 |
Y |
|
|
|
This field is included mainly for use on annual reports, although it can be used as a quarterly field. This field is one of the check boxes on the W-2 form.
When this field is specified in a report format, two report values can be specified. One value is reported when the box is checked, and the other value is reported when it is not checked.
The box is checked or not automatically by the Passport Business Solutions Payroll module depending upon the settings of other fields.
If the employee’s pension plan flag is Y in the Employee file, this box is checked. If the sum of deferred compensation for 401(k), 403(b), 408(k)(6), and 501(c)(18)(D) plan amounts is non-zero, this box is checked. Otherwise, the box is not checked. (Note that section 457 deferred compensation amounts are not included.)
147 Legal rep. check-mark
|
A |
1 |
Y |
|
|
|
This field is included mainly for use on annual reports, although it can be used as a quarterly field. This field is one of the check boxes on the W-2 form.
When this field is specified in a report format, two report values can be specified. One value is reported when the box is checked, and the other value is reported when it is not checked. This box can be checked (or not) using the Enter W-2 information option of the Year-end selection.
148 Hshld. emp check-mark
|
A |
1 |
Y |
|
|
|
This field is included mainly for use on annual reports, although it can be used as a quarterly field. This field is one of the check boxes on the W-2 form.
When this field is specified in a report format, two report values can be specified. One value is reported when the box is checked, and the other value is reported when it is not checked. This box can be checked (or not) using the Enter W-2 information option of the Year-end selection.
149 Deferred comp. check-mark
|
A |
1 |
Y |
|
|
|
This field is included mainly for use on annual reports, although it can be used as a quarterly field. This field is one of the check boxes on the W-2 form.
When this field is specified in a report format two report values can be specified. One value is reported when the box is checked, and the other value is reported when it is not checked.
The box is checked or not automatically by the Passport Business Solutions Payroll module depending upon the settings of other fields.
If the sum of deferred compensation for 401(k), 403(b), 408(k)(6), 457, and 501(c)(18)(D) plan amounts is non-zero, this box is checked. Otherwise the box is not checked.
150 Term ins. prem (over 50,000)
|
N |
4 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is a field required to be reported on Federal W-2 forms. This field is the cost of group term life insurance coverage in excess of $50,000 provided to employees.
The Passport Business Solutions Payroll module does not calculate this field. It is entered as part of employee information.
151 Federal box 14 line 1
|
A |
15 |
|
|
|
|
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is an optional field for reporting on Federal W-2 forms. Box 14 of the W-2 form can be used to report any information an employer wishes to report to an employee. In box 14, two sets of fields can be reported. Each of these sets comprises a description field and an amount field. Both Federal and state additional information can be reported in this manner on W-2 forms, and the same information is available for inclusion in an electronic file report. This field is the description for the first Federal amount.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
152 Federal box 14 line 2
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is an optional field for reporting on Federal W-2 forms. Box 14 of the W-2 form can be used to report any information an employer wishes to report to an employee. In box 14, two sets of fields can be reported. Each of these sets comprises a description field and an amount field. Both Federal and state additional information can be reported in this manner on W-2 forms, and the same information is available for inclusion in an electronic file report. This field is the first Federal amount.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
153 Federal box 14 line 3
|
A |
15 |
|
|
|
|
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is an optional field for reporting on Federal W-2 forms. Box 14 of the W-2 form can be used to report any information an employer wishes to report to an employee. In box 14, two sets of fields can be reported. Each of these sets comprises a description field and an amount field. Both Federal and state additional information can be reported in this manner on W-2
forms, and the same information is available for inclusion in an electronic file report. This field is the description for the second Federal amount.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
154 Federal box 14 line 4
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is an optional field for reporting on Federal W-2 forms. Box 14 of the W-2 form can be used to report any information an employer wishes to report to an employee. In box 14, two sets of fields can be reported. Each of these sets comprises a description field and an amount field. Both Federal and state additional information can be reported in this manner on W-2 forms, and the same information is available for inclusion in an electronic file report. This field is the second Federal amount.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
155 State box 14 line 1
|
A |
15 |
|
|
|
|
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is an optional field for reporting on Federal W-2 forms. Box 14 of the W-2 form can be used to report any information an employer wishes to report to an employee. In box 14, two sets of fields can be reported. Each of these sets comprises a description field and an amount field. Both Federal and state additional information can be reported in this manner on W-2 forms, and the same information is available for inclusion in an electronic file report. This field is the description for the first state amount.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
156 State box 14 line 2
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is an optional field for reporting on Federal W-2 forms. Box 14 of the W-2 form can be used to report any information an employer wishes to report to an employee. In box 14, two sets of fields can be reported. Each of these sets comprises a description field and an amount field. Both Federal and state additional information can be reported in this manner on W-2 forms, and the same information is available for inclusion in an electronic file report. This field is the first state amount.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
157 State box 14 line 3
|
A |
15 |
|
|
|
|
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is an optional field for reporting on Federal W-2 forms. Box 14 of the W-2 form can be used to report any information an employer wishes to report to an employee. In box 14, two sets of fields can be reported. Each of these sets comprises a description field and an amount field. Both Federal and state additional information can be reported in this manner on W-2 forms, and the same information is available for inclusion in an electronic file report. This field is the description for the second state amount.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
158 State box 14 line 4
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. It is an optional field for reporting on Federal W-2 forms. Box 14 of the W-2 form can be used to report any information an employer wishes to report to an employee. In box 14 two sets of fields can be reported. Each of these sets comprises a description field and an amount field.
Both Federal and state additional information can be reported in this manner on W-2 forms, and the same information is available for inclusion in an electronic file report. This field is the second state amount.
The Passport Business Solutions Payroll module does not calculate this field. It is entered using the Enter W-2 information option of the Year-end selection.
159 Uncoll. FICA on tips (emp)
|
N |
7 |
2 | Y | Y |
This field is the sum of fields #128 and #129, i.e., it is the sum of uncollected social security and Medicare taxes on reported tips.
160 YTD state income tax withheld
|
N |
6 |
2 | Y | Y |
This is the year-to-date total for state income tax that has been withheld from an employee’s earnings.
For example, if the employee’s SWT was $120 for each quarter, this field would be $120 for quarter 1, $240 for quarter 2, $360 for quarter 3, and $480 for quarter 4.
161 Employee name (last first mid)
A 25
This is the employee’s name showing the last name first.
If an employee’s name has been entered as John A. Doe, it will be reported as Doe John A.
If an employee’s name has been entered as Doe, John A., it will be reported as Doe John A.
The report program knows which way employee names have been entered. In General appearance, the field, Employee names are entered, is used to specify whether employee names are first name first or last name first.
If the report format specifies first name first, all employee names should be entered as John A. Doe. If the format specifies last name first, all employee names should be entered as Doe, John A. These name formats should be adhered to so that employee first names, middle initials, and last names can be extracted correctly.
If these rules are not followed, unpredictable results may occur.
162 Excludable moving exp. reimb
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. The field is required to be reported on Federal W-2 forms. It represents the portion of reimbursed expenses excludable from income.
163 YTD SWT plus selected CWT
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on fourth quarter reports to New York State, although it can be used as a quarterly field. It represents the amount contributed by the employee for withholding for selected cities and the state being reported. An example would be adding Yonkers and New York City YTD withholding tax to the New York State YTD withholding tax to obtain the figure to print. The addition of these two cities is required for the Total tax withheld reported to New York State.
164 Medical savings contributions
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. The field is required to be reported on Federal W-2 forms. It represents medical savings excludable from income.
165 Adoption benefit reimbursement
|
N |
7 |
2 | Y | Y |
This field is included mainly for use on annual reports, although it can be used as a quarterly field. The field is required to be reported on Federal W-2 forms. It represents adoption benefit expenses excludable from income.
166 Date of birth (MMDDYY)
|
D |
6 |
Y |
This is the employee’s birth date. It is reported in MMDDYY format as a six-digit integer number.
167 Date of birth month (MM)
|
N |
2 |
Y |
This is the month of the employee’s birth date. It is reported as a two-digit integer number.
168 Date of birth day (DD)
|
N |
2 |
Y |
This is the day of the employee’s birth date. It is reported as a two-digit integer number.
169 Date of birth year (YY)
|
N |
2 |
Y |
This is the year of the employee’s birth date. It is reported as a two-digit integer number
170 Social security tax + Med. tax (emp)
|
N |
2 |
Y |
Social Security and Medicare Taxes are added together.
171 Hire date Century (CC)
|
N |
2 |
Y |
Century hire date.
172 Hire date Cent. if this Q (CC)
|
N |
2 |
Hire century date if this quarter.
173 Termination date century (CC)
|
N |
2 |
Century termination date.
174 Term date Cent. if this Q (CC)
|
N |
2 |
Termination century for this quarter only.
175 Date of birth Cent. (CC)
|
N |
2 |
Century date of birth.
176 Residence jurisdiction code
|
N |
11 |
This is the employee residence jurisdiction code.
1 Employer name
|
Type |
Left |
Right |
Neg |
Total |
Special |
|
A |
25 |
This is the employer name as entered in the Payroll Control File.
2 Employer address 1
|
A |
25 |
This is the first address line for the employer as entered in the Payroll Control File.
3 Employer address 2
|
A |
25 |
This is the second address line for the employer as entered in the Payroll Control File.
4 Employer address 3
|
A |
25 |
This is the third address line for the employer as entered in the Payroll Control File.
5 Empr name (entered)
|
A |
44 |
This is the employer’s name entered as a parameter when outputting the electronic file report.
6 Empr address (entered)
|
A |
35 |
This is the employer’s address entered as a parameter when outputting the electronic file report.
7 Empr city (entered)
|
A |
20 |
This is the employer’s city entered as a parameter when outputting the electronic file report.
8 Empr state (entered)
|
A |
2 |
This is the employer’s state entered as a parameter when outfitting the electronic file report.
9 Empr ZIP code (entered)
|
A |
10 |
This is the employer’s ZIP code entered as a parameter when outputting the electronic file report.
10 Empr ZIP (First 5 digits)
|
A |
5 |
This is the first 5 of the employer’s ZIP code entered as a parameter when outputting the electronic file report.
11 Empr ZIP (Last 5 chars.)
|
A |
5 |
This is the last five characters of the employer’s ZIP code entered as a parameter when outputting the electronic file report.
12 Foreign address indicator
|
A |
1 |
Y |
This field indicates whether the employer’s address is foreign or not. It has two single-character values: one value indicating that the employer’s address is foreign, the other that it is not. These two values are defined when this field is entered into an electronic file format. Which value is reported depends upon what is entered for the field Is this a foreign (not USA) address ? when the electronic file report is output.
13 FWT identification #
|
A |
15 |
This field is the employer’s Federal tax identification number as entered in the Federal tax code record.
14 SWT identification #
|
A |
15 |
This field is the employer’s state tax identification number as entered in the first state tax code record for the reported state.
15 CWT identification #
|
A |
15 |
This field is the employer’s city/local withholding tax identification number. This number is obtained from the employee’s current city tax code.
16 Employer federal ID # (entered)
|
N |
9 |
This field is the employer’s Federal tax identification number as entered during parameter entry when the electronic file report is output.
17 Employer state ID # (entered)
|
A |
15 |
This field is the employer’s state withholding tax identification number as entered during parameter entry when the electronic file report is output.
18 System date
|
D |
6 |
This is usually the current date. It is obtained from the computer system’s clock.
19 Report date
|
D |
6 |
This is the quarter ending or year ending date for which the electronic file report is being made. This date is entered as a parameter when outputting the electronic file report.
20 Report year (20xx)
|
N |
4 |
This is the four-digit report year entered as a parameter when outputting the electronic file report.
21 Report year (last 2 digits)
|
N |
2 |
This is the last two digits of the report year entered as a parameter when outputting the electronic file report.
22 Report year (last digit)
|
N |
1 |
This is the last digit of the report year entered as a parameter when outputting the electronic file report.
23 1 digit quarter #
|
N |
1 |
When outputting a quarterly report, the quarter number is requested, either 1, 2, 3, or 4. This field is that quarter number. For an annual report, this field is 4.
24 2 digit quarter #
|
N |
2 |
This field is the quarter number expressed in two digits, i.e., 01, 02, 03, or 04. For annual reports, this field is 04.
25 Last month of quarter (letter)
|
A |
1 |
Y |
This field is the last month of the quarter expressed as a letter. When this field is entered into a format, a letter code can be assigned to the last month of each quarter. This field reports the letter code corresponding to the quarter number entered for the electronic file report.
26 Last month of quarter (number)
|
N |
2 |
This field is the month number of the last month of each quarter, i.e., March is 03, June is 06, September is 09, and December is 12.
27 Number of employees
|
N |
4 |
Y |
This field is a count of the number of employees. For employee class records, this field reports 1. For intermediate level records, this field reports the number of employees reported in the intermediate level. For group level records, this field reports the number of employees reported in the group level. For file header and total records, this field reports the number of employees reported in the file.
28 Number of groups
|
N |
4 |
Y |
This field is the number of groups reported in the file. At the group level, this field is 1. For file header and total records, this field is the number of groups reported in the file.
For employee and intermediate header and total records, this field is set to 0.
29 No workers / no wages indicator
|
A |
1 |
Y |
This field reports one of two values. When entering this field in a format, the following additional data is requested:
Enter the value for the indicator:
| • | When you have no workers and no wages to report (one character) |
| • | When you do have workers or wages to report (one character) |
Report file totals when no workers and no wages ? (Y/N answer)
When outputting an electronic file report, the following two questions are asked:
| • | Did you have workers for this reporting period ? (Y/N answer) |
| • | Did you pay wages for this reporting period ? (Y/N answer) |
If these two questions are both answered N, the value of this field is the character entered in response to When you have no workers and no wages to report (see above). If these two questions are not both answered with N, the value of this field is the character entered in response to When you do have workers or wages to report.
When there are no workers and no wages to report, all records for the employee class, intermediate header and total class, and group header and total class are suppressed and not output. Additionally, whether records in the file total class are output or not is determined by the answer to the question Report file totals when no workers and no wages ? (see above).
30 Employee type being reported
|
A |
1 |
This field is entered as a parameter when outputting an electronic file report. The parameter is Employee type, which can take one of the following values:
| • | A =Agriculture |
| • | H = Household |
| • | M = Military |
| • | Q = Medicare Qual Gov’t Emp |
| • | X = Railroad |
| • | R = Regular (All others) |
The usual value to use is R, Regular (All others).
31 Employee report name sequence
|
A |
1 |
Y |
When this field is included in a report format, the parameter Employee name sequence is requested before the report is output. This parameter can either be set to F for first name first, or L for last name first.
This field reports one of two values in an electronic file report. These values are entered when this field is added to an electronic file report format. They are:
Enter the value for this field when:
| • | Employee names are reported First name first (one character) |
| • | Employee names are reported Last name first (one character) |
Thus, when the report is being output and the report parameter is F, the first value entered above is reported for this field. When the report parameter is L, the second value entered above is reported for this field.
32 FIPS numeric state code (empr)
|
N |
2 |
Y |
FIPS is an abbreviation for Federal Information Processing Standard. Part of this standard assigns numeric codes to each state. This field is the standard numeric code for the employer’s state, using the two-character state abbreviation entered as a parameter when outputting the report. In the Passport Business Solutions Payroll module, these FIPS numeric codes are stored by state abbreviation.
Fill text can be entered for this field. When the employer’s two-character state is not a valid postal abbreviation, the fill text is used for reporting this field.
33 Tot emp covered by UI, month 1
|
N |
4 |
Y |
This field totals the number of employees who were employed, or have received wages, during the first month of the quarter being reported.
This field is meaningful only for quarterly reports and should not be used for annual reports.
When this field is entered, the day in the month must be specified. This day is contained in the specifications for electronic file reporting provided by the state agency requiring the report.
The day in the month is used to determine whether an employee was employed or received wages during the month. This is determined by checking whether the day in the month falls on or after the employee’s hire date, and then checking whether a pay check was received by the employee with a pay period ending date that is on or after the day in the month.
If you purged payroll history, this feature would not be available since the pay period date is stored in history.
34 Tot emp covered by UI, month 2
|
N |
4 |
Y |
This field is the same as field 33, but is for month 2. The field is meaningful only for quarterly reports and should not be used for annual reports.
35 Tot emp covered by UI, month 3
|
N |
4 |
Y |
This field is the same as field 33, but is for month 3. The field is meaningful only for quarterly reports and should not be used for annual reports.
36 Number of records written
|
N |
5 |
Y |
When used for file header and total records, this field reports the number of magnetic records written. Otherwise, this field reports zero.
JA fields are from the RA jurisdictions and are only available if using PA Act-32. See the Jurisdictions chapter.
1 Submitter RA record type
|
Type |
Left |
Right |
Neg |
Total |
Special |
|
A |
1 |
The submitter record type.
2 RA Employer ID (EIN)
|
N |
9 |
This is the Employer Identification Number (EIN).
3 RA Personal ID (PIN)
|
N |
9 |
This is the Personal Identification Number (PIN) that was assigned to you by the Social Security Administration when you registered to submit your file.
4 RA Software vendor code
|
N |
|
This field indicates that Passport Software is the software vendor.
5 RA Resub indicator
|
N |
1 |
This field indicates if you submitting the first time or resubmitting.
6 RA Resub wage file ID (WFID)
|
N |
6 |
If you re-submitting this is the Wage File Identification (WFID).
7 RA Software code
|
N |
2 |
This is 98 for a program you created “in-house” or 99 for a program that is “off-the-shelf”.
8 RA Company name
|
A |
50 |
This is the company name.
9 RA Location address
|
A |
22 |
This is the company's location address. It can be Attention:, Suite number, Room, etc.
10 RA Delivery address
|
A |
22 |
This is the company's address. It is the street or P.O. Box number.
11 RA Company city
|
A |
22 |
This is the company's city.
12 RA State abbr
|
A |
2 |
This is the company's state. It is a valid U.S. Post Office abbreviation for a state or territory.
13 RA Company zip code
|
A |
5 |
This is the company's zip code
14 RE Company zip code extension
|
A |
4 |
This is the company's four-digit extension of the zip code.
15 RA Foreign state/prov
|
A |
23 |
This is the company's foreign state/province.
16 RA Foreign postal code
|
A |
15 |
This is the company's foreign postal code.
17 RA Foreign country code
|
A |
2 |
This is the company’s country code.
18 RA Submitter name
|
A |
50 |
This is the submitter's name.
19 RA Submitter location address
|
A |
22 |
This is the submitter's location address. It can be Attention:, Suite number, Room, etc.
20 RA Submitter delivery address
|
A |
22 |
This is the submitter's address. It is the street or P.O. Box number.
21 RA Submitter city
|
A |
22 |
This is the submitter's city.
22 RA Submitter state abbr
|
A |
2 |
This is the submitter's state. It is a valid U.S. Post Office abbreviation for a state or territory.
23 RA Submitter zip code
|
A |
5 |
This is the submitter's zip code
24 RE Submitter zip code ext.
|
A |
4 |
This is the submitter's four-digit extension of the zip code.
25 RA Sub. foreign state/prov
|
A |
23 |
This is the submitter's foreign state/province.
26 RA Sub. foreign post. code
|
A |
15 |
This is the submitter's foreign postal code.
27 RA Sub. foreign country code
|
A |
2 |
This is the submitter’s country code.
28 RA Contact name
|
A |
27 |
This is the submitter's contact name.
29 RA Contact phone
|
A |
15 |
This is the submitter's contact name.
30 RA Contact phone extension
|
A |
5 |
This is the submitter's contact name.
31 RA Contact email address
|
A |
40 |
This is the submitter's contact name.
32 RA Contact fax
|
A |
40 |
This is the submitter's fax number.
33 RA Notification method
|
N |
1 |
This is the notification method.
34 RA Preparer code
|
A |
1 |
This is the preparer code.
JE fields are from the RE jurisdictions and are only available if using PA Act-32. See the Jurisdictions chapter.
1 Employer RE record type
|
Type |
Left |
Right |
Neg |
Total |
Special |
|
A |
1 |
The employer record type
2 RE jurisdiction code
|
A |
11 |
This is the state jurisdiction code.
3 RE Tax year
|
N |
4 |
This is the tax year being reported.
4 RE Agent indicator code
|
N |
4 |
This is the tax year being reported.
5 RE Employer ID (EIN)
|
N |
9 |
This is the Employer Identification Number.
6 RE Agent for EIN
|
N |
9 |
This is the Employer's EIN for which you are an Agent.
7 RE Terminating business ind.
|
N |
1 |
This field determines if you terminated your business during this tax year.
8 RE Establishment number
|
A |
4 |
For multiple RE Records with the same EIN, this field is used to designate store or factory locations or types of payroll.
9 RE Other EIN
|
N |
9 |
For this tax year, if you submitted an IRS Form 941 or 943 to IRS or W-2 data to the SSA, and you used an EIN different from the EIN in the Employer/Agent Employer Identification Number (EIN) field, this is the other EIN.
10 RE Employer name
|
A |
57 |
This is the name associated with the EIN entered in as the employer EIN.
11 RE Location address
|
A |
22 |
This is the employer's location address. It can be Attention:, Suite number, Room, etc.
12 RE Delivery address
|
A |
22 |
This is the employer's address. It is the street or P.O. Box number.
13 RE City
|
A |
22 |
This is the employer's city.
14 RE State abbr
|
A |
2 |
This is the employer's state. It is a valid U.S. Post Office abbreviation for a state or territory.
15 RE Zip code
|
A |
5 |
This is the employer's zip code
16 RE Zip code extension
|
A |
4 |
This is the employer's four-digit extension of the zip code.
17 RE Kind of employer
|
A |
1 |
This is the kind of employer.
18 RE Foreign state/prov
|
A |
23 |
This is the employer's foreign state/province.
19 RE Foreign postal code
|
A |
15 |
This is the employer's foreign postal code.
20 RE Country code
|
A |
2 |
This is the employer’s country code.
21 RE Employment code
|
A |
1 |
This is the employment code.
22 RE Tax jurisdiction code
|
A |
1 |
This is the tax jurisdiction code.
23 RE 3rd party sick pay ind.
|
N |
1 |
This is the tax jurisdiction code.
23 RE Frequency filing indicator
|
N |
1 |
This is the frequency filing indicator.
Extended data fields for both the employee and employer can be used to augment the fields listed above. Up to 36 employee and 36 employer extended data fields can be defined. Type EX applies to employees, and RX for employers.
After they have been defined, data can be entered for them and they can be selected for use in electronic file report formats.
This feature allows almost any state reporting situation to be handled. For example, all states have employer identification numbers for unemployment insurance reporting. These ID numbers are not the same as state income tax ID numbers, for which a field is provided in each state’s tax code record. By using an employer extended data field, both ID numbers can now be recorded for use with state electronic file reporting.