Field Definitions: PR State Information Form
The following is a list of field descriptions for the PR State Information form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.
State
Enter a valid state code (HQ States).
Tax ID#
The Tax ID# field on the PR State Information form, Info tab.
Enter the Tax Identification Number, up to 20 characters (including dashes).
When running the W-2 programs, the Tax ID#, by requirement, is entered without the dashes. The system will put them in automatically, but since the placement of numbers and dashes may vary for each state, the system does not know where to put the dashes unless specified here in this form.
Tax Dedn
The Tax Dedn field on the PR State Information form, Info tab.
Enter a state income tax deduction code.
If there is no income tax for the state, you may leave this field blank.
Calculate Tax Option
The Calculate Tax Option field on the PR State Information form, Info tab.
The Calculate Tax Option section controls state income tax calculations and applies to the state income tax deduction only.
Posted Only - Calculate tax for the posted state only, regardless of the employee's resident state. If the posted state and resident state are different, the posted state will be the work state when no reciprocal agreement (defined in HQ States) exists between the work and resident states. Otherwise it will be the resident state.
Full Tax for Both Posted and Resident when No Reciprocity - Calculate tax for both the posted and resident state, but only when no reciprocal agreement exists between the states. If a reciprocal agreement exists, calculate only the resident state tax.
Both with Difference to Resident - Calculate tax for both the posted state and resident state, if the posted and resident states are different. If the resident state tax is higher than the posted state tax, the full amount of the posted tax is deducted, but only the difference is deducted for the resident state. For example, if the posted state tax = $100 and the resident state tax = $125, $100 is deducted for the posted state and $25 is deducted for the resident state.
Note: With this option, the resident state deduction Subject and Eligible amounts are set to 0.00.If the posted state tax is higher than the resident state tax, then deduct the full amount of posted tax, but do not deduct resident state tax. So using the example above, if the posted state tax = $125 and the resident state tax = $100, $125 is deducted for the posted state and 0.00 tax is deducted for the resident state.
Accumulate Subject Earnings in Resident State
The system enables this check box when you check the Post Difference to Resident State box.
If you check this new box, the system will include amounts earned in a non-resident state in the subject amount for the employee's resident state.
If you uncheck this box, the system will not include amounts earned in a non-resident state in the subject amount for the employee's resident state.
Unemployment ID#
Displays for United States users only (Default Country field set to US in HQ Company Setup).
This field initially defaults to the Tax ID# (specified above). If a separate ID# is required for reporting unemployment information, enter the ID#, up to 20 characters. Check with your state to determine what format to use when entering the ID #.
Florida Users
The Unemployment ID for Florida is a seven digit number. When entering the number, omit any check digits that may have been added. For example, the “-2” in 2113652-2.
SUTA Liability
Displays for United States users only (Default Country field set to US in HQ Company Setup).
Enter the liability code for State Unemployment. This must be a valid liability code set up in PR Deductions/Liabilities.
Accumulate with SUTA Liability
Displays for United States users only (Default Country field set to US in HQ Company Setup).
Select how accumulations should be made for State Unemployment from the following choices:
Hours Worked
Weeks Worked
None
Exclude Out-of-State SUTA Wages
Displays for United States users only (Default Country set to US in HQ Company Setup).
Select this check box to exclude out-of-state wages from SUTA eligible wages during payroll processing.
Contact
This field is available only when the Default Country (HQ Company Setup) is set to US.
Enter the name or title, up to 30 characters, of the individual in your company responsible for preparing Unemployment/Wage reports, up. Used by the ICESA (Interstate Conference of Employment Security Agencies) format.
Phone/Ext.
This field is available only when the Default Country (HQ Company Setup) is set to US.
Enter the phone number (up to 15 digits) and extension number (up to 5 digits), at which the contact specified above can be reached. Used by the ICESA (Interstate Conference of Employment Security Agencies) format.
This field is available only when the Default Country (HQ Company Setup) is set to US.
Required for the state of Florida.
Enter the contact’s email address.
Transmitter ID#
This field is available only when the Default Country (HQ Company Setup) is set to US.
Enter the media transmitter or authorization number, up to 10 characters, assigned to you by the State. Used by the ICESA (Interstate Conference of Employment Security Agencies) format.
Iowa Users - Use this field to enter the Iowa Business eFile Number (BEN).
Establishment ID#
This field is available only when the Default Country (HQ Company Setup) is set to US.
Enter the establishment identification number, up to 4 characters. This ID# may be used to designate various store or factory locations or types of payroll when a file contains multiple records with the same EIN#. Used by the ICESA (Interstate Conference of Employment Security Agencies) format.
C-3 Data
This field is available only when the Default Country (HQ Company Setup) is set to US.
Enter the 1 character defined by the states requiring this information. Used by the ICESA (Interstate Conference of Employment Security Agencies) format.
Suffix Code
This field is available only when the Default Country (HQ Company Setup) is set to US.
Enter the 5 characters that have been defined by the states requiring this information. Used by the ICESA (Interstate Conference of Employment Security Agencies) format.
Tax Type
This field is available only when the Default Country (HQ Company Setup) is set to US.
Enter the 1 character defined by the states requiring this information. Used by the ICESA (Interstate Conference of Employment Security Agencies) format.
Taxing Entity
This field is available only when the Default Country (HQ Company Setup) is set to US.
Enter the 10 characters defined by the states requiring this information. This information is used by the ICESA (Interstate Conference of Employment Security Agencies) format.
Document Control ID#
This field is available only when the Default Country (HQ Company Setup) is set to US.
Enter the 10 characters defined by the states requiring this information. Used by the ICESA (Interstate Conference of Employment Security Agencies) format.
Plant #
This field is available only when the Default Country (HQ Company Setup) is set to US.
If applicable, specify the plant code (up to 2 characters) as defined by state.
Branch
This field is available only when the Default Country (HQ Company Setup) is set to US.
If applicable, specify the branch code (up to 3 characters) as defined by state.
Private Disability Plan ID #
This field is available only when the Default Country (HQ Company Setup) is set to US.
Currently used for New Jersey only.
Enter the private disability plan number, as defined by the NJ Department of Labor. This number is used for the electronic file only. The plan number that prints on the W-2’s must be entered manually in PR W-2 Initialize Details.
State Control #
This field is available only when the Default Country (HQ Company Setup) is set to US.
The input needed for this 7-character field is defined by the states requiring this information. Used by the ICESA (Interstate Conference of Employment Security Agencies) format.
State ID#
This field is available only when the Default Country (HQ Company Setup) is set to US.
Enter the 2-digit Federal postal code assigned to the State specified above. This is NOT the 2-character postal abbreviation.
Unit ID#
This field is available only when the Default Country (HQ Company Setup) is set to US.
The input needed for this 5-character field is defined by the states requiring this information. Used by the ICESA (Interstate Conference of Employment Security Agencies) format.
County
This field is available only when the Default Country (HQ Company Setup) is set to US.
The input needed for this 3-character field is defined by the states requiring this information. Used by the ICESA (Interstate Conference of Employment Security Agencies) format.
Out of County
This field is available only when the Default Country (HQ Company Setup) is set to US.
The input needed for this 7-character field is defined by the states requiring this information. Used by the ICESA (Interstate Conference of Employment Security Agencies) format.
Local Code 1
This field is available only when the Default Country (HQ Company Setup) is set to US.
Currently used only for New York City unemployment wage reporting.
Enter the local code assigned for the New York City tax (in PR Local Codes). The description for this local code will be used as the field label for the corresponding tax withholding field in the PR Unemployment Employees form.
Local Code 2
This field is available only when the Default Country (HQ Company Setup) is set to US.
Currently used only for the City of Yonkers unemployment wage reporting.
Enter the local code assigned for the Yonkers city tax (in PR Local Codes). The description for this local code will be used as the field label for the corresponding tax withholding field in the PR Unemployment Employees form.
Local Code 3
Unused at this time.
DL Code 1 & 2
This field is available only when the Default Country (HQ Company Setup) is set to US.
Currently used only for New Mexico workers compensation reporting.
In DL Code 1, enter the deduction for workers compensation.
In DL Code 2, enter the liability for workers compensation.
If workers compensation is not applicable for a particular employee, enter zero (0) into both fields.
You must also add these codes to the DL Code field on the Add’l State Based Dedns/Liabs tab.
Wage Plan
This field is available only when the Default Country (HQ Company Setup) is set to US.
Enter the 1-character wage plan code. This field automatically updates the Wage Plan Code field on PR Unemployment Employees.
DL Code
Enter any additional deductions and liabilities that need to be calculated for the state. The type, description, and method display in the grid to the right.
New Mexico Users - If you entered a code for workers compensation reporting in the DL Code 1 and DL Code 2 fields, you must also add the codes to this grid.
Based On
Determines whether the subject amount for the deduction or liability is calculated the same as the Income Tax or Unemployment.
T - Earnings on all timecards subject to withholding tax for this state will also be subject to this deduction/liability.
U - Earnings on all timecards subject to unemployment for this state will also be subject to this deduction/liability.
Always calc for resident
The Always calc for resident check box on the PR State Information form, Add'l State Based Dedn/Liabs tab.
Enabled only for state-based deduction codes.
Select this check box to always calculate this deduction for state residents, even when they work in another state.
