Quarterly Wage Report - File Layouts
The default file name for the Quarterly Wage report is qtrwage.tpe.
The Quarterly Wage report electronic file contains four record types:
RA - State Record
The following table lists the position, field, data type, and location or valid RA - State record value.
Position | Field | Data Type | Location or Valid value |
|---|---|---|---|
1-2 | Not applicable | X(2) | Constant RA |
3-11 | Employer Federal ID | 9(9) | Retrieved from the Employer Identification Number (EIN) field on the VA Quarterly Wage Report - Setup - Employer page. |
12-28 | Personal Id Number (PIN) | 9(17) | Retrieved from the Personal ID Number field on the W2 Wizard: W2 Print Controls page. |
29-29 | Resub Indicator | X(1) | Constant 0 |
30-35 | Blank filler | X(6) | spaces |
36-37 | Software Code | 9(2) | Constant 98 |
38-94 | Company Name | X(57) | Retrieved from the Name field on the VA Quarterly Wage Report - Setup - Employer page. |
95-116 | Location Address | X(22) | Retrieved from the Street Address 2 field on the VA Quarterly Wage Report - Setup - Employer page. |
117-138 | Delivery Address | X(22) | Retrieved from the Street Address 1 field on the VA Quarterly Wage Report - Setup - Employer page. |
139-160 | City | X(22) | Retrieved from the City field on the VA Quarterly Wage Report - Setup - Employer page. |
161-162 | State | X(2) | Retrieved from the State field on the VA Quarterly Wage Report - Setup - Employer page. |
163-167 | Zip Code | 9(5) | Retrieved from the Zip field on the VA Quarterly Wage Report - Setup - Employer page. |
168-171 | Zip Code Ext | 9(4) | Retrieved from the Zip Ext field on the VA Quarterly Wage Report - Setup - Employer page. |
172-216 | Blank filler | X(45) | spaces |
217-273 | Submitter Name | X(57) | Retrieved from the Name field on the VA Quarterly Wage Report - Setup - Employer page. |
274-295 | Submitter's Location Address | X(22) | Retrieved from the Street Address 2 field on the VA Quarterly Wage Report - Setup - Employer page. |
296-317 | Submitter's Delivery Address | X(22) | Retrieved from the Street Address 1 field on the VA Quarterly Wage Report - Setup - Employer page. |
318-339 | Submitter's City | X(22) | Retrieved from the City field on the VA Quarterly Wage Report - Setup - Employer page. |
340-341 | Submitter's State Abbreviation | X(2) | Retrieved from the State field on the VA Quarterly Wage Report - Setup - Employer page. |
342-346 | Submitter's Zip Code | 9(5) | Retrieved from the Zip field on the VA Quarterly Wage Report - Setup - Employer page. |
347-350 | Submitter's Zip Code Extension | 9(4) | Retrieved from the Zip Ext field on the VA Quarterly Wage Report - Setup - Employer page. |
351-395 | Blank filler | X(45) | spaces |
396-422 | Contact Name | X(27) | Retrieved from the Contact Name field on the W2 Wizard: W2 Parameters page. |
423-437 | Contact Phone Number | X(15) | Retrieved from the Contact Phone Number field on the VA Quarterly Wage Report - Setup - Employer page. |
438-442 | Contact Phone Extension | X(5) | Retrieved from the Contact Phone Number field on the VA Quarterly Wage Report - Setup - Employer page. |
443-445 | Blank filler | X(3) | spaces |
446-485 | Contact E-Mail | X(40) | Retrieved from the Contact Email field on the W2 Wizard: W2 Parameters page. |
486-488 | Blank filler | X(3) | spaces |
489-498 | Contact Fax | 9(10) | Retrieved from the Contact Fax field on the W2 Wizard: W2 Print Controls page. |
499-499 | Preferred Method of Problem Notification | X(1) | Valid values:
|
500-500 | Preparer Code | X(4) | Constant L |
501-512 | Blank filler | X(12) | spaces |
RE - Employer Record
The following table lists the position, field, data type, and location or valid RE - Employer record value.
Position | Field | Data Type | Location or Valid value |
|---|---|---|---|
01-02 | Record Identifier | X(2) | Constant RE |
03-06 | Tax Year | X(4) | Not applicable |
07-07 | Agent Indicator Code | X(1) | Fill with spaces |
08-16 | Employer or Agent | X(9) | Retrieved from the Employer Identification Number (EIN) field on the VA Quarterly Wage Report - Setup - Employer page. |
17-25 | Agent for EIN | X(9) | Fill with spaces |
26-26 | Terminating Business | X(1) | Constant 0 |
27-30 | Establishment Number | X(4) | Fill with spaces |
31-39 | Other EIN | X(9) | Fill with spaces |
40-96 | Employer Name | X(57) | hrm_prof.emp_name |
97-118 | Employer Location Address | X(22) | Fill with spaces |
119-140 | Employer Delivery Address (Street or Box) | X(22) | hrm_prof.emp_add |
141-162 | Employer City | X(22) | hrm_prof.emp_city |
163-164 | Employer State Abbreviation | X(2) | hrm_prof.emp_state |
165-169 | Employer Zip Code | X(5) | hrm_prof.emp_city |
170-173 | Employer Zip Code Extension | X(4) | hrm_prof.emp_zip[7,10] |
174-218 | Blank filler | X(45) | spaces |
219-219 | Employment Code | X(1) | Constant R |
220-220 | Tax Jurisdiction Code | X(1) | Fill with spaces |
221-221 | Third-Party Sick | X(1) | Constant 0 |
222-512 | Blank filler | X(291) | spaces |
RS - Employee Record
The following table lists the position, field, data type, and location or valid RS - Employee record value.
Position | Field | Data Type | Location or Valid value |
|---|---|---|---|
1-2 | Record ID | X(2) | Constant RS |
3-4 | State Code | X(2) | Constant 51 |
5-9 | Taxing Entity Code | X(5) | Constant B |
10-18 | Social Security Number | X(9) | employee.ssn |
19-33 | Employee First Name | X(15) | employee.f_name |
34-48 | Employee Middle Name | X(15) | employee.m_name |
49-68 | Employee Last Name | X(20) | employee.l_name |
69-72 | Suffix | X(4) | employee.name_suffix |
73-94 | Location Address | X(22) | Fill with spaces |
95-116 | Delivery Address | X(22) | employee.addr |
117-138 | City | X(22) | employee.city |
139-140 | State Abbreviation | X(2) | employee.state |
141-145 | Zip Code | X(5) | employee.zip |
146-149 | Zip Code Extension | X(4) | employee.zip |
150-196 | Blank filler | X(47) | spaces |
197-202 | Reporting Period | X(6) | Period–end month and year for the report in MMYYYYY format. |
203-213 | State Quarterly Unemployment Insurance Total Wages | 9(11) | Retrieved from the Quarterly Earnings field on the VA Quarterly Wage Report page. |
214-247 | Blank filler | X(34) | spaces |
248-267 | VEC Employer Account Number | X(20) | Fill with spaces |
268-307 | Blank filler | X(40) | spaces |
308-308 | Tax Type Code | X(1) | Constant A |
309-512 | Blank filler | X(204) | spaces |
RF - Total Record
The following table lists the position, field, data type, and location or valid RF - Total record values.
Position | Field | Data Type | Location or Valid value |
|---|---|---|---|
1-2 | Record ID | X(2) | Constant RF |
3-7 | Blank filler | X(5) | spaces |
8-16 | Number of RW Records | X(9) | Count of RS records in the file (zero-filled) |
17-512 | Blank filler | X(496) | spaces |