File Import

PA W-2 Wage Records (EFW2)

The file you upload must be in text (EFW2) format that follows SSA Publication No. 42-007 and contains the data elements specified for each record type below. Any data columns listed in the SSA Publication not listed in our specifications are ignored by Pennsylvania.

RA Record Specifications

Column	Starting Position	Ending Position	Max Length	Data Format	Required
Record Identifier	1	2	2	Must be "RA".	Yes
Submitter Entity ID	3	11	9	9-digit Entity ID number for submitter's business. Usually a Federal Employer Identification Number (FEIN) or Social Security Number (SSN), containing no dashes or spaces.	Yes

RE Record Specifications

Column	Starting Position	Ending Position	Max Length	Data Format	Required
Record Identifier	1	2	2	Must be "RE".	Yes
Tax Year	3	6	4	4-digit value of the year reported.	Yes
Agent Indicator Code	7	7	1	If applicable, enter one of the following codes: 1 = 2678 Agent 2 = Common Paymaster 3 = 3504 Agent Otherwise, fill with blanks.
Employer Entity ID	8	16	9	9-digit Entity ID number for business being filed. Usually a Federal Employer Identification Number (FEIN) or Social Security Number (SSN), containing no dashes or spaces.	Yes
Agent Entity ID	17	25	9	If you entered a "1" in the Agent Indicator Code field, enter the client-employer's Entity ID for which you are an Agent.
Employer Name	40	96	57	Name of the business for which taxes are being filed.	Yes
Location Address	97	118	22	Employer Location Address
Delivery Address	119	140	22	Employer Delivery Address	Yes
City	141	162	22	City, Town, etc. APO, FPO, DPO for U.S. Military Address.	Yes
State Abbreviation	163	164	2	U.S. States use 2 character abbreviation code.	Yes
Zip Code	165	173	9	U.S. addresses use max 9-digit Zip Code. Required if the Country Code entered is "US".	Yes

RS Record Specifications

Column	Starting Position	Ending Position	Max Length	Data Format	Required
Record Identifier	1	2	2	Must be "RS".	Yes
State Code	3	4	2	State Code "42" for PA.	Yes
Employee SSN	10	18	9	9-digit number for employee Social Security Number (SSN). Enter it as "000000000" if the ITIN is entered.	Yes
Employee First Name	19	33	15	Employee First Name
Employee Middle Name/Initial	34	48	15	Employee Middle Name/Initial
Employee Last Name	49	68	20	Employee Last Name	Yes
Suffix	69	72	4	Employee Name Suffix
Location Address	73	94	22	Employee Location Address or Delivery Address is required	Yes
Delivery Address	95	116	22	Employee Location Address or Delivery Address is required	Yes
City	117	138	22	City, Town, etc. APO, FPO, DPO for U.S. Military Address.	Yes
State Abbreviation	139	140	2	U.S. States use 2 character abbreviation code. Required if the Contry Code entered is "US".	Yes
Zip Code	141	149	9	U.S. addresses use max 9-digit Zip Code. Required if the Country Code entered is "US".	Yes
Foreign State/Province	155	177	23	Canadian Providences use 2 character abbreviation, Mexico Federal Districts use 3 character abbreviation, U.K. County use county name etc., U.S. Military Addresses use AE, AP, or AA, 30 characters max. Required if the Country Code entered is other than "US".
Foreign Postal Code	178	192	15	Canadian/Mexico Postal Code, U.K. Postal Code, etc., use max 15 characters. Required if the Country Code entered is other than "US".
Country Code	193	194	2	2 character country code as specified in EFW2 Publication 42-007.
Account Number	248	255	8	The 8-digit Withholding ID containing no dashes or spaces.	Yes
State Taxable Wages	276	286	11	Numeric only including 2 decimal places. Do not report negative figures.	Yes
State Income Tax Withheld	287	297	11	Numeric only including 2 decimal places. Do not report negative figures.	Yes
Employee ITIN	338	346	9	Employee Individual Tax Identification Number (ITIN). Enter Employee SSN as "000000000" if the Employee ITIN is entered.

RV Record Specifications

Column	Starting Position	Ending Position	Max Length	Data Format	Required
Record Identifier	1	2	2	Must be "RV".	Yes
State Code	3	4	2	State Code "42" for PA.	Yes
Tax Year	5	8	4	4-digit value of year reported.	Yes
Account Number	9	16	8	The 8-digit Withholding ID containing no dashes or spaces. Must match with the Account Number in first RS Record.	Yes
Employer Entity ID	17	25	9	9-digit Entity ID number for submitter's business. Usually a Federal Employer Identification Number (FEIN) or Social Security Number (SSN), containing no dashes or spaces. Must match with Employer Entity ID in RE record.	Yes
Total Records Count	26	32	7	Total count of all RS records. Numeric only without decimals.	Yes
Total PA Taxable Wages	33	47	15	Total of "State Taxable Wages" from RS records. Numeric only including 2 decimal places. Do not include decimal "." character.	Yes
Total PA Tax Withheld	48	62	15	Total of "State Income Tax Withheld" from RS records. Numeric only including 2 decimal places. Do not include decimal "." character.	Yes

RF Record Specifications

Column	Starting Position	Ending Position	Max Length	Data Format	Required
Record Identifier	1	2	2	Must be "RF".	Yes