Electronic Filing Specifications:

These specifications are in conformance with the Social Security Administration's Electronic Filing W-2 (EFW2) format (formerly MMREF-1) as listed on www.ssa.gov.  Locations not used by Nevada are so indicated.

 

Record Code:  RA = Submitter Record

  • Type A/N = Alpha/numeric, left justified, blank filled
  • Type A = Alpha, left justified, blank filled
  • Type N = Numeric, right justified, zero filled, unsigned

Record Code:  "RA" - Must be followed by Record Code "RE"

 

Location

Field Name

Field Length

Type

Description

1-2

Record Identifier

2

A

Constant "RA"

3-11

Submitter's Employer Identification Number (FEIN)

9

N

Enter the submitter's Federal Identification Number.

12-216

 

205

 

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).

217-273

Submitter Name

57

A/N

Enter the name of the organization to receive notification of unprocessable data.

274-295

Location Address

22

A/N

Enter the submitter's specific location. (Attention, Suite, Room Number, etc.) Note:  this is the first line of the submitter delivery address.

296-317

Delivery Address

22

A/N

Enter the submitter's delivery address. (Street or Post Office Box).

318-339

City

22

A

Enter the submitter's city.

340-341

State Abbreviation

2

A

Enter the Submitter's state. For a foreign address, fill with blanks.

342-346

Zip Code

5

N

Enter the submitter's Zip Code.  For a foreign address, fill with blanks.

347-350

Zip Code Extension

4

N

Enter the submitter's four-digit extension of the Zip Code.  If not applicable, fill with blanks.

351-355

 

5

 

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).

356-378

Foreign State/Province

23

A/N

If applicable, enter the submitter's foreign state/province.  Otherwise, fill with blanks.

379-393

Foreign Postal Code

15

A/N

If applicable, enter the submitter's foreign postal code.  Otherwise, fill with blanks.

394-395

Country Code

2

A

If applicable, enter the submitter's foreign country code.  Otherwise, fill with blanks.

396-422

Contact Name

27

A

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

423-437

Contact Phone Number

15

A/N

Enter the contact's telephone number (including the area code).

438-442

Contact Phone Extension

5

A/N

If applicable, enter the contact's telephone extension number. Otherwise, fill with blanks.

443-445

 

3

 

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).

446-485

Contact E-Mail

40

A/N

If applicable, enter the contact's electronic mail/Internet address.  Otherwise, fill with blanks.

486-488

 

3

 

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).

489-498

Contact FAX

10

A/N

If applicable, enter the contact's FAX number (including area code). Otherwise, fill with blanks.

499-499

 

1

 

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).

500-500

Preparer Code

1

A

Enter one of the following codes to indicate who prepared this file:

A = Accounting Firm
L = Self-Prepared
S = Service Bureau
P = Parent Company
O = Other

Note: if more than one code applies, use the one that best describes who prepared this file.

501-512

.

12

.

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).


 


Record Code:  RE = Employer Record

         Type A/N = Alpha/numeric, left justified, blank filled

         Type A = Alpha, left justified, blank filled

         Type N = Numeric, right justified, zero filled, unsigned

Record Code:  "RE" - Must be followed by Record Code "RS32WAGE"

Location

Field Name

Field Length

Type

Description

1-2

Record Identifier

2

A

Constant "RE"

3-25

 

23

 

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).

26

Terminating Business Indicator

1

N

Enter "1" if you have terminated your business during this tax year. Otherwise, enter "0".

27-39

 

13

 

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).

40-96

Employer Name

57

A/N

Enter the first 57 characters of the employer's DBA name, exactly as registered with NESD.

97-118

Location Address

22

A/N

Enter the employer's specific location. (Attention, Suite, Room Number, etc). 
Note: this is the first line of the employer delivery address.

119-140

Delivery Address

22

A/N

Enter the employer's delivery address. (Street or Post Office Box).

141-162

City

22

A/N

Enter the employer's city.

163-164

State Abbreviation

2

A

Enter the employer's state. For a foreign address, fill with blanks.

165-169

Zip Code

5

N

Enter the employer's zip code. For a foreign address, fill with blanks.

170-173

Zip Code Extension

4

N

Enter the employer's four-digit extension of the zip code. If not applicable, fill with blanks.

174-178

 

5

 

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).

179-201

Foreign State/Province

23

A/N

If applicable, enter the employer's foreign state/province. Otherwise, fill with blanks.

202-216

Foreign Postal Code

15

A/N

If applicable, enter the employer's foreign postal code. Otherwise, fill with blanks.

217-218

Country Code

2

A

If applicable, enter the employer's foreign country code. Otherwise, fill with blanks.

219-512

.

294

.

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).

 


 

Record Code:  RS32WAGE = Nevada State Wage Record

         Type A/N = Alpha/numeric, left justified, blank filled

         Type A = Alpha, left justified, blank filled

         Type N = Numeric, right justified, zero filled, unsigned

Record Code:  "RS32WAGE" - Must be followed by Record Code "RS32SUMM"

*Note: 
This record is required, unless you have indicated "Y" for no workers/no wages on Record Code RS32SUMM (location 128).

Location

Field Name

Field Length

Type

Description

1-2

Record Identifier

2

A

Constant "RS"

3-4

State Code

2

N

Enter the state FIPS postal numeric code for the state to which wages are being reported.
NEVADA = 32

5-8

Taxing Entity Code/State Record Type

4

A

Constant "WAGE"

9

Blank

1

 

Enter a blank.

10-18

Social Security Number

9

N

Employee's social security number. If no SSN is available, enter zeros (0).

19-33

Employee First Name

15

A

Enter employee's first name. Do not enter punctuation in the name field.

34-48

Employee Middle Name or Initial

15

A

If applicable, enter the employee's middle name or initial.  Do not enter punctuation in the name field.  If unknown, fill with blanks.

49-68

Employee Last Name

20

A

Enter employee's last name. Do not enter punctuation in the name field except for the hyphen in a compound surname.

69-72

Suffix

4

A/N

Enter employee's alphabetic suffix. (For example: SR or JR) Do not enter punctuation in the name field. If none, fill with blanks.

73-196

 

124

 

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).

197-202

Reporting Period

6

N

Enter the last month and 4-digit year of calendar quarter to which report applies.
03YYYY = First Quarter
06YYYY = Second Quarter
09YYYY = Third Quarter
12YYYY = Fourth Quarter
(i.e. Jan-Mar 2002 = 032002)

203-213

State Quarterly UI Total Gross Wages (Including Tips)

11

N

Enter total wages paid to worker during the quarter, including all tip income. Includes dollars and cents with decimal assumed. Left zero fill.

214-224

 

11

 

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).

225-226

Number of Weeks Worked

2

N

Optional-not currently being read by Nevada. Enter total number of weeks worked by this employee during the reporting period.

227-247

 

21

 

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).

248-256

State Employer Account Number

9

N

Enter NESD UI Employer account number. Omit decimal, hyphen & check digit (If the account umber is 12345.00-3, enter as 001234500). Left zero fill.

257-337

 

81

 

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).

338-346

Quarterly Tip Wages

9

N

Enter total tip income. Includes dollars and cents with decimal assumed. Left zero fill. (Note: Amount cannot exceed total gross wages in location 203-213). If no tips to report, zero fill.

347-350

Hours Paid

4

N

Optional-not currently being read by Nevada. Enter total number of hours paid this employee during the reporting period.

351-359

Zip Code of Work Site

9

A/N

Optional-not currently being read by Nevada.  Enter the zip code of employee's work site for the reporting period.

360-512

.

153

 .

Not used by Nevada.  (Nevada's program will not read or utilize data reported in this location).

 


 

Record Code:  RS32SUMM = Nevada State Summary Record

         Type A/N = Alpha/numeric, left justified, blank filled

         Type A = Alpha, left justified, blank filled

         Type N = Numeric, right justified, zero filled, unsigned

Record Code:  "RS32SUMM" - Must be followed by Record Code  "RF"

Location

Field Name

Field Length

Type

Description

1-2

Record Identifier

2

A

Constant "RS"

3-4

State Code

2

N

Enter the state FIPS postal numeric code for the state to which wages are being reported.
NEVADA = 32

5-8

Taxing Entity Code/State Record Type

4

A

Constant "SUMM"

9-10

Blank

2

 

Enter a blank.

11-19

Federal Tax ID Number

9

N

Enter the employer's Federal Tax Identification Number, do not enter the hyphen. (If the account number is 88-1234567, enter as 881234567.

20

Blank

1

 

Enter a blank.

21-29

State Employer Account Number

9

N

Enter NESD UI Employer account number. Omit decimal, hyphen & check digit. (If the account number is 12345.00-3, enter as 001234500). Left zero fill.

30

Blank

1

 

Enter a blank.

31-36

Reporting Period

6

N

Enter the last month and 4-digit year of calendar quarter to which report applies.
03YYYY = First Quarter
06YYYY = Second Quarter
09YYYY = Third Quarter
12YYYY = Fourth Quarter
(i.e. Jan-Mar 2002 = 032002)

37

Blank

1

 

Enter a blank.

38-44

Total Number of Workers on Report

7

N

Enter the total number of Code RS32WAGE records for this employer. (If "Y" entered in location 128 indicating no workers/no wages for the quarter, zero fill this location.

45

Blank

1

 

Enter a blank.

46-59

Total Wages Paid This Quarter (Including Tips)

14

N

Enter the amount of total wages including tips paid in this calendar quarter. Includes dollars and cents with decimal assumed. No decimal or negative wages. Right justify; left zero fill. (If "Y" entered in location 128 indicating no workers/no wages for the quarter, zero fill this location).

60

Blank

1

 

Enter a blank.

61-74

Nontaxable Wage

14

N

Enter the amount of nontaxable wages paid this calendar quarter. (If "Y" entered in location 128 indicating no workers/no wages for the quarter, zero fill this location).

75

Blank

1

 

Enter a blank.

76-89

Taxable Wages Paid This Quarter

14

N

Enter the amount of total taxable wages paid this calendar quarter. This figure is the amount listed in location 46-59 minus the amount listed in location 61-74. (If "Y" entered in location 128 indicating no workers/no wages for the quarter, zero fill this location). 

90

Blank

1

 

Enter a blank.

91-103

Blank

13

 

Blank filled.

104-110

Month (1) Employment for Employer

7

N

Enter the number of covered workers who worked during or received pay subject to UI wages for the payroll period which includes the 12th day of the first month of the reporting period. (If "Y" entered in location 128 indicating no workers/no wages for the quarter, zero fill this location).

111

Blank

1

 

Enter a blank.

112-118

Month (2) Employment for Employer

7

N

Enter the number of covered workers who worked during or received pay subject to UI wages for the payroll period which includes the 12th day of the second month of the reporting period. (If "Y" entered in location 128 indicating no workers/no wages for the quarter, zero fill this location).

119

Blank

1

 

Enter a blank.

120-126

Month (3) Employment for Employer

7

N

Enter the number of covered workers who worked during or received pay subject to UI wages for the payroll period which includes the 12th day of the third month of the reporting period. (If "Y" entered in location 128 indicating no workers/no wages for the quarter, zero fill this location).

127

Blank

1

 

Enter a blank.

128

No Workers/No Wages Indicator

1

A

Enter a "Y" if there were No Workers/No Wages for the quarter being reported; otherwise, leave blank.

129-512

.

384

.

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).

 


 

Record Code:  RF = Final Record

         Type A/N = Alpha/numeric, left justified, blank filled

         Type A = Alpha, left justified, blank filled

         Type N = Numeric, right justified, zero filled, unsigned

Record Code:  "RF" - Must be Preceded by Record Code "RS32SUMM"

Location

Field Name

Field Length

Type

Description

1-2

Record Identifier

2

A

Constant "RF"

3-512

.

510

.

Not used by Nevada. (Nevada's program will not read or utilize data reported in this location).