When preparing to run this report, you may need to consider those employees who have changed their primary residence within the past year:

• If your DateTracked session date is the last day of the year or earlier, this report uses the employee's primary address listed as of the last day of the year.

• If your session date is greater than the last day of the year, this report uses the employee's primary residence as of your session date.

Run the State Magnetic W-2 report from the Submit Requests window.

   To run a state magnetic W-2 report:

1. In the Name field, select State W-2 Magnetic Media. If the Parameters window does not open, click in the Parameters field.

2. In the state field select the state.

   Note: States not required to file on magnetic media will not appear in the list.

3. In the Year field, enter the tax year for the report.

4. In the Transmitter GRE field, select the name of the GRE that functions as the transmitter of this W-2 report.

5. Puerto Rico only: The Commonwealth of Puerto Rico requires an access code in positions 13-17 of the RV record.

   To add the access code:

   1. Navigate to Organization> Description> GRE/Legal Entity> W2 Reporting Rules> Access Code (PR)

   2. Enter the 5 character length alphanumeric code.

6. Enter a SSA User Identification (USERID).

   Enter the number assigned to the Employee who submits the W-2 Files in EFW2 format. This number is the same USERID obtained from the SSA.

7. If you are resubmitting the W-2 report at the request of the SSA, enter the WFID number provided in the Resub WFID field. Otherwise leave this field blank.

8. Select Yes or No in the Fold Output parameter field. If you select Yes, then the output flat files (.mf) are folded as per the necessary specifications. The appropriate line feeds or carriage returns are added to the magnetic file (mf) output without any manual intervention being required. If 'No' (default option) is selected, then the process will not fold the output file and all the records in magnetic file are generated in one continuous line.

9. Click OK and then Submit.

   When the report is complete, Oracle generates the files for electronic submission. You can navigate to the View Requests window to view the processing status of the report.

   Note: If you are validating your magnetic media reports through Accuwage, do not use this software to check your state reports. Accuwage is a Social Security Administration application and is only applicable for Federal W-2 magnetic media reports. Individual state formats do not completely follow the SSA EFW2 format, and your reports will likely fail the Accuwage checks.