For each GRE serving as a transmitter of Federal W-2 electronic reporting, you must enter information identifying the GRE. If the GRE is a W-2 transmitter, you must also specify whether or not you are using this GRE as a 2678 Filer.

Start from the Organization window to make entries in the W2 Reporting Rules window.

   To identify a GRE:

1. Enter or query the GRE in the Organization window.

2. In the Organization Classifications region, select Government Reporting Entity.

3. Click Others, and select W2 Reporting Rules.

4. Click in the Additional Organization Information field to open the W2 Reporting Rules window.

5. Enter Yes in the W-2 Transmitter field for this GRE to function as a transmitter of W-2 information.

6. If this GRE is a W-2 Transmitter, select Yes in the 2678 Filer field.

7. Select a GRE in the Company Name field. This is the name that will appear on the magnetic file.

8. Select a contact person in the Contact Name field. This person's contact information (address, phone, FAX, and e-mail) appears on the magnetic file as the SSA contact for processing problems.

   Note: Make sure the Phone Numbers window contains the proper work phone number for the employee. The Phone Type must be 'Work' which must correspond to the Phone Type lookup code "W1" in Application Utilities Lookups. This is the number that appears in the magnetic file.

   The W-2 magnetic files and SQWL reports will format these phone numbers to comply with the Forms' requirements:

   • All non-alphanumeric characters are removed, including all variations of extension, spaces, and "-" (dashes).

   • The phone field allocates 15 spaces for the phone number and extension. This field is left-justified, and unused spaces are padded with blanks.

   • The first 10 digits are used for the Contact Phone field.

   • The last five digits are used for the Phone Extension field.

   • Do not preface the phone number with "1," as this would cause the phone number to overflow into the extension field.

   Example

   A phone number entered as:

   222-333-4444Ext555

   Would appear as

   2223334444555

   on the Forms' magnetic file.

9. Select the Problem Notification Method you prefer the SSA to use in case they wish to contact you regarding the magnetic file.

10. In the Preparer field, select the preparer of the magnetic file.

11. If this electronic submission is for Puerto Rico, select Puerto Rico in the Tax Jurisdiction field. Otherwise, select All US States and District of Columbia.

    Note: If you select Puerto Rico as the tax jurisdiction, then using the FIT Exempt from Wage Accumulation (PR only) field in the Federal Tax Rules window, you can determine whether Puerto Rico employees in this GRE can be exempted from withholding and reporting of federal income wages and taxes. See: Entering Federal Tax Rules for a GRE.

12. If you have terminated your business during this tax year, select Yes in the Terminated GRE field. Otherwise, select No.

13. Enter No in the Third Party Sick pay field unless you are a third-party sick pay payer filing Form W-2 for an employee of an insured company.

14. If you have used another EIN to submit Form 941 or 943 to the IRS, or you have previously submitted W-2 data to the SSA using an EIN different from the EIN in the Employer Identification field that defines your GRE, enter that number in the other EIN field.

    Note: Oracle Payroll only supports one value for this field per GRE.

15. For the following states make the appropriate selections:

    • Puerto Rico only: Specify the 499R Starting Control Number.

    • California only: Type either SDI or VPDI in the Disability Insurance Type field. This label appears in Box 14 of your employees' W-2 forms.

    • Connecticut only: Specify the Kind of Employer for the EFW2 filing process.

16. Save your work.

   To specify the NAICS Code (MD) to meet EFW2 file requirements for Maryland:

1. Enter or query the GRE in the Organization window.

2. In the Organization Classifications region, select Government Reporting Entity.

3. Click Others, and select W2 Employer Rules 2.

4. Click in the Additional Organization Information field to open the W2 Employer Rules 2 window.

5. Select the appropriate code in the NAICS Code (MD) field.

   To report the Employer's Business eFile Number (BEN) in the EFW2 RV record to comply with Iowa's EFW2 reporting requirements:

1. Enter or query the GRE in the Organization window.

2. In the Organization Classifications region, select Government Reporting Entity.

3. Click Others, and select W2 Employer Rules 2.

4. Click in the Additional Organization Information field to open the W2 Employer Rules 2 window.

5. Enter the employer's business efile number assigned by the Iowa DOR in the BEN (IA) field.