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W-2 REPORTING ERRORS

  • When the W-2 file fails one or more File-Level rules, the results file lists all of the File-Level failures that occurred: Record sequence; Rule; and Rule Description. For example, “25; IAW216; RV must occur once per RE record.” This entry means that the 25th record of the file failed rule IAW216 requiring RV record occur once per RE record.
  • No Employer-Level rules are applied when a file fails one or more File-Level rules; the entire file is rejected.
  • Employer-Level rules are applied when the W-2 file passes all File-Level rules.

o   Iowa assigns a distinct confirmation number to each employer (record set RE through RV) that passes all Employer-Level rules. (As an internal audit trail, Iowa’s Rule Editor assigns a Confirmation Number to each RV record if that employer passes all edits; it leaves Confirmation equal to zeros if employer failed any edits.) The results file lists the Status; Employer sequence; Employer EIN; and Confirmation Number.

o   For example, “Accepted; 7; 001234567; 6361000012” means that Iowa accepted the filing for the 7th employer (corresponding to the 7th RE record) having EIN 001234567 and the confirmation number that the Iowa Department of Revenue assigned is 6361000012.

o  When an employer fails one or more Employer-Level rules the results file lists all of the Employer-Level failures that occurred for that employer: Status; Employer sequence; Employer EIN; Employee sequence; Employee SSN; Rule; and Rule Description.

o   For example1, “Rejected; 52; 001234567; 123; 1230056789; IAW224; RW record, SSN: each character in positions 3 through 11 must contain value between 0 and 9.” This entry means that Iowa rejected the 52nd employer (on or after 52nd RE record) having EIN 001234567 with 123rd employee (corresponding to the 123rd RW record after the given RE record) of SSN 1230056789 failed rule IAW224 requiring SSN: each character in positions 3 through 11 must contain value between 0 and 9.

o   For example2, “Rejected; 76; 001234567; 0; 0; IAW236; RV record, each character in positions 3 through 57 must contain value between 0 and 9.” This entry means that Iowa rejected the 76th employer (corresponding to the 76th RE record) having EIN 001234567 without regard to any particular employee sequence or SSN, failed rule IAW236 requiring of the RV record, each character in positions 3 through 57 must contain value between 0 and 9.

o  A results file may contain a mixture of employers that pass and fail Employer-level rules. Those listed with confirmation numbers have passed Employer-Level rules and should not be retransmitted; those listed with rule violations must be corrected and retransmitted.