Ohio Updates Specifications for Electronic W-2 Filing

January 31, 2018 Paul Ogawa

Ohio recently updated their Specifications for Filing W-2 Forms Electronically. These specifications are based on the federal model provided by the Social Security Administration, with state-specific modifications added for the purposes of Ohio reporting requirements.


A number of changes were made to the specifications for TY 2017, which are as follows:


RA Record:

  • Field Positions 394-395, 396-422, 423-437, 438-442, and 443-445 were added in the most recent update:
    • 394-395: Country Code (fill with blanks for US States, D.C., Military Postal Offices, American Samoa, Guam, Northern Mariana Islands, Puerto Rico, and the Virgin Islands. Otherwise, use applicable Country Code).
    • 396-422: Contact Name (Required Fields).
    • 423-437: Contact Phone Number (Required Field).
    • 438-442: Contact Phone Extension.
    • 443-445: Blank (fill with blanks, reserve for SSA Use).

RS Record:

  • Field Positions 298-307 has changed from “Other State Data” to “Wages, Tips and Other Compensation”.
    • Enter employee’s total annual wages, tips, and other compensation.
    • Prior versions did not include this field as a part of the RS record.
  • Field Positions 308, 309-319, 320-330, and 331-337 added specificity to their Field Specifications.
    • Previously all fields stated “Applies to SCHOOL DISTRICT INCOME TAX”. In the recent update, the same sections state “Applies to required SCHOOL DISTRCT INCOME TAX if an employee resides in a taxing school district” (bold added for emphasis).

To review these specifications in full, please click here.

About the Author

Paul Ogawa is a Junior Regulatory Counsel at Sovos Compliance. As part of the Regulatory Analysis team, his main areas of focus are state and federal tax withholding, the Affordable Care Act (ACA), and Canadian tax information reporting. Prior to Sovos, Paul worked as a litigation attorney in Boston area law firms, representing clients in insurance subrogation claims, family law matters, and employment disputes. Paul is a member of the Massachusetts Bar, earned his B.A. from Brandeis University and his J.D. from the Suffolk University Law School.

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