California DE 6 Reporting Using Magnetic Media

As of December 2008, the magnetic media specification is now referred to as the EFW2 Specification and was formally referred to as the MMREF-1 Specification.  References to the MMREF-1 specification in AccuBuild can be applied to the new EFW2 terminology.  The field for the Personal Identification Number (PIN) is now called the User Identification Number (User ID) for 2008 under the Submitter Information (RA) section of the W2 Settings for Printed Forms and Magnetic Media.  All references to MMREF-1 on the tabs of this screen are now referred to using the new EFW2 terminology.  California Magnetic Media for the DE6 may still refer to this specification as MMREF-1 as their file layouts for the DE6 have not changed.

Be sure to review the magnetic media information fields on the W-2 Settings for Printed Forms and Magnetic Media screen (also used by the DE 6) which is accessed through the Properties button on the Report: California Form DE6 screen. These properties contain the default settings for certain control fields in the magnetic media file and they must be reviewed thoroughly.

AccuBuild uses the Federal MMREF-1 Magnetic Media Reporting Format for quarterly DE 6 reporting which California began accepting in 1999. Instructions for the MMREF-1 Quarterly DE 6 can be found in Publication DE 8300 Rev.2 (1-99) which can be downloaded from the following web-site: http://www.ed.cahwnet.gov. You may also contact the Employment Development Department for more information at the following address:

Employment Development Department

Magnetic Media Coordinator, MIC 15

P.O. Box 826880

Sacramento, CA 94280-001

Phone (916) 654-6845

Fax (916) 654-0302

The DE 6 Magnetic Media file contains Code RE, RS and RST records only as required by the State of California. The optional MMREF-1 records for Code RA, RW, RO, RT, RU and RF are not included and are not needed since this file will never be submitted to the Federal Government.

Organizations must file Form DE 164 prior to submitting quarterly returns on magnetic media. The EDD requires that new filers submit a test file to ensure process compatibility.  Please refer to the state instructions in Publication DE 8300 for more information.

AccuBuild uses Reporting Option # 1 in which all four quarterly files are sent to the EDD in a separate file which does not include the W-2 information.  If multiple diskettes are required for the magnetic media file, be sure to label the diskettes as outlined in the instructions (e.g. Vol.2 of 3). Be sure to read the instructions for information on the shipping of magnetic media.

All magnetic media files should be mailed with a completed Magnetic Media Transmittal Sheet - Form DE 166.  A paper form DE 6 must be used to report NO PAYROLL for any quarter. Negative wages, wage adjustments or corrections to magnetic media cannot be reported on magnetic media - use form DE 678 for these adjustments.