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Tax Reporting - AR
Tax Reporting - AR

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[{TableOfContents }]
!!!TENNESSEE Annual and Quarterly Reporting
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!!!Arkansas Annual and Quarterly Reporting
!!Set Up
This document contains abbreviated set up requirements for the specific state only. Please refer to the general document ([Tax Reporting - US General]) for other set up procedures that may also be required.
!!What's New for Tax Year 2012
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!IDGV - State Registration
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up for 'State Registration' for State/Province:Arkansas
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for 'State Registration' for State/Province:Arkansas
**'W2 STATE MEDIA FILING'- AR state accepts W2 wage report with federal and other state information, therefore, the Media Filing variable can be set to '01', which will include state information in the federal file. (However, it must be set to '02' if a W2 magnetic media file is required for the state of AR only.)
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!!State File Procedures
*The Arkansas Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 format.
*The Arkansas Department of Labor also accepts UI wage filing via media using the [ICESA] format.
*The required Record codes are: Code RA, RE, RW, RS, RT, RF. Record codes RO and RU are optional. DO NOT SUBMIT AN RV RECORD.
* For UI reporting, the required Record Codes are E and S.
*Arkansas State requires to file the AR State file by itself, therefore, [IDGV] must be set up as follows:
**For State Registration of Arkansas, the [IDGV Variables|IDGV#VariablesTab] tab:
***'W2 STATE MEDIA FILING' 02 - State requires its own file, do not include other state information in the state file
There are no format changes in wage reporting for tax year 2012
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!Annual W2 Wage Reporting – EFW2 Format
[RPYEU] must be run with the following report parameters and filters defined to generate the Federal file information: \\ \\
!!SET UP
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__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-YYYY'
|Period Type|Mandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period.
|Media Format|Mandatory. Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
|Directory Name| Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
|Media File Name|Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced
This document contains abbreviated set up requirements for __TENNESSEE__ only. Please refer to the [general document|Tax Reporting - USA] for other set up that may be required.
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__RPYEU Report Filters__
|Select State: Arkansas, USA
!IDGV - State SUI Registration
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!!State Magnetic Media Reporting – EFW2 Format
!Record Name: Code RA – Submitter Record
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
!Record Name: Code RE – Employer Record
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\
!Record Name: Code RW – Employer Record
[{InsertPage page='W2_EFW2_RECORD_RW'}]
* Definition Tab must be set up with State SUI Registration for State/Province: Tennessee
* Variables tab must be set up with State SUI Registration for State/Provice: Tennessee
** W2 STATE MEDIA FILING Must be '02' to generate UI wage magnetic media file for state of Tennessee
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!Record Name: Code RS - State Record
__Specific to the State of Arkansas__
||Position||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State Code|Enter the appropriate FIPS Postal Numeric Code. Arkansas Postal Numeric Code is "05" \\System derived from the State being reported.
|5-9|Taxing Entity Code|Not required
|10-18|Social Security Number|Enter the employee's SSN.\\If an invalid SSN is encountered, this field is entered with zeroes. \\Derived from [IDFDV] W2-EE-SSN Field Identifier
|19-33|Employee First Name|Enter the employee's first name. \\Left justify and fill with blanks. \\Derived from [IDFDV], Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
|34-48|Employee Middle Name or Initial|Enter the employee's middle name or initial. \\Left justify and fill with blanks. \\Derived from [IDFDV], Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
|49-68|Employee Last Name|Enter the employee's last name. Left justify and fill with blanks. \\Derived from [IDFDV], Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
|69-72|Employee Suffix|Derived from [IDFDV], Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
|73-94|Employee Location Address|Enter the employee's location address (attention, suite, room number, etc. \\Left justify and fill with blanks. \\Derived from [IDFDV], Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
|95-116|Employee Delivery Address|Enter the employee's delivery address (street or post office box). \\Left justify and fill with blanks. \\Derived from [IDFDV], Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
|117-138|Employee City|Enter the employee's city. \\Left justify and fill with blanks. \\Derived from [IDFDV], Field Identifier: ‘W2-EE-CITY’ (seq 2620)
|139-140|Employee State Abbreviation|Enter the employee's state. Use a standard postal abbreviation. For a foreign address, fill with blanks. \\Derived from [IDFDV], Field Identifier: ‘W2-EE-STATE’ (seq 2630)
|141-145|Employee ZIP Code|Enter the employee's ZIP code. For a foreign address, fill with blanks. \\Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
|146-149|Employee ZIP Code Extension|Enter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks. \\Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
|150-154|Blank|Fill with blanks
|155-177|Employee Foreign State/Province|If applicable, enter the employee’s foreign state or province. \\ Left justify and fill with blanks. \\Derived from [IDFDV], Field Identifier: ‘W2-EE-F-STATE’
|178-192|Employee Foreign Postal Code|If applicable, enter the employee’s foreign postal code. \\Left justify and fill with blanks. Otherwise, fill with blanks. \\Derived from [IDFDV], Field Identifier: ‘W2-EE-F-POSTAL’
|193-194|Country Code|If one of the following applies, fill with blanks: \\ \\* One of the 50 States of the U.S.A. \\* District of Columbia \\* Military Post Office (MPO) \\* American Samoa \\* Guam \\* Northern Mariana Islands \\* Puerto Rico \\* Virgin Islands \\ \\Otherwise, enter the applicable Country Code. \\Derived from [IDFDV], Field Identifier: ‘W2-EE-COUNTRY’
|195-196 AR|Optional Code|Fill with blanks
|197-202|Reporting Period|Enter the last month and four-digit year for the calendar quarter that this report applies. \\ __Applies to unemployment reporting.__
|203-213|State Quarterly Unemployment Insurance Total Wages|Right justify and zero fill. \\ __Applies to unemployment reporting.__
|214-224|State Quarterly Unemployment Insurance Total Taxable Wages|Right justify and zero fill. \\ __Applies to unemployment reporting.__
|225-226|Number of Weeks Worked|Defined by State/local agency. \\ __Applies to unemployment reporting.__
|227-234|Date First Employed|Enter the month, day and four-digit year. \\ __Applies to unemployment reporting.__
|235-242|Date of Separation|Enter the month, day and four-digit year. \\ __Applies to unemployment reporting.__
|243-247|Blank|Fill with blanks. Reserved for SSA use.
|248-267|State Employer Withholding Account Number|Enter the 9-digit Kansas Withholding Tax number FEIN. Left justify and fill with blanks. \\Derived from [IDFDV], Field Identifier: ‘W2-STATE-REGIST’ for the reporting State\\ \\When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from [IDGV] screen for the SUI Registration of the state.
|268-273|Blank|Fill with blanks
|274-275|State code|Enter the appropriate FIPS postal numeric code. \\Numeric code for Kansas is "20". \\Derived from the state being reported
|276-286|State Taxable Wages|Taxable Wages for Kansas. Right justify and zero fill. Applies to income tax reporting. \\Derived from [IDFDV], Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
|287-297|State Income Tax Withheld|Kansas Income Tax Withheld. Right justify and zero fill. Applies to income tax reporting. \\Derived from [IDFDV], Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
|298-307 KS|Other State Data|Defined by State/local agency. \\Left justify and fill with blanks. Applies to income tax reporting.
|308|Blank|Fill with blanks
|309-319 KS|Local Taxable Wages|Right justify and zero fill. \\ Applies to income tax reporting.
|320-330 KS|Local Income Tax Withheld|Right justify and zero fill. \\Applies to income tax reporting.
|331-337|State Control Number|Left justify and fill with blanks. \\Applies to income tax reporting.
|338-412|Supplemental Data 1|Required. Enter the EIN of the company as reported in the Code RE Record. \\Numeric characters only. Omit hyphens. \\Left justify and fill with blanks
|413-487|Supplemental Data 2|Required. Enter the eleven (11) digit State of Arkansas ID number. Omit hyphens. \\Left justify and fill with blanks
|488-512|Blank|Fill with blanks. Reserved for SSA use.
!!STATE FILE PROCEDURES
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!Record Name: Code RT – Total Record
[{InsertPage page='W2_EFW2_RECORD_RT'}]
\\
Tennessee does not have state personal income tax.
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!Record Name: Code RF - Final Record
[{InsertPage page='W2_EFW2_RECORD_RF'}]
The Tennessee Department of Labor accepts filing of UI quarterly wages via magnetic media using the [ICESA format|ICESA].
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!!State Quarterly UI Wage Reporting
The State of Arkansas requires Record Codes 1E, 2E, 1S and 2S only.\\ \\
[RPYEU] must be run with the following report parameters and filters selected to generate the Arkansas State file information: \\ \\
The user must run [RPYEU] and select the following to generate Tennessee State file information:
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|Annual Form Code|Enter the current annual form code, HL$US-W2-YYYY, provided by High Line. The Variables must be entered on this form code for specific use in your installation.
|Quarterly Form Code|Must be defined in order to produce the UI file. Enter the current quarterly Form Code 'HL$US-QTR-20YY'. The Variables must to be entered in this form code for specific use in your installation.
|Period Type|Select Quarter
|Period End Date|Enter the quarter end date, in the format of DD-MMM-YYYY
|Media Format|State SUI File Format
|Directory Name|Must be defined or an output file will not be generated.
|Media File Name|Must be defined or an output file will not be generated.
* You must select state Tennessee in the Report List Filters.
* Annual Form Code – use the __Annual Form__ definition from [IDFDV]. You will have to enter the Variables in this Form Code for use specifically in your installation.
* The Quarterly Form Code must be entered in order to produce UI wage file in [ICESA format|ICESA]. – use the __Quarterly Form__ definition from [IDFDV]. You will have to enter the Variables in this Form Code for use specifically in your installation.
* Period Type: Quarter.
* Period End Date: Enter the quarter end date, i.e. 30-Jun-2011.
* Media File Type: State SUI File Format.
* If the Directory Name/Media File Name is not supplied, an output file will not be produced.
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__RPYEU Report Filters__
|Select State: Arkansas, USA
!Quarterly UI Wage Magnetic Media File Format
Please note that the following 'Not Required' fields may or may not always contain BLANKS. \\
!!ICESA for Tennessee
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%%InformationNOTE: Columns coded with 'AR' indicate that they are an Arkansas specific requirement which is not the standard record format.%%
!Record Name: Code 1E - Employer Record (Specific to the State of Arkansas only)
||Column||Description||Source
|1-2 AR|Record Identifier|Constant '1E'
|3-6 AR|Payment Year|Enter the tax year this report is being prepared for
|7-15 AR|Transmitter’s Federal Identification Number|Enter the transmitter's FEIN. Nnumeric characters only. Omit hyphens, prefixes and suffixes. \\Derived from the ‘TRAN EIN’ (seq 1010) [IDFDV] Field Identifier. \\Derived from the the [IDGV] State SUI Registration
|16-24 AR|State/Local 69 Number|If not applicable, fill with blanks
|25-74 AR|Employer Name|Enter the first 50 positions of the employer’s name, exactly as registered with the State UI agency. \\Left justify and fill with blanks \\Derived from the Entity.
|75-114|Employer Street Address|Enter the street address of the employer's mailing address. \\Left justify and fill with blanks \\Derived from the Entity Location.
|115 AR|Foreign Address|If the information shown in positions 75-114 of the Code 1E record and in positions 3-47 of the Code 2E record is for a foreign address (outside of the U.S. and U.S. territories and possessions, and not APO or FF) enter the letter ‘X’ in this field. \\ Otherwise, fill with a blank.
|116-128 AR|Blank|Fill with blanks. Reserved for SSA use.
|129-137 AR|Blank|Fill with blanks.
!Record Name: Code 2E - Employer Record (Specific to the State of Arkansas only)
||Column||Description||Source
|1-2 AR|Record Identifier|Constant '2E'
|3-27 AR|Employer City|Enter the City of the employer's mailing address. \\Left justify and fill with blanks. \\If this is a foreign address, also include the name of the foreign State or Province. \\Derived from the Entity Location
|28-37 AR|Employer State|Enter the standard USPS postal alphabetical abbreviation. \\If this is a foreign address, include the two-character country code, such as CN for Canada. \\Left justify and fill with blanks. \\Derived from the Entity Location
|38-42 AR|Employer ZIP Code Extension|Enter the employer's four-digit extension of the ZIP code. Include the hyphen in position 38. \\Left justify and fill with blanks. \\If not applicable, fill with blanks. \\Derived from [IDFDV], Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2650)
|43-47 AR|Employer ZIP Code or Foreign Postal Code|Enter a valid ZIP Code. \\For a foreign address, use this field for the Foreign Postal Code, if applicable. \\Left justify and fill with blanks \\If necessary, continue the Foreign Postal Code in positions 38-42, above. \\Derived from [IDFDV], Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2650
|48 AR|Name Code|Fill with blanks
|49 AR|Type of Employment|Enter the appropriate code \\ A - Agriculture \\X - Household \\M - Military \\Q - Medicare Qualified Government Employment (MQGE) \\X - Railroad \\R - Regular (all others) \\ \\NOTE: This code must correspond to the rate of withholding for social security tax in the associated Code 1W/2W records. \\Derived from the [IDFDV], Field Identifier: 'TYPE OF EMPLOYMENT'
|50-51 AR|Blank|Fill with blanks. Reserved for SSA use.
|52-55 AR|Establishment Number OR Coverage Group (CG)/Payroll Record unit (PRU)|Enter either the Establishment Number or the Coverage Group/Payroll Record Unit number, whichever is applicable. \\Otherwise, fill with blanks.
|56 AR|Limitation of Liability (L) Indicator|__For Section 218 State/local entities only:__ If applicable, enter the letter “L”. \\Otherwise, fill with a blank.
|57-128 AR|Blank|Fill with blanks. Reserved for SSA use.
!Record Name: Code 1S - Supplemental Record (Specific to the State of Arkansas only)
||Column||Description||Source
|1-2 AR|Record Identifier|Constant '1S'
|3-11 AR|Social Security Number|Enter the employee's SSN. If not known, enter 'I' in position 3 and blanks in positions 4-11 \\If an invalid SSN is encountered, this field is entered with zeroes. \\Derived from [IDFDV] W2-EE-SSN Field Identifier
|12-31 AR|Employee Last Name|Enter the employee's last name
|32-46 AR|Employee First Name|Enter the employee's first name
|47-61 AR|Employee Middle Name|Enter the employee's middle name
|62-65 AR|Employee Suffix|Enter the employee's suffixes
|66-105 AR|Street Address|Enter the employee's street address \\Left justify and fill with blanks
|106-130 AR|City|Enter the employee's city \\Left justify and fill with blanks. \\If this is a foreign address, also include the name of the foreign State or Province
|131-140|State|Enter the employee's standard USPS postal alphabetical abbreviation. \\Left justify and fill with blanks. \\If this is a foreign address, enter the two-character county code, such as CN for Canada.
|141-145 AR|ZIP Code Extension|Enter the four-digit extension of the ZIP Code, if applicable. \\Include the hyphen. \\If this is a foreign address, use this field for overflow for a foreign postal code, if applicable \\Left justify and fill with blanks. \\If this field is not applicable, enter blanks.
|146-150 AR|ZIP Code or Foreign Postal Code|Enter a valid ZIP Code. \\For a foreign address, enter the Foreign Postal Code, if applicable \\Left justify and fill with blanks, if necessary.
|152 AR|Blank|Fill with a blank
|152-153 AR|State Code|Enter the standard FIPS postal numeric code. Constant '05' for Arkansas
|154-155 AR|Optional Code|Seasonal designation (assigned by DWS). \\If not seasonal, fill with blanks
!Record Name: Code 2S - Supplemental Record (Specific to the State of Arkansas only)
||Column||Description||Source
|1-2 AR|Record Identifier|Constant '2S'
|3-14 AR|State DWS Account Number|Enter the nine digit DWS account number. \\Left justify and fill with blanks
|15-18 AR|Reporting Period|Enter the last month and the year of the quarter this report is being prepared for, in the format of MMYY
|19-27 AR|State Quarterly Unemployment Insurance Total Wages|Enter the total quarterly State UI wages. \\Right justify and zero fill. \\ \\More than 7 figures will require breakdown of each set of numbers totaling the full amount. \\Must be different numbers. Example: 500,000.00 would be listed as 99999.99, 99999.98, 99999.97, 99999.96, 99999.95, etc.
|28-36 AR|State Quarterly Unemployment Insurance Taxable Wages|Enter the total quarterly State UI taxable wages. \\Right justify and zero fill
|37-38 AR|Number of Weeks Worked|To be defined by user
|39-42 AR|Date First Employed|Enter the month and year the employee was first employed, in MMYY format
|43-46 AR|Date Of Separation|Enter the month and year the employee separated from the organization, in MMYY format
|47-51 AR|Taxing Entity Code|To be defined by user
|52-53 AR|State Code|Enter the appropriate FIPS Postal NUMERIC code
|54-62 AR|State Taxable Wages|Enter the total State taxable wages \\Right justify and zero fill
|63-70 AR|State Income Tax Withheld|Enter the total State income tax withheld \\Right justify and zero fill
|71-80 AR|Other State Data|To be defined by individual taxing agencies
|81 AR|Tax Type|Enter the appropriate code for entries in positions 87-95 and 96-102 \\C-City Income Tax \\D-County Income Tax \\E-School District Income Tax \\F-Other Income Tax
|82-86 AR|Taxing Entity Code|To be defined by individual taxing agencies
|87-95 AR|Local Taxable Wages|To be defined by individual taxing agencies
|96-102 AR|Local Income Tax Withheld|To be defined by individual taxing agencies
|103-109 AR|State Control Number|Optional
|110-128 AR|Blank|Enter blanks OR for employer use. (See note below) \\%%informationNote: Employers with multiple worksite locations may use the following fields in lieu of Submitting the Multiple Worksite Report. This is for people working in Arkansas in more than one location only.%%
%%information** NOTE Changes: A grand total out of state wage figure will no longer be allowed. The individual amounts must be entered in the “2S” positions “129-137”. In addition the two digit state abbreviation will be required in the “2S” positions “138 & 139” indentifying which state the wages were earned in. \\If more than one state before permanently moved\transferred to Arkansas, use the first state. Example: worked in CA and then TX before transferred to AR users will enter “CA” and add both wage amounts in positions 129-137.%%
|110-118 AR|Establishment
|119-121 AR|County
|122-125 AR|Industry
\\
|126 AR|Month 1 Employment|Enter “1” if the employee worked during or received pay for pay period including the 12th day of the first month. \\Enter “O” if the employee did not work and received no pay for pay period including the 12th day of the first month.
|127 AR|Month 2 Employment|Enter “1” if the employee worked during or received pay for pay period including the 12th day of the second month. \\Enter “O” if the employee did not work and received no pay for pay period including the 12th day of the second month.
|128 AR|Month 3 Employment|Enter “1” if the employee worked during or received pay for pay period including the 12th day of the third month. \\Enter “O” if the employee did not work and received no pay for pay period including the 12th day of the third month.
|129-137 AR|Individual Out Of State Wages|Enter the total individual out of State wages \\Right justify and zero fill. \\Maximum amount is $9,999,999.99. Example: If the out of state excess wages is 9,845.00, the value should be 000984500
|138-139 AR|Individual Out Of State Wages State|Required when Individual Out Of State Excess Wages is provided. \\Enter the standard USPS postal alphabetical abbreviation. \\Left justify and fill with blanks. \\If this is a foreign address, enter the two-character county code, such as CN for Canada.
----
![Notes|Edit:Internal.Tax Reporting - AR]
[{InsertPage page='Internal.Tax Reporting - AR' default='Click to create a new notes page'}]
* Only "E" (Employer), "S" (Employee Wage Record) and "F" (Final) records are required.
* The format details are found at the [Tennessee Department of Labor website|http://www.tennessee.gov/labor-wfd/Employers/icesa_format.htm|target='_blank']
* Most fields are Not Required for Tennessee,
This page (revision-48) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop