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This page was created on 26-Nov-2021 10:22 by jmyers

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Version Date Modified Size Author Changes ... Change note
33 26-Nov-2021 10:22 17 KB Meg McFarland to previous
32 26-Nov-2021 10:22 17 KB Meg McFarland to previous | to last
31 26-Nov-2021 10:22 17 KB Meg McFarland to previous | to last
30 26-Nov-2021 10:22 28 KB eyeung to previous | to last
29 26-Nov-2021 10:22 28 KB kparrott to previous | to last
28 26-Nov-2021 10:22 28 KB kparrott to previous | to last
27 26-Nov-2021 10:22 29 KB kparrott to previous | to last
26 26-Nov-2021 10:22 34 KB eyeung to previous | to last
25 26-Nov-2021 10:22 35 KB rforbes to previous | to last
24 26-Nov-2021 10:22 35 KB kparrott to previous | to last US_Annual_Qtrly_Reporting_GEN ==> Tax Reporting - US General
23 26-Nov-2021 10:22 35 KB jmyers to previous | to last
22 26-Nov-2021 10:22 35 KB jmyers to previous | to last
21 26-Nov-2021 10:22 35 KB jmyers to previous | to last

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Tax Reporting - KY
Tax Reporting - KY

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At line 6 changed one line
This document contains abbreviated set up requirement for the state of Kentucky only, please refer to the general document ([Tax Reporting - US General]) for other setup procedure that may also be required.
This document contains abbreviated set up requirements for the State of Kentucky only. Please refer to the general document ([Tax Reporting - US General]) for other setup procedures that may also be required.
At line 10 changed one line
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up ‘State Registration’ for the state of KY; it must also setup ‘W2 State Media Filing’ with value of ‘02’ to generate KY State magnetic media file for KY State only.
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up ‘State Registration’ for the State of Kentucky
*‘W2 State Media Filing’ must be set to ‘02’ to generate the State magnetic media file for State of Kentucky only.
At line 18 changed one line
*The state of Kentucky Department of Revenue accepts filing filing of Quarterly UI wages via magnetic media using the ICESA format.
The State of Kentucky Department of Revenue accepts filing of W-2s filing via magnetic media using the EFW2 file format.
*Records required for W2 reporting are: Codes RA, RE, RW, RS, RT and RF. Optional record is Code RO. \\
When using the EFW2 file format to file for the state of Kentucky, the [IDGV] must be set up as follows:
*for State Registration of Kentucky, the [IDGV Variables|IDGV#VariablesTab]:
**‘W2 STATE MEDIA FILING’ 01 – 02 – State requires its own File, do not include other State information in the State file. \\
The State of Kentucky Department of Revenue accepts filing filing of Quarterly UI wages via magnetic media using the ICESA format.
At line 20 removed 3 lines
*When using the EFW2 file format to file for the state of Kentucky, the [IDGV] must be set up as follows:
**for State Registration of Kentucky, the [IDGV Variables|IDGV#VariablesTab]:
***‘W2 STATE MEDIA FILING’ 01 – 02 – State requires its own File, do not include other state information in the State file.
At line 24 changed 8 lines
!Annual W2 Wage Reporting – EFW2 File Format
[RPYEU] must be run and the following selected to generate Kentucky state file information:
|Report List Filters, Select State:|Kentucky, USA
|Parameters, Annual Form Code:|(example: use standard form code‘HL$US-W2-2017’)
|Parameters, Period Type:|Year
|Parameters, Period End Date:|Year End Date (i.e. 31-Dec-2016)
|Parameters, Media Format:|State File Format
The Directory and Media File Name parameters must be populated or an output file will not be produced.
!!Annual W2 Wage Reporting – EFW2 File Format
[RPYEU] must be run with the following report parameters and filters selected to generate the Kentucky State file information: \\ \\
At line 33 changed one line
!!State Magnetic Media Reporting – EFW2 Format
__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$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. Set to State File Format \\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
At line 40 added 6 lines
__RPYEU Report Filters__
|Select State: Kentucky, USA
!State Magnetic Media Reporting – EFW2 Format
At line 43 changed 46 lines
||Column||Description||Source
|1-2|Record Identifier|Constant "RW"
|3-11|Social Security Number|Derived from [IDFDV], Field Identifier:‘W2-EE-SSN’ (seq 2500)\\ \\If an invalid SSN is encountered, this field is entered with zeroes.
|12-26|Employee First Name|Derived from [IDFDV], Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
|27-41|Employee Middle Name or Initial|Derived from [IDFDV], Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
|42-61|Employee Last Name|Derived from [IDFDV], Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
|62-65|Employee Suffix|Derived from [IDFDV], Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
|66-87|Employee Location Address|Derived from [IDFDV], Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
|88-109|Employee Delivery Address|Derived from [IDFDV], Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
|110-131|Employee City|Derived from [IDFDV], Field Identifier: ‘W2-EE-CITY’ (seq 2620)
|132-133|Employee State Abbreviation|Derived from [IDFDV], Field Identifier: ‘W2-EE-STATE’ (seq 2630)
|134-138|Employee ZIP Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
|139-142|Employee ZIP Code Extension|Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
|143-147|Blank|
|148-170|Employee Foreign State/Province|Derived from [IDFDV], Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
|171-185|Employee Foreign Postal Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
|186-187|Employee Country Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
|188-198|Wages, Tips and other compensation|Derived from [IDFDV], Field Identifier:: ‘W2-FIT-WAGE’ (seq 3000)
|199-209|Federal Income Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
|210-220|Social Security Wages|Derived from [IDFDV], Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
|221-231|Social Security Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
|232-242|Medicare Wages & Tips|Derived from [IDFDV], Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
|243-253|Medicare Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
|254-264|Social Security Tips|Derived from [IDFDV], Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
|265-275|Advanced Earned Income Credit|Derived from [IDFDV], Field Identifier: ‘W2-EIC’ (seq 3080)
|276-286|Dependent Care Benefits|Derived from [IDFDV], Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
|287-297|Deferred Compensation contribution to Section 401(k)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-D’ (seq 4030)
|298-308|Deferred Compensation contribution to Section 403(b)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-E’ (seq 4040)
|309-319|Deferred Compensation contribution to Section 408(k)(6)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-F’ (seq 4050)
|320-330|Deferred Compensation contribution to Section 457(b)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-G’ (seq 4060)
|331-341|Deferred Compensation contribution to Section 501(c)(18)(D)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-H’ (seq 4070)
|342-352|Filler
|353-363|Non-qualified Plan section 457|Derived from [IDFDV], Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
|364-374|Employer Contribution to a Health Savings Account|Derived from [IDFDV], Field Identifier: ‘W2-CODE-W’ (seq 4190)
|375-385|Non-qualified Plan Not section 457|Derived from [IDFDV], Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)
|386-407|Blank|
|408-418|Employer cost of premiums for Group Term Life insurance over $50000|Derived from [IDFDV], Field Identifier: ‘W2-CODE-C’ (seq 4020)
|419-429|Income from Non-statutory Stock Options|Derived from [IDFDV], Field Identifier: ‘W2-CODE-V’ (seq 4180)
|430-462|Blank|
|463-473|Cost of Employer-Sponsored Health Coverage|Derived from [IDFDV], Field Identifier: ‘W2-CODE-DD’ (seq 4250)
|474-485|Blank|
|486|Statutory Employee Indicator|Derived from [IDFDV], Field Identifier: ‘W2-STAT-EE’ (seq 6000)\\ \\If the amount is not zero, then ‘1’ is entered, otherwise ‘0’ is entered
|487|Blank|
|488|Retirement Plan Indicator|Derived from [IDFDV], Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020)\\ \\If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
|489|Third-Party Sick Pay Indicator|Derived from [IDFDV], Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060)\\ \\If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
|490-512|Blank|
[{InsertPage page='W2_EFW2_RECORD_RW'}]
\\
At line 90 changed 4 lines
!Record Name: Code RO - Employee Wage Record (Optional for State Quarterly Reporting)
||Column||Description||Source
|1-2|Record Identifier|Constant ‘RO’
|3-11|Blank|
!Record Name: Code RO - Employee Wage Record (Optional for State Reporting)
(Same as Federal Code RO)
[{InsertPage page='W2_EFW2_RECORD_RO'}]
\\
At line 95 removed 32 lines
;Location 12 to 264:Not applicable to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees
||Column||Description||Source
|12-22|Allocated Tips|Derived from [IDFDV], Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)
|23-33|Uncollected Employee Tax on Tips\\ \\The combination of the uncollected social security tax and the uncollected medicare tax|Derived from [IDFDV], Field Identifier:‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)
|34-44|Medical Savings Account|Derived from [IDFDV], Field Identifier:‘W2-CODE-R’ (seq 4150)
|45-55|Simple Retirement Account|Derived from [IDFDV], Field Identifier: ‘W2-CODE-S’ (seq 4160)
|56-66|Qualified Adoption Expenses|Derived from [IDFDV], Field Identifier: ‘W2-CODE-T’ (seq 4170)
|67-77|Uncollected SSA tax on Group Ins > 50000|Derived from [IDFDV], Field Identifier: ‘W2-CODE-M’ (seq 4110)
|78-88|Uncollected Medicare tax on Group Ins > 50000|Derived from [IDFDV], Field Identifier: ‘W2-CODE-N’ (seq 4120)
|89-110|Blank|
|111-121|Designated Roth Contribution under section 457(b)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-EE’ (seq 4260)
|122-264|Blank|
;Location 265 to 362:For Puerto Rico employees only
||Column||Description||Source
|265|Civil Status|
|266-274|Spouse’s SSN\\ \\Blank|
|275-285|Wages Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|286-296|Commissions Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|297-307|Allowances Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|308-318|Tips Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|319-329|Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax\\ \\Stored as zeroes|
|330-340|Puerto Rico Tax Withheld\\ \\Stored as zeroes|
|341-351|Retirement Fund Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|352-362|Blank|
;Location 363 to 384:For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees
||Column||Description||Source
|363-373|Total wages, tips and other compensation subject to Virgin Islands income tax\\ \\Stored as zeroes|
|374-384| Virgin Islands, etc… Income Tax Withheld\\ \\Stored as zeroes|
|385-512|Blank|
At line 130 changed 17 lines
|3-4|State code, appropriate FIPS postal numeric code|Derived from the State being reported, from [IDFDV] sequence 7000\\ \\e.g. Kentucky is code "21"
|5-9|Taxing Entity Code|If County, City or School district tax is reported, this field is derived from [IDGV] 'W2 TAXING ENTITY' field for the County, City or School district tax being reported
|10-18|Social Security Number|Derived from [IDFDV], Field Identifier:‘W2-EE-SSN’ (seq 2500)\\ \\If an invalid SSN is encountered, this field is entered with zeroes.
|19-33|Employee First Name|Derived from [IDFDV], Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
|34-48|Employee Middle Name or Initial|Derived from [IDFDV], Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
|49-68|Employee Last Name|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|Derived from [IDFDV], Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
|95-116|Employee Delivery Address|Derived from [IDFDV], Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
|117-138|Employee City|Derived from [IDFDV], Field Identifier: ‘W2-EE-CITY’ (seq 2620)
|139-140|Employee State Abbreviation|Derived from [IDFDV], Field Identifier: ‘W2-EE-STATE’ (seq 2630)
|141-145|Employee ZIP Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
|146-149|Employee ZIP Code Extension|Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
|150-154|Blank|
|155-177|Employee Foreign State/Province|Derived from [IDFDV], Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
|178-192|Employee Foreign Postal Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
|193-194|Employee Country Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
|3-4|State Code|Enter the appropriate FIPS postal numeric code. \\Derived from the State being reported, from [IDFDV] sequence 7000
|5-9|Taxing Entity Code|Defined by State/local agency.
|10-18|Social Security Number|Enter the employee's SSN. __If no SSN is available, enter zeros.__ \\Derived from the ‘W2-EE-SSN’ [IDFDV] Field Identifier.\\
|19-33|Employee First Name|Enter the employee's first name. \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-FIRST-NAME’ [IDFDV] Field Identifier.
|34-48|Employee Middle Name or Initial|If applicable, enter the employee's middle name or initial. \\Left justify and fill with blanks. Otherwise, fill with blanks. \\Derived from the ‘W2-EE-MIDDLE’ [IDFDV] Field Identifier.
|49-68|Employee Last Name|Enter the employee's last name. \\Left justify and fill with blanks. \\ Derived from the ‘W2-EE-LAST-NAME’ [IDFDV] Field Identifier.
|69-72|Employee Suffix|If applicable, enter the employee's alphabetic suffix. \\Left justify and fill with blanks. Otherwise, fill with blanks. \\Derived from the ‘W2-EE-SUFFIX’ [IDFDV] Field Identifier.
|73-94|Employee Location Address|Enter the employee's location address (Attention, Suite, Room Number, etc.) \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-LOCN-ADDR’ [IDFDV] Field Identifier.
|95-116|Employee Delivery Address|Enter the employee's delivery address. \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-DELIV-ADDR’ [IDFDV] Field Identifier.
|117-138|Employee City|Enter the employee's city. \\Left justify and fill with blanks. \\ Derived from the 'W2-EE-CITY’ [IDFDV] Field Identifier.
|139-140|Employee State Abbreviation|Enter the employee's State or commonwealth/territory. Use a postal abbreviation. \\For a foreign address, fill with blanks. \\Derived from the ‘W2-EE-STATE’ [IDFDV] Field Identifier.
|141-145|Employee ZIP Code|Enter the employee's ZIP Code. \\For a foreign address, fill with blanks. \\Derived from the ‘W2-EE-ZIP’ [IDFDV] Field Identifier.
|146-149|Employee ZIP Code Extension|Enter the employee's four-digit extension of the ZIP code. If not applicable, fill with blanks. \\Derived from the ‘W2-EE-ZIP-EXT’ [IDFDV] Field Identifier.
|150-154|Blank|Fill with blanks. Reserved for SSA use.
|155-177|Foreign State/Province|If applicable, enter the employee's foreign State/Province. \\Left justify and fill with blanks. Otherwise, fill with blanks.
|178-192|Foreign Postal Code|If applicable, enter the employee's foreign postal code. \\Left justify and fill with blanks. Otherwise, fill with blanks.
|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
At line 154 changed 10 lines
|195-196|Optional code\\ \\State Specific Data\\ \\If not used, enter blanks|
|197-202|Reporting Period MMCCYY|From user specified Period End Date converted to MMCCYY for the quarter\\ \\e.g. Period End Date = ‘31-Dec-2016’, then reporting period is ‘122016’
|203-213|State Quarterly Unemployment Insurance Total Wages|Derived from [IDFDV], Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’\\ \\Note that the [IDFDV] Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Vertex during the US Tax calculation in [UPCALC] and therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages. For this reason, [RPYEU] is using the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages
|214-224|State Quarterly Unemployment Insurance Taxable Wages|Derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government\\ \\Please see [Tax Reporting - US General] for detail for quarterly reporting
|225-226|Number of Weeks Worked|From system derived number of Weeks Worked for the Reporting State\\ \\The system reads all Pay Headers with pay category = ‘Regular Pay’ that are not reversed with Pay Issue Date falls within the user specified Quarter begin and end date\\ \\If the Pay Header’s Work State or Home State is the same as the reporting State, then the Pay Header Tax Weeks is accumulated
|227-234|Date First Employed MMDDCCYY|From system derived latest Employment Hired Date
|235-242|Date of Separation MMDDCCYY|From system derived latest Employment Termination Date that is greater than the Employment Hired Date
|243-247|Blank|
|248-267|State Employer Account Number|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|
|195-196|Optional Code|State specific data \\If not used, enter blanks \\Right justify and zero fill
|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|Enter the total State QTR UI total wages \\Right justify and zero fill. \\ __Applies to unemployment reporting.__
|214-224|State Quarterly Unemployment Insurance Total Taxable Wages|Enter the total QTR UI 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 Account Number|Enter the employer's withholding account number. \\__Applies to unemployment reporting.__
|268-273|Blank|Fill with blanks. Reserved for SSA use.
At line 169 changed 15 lines
|274-275|State code, appropriate FIPS postal numeric code|System Derived from the State being reported\\ \\e.g. Kentucky is ‘21’
|276-286|State Taxable Wages|Derived from [IDFDV], Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
|287-297|State Income Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
|298-307|Zero fill|
|308|Tax Type Code\\ \\This field is used to report County, City or School district tax\\ \\If the County, City or School district requires to report taxes along with the State Tax information, then the following values are used for this field:\\C – City Income Tax\\D – County Income Tax\\E – School District Income Tax\\F – Other Income Tax\\ \\[IDGV] must be set up for the Local or School Registration by County/City or School district for the following fields on the Variables Tab:\\ \\'W2 STATE MEDIA FILING'\\'W2 TAX TYPE CODE'\\'W2 TAXING ENTITY'\\ \\'W2 STATE MEDIA FILING' indicates whether the County/City or School should report taxes with the State or not\\ \\'W2 TAX TYPE CODE' must contain the valid Tax Type Code as defined above\\ \\'W2 TAXING ENTITY' contains the Taxing Entity code supplied by the County/City or School government booklet|If County, City or School district tax is reported, this field is derived from [IDGV] 'W2 TAX TYPE CODE' field
|309-319|Local Taxable Wages|If School Tax is reported, this field is derived from Identifier ‘W2-SCHL-WAGE’ (seq 6500)\\ \\If County Tax is reported, this field is derived from Identifier: ‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’\\ \\If City Tax is reported, this field is derived from: ‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’
|320-330|Local Income Tax Withheld|If School Tax is reported, this field is derived from Identifier ‘W2-SCHL-TAX’ (seq 6510)\\ \\If County Tax is reported, this field is derived from Identifier: ‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’\\ \\If City Tax is reported, this field is derived from: ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’
|331-337|State Control Number (optional)|Blank
|338-348 KY|KREDA\\ \\Enter the amount of tax credit for Kentucky Rural Economic Development Assistance|
|349-359 KY|KJDA\\ \\Enter the amount of tax credit for Kentucky Jobs Development Aid|
|360-370 KY|KIRA\\ \\Enter the amount of tax credit for Kentucky Industrial Revitalization Authority|
|371-381 KY|KIDA\\ \\Enter the amount of tax credit for Kentucky Industrial Development Authority|
|382-412|Supplemental Data 1\\ \\State Specific Data\\ \\ If not used, enter blanks|
|413-487|Supplemental Data 2\\ \\State Specific Data\\ \\If not used, enter blanks|
|488-512|Blank|
|274-275|State code|Enter the appropriate FIPS postal numeric code. Kentucky is ‘21’ \\System derived from the State being reported
|276-286|State Taxable Wages|Enter the total State taxable wages \\Derived from [IDFDV], Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
|287-297|State Income Tax Withheld|Enter the total State Income Tax Withheld \\Derived from [IDFDV], Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
|298-307|Other State Data|Right justify and zero fill
|308|Tax Type Code|Enter the appropriate code for entries in fields 309-330: \\* C = City Income Tac \\* D = County Income Tax \\* E = School District Income Tax \\* F = Other Income Tax. \\ __Applies to income tax reporting.__
|309-319|Local Taxable Wages|To be defined by State/local agency. \\Right justify and zero fill \\ __Applies to income tax reporting.__
|320-330|Local Income Tax Withheld|To be defined by State/local agency. \\Right justify and zero fill \\ __Applies to income tax reporting.__
|331-337|State Control Number|Optional. Right justify and zero fill \\ __Applies to income tax reporting.__
|338-412|Supplemental Data 1|Fill with hard spaces
|413-487|Supplemental Data 2|Fill with hard spaces
|488-512|Blank|Fill with blanks. Reserved for SSA use.
At line 188 changed 27 lines
||Column||Description||Source
|1-2|Record Identifier|Constant "RT"
|3-9|Number of RW Records\\ \\Total number of code "RW" records reported since last code "RE" record|
|10-24|Wages, Tips and Other Compensation|Derived from [IDFDV], Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
|25-39|Federal Income Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
|40-54|Social Security Wages|Derived from [IDFDV], Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
|55-69|Social Security Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
|70-84|Medicare Wages and Tips|Derived from [IDFDV], Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
|85-99|Medicare Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
|100-114|Social Security Tips|Derived from [IDFDV], Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
|115-129|Advanced Earned Income Credit|Derived from [IDFDV], Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
|130-144|Dependent Care Benefits|Derived from [IDFDV], Field Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record
|145-159|Deferred Compensation Contributions to Section 401(k)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-D’, total of all code "RW" records since last "RE" record
|160-174|Deferred Compensation Contributions to Section 403(b)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-E’, total of all code "RW" records since last "RE" record
|175-189|Deferred Compensation Contributions to Section 408(k)(6)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-F’, total of all code "RW" records since last "RE" record
|190-204|Deferred Compensation Contributions to Section 457(b|Derived from [IDFDV], Field Identifier: ‘W2-CODE-G’, total of all code "RW" records since last "RE" record
|205-219|Deferred Compensation Contributions to Section 501(c)(18)(D)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-H’, total of all code "RW" records since last "RE" record
|220-234|Filler
|235-249|Non-Qualified Plan Section 457|Derived from [IDFDV], Field Identifier:‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record
|250-264|Employer Contribution to a Health Savings Account|Derived from [IDFDV], Field Identifier: ‘W2-CODE-W’, total of all code ‘RW’ records since last ‘RE’ record
|265-279|Non-Qualified Plan Not Section 457|Derived from [IDFDV], Field Identifier:‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
|280-294|Blank|
|295-309|Cost of Employer-Sponsored Health Coverage|Derived from [IDFDV], Field Identifier: ‘W2-CODE-DD’, total of all code "RW" records since last "RE" record
|310-324|Employer Cost of Premiums for Group Term Life Insurance over $50000|Derived from [IDFDV], Field Identifier: ‘W2-CODE-C’, total of all code "RW" records since last "RE" record
|325-339|Income Tax Withheld by Third-Party Payer|Derived from [IDFDV], Field Identifier: ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record
|340-354|Income from Non-statutory Stock options|Derived from [IDFDV], Field Identifier: ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
|355-512|Blank|
[{InsertPage page='W2_EFW2_RECORD_RT'}]
\\
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!Record Name: Code RU - Total Record (Optional for State Quarterly Reporting)
||Column||Description||Source
|1-2|Record Identifier|Constant "RU"
|3-9|Number of RO Records\\ \\Total number of code "RO" records reported since last code "RE" record
|10-24|Allocated Tips|Derived from [IDFDV], Field Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record
|25-39|Uncollected Employee Tax on Tips|Derived from [IDFDV], Field Identifier: ‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record
|40-54|Medical Savings Account|Derived from [IDFDV], Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record
|55-69|Simple Retirement Account|Derived from [IDFDV], Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record
|70-84|Qualified Adoption Expenses|Derived from [IDFDV], Field Identifier: ‘W2-CODE-T’, total of all code "RO" records since last "RE" record
|85-99|Uncollected SSA tax on Group Ins > 50000|Derived from [IDFDV], Field Identifier: ‘W2-CODE-M’, total of all code "RO" records since last "RE" record
|100-114|Uncollected Medicare tax on Group Ins > 50000|Derived from [IDFDV], Field Identifier: ‘W2-CODE-N’, total of all code "RO" records since last "RE" record
|115-144|Blank|
|145-159|Designated Roth Contribution under section 457(b)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-EE’, total of all code "RO" records since last "RE" record
|160-354|Blank|
|355-369|Wages Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|370-384|Commissions Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|385-399|Allowances Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|400-414|Tips Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|415-429|Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax\\ \\Stored as zeroes|
|430-444|Puerto Rico Tax Withheld\\ \\Stored as zeroes|
|445-459|Retirement Fund Subject to Puerto Rico Tax\\ \\Stored as zeroes|
|460-474|Total wages, tips and other compensation subject to Virgin Islands income tax\\ \\Stored as zeroes|
|475-489|Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax Withheld\\ \\Stored as zeroes|
|490-512|Blank|
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!Record Name: Code RV – State Total Record (optional)
||Column||Description||Source
|1-2|Record Identifier|Constant "RV"
|3-512|Not used\\ \\Enter blanks|Constant value ‘18’
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||Column||Description||Source
|1-2|Record Identifier|Constant "RF"
|3-7|Blank|
|8-16|Number of RW Records\\ \\Total number of code "RW" records on file|
|17-512|Blank|
[{InsertPage page='W2_EFW2_RECORD_RF'}]
\\
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!State Quarterly UI Wage Reporting – ICESA Format
[RPYEU] must be run and the following selected to generate Kentucky state file information:
|Media Format:|State SUI File Format
|Select State:|Kentucky, USA
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*The ‘Quarterly Form Code’ must be entered in order to produce the SUI file in [ICESA] format.
*Annual Form Code – Use the standard supplied form code HL$US-W2-2017. The Variables need to be entered in this form code for specific use in the installation.
*The ‘Quarterly Form Code’ must be entered in order to produce the UI wage file in [ICESA] format.
*Use the supplied form code ‘HL$US-QTR-2012’. The Variables need to be entered in this form code for specific use in the installation.
*Period Type:Quarter
*Period End Date:Enter the quarter end date, i.e. 30-Jun-2016
*Media File Type:State SUI File Format\\ \\
*If the Directory Name/Media File Name is not supplied, an output file will not be produced.
!!State Quarterly UI Wage Reporting – ICESA Format
The State of Kentucky Department of Revenue accepts filing filing of Quarterly UI wages via magnetic media using the ICESA format.
*Records required for the UI wage reporting: Code A, E, S and T
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[RPYEU] must be run with the following report parameters and filters selected to generate the Kentucky State file information: \\ \\
__RPYEU Report Parameters__
|Annual Form Code|Use standard form code, such as 'HL$US-W2-20YY'
|Quarterly Form Code|Use the standard form code ‘HL$US-QTR-20YY. \\Must be entered in order to generate the Kentucky UI wage file in the [ICESA] format
|Govt Interface Format|Mandatory. Enter HL$US-QTR-MM20YY
|Period Type|Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
|Period End Date|Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format
|Media Format|Mandatory. Set to State SUI File Format \\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
__RPYEU Report Filters__
|Select State: Kentucky, USA
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%%information Please note that the following ‘Not Required’ fields may or may not always contain blanks.%%
%%information NOTE: The following ‘Not Required’ fields may or may not always contain blanks.%%
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%%information Note: Columns coded with KY indicates it is a Kentucky specific requirement which is not the standard record format%%
%%information NOTE: Columns coded with KY indicate it is a Kentucky specific requirement which is not the standard record format%%
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|2-5|Year\\ \\Enter year for which this report is being prepared|From user specified FROM-TO period converted to CCYY (i.e. 2016)
|6-14|Transmitter’s Federal EIN\\ \\Enter only numeric characters; omit hyphens, prefixes and suffixes|Derived from [IDFDV] Field Identifier: ‘TRAN EIN’
|2-5|Year|Enter year that is being reported \\Derived fFrom user specified FROM-TO period converted to YYYY format
|6-14|Transmitter’s Federal EIN|Enter the employer's FEIN \\Numeric characters only \\Omit hyphens, prefixes and suffixes \\Derived from [IDFDV] Field Identifier: ‘TRAN EIN’
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|19-23|Not Required|
|24-73|Transmitter Name\\ \\The transmitter name of the organization submitting the file|Derived from [IDFDV], Field Identifier: ‘TRAN NAME’
|74-113|Transmitter Street Address\\ \\The street address of the organization submitting the file|Derived from [IDFDV], Field Identifier: ‘TRAN ADDRESS’
|114-138|Transmitter City\\ \\The city of the organization submitting the file|Derived from [IDFDV], Field Identifier: ‘TRAN CITY’
|139-140|Transmitter State\\ \\The standard two character FIPS postal abbreviation|Derived from [IDFDV], Field Identifier: ‘TRAN STATE’
|141-153|Blank|
|154-158|Transmitter ZIP Code\\ \\A valid ZIP code|Derived from [IDFDV], Field Identifier: ‘TRAN ZIP CODE’
|159-163|Transmitter ZIP Code extension\\ \\Use this field as necessary for the four digit extension of ZIP code\\ \\Includes hypen in position 159|Derived from [IDFDV], Field Identifier: ‘TRAN ZIP EXTN’ (include ‘-‘ in position 159)
|164-193|Transmitter Contact\\ \\Title of individual from transmitter organization responsible for the accuracy of the wage report|Derived from [IDFDV], Field Identifier: ‘TRAN CONTACT’
|194-203|Transmitter Contact Telephone Number\\ \\Telephone number at which the transmitter contact can be telephoned|Derived from [IDFDV], Field Identifier: ‘TRAN CONTACT PHONE’
|204-207|Telephone Extension/Box\\ \\The transmitter telephone extension or message box|Derived from [IDFDV], Field Identifier: ‘TRAN CONTACT EXTN’
|208-242|Not Required\\ \\Use Filler, or Blanks|
|243-250|Media Creation Date\\ \\Enter date in MMDDYYYY format\\ \\Last Date of Month or Quarter (i.e. 01312016, 06302016, etc)|
|251-275|Blank|
|19-23|Blank|Fill witht blanks
|24-73|Transmitter Name|Enter the name of the organization submitting the file \\Derived from [IDFDV], Field Identifier: ‘TRAN NAME’
|74-113|Transmitter Street Address|Enter the transmitter's street address \\Derived from [IDFDV], Field Identifier: ‘TRAN ADDRESS’
|114-138|Transmitter City|Enter the transmitter's city\\|Derived from [IDFDV], Field Identifier: ‘TRAN CITY’
|139-140|Transmitter State|Enter the transmitter's two character FIPS postal abbreviation \\Derived from [IDFDV], Field Identifier: ‘TRAN STATE’
|141-153|Blank|Fill with blanks
|154-158|Transmitter ZIP Code|Enter the transmitter's zip code \\Derived from [IDFDV], Field Identifier: ‘TRAN ZIP CODE’
|159-163|Transmitter ZIP Code extension|Enter the transmitter's zip code extension, if applicable \\Include hypen in position 159 \\Derived from [IDFDV], Field Identifier: ‘TRAN ZIP EXTN’ (include ‘-‘ in position 159)
|164-193|Transmitter Contact|Enter the name of the individual from transmitter's organization whois responsible for the accuracy of the wage report \\Derived from [IDFDV], Field Identifier: ‘TRAN CONTACT’
|194-203|Transmitter Contact Telephone Number|Enter the transmitter's contact phone number \\Derived from [IDFDV], Field Identifier: ‘TRAN CONTACT PHONE’
|204-207|Telephone Extension|Enter the transmitter's contact extension number \\Derived from [IDFDV], Field Identifier: ‘TRAN CONTACT EXTN’
|208-242|Blank|Fill witht blanks
|243-250|Date|Enter the month, last day of the month and year that is being reported \\Enter date in MMDDYYYY format \\Example: 013120YY, 063020YY
|251-275|Blank|Fill witht blanks
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|2-5|Payment Year\\ \\The year for which the report is being prepared|
|6-23|Not Required|
|24-73|Employer Name\\ \\The first 50 positions of the employer’s name exactly as registered with the state UI agency|Derived from the Entity
|74-172 KY|Not Required|
|173-187|State Unemployment Insurance Account Number\\ \\(Employer Number Prefix/Employer Number/Employer Suffix)|Derived from the [IDGV] State SUI Registration
|188-189|Reporting Period\\ \\‘03’, ‘06’, ‘09’, or ‘12’|
|190-275 KY|Not Required|
|2-5|Payment Year|Enter the year that is being reported, in YYYY format
|6-23 KY|Blank|Fill with blanks
|24-73|Employer Name|Enter the employer’s name exactly as registered with the State UI agency \\Derived from the Entity
|74-172 KY|Blank|Fill with blanks
|173-174 KY|Employer Account Number Prefix|Enter the employer's account number prefix, if applicable \\If none, enter "00" \\Derived from the [IDGV] State SUI Registration
|175-180 KY|Employer Account Number|Enter the employer's account number \\Derived from the [IDGV] State SUI Registration
|181 KY|Employer Suffix|Enter the employer's suffix, if applicable. \\If none, fill with blanks \\Derived from the [IDGV] State SUI Registration
|182-187 KY|Blank|Fill with blanks
|188-189|Reporting Quarter|Enter the last month of the reporting quarter. Options are 03, 06, 09, or 12
|190-275 KY|Blank|Fill with blanks
At line 307 changed 7 lines
|2-10|Social Security Number\\ \\Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10|
|11-30|Employee Last Name|
|31-42|Employee First Name|
|43-43|Employee Middle Initial\\ \\Leave blank if no middle initial|
|44-49 KY|Not Required|
|50-63|State QTR Total Gross Wages\\ \\Quarterly wages subject to all taxes|
|64-275 KY|Not Required|
|2-10|Employee's Social Security Number|Enter the employee's SSN. __If no SSN is available, enter zeros.__ \\Derived from the ‘W2-EE-SSN’ [IDFDV] Field Identifier.\\
|11-30|Employee Last Name|Enter the employee's last name. \\Left justify and fill with blanks. \\ Derived from the ‘W2-EE-LAST-NAME’ [IDFDV] Field Identifier.
|31-42|Employee First Name|Enter the employee's first name. \\Left justify and fill with blanks. \\Derived from the ‘W2-EE-FIRST-NAME’ [IDFDV] Field Identifier.
|43|Employee Middle Initial|Enter the employee's middle initial, if applicable,. \\Left justify and fill with blanks. Otherwise, fill with blanks. \\Derived from the ‘W2-EE-MIDDLE’ [IDFDV] Field Identifier.
|44-49 KY|Blank|Fill with blanks
|50-63|State QTR Total Gross Wages|Enter the total QTR gross wages \\Right justify and zero fill \\Derived from the total Quarterly wages subject to all taxes
|64-77 KY|Blank|Fill with blanks
|78-91 KY|Excess Wages|Enter the total excess wages \\Right justify and zero fill
92-275 KY|Blank|Fill with blanks
At line 318 changed 12 lines
|2-12 KY|Not Required|
|13-26|State QTR Total Gross Wages for employer\\ \\QTR gross wages subject to all taxes\\ \\Total of this field on all ‘S’ records since the last ‘E’ record|
|27-40 KY|Not Required|
|41-54|State QTR Unemployment Insurance Excess Wages for employer\\ \\QTR wages in excess of the state UI taxable wage base\\ \\Total of all ‘S’ records since the last ‘E’ record|
|55-68|State QTR Unemployment Insurance Taxable Wages for employer\\ \\QTR UI total wages less state QTR UI excess wages\\ \\Total of all ‘S’ records since the last ‘E’ record|
|69-81 KY|Tax Due|
|82-87|UI tax rate this quarter\\ \\The employer UI rate for this reporting period\\ \\One decimal point followed by 5 digits e.g. 2.8%=’.02800’|
|88-226 KY|Not Required|
|227-233|Month-1 Employment for employer\\ \\Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month\\ \\Total fo all ‘S’ records after the last ‘E’ record|
|234-240|Month-2 Employment\\ \\Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month\\ \\Total of all ‘S’ records after the last ‘E’ record|
|241-247|Month-3 Employment\\ \\Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month\\ \\Total for all ‘S’ records after the last ‘E’ record|
|248-275 KY| Not Required|
|2-12 KY|Blank|Fill with blanks
|13-26|State QTR Total Gross Wages for Employer|Enter the total QTR gross wages subject to all taxes \\Total of this field on all ‘S’ records since the last ‘E’ record
|27-40 KY|Blank|Fill with blanks
|41-54|State QTR Unemployment Insurance Excess Wages for Employer|Enter the total QTR wages in excess of the State UI taxable wage base \\Total of all ‘S’ records since the last ‘E’ record
|55-68|State QTR Unemployment Insurance Taxable Wages for Employer|Enter the QTR UI total wages less the State QTR UI excess wages \\Total of all ‘S’ records since the last ‘E’ record
|69-81 KY|Tax Due|Enter the total tax due
|82-87|UI Tax Rate this Quarter|Enter the employer UI rate for this reporting period \\One decimal point followed by 5 digits. \\ Example: 2.8% = .02800
|88-144 KY|Blank|Fill with blanks
|145-149 KY|Surcharge Rate or SCUF Rate|Enter the surcharge or SCUF rate
|150-160 KY|Surcharge Due or SCUF Due|Enter the total surcharge or SCUF due
|161-226|Blank|Fill with blanks
|227-233|Month 1 Employment|Enter the total number of employees, covered by UI, who worked or received pay for the pay period including the 12th day of the first reporting month \\Total fo all ‘S’ records after the last ‘E’ record
|234-240|Month 2 Employment|Enter the total number of employees, covered by UI, who worked or received pay for the pay period including the 12th day of the second reporting month \\Total of all ‘S’ records after the last ‘E’ record
|241-247|Month 3 Employment|Enter the total number of employees, covered by UI, who worked or received pay for the pay period including the 12th day of the third reporting month \\Total for all ‘S’ records after the last ‘E’ record
|248-275 KY|Blank|Fill with blanks
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This page (revision-33) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop