This page (revision-33) was last changed on 26-Nov-2021 10:22 by Meg McFarland

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

Only authorized users are allowed to rename pages.

Only authorized users are allowed to delete pages.

Page revision history

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

Page References

Incoming links Outgoing links
Tax Reporting - KY
Tax Reporting - KY

Version management

Difference between version and

At line 3 changed 10 lines
!!!Kansas Annual and Quarterly Reporting
!!What's New for Tax Year 2011
The following changes have been noted for reporting W2 wages to the Federal Government in EGW2 format:
*(W2 Form) The ‘Advance Earned Income Credit Payment’ is eliminated for the tax year beginning after December 31, 2010. Box 9, Advance EIC payments, has been deleted from the 2011 Form W2.
*(W2 Form) Code DD is added to Box 12 of the 2011 form W2 to report the cost of employer-sponsored health coverage. However, this reporting will not be mandatory for 2011.
*(W2 Form) Code EE, Designated Roth contributions under a government section 457(b) plan, has been added to the list of codes in box 12 of Form W2.
*(W2 File) A new field, 'Kind of Employer' has been added to the RE Employer Record (position 174). This is a required field.
*(W2 File) A new field, Cost of Employer-Sponsored Health Coverage, has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
*(W2 File) A new field 'Designated Roth Contributions Under a Governmental Section 457(b) Plan', has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159).
!!!Kentucky Annual and Quarterly Reporting
At line 15 changed one line
This document contains abbreviated set up requirement for the state of Kentucky only, please refer to the general document ([US_Annual_Qtrly_Reporting_GEN]) 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 18 changed 2 lines
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up for ‘State Registration’ for State/Province: Kentucky
*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 Definition|IDGV#DefinitionTab] tab must be set up for ‘State Registration’ for State/Province: Kentucky
*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 22 changed one line
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up with ‘State SUI Registration’ for State/Province: Kentucky
*The [IDGV Definition|IDGV#DefinitionTab] tab must be set up with ‘State SUI Registration’ for State/Province: Kentucky
At line 27 changed 5 lines
*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,T.
*When using the EFW2 (formerly MMREF-1) 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 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. \\
At line 33 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-W2-2012’)
|Parameters, Period Type:|Year
|Parameters, Period End Date:|Year End Date (i.e. 31-Dec-2011)
|Parameters, Media Format:|State File Format
The Directory and Media File Name parameters must be populated or an output file will not be produced.
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’ must be set to '02' – State requires its own File, do not include other State information in the State file. \\
At line 42 changed 2 lines
!!State Magnetic Media Reporting – EFW2 Format
!Record Name: Code RA - Transmitter Record (Same as the Federal Code RA)
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.
At line 45 changed 15 lines
||Column|Description||Source
|1-2|Record Identifier|Constant "RA"
|3-11|Submitter’s Employer ID number (EIN)\\ \\Numeric only|Derived from [IDFDV], Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
|12-28|Personal Identification Number (PIN) and Software Vendor Code|Derived from [IDFDV], Field Identifier:‘SUB-PIN-NUMBER’ (seq 1010)\\ \\Please note that this field contains an 8-character PIN in positions 12-19, a four character Software Vendor Code in positions 20-23, and 5 blank characters in positions 24-29
|29|Resub Indicator|Derived from [IDFDV], Field Identifier:‘SUB-RESUB-IND’ (seq 1020)
|30-35|Resub WFID|Derived from [IDFDV], Field Identifier:‘SUB-RESUB-WFID’ (seq 1030)
|36-37|Software Code|Derived from [IDFDV], Field Identifier:‘SUB-SOFTWARE’ (seq 1040)
|38-94|Company Name|Derived from [IDFDV], Field Identifier:‘SUB-COMP-NAME’ (seq 1050)
|95-116|Location Address|Derived from [IDFDV], Field Identifier:‘SUB-COMP-LOCN’ (seq 1060)
|117-138|Delivery Address|Derived from [IDFDV], Field Identifier:‘SUB-COMP-DELIV’ (seq 1070)
|139-160|Company City|Derived from [IDFDV], Field Identifier:‘SUB-COMP-CITY’ (seq 1080)
|161-162|Company State Abbreviation|Derived from [IDFDV], Field Identifier:‘SUB-COMP-STATE’ (seq 1090)
|163-167|Company ZIP code|Derived from [IDFDV], Field Identifier:‘SUB-COMP-ZIP’ (seq 1100)
|168-171|Company ZIP code extension|Derived from [IDFDV], Field Identifier:‘SUB-COMP-ZIP-EXT’ (seq 1110)
|172-176|Blank|
!!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 61 changed one line
177-199 - Company Foreign State/Province|Derived from [IDFDV], Field Identifier:‘SUB-COMP-F-STATE’ (seq 1120)
__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 63 changed one line
200-214 - Company Foreign Postal Code|Derived from [IDFDV], Field Identifier:‘SUB-COMP-F-POST’ (seq 1130)
__RPYEU Report Filters__
|Select State: Kentucky, USA
At line 65 removed one line
215-216 - Company Country Code|Derived from [IDFDV], Field Identifier:‘SUB-COMP-COUNTRY’ (seq 1140)
At line 67 changed one line
217-273 - Submitter Name|Derived from [IDFDV], Field Identifier:‘SUB-SUBM-NAME’ (seq 1150)
!State Magnetic Media Reporting – EFW2 Format
At line 69 changed one line
274-295 - Submitter Location Address|Derived from [IDFDV], Field Identifier:‘SUB-SUBM-LOCN’ (seq 1160)
!Record Name: Code RA – Submitter Record (Same as the Federal Code RA)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\
!Record Name: Code RE – Employer Record (Same as the Federal Code RE)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\
At line 71 removed 96 lines
296-317 - Submitter Delivery Address|Derived from [IDFDV], Field Identifier:‘SUB-SUBM-DELIV’ (seq 1170)
318-339 - Submitter City|Derived from [IDFDV], Field Identifier:‘SUB-SUBM-CITY’ (seq 1180)
340-341 - Submitter State Abbreviation|Derived from [IDFDV], Field Identifier:‘SUB-SUBM-STATE’ (seq 1190)
342-346 - Submitter ZIP code|Derived from [IDFDV], Field Identifier:‘SUB-SUBM-ZIP’ (seq 1200)
347-350 - Submitter ZIP code extension|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355|Blank|
356-378 - Submitter Foreign State/Province|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393 - Submitter Foreign Postal Code|Derived from [IDFDV], Field Identifier:‘SUB-SUBM-F-POST’ (seq 1230)
394-395 - Submitter Country Code|Derived from [IDFDV], Field Identifier:‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422 - Contact Name|Derived from [IDFDV], Field Identifier:‘SUB-CONT-NAME’ (seq 1250)
423-437 - Contact Phone Number|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442 - Contact Phone Extension|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445|Blank|
446-485 - Contact E-mail|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488|Blank|
489-498 - Contact FAX|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499 - Preferred Method of Problem Notification Code|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500 - Preparer Code|Derived from [IDFDV], Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512|Blank|
!Record Name: Code RE - Employer Record (Same as the Federal Code RE)
||Column|Description||Source
1-2 - Record Identifier
- Constant "RE"
3-6 - Tax year CCYY
- From user specified FROM-TO period converted to CCYY
7 - Agent Indicator Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16 -Employer/Agent EIN
- System derived the applicable Federal reporting EIN, from IDGV or IDGR
17-25 - Agent for EIN|Derived from [IDFDV], Field Identifier:‘W2-ER-FOR-EIN’ (seq 1510)
26 - Terminating Business Indicator|Derived from [IDFDV], Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30 - Establishment Number|Derived from [IDFDV], Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39 - Other EIN|Derived from [IDFDV], Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96 - Employer Name|Derived from [IDFDV], Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118 - Employer Location Address|Derived from [IDFDV], Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140 - Employer Delivery Address|Derived from [IDFDV], Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162 - Employer City|Derived from [IDFDV], Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164 - Employer State Abbreviation|Derived from [IDFDV], Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169 - Employer ZIP Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173 - Employer ZIP Code Extension|Derived from [IDFDV], Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-174 - Kind of Employer|Derived from [IDFDV], Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178|Blank|
179-201 - Employer Foreign State/Province|Derived from [IDFDV], Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216 - Employer Foreign Postal Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218 - Employer Country Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100)
219 - Employment Code
- from IDGR ‘W2 Employment Type’ or IPRLU FICA and Medicare method
- If IPRLU.FICA method = "Do not calculate" and MEDICARE method is NOT "Do Not Calculate" then the employee is classified as Employment Type ‘Q’ for W2 reporting
- otherwise the W2 Type of employment is derived from IDGR screen
- a set of code RE, RW/RO/RS, RT/RU records will be generated for different Type of employment
220 - Tax Jurisdiction Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221 - Third-Party Sick Pay Indicator|Derived from [IDFDV], Field Identifier:‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512|Blank|
At line 168 changed one line
||Column|Description||Source
[{InsertPage page='W2_EFW2_RECORD_RW'}]
\\
At line 170 changed 2 lines
1-2 - Record Identifier
- Constant "RW"
!Record Name: Code RO - Employee Wage Record (Optional for State Reporting)
(Same as Federal Code RO)
[{InsertPage page='W2_EFW2_RECORD_RO'}]
\\
At line 173 removed 201 lines
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 screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109 - Employee Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131 - Employee City
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
132-133 - Employee State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
134-138 - Employee ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
139-142 - Employee ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
143-147|Blank|
148-170 - Employee Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
171-185 - Employee Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
186-187 - Employee Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
188-198 - Wages, Tips and other compensation
- Derived from IDFDV screen, Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
199-209 - Federal Income Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-220 - Social Security Wages
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
221-231 - Social Security Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
232-242 - Medicare Wages & Tips
- Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
243-253 - Medicare Tax Withheld
- Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
254-264 - Social Security Tips
- Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
265-275 - Advanced Earned Income Credit
- Derived from IDFDV screen, Field Identifier: ‘W2-EIC’ (seq 3080)
276-286 - Dependent Care Benefits
- Derived from IDFDV screen, Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
287-297 - Deferred Compensation contribution to Section 401(k)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-D’ (seq 4030)
298-308 - Deferred Compensation contribution to Section 403(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-E’ (seq 4040)
309-319 - Deferred Compensation contribution to Section 408(k)(6)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-F’ (seq 4050)
320-330 - Deferred Compensation contribution to Section 457(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-G’ (seq 4060)
331-341 - Deferred Compensation contribution to Section 501(c)(18)(D)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-H’ (seq 4070)
342-352 - Military Employee’s Basic Quarters and Combat Pay
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’ (seq 4140)
353-363 - Non-qualified Plan section 457
- Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
364-374 - Employer Contribution to a Health Savings Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-W’ (seq 4190)
375-385 - Non-qualified Plan Not section 457
- Derived from IDFDV screen, 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 screen, Field Identifier: ‘W2-CODE-C’ (seq 4020)
419-429 - Income from Non-statutory Stock Options
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-V’ (seq 4180)
430-462|Blank|
463-473 - Cost of Employer-Sponsored Health Coverage
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-DD’ (seq 4250)
474-485|Blank|
486 - Statutory Employee Indicator
- Derived from IDFDV screen, Field Identifier: ‘W2-STAT-EE’ (seq 6000)
- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
487|Blank|
488 - Retirement Plan Indicator
- Derived from IDFDV screen, 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 screen, Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060)
- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
490-512|Blank|
!Record Name: Code RO - Employee Wage Record (Optional for State Quarterly Reporting)
||Column|Description||Source
1-2 - Record Identifier
- Constant ‘RO’
3-11|Blank|
Location 12 to 264 do not apply to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands Employees.
12-22 - Allocated Tips
- Derived from IDFDV screen, Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)
23-33 - Uncollected Employee Tax on Tips
- combined the uncollected social security tax and the uncollected medicare tax
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)
34-44 - Medical Savings Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-R’ (seq 4150)
45-55 - Simple Retirement Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-S’ (seq 4160)
56-66 - Qualified Adoption Expenses
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-T’ (seq 4170)
67-77 - Uncollected SSA tax on Group Ins > 50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-M’ (seq 4110)
78-88 - Uncollected Medicare tax on Group Ins > 50000
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-N’ (seq 4120)
89-110|Blank|
111-121 - Designated Roth Contribution under section 457(b)
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-EE’ (seq 4260)
122-264|Blank|
Location 265 to 362 are for Puerto Rico employees only.
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 are for Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
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 375 changed 3 lines
||Column|Description||Source
1-2 - Record Identifier
- Constant "RS"
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|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 379 changed 3 lines
3-4 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported, from IDFDV sequence 7000.
- e.g. Kentucky is code "21"
;Location 195 to 267:Apply to Quarterly Unemployment Reporting
At line 383 changed 2 lines
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
If the user specified ‘Period Type’ = ‘Quarter’, then locations 195 to 267 will be filled.
Please see [Tax Reporting - US General] for detail for quarterly reporting.
At line 386 changed 3 lines
10-18 - Social Security Number
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SSN’ (seq 2500)
- if an invalid SSN is encountered, this field is entered with zeroes.
||Column||Description||Source
|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 390 changed 2 lines
19-33 - Employee First Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
;Location 274 to 337:Apply to Income Tax Reporting
At line 393 removed 80 lines
34-48 - Employee Middle Name or Initial
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68 - Employee Last Name
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72 - Employee Suffix
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94 - Employee Location Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116 - Employee Delivery Address
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138 - Employee City
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140 - Employee State Abbreviation
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145 - Employee ZIP Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149 - Employee ZIP Code Extension
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154|Blank|
155-177 - Employee Foreign State/Province
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
178-192 - Employee Foreign Postal Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
193-194 - Employee Country Code
- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
Location 195 to 267 apply to Quarterly UNEMPLOYMENT REPORTING.
If the user specified ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled.
Please read document PR_US_QTR_MMREF_Generic.doc for detail for quarterly reporting.
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-2003’, then reporting period is ‘122003’
203-213 - State Quarterly Unemployment Insurance Total Wages
- Derived from IDFDV screen, 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, therefore 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
- this amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government
- please read document PR_US_QTR_MMREF_Generic.doc 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 screen, 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|
Location 274 to 337 apply to INCOME TAX REPORTING.
At line 103 added 12 lines
||Column||Description||Source
|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 475 changed 3 lines
274-275 - State code, appropriate FIPS postal numeric code
- system Derived from the State being reported
- e.g. Kentucky is ‘21’
;Multiple Code RS records:Multiple code RS records are generated for an employee if there is applicable county, city or school district tax information to be reported for a state. In this case, the state wages and tax will be zero for the subsequent code RS records.
At line 479 removed 69 lines
276-286 - State Taxable Wages
- Derived from IDFDV screen,
- Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297 - State Income Tax Withheld
- Derived from IDFDV screen,
- 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
- the user must set up IDGV screen 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|
Multiple Code RS records:Multiple code RS records are generated for an employee if there is applicable county, city or school district tax information to be reported for a state. In this case, the state wages and tax will be zero for the subsequent code RS records.
At line 549 changed 3 lines
||Column|Description||Source
1-2 - Record Identifier
- Constant "RT"
[{InsertPage page='W2_EFW2_RECORD_RT'}]
\\
At line 553 removed 2 lines
3-9 - Number of RW Records
- Total number of code "RW" records reported since last code "RE" record
At line 556 removed 147 lines
10-24 - Wages, Tips and Other Compensation
- Derived from IDFDV screen, Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
25-39 - Federal Income Tax Withheld
- Derived from IDFDV screen, Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
40-54 - Social Security Wages
- Derived from IDFDV screen, Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
55-69 - Social Security Tax Withheld
- Derived from IDFDV screen, Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
70-84 - Medicare Wages and Tips
- Derived from IDFDV screen,
- Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
85-99 - Medicare Tax Withheld
- Derived from IDFDV screen, Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
100-114 - Social Security Tips
- Derived from IDFDV screen, Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
115-129 - Advanced Earned Income Credit
- Derived from IDFDV screen, Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
130-144 - Dependent Care Benefits
- Derived from IDFDV screen, 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 screen, 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 screen, 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 screen, 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 screen, 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 screen, Field Identifier ‘W2-CODE-H’, total of all code "RW" records since last "RE" record
220-234 - Military Employee’s Basic Quarters and Combat Pay
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record
235-249 - Non-Qualified Plan Section 457
- Derived from IDFDV 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 screen,
- Field Identifier: ‘W2-CODE-W’, total fo all code ‘RW’ records since last ‘RE’ record
265-279 - Non-Qualified Plan Not Section 457
- Derived from IDFDV 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 screen, 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 screen, 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 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 screen, Field Identifier ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
355-512|Blank|
!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 screen, Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record
25-39 - Uncollected Employee Tax on Tips
- Derived from IDFDV ‘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 screen, Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record
55-69 - Simple Retirement Account
- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record
70-84 - Qualified Adoption Expenses
- Derived from IDFDV screen, 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 screen,
- 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 screen,
- 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 screen, 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|
!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’.
At line 704 changed one line
||Column|Description||Source
[{InsertPage page='W2_EFW2_RECORD_RF'}]
\\
At line 706 removed 2 lines
1-2 - Record Identifier
- Constant "RF"
At line 709 changed one line
3-7|Blank|
!!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
At line 711 changed 2 lines
8-16 - Number of RW Records
- Total number of code "RW" records on file
[RPYEU] must be run with the following report parameters and filters selected to generate the Kentucky State file information: \\ \\
At line 714 changed one line
17-512|Blank|
__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
At line 716 changed 4 lines
!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
__RPYEU Report Filters__
|Select State: Kentucky, USA
At line 721 removed 8 lines
*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$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
*The ‘Quarterly Form Code’ must be entered in order to produce the UI wage file in [ICESA] format.
*Use the supplied form code ‘HL$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-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.
At line 731 changed one line
%%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.%% \\
At line 733 changed one line
%%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%%
At line 735 removed one line
At line 737 changed 3 lines
||Column|Description||Source
1-1 - Record Identifier.
- Constant ‘A’.
||Column||Description||Source
|1-1|Record Identifier|Constant ‘A’
|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’
|15-18|Taxing Entity Code|Constant ‘UTAX’
|19-23|Blank|Fill with 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 with 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 with blanks
At line 741 removed 3 lines
2-5 - Year.
- Enter year for which this report is being prepared
- From user specified FROM-TO period converted to CCYY (i.e. 2007)
At line 745 removed 56 lines
6-14 - Transmitter’s Federal EIN
- Enter only numeric characters; omit hyphens, prefixes and suffixes
- Derived from IDFDV screen, Field Identifier: ‘TRAN EIN’
15-18 - Taxing Entity Code.
- Constant ‘UTAX’
19-23 - Not Required.
24-73 - Transmitter Name.
- Enter the transmitter name of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN NAME’
74-113 - Transmitter Street Address.
- Enter the street address of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN ADDRESS’
114-138 - Transmitter City.
- Enter the city of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN CITY’
139-140 - Transmitter State.
- Enter the standard two character FIPS postal abbreviation.
- Derived from IDFDV screen, Field Identifier: ‘TRAN STATE’
141-153|Blank|
154-158 - Transmitter ZIP Code.
- Enter a valid ZIP code
- Derived from IDFDV screen, Field Identifier: ‘TRAN ZIP CODE’
159-163 - Transmitter ZIP Code extension.
- Use this field as necessary for the four digit extension of ZIP code. Include hypen in position 159
- Derived from IDFDV screen, 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 screen, Field Identifier: ‘TRAN CONTACT’
194-203 - Transmitter Contact Telephone Number
- Telephone number at which the transmitter contact can be telephoned
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT PHONE’
204-207 - Telephone Extension/Box.
- Enter transmitter telephone extension or message box
- Derived from IDFDV screen, 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. 01312007, 06302007, etc)
251-275|Blank|
At line 802 changed 3 lines
||Column|Description||Source
1-1 - Record Identifier.
- Constant ‘E’.
||Column||Description||Source
|1-1|Record Identifier|Constant ‘E’
|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 806 removed 21 lines
2-5 - Payment Year.
- Enter the year for which the report is being prepared
6-23 - Not Required.
24-73 - Employer Name.
- Enter 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.
- Enter state UI employer 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.
At line 828 changed 3 lines
||Column|Description||Source
1-1 - Record Identifier.
- Constant ‘S’
||Column||Description||Source
|1-1|Record Identifier|Constant ‘S’
|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 832 removed 19 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.
- Enter employee last name.
31-42 - Employee First Name.
- Enter employee first name
43-43 - Employee Middle Initial.
- Enter employee middle initial. Leave blank if no middle initial
44-49 KY - Not Required.
50-63 - State QTR Total Gross Wages.
- Enter quarterly wages subject to all taxes.
64-275 KY - Not Required.
At line 203 added 18 lines
||Column||Description||Source
|1-1|Record Identifier|Constant ‘T’
|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
At line 853 removed 37 lines
||Column|Description||Source
1-1 - Record Identifier.
- Constant ‘T’
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 fo 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.
At line 894 removed 22 lines
This page (revision-33) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop