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!!!Arkansas 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:
*(W2 Form) The ‘Advance Earned Income Credit Payment’ is eliminated for 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)
!!Set Up
This document contains abbreviated set up requirement for the specific state only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other setup procedure that may also be required.
!IDGV - State Registration
*IDGV Definition Tab must be set up for ‘State Registration’ for State/Province: Arkansas
*IDGV Variables Tab must be set up for ‘State Registration’ for State/Province: Arkansas
;‘W2 STATE MEDIA FILING’:AR state accepts W2 wage report with Federal and other state information, therefore, the Media Filing variable can be set to ‘01’, which will include state information in the Federal File. (However it must be set to ‘02’ if a W2 magnetic media file is required for the state of AR only)
!!State File Procedures
*The Arkansas Department of Revenue accepts filing of W-2s via magnetic media using the EFW2 (formerly MMREF-1) format
*The Arkansas Department of Labor also accepts UI wage filing via media using the ICESA format. ??
* Record Codes required are: Code RA,RE,RW,RS,RT,RF (or Code E and S for UI reporting)
*Arkansas State requires to file the AR State file by itself, therefore the user must set up IDGV as follows:
**for State Registration of Arkansas, the IDGV Variable tab:
***‘W2 STATE MEDIA FILING’
***02 – State requires its own File, do not include other State information in the State File
!!Annual W2 Wage Reporting – EFW2 (Formerly MMREF1) Format
The user must run RPYEU and select the following to generate Arkansas State file information:
|Report List Filters, Select State:|Arkansas, 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.
!!Annual W2 Magnetic Media File EFW2 Layout
%%information Note: Columns coded with AR indicates it is a Arkansas specific requirement which is not the standard record format%%
!Record name: Code RA - Transmitter Record
||Column||Description
|1-2|- Record Identifier\\- Constant "RA"
|3-11|- Submitter’s Employer ID number (EIN)\\- Numeric only\\- Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
|12-28|- Personal Identification Number (PIN) and Software Vendor Code\\- Derived from IDFDV screen, Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)\\- Please note that this filed consists of a 8-character PIN code in positions 12-19, a 4-digit Software Vendor Code in positions 20-23, and 5 blank characters in positions 24-28.
|29|- Resub Indicator\\- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
|30-35|- Resub WFID\\- Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
|36-37|- Software Code\\- Derived from IDFDV screen, Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
|38-94|- Company Name\\- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
|95-116|- Location Address\\- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
|117-138|- Delivery Address\\- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
|139-160|- Company City\\- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
|161-162|- Company State Abbreviation\\- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
|163-167|- Company ZIP code\\- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
|168-171|- Company ZIP code extension\\- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
|172-176|- Blanks
|177-199|- Company Foreign State/Province\\- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
|200-214|- Company Foreign Postal Code\\- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
|215-216|- Company Country Code\\- Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
|217-273|- Submitter Name\\- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
|274-295|- Submitter Location Address\\- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
|296-317|- Submitter Delivery Address\\- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
|318-339|- Submitter City\\- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
|340-341|- Submitter State Abbreviation\\- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
|342-346|- Submitter ZIP code\\- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
|347-350|- Submitter ZIP code extension\\- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
|351-355|- Blanks
|356-378|- Submitter Foreign State/Province\\- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
|379-393|- Submitter Foreign Postal Code\\- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
|394-395|- Submitter Country Code\\- Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
|396-422|- Contact Name\\- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
|423-437|- Contact Phone Number\\- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
|438-442|- Contact Phone Extension\\- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
|443-445|- Blanks
|446-485|- Contact E-mail\\- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
|486-488|- Blanks
|489-498|- Contact FAX\\- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
|499-499|- Preferred Method of Problem Notification Code\\- Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
|500-500|- Preparer Code\\- Derived from IDFDV screen, Field Identifier: ‘SUB-PREPARER’ (seq 1310)
|501-512|- Blanks
!Record name: Code RE - Employer Record
||Column||Description
|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 screen, 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 screen, Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
|26|- Terminating Business Indicator\\- Derived from IDFDV screen, Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
|27-30|- Establishment Number\\- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
|31-39|- Other EIN\\- Derived from IDFDV screen, Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
|40-96|- Employer Name\\- Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’ (seq 2010)
|97-118|- Employer Location Address\\- Derived from IDFDV screen, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
|119-140|- Employer Delivery Address\\- Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
|141-162|- Employer City\\- Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’ (seq 2040)
|163-164|- Employer State Abbreviation\\- Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’ (seq 2050)
|165-169|- Employer ZIP Code\- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
|170-173|- Employer ZIP Code Extension\\- Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
|174-174|- Kind of Employer\\- Derived from IDFDV screen, Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
|175-178|- Blanks
|179-201|- Employer Foreign State/Province\\- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
|202-216|- Employer Foreign Postal Code\\- Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
|217-218|- Employer Country Code\\- Derived from IDFDV screen, 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 screen, Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
|221|- Third-Party Sick Pay Indicator\\- Derived from IDFDV screen, Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
|222-512|- Blanks
!Record name: Code RW - Employee Wage Record (Optional for State Quarterly Reporting)
||Column||Description
|1-2|- Record Identifier\\- Constant "RW"
|3-11|- 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.
|12-26|- Employee First Name\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
|27-41|- Employee Middle Name or Initial\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
|42-61|- Employee Last Name\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
|62-65|- Employee Suffix\\- Derived from IDFDV screen, 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|- Blanks
|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|- Blanks
|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 RS - State Record
||Position||Description
|1-2|- Record Identifier\\- Constant "RS"
|3-4|- State code, appropriate FIPS postal numeric code\\- system Derived from the State being reported\\- e.g. Arkansas Postal Numeric Code is "05"
|5-9|- Taxing Entity Code\\- Not required
|10-18|- Social Security Number\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SSN’\\- if an invalid SSN is encountered, this field is entered with zeroes.
|19-33|- Employee First Name\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’
|34-48|- Employee Middle Name or Initial\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’
|49-68|- Employee Last Name\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’
|69-72|- Employee Suffix\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’
|73-94 |- Employee Location Address\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’
|95-116|- Employee Delivery Address\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’
|117-138|- Employee City\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’
|139-140|- Employee State Abbreviation\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’
|141-145|- Employee ZIP Code\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’
|146-149|- Employee ZIP Code Extension\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’
|150-154|- blank
|155-177|- Employee Foreign State/Province\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’\\- Not read by PA Revenue
|178-192 |- Employee Foreign Postal Code\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’\\- Not read by PA Revenue
|193-194|- Employee Country Code\\- Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’\\- Not read by PA Revenue
|195-273|- blank
|274-275|- State code, appropriate FIPS postal numeric code\\- system Derived from the State being reported\\- e.g. Arkansas postal numeric code is "05"
|276-286|- State Taxable Wages\\- Derived from IDFDV screen, Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
|287-297|- State Income Tax Withheld\\- Derived from IDFDV screen, Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
|298-307|- Federal Income Tax withheld\\- Not Required.
|308-337 AR|- Varies (optional)\\- blank
|338-346 AR|- FEIN as reported in the RE record\\- System derived the applicable Federal reporting EIN, from IDGV or IDGR
|347-412 AR|- Blanks
|413-421 AR|- State ID 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
|422-512 AR|- Blanks
!Record name: Code RT - Total Record
||Column||Description
|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 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, 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 $50000\\- Derived from IDFDV screen, Field Identifier ‘W2-CODE-C’, total of all code "RW" records since last "RE" record
|325-339|- Income Tax Withheld by Third-Party Payer\\- Derived from IDFDV Identifier ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record
|340-354|- Income from Non-statutory Stock options\\- Derived from IDFDV screen, Field Identifier ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
|355-512|- blank
!Record name: Code RF - Final Record
||Column||Description
|1-2|- Record Identifier\\- Constant "RF"
|3-7|- blank
|8-16|- Number of RW Records\\- Total number of code "RW" records on file
|17-512|- blank
!!ICESA for Arkansas
* Only "E" (Employer), "S" (Employee Wage Record) and "F" (Final) records are required.
* The format details are found at the [Tennessee Department of Labor website|http://www.tennessee.gov/labor-wfd/Employers/icesa_format.htm|target='_blank']
* Most fields are Not Required for Tennessee,
RPYEU must be run and the following selected to generate Arkansas State file information:
|Media Format:|- State SUI File Format
|Select State:|- Arkansas, USA
*Client must select state ARKANSAS in the ‘Report List Filters’.
- Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation.
- The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. – use the HighLine supplied Form Code ‘HL$US-QTR-2012’.. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation.
- Period Type: Quarter.
- Period End Date: Enter the quarter end date, i.e. 30-Jun-2011.
- Media File Type: State SUI File Format.
- If the Directory Name/Media File Name is not supplied, an output file will not be produced.
QUARTERLY UI WAGE MAGNETIC MEDIA FILE FORMAT – ICESA LAYOUT
(Please note that the following ‘Not Required’ fields may or may not always contain BLANKS).
Note: Columns coded with AR indicates it is a Arkansas specific requirement which is not the standard record format
Record name: Code E - Employer Record
Column Description
1-1 - Record Identifier.
- Constant ‘E’.
2-5 - Payment Year.
- Tax Year for which this report is being prepared.
6-14 - Federal EIN
- Enter only numeric characters
- Derived from the IDGV State SUI Registration
15-23 - Blanks.
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
74-113 - Employer Street Address
- Enter the street address of the Employer
- Derived from the Entity Location
114-138 - Employer City
- Enter the city of employer’s mailing address
- Derived from the Entity Location
139-148 - Employer State
- Enter the standard two character FIPS postal abbreviation of the employer’s address
- Derived from the Entity Location
149-153 - ZIP code extension
- Enter four digit extension of ZIP code, including the hyphen in position 149.
- Derived from the Entity Location
154-158 - ZIP code.
- Enter a valid ZIP code
- Derived from the Entity Location.
159-159 AR - Name Code.
- Constant ‘S’ to indicate that surname appears first
160-160 - Type of Employment.
- ‘A’, ‘F’, ‘H’, ‘M’, ‘Q’, ‘R’, or ‘X’.
- Derived from IDFDV screen, Field Identifier: ‘TYPE OF EMPLOYMENT’
161-162 - Blocking Factor.
- Enter blocking factor of the file, not to exceed 85. Enter blanks for diskette.
163-275 AR - Blanks.
Record name: Code S – Employee Wage Record
Column Description
1-1 - Record Identifier.
- Constant ‘S’
2-10 - Social Security Number
- Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10
11-37 AR - Employee Name.
- Enter employee name as per Name Code ‘S’ (surname first, followed by first name)
38-123 AR - Blanks.
124-125 AR - State Code
- Use standard FIPS postal numeric code
- Constant ‘05’ for Arkansas.
126-127 AR - Blanks.
128-131 AR - Reporting Period.
- Month end date of the quarter for which this report is being prepared (i.e. 0903 for third quarter of 2003).
132-140 AR - State Quarterly Total Wages.
- Enter total wages subject to state tax.
141-164 AR - Blanks
165-176 AR - State Unemployment Insurance Account Number.
- Enter the DIR tax account number
- SUI Registration Number from IDGV
177-275 AR - Blanks.
QUARTERLY UI WAGE REPORTING - ICESA format
- The user must run RPYEU and select the following to generate Alabama State file information:
Media Format: - State SUI File Format
Select State: - Arkansas, USA
- Client must select state ARKANSAS in the ‘Report List Filters’.
- Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation.
- The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. – use the HighLine supplied Form Code ‘HL$US-QTR-2012’.. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation.
- Period Type: Quarter.
- Period End Date: Enter the quarter end date, i.e. 30-Jun-2011.
- Media File Type: State SUI File Format.
- If the Directory Name/Media File Name is not supplied, an output file will not be produced.
QUARTERLY UI WAGE MAGNETIC MEDIA FILE FORMAT – ICESA LAYOUT
(Please note that the following ‘Not Required’ fields may or may not always contain BLANKS).
Note: Columns coded with AR indicates it is a Arkansas specific requirement which is not the standard record format
Record name: Code E - Employer Record
Column Description
1-1 - Record Identifier.
- Constant ‘E’.
2-5 - Payment Year.
- Tax Year for which this report is being prepared.
6-14 - Federal EIN
- Enter only numeric characters
- Derived from the IDGV State SUI Registration
15-23 - Blanks.
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
74-113 - Employer Street Address
- Enter the street address of the Employer
- Derived from the Entity Location
114-138 - Employer City
- Enter the city of employer’s mailing address
- Derived from the Entity Location
139-148 - Employer State
- Enter the standard two character FIPS postal abbreviation of the employer’s address
- Derived from the Entity Location
149-153 - ZIP code extension
- Enter four digit extension of ZIP code, including the hyphen in position 149.
- Derived from the Entity Location
154-158 - ZIP code.
- Enter a valid ZIP code
- Derived from the Entity Location.
159-159 AR - Name Code.
- Constant ‘S’ to indicate that surname appears first
160-160 - Type of Employment.
- ‘A’, ‘F’, ‘H’, ‘M’, ‘Q’, ‘R’, or ‘X’.
- Derived from IDFDV screen, Field Identifier: ‘TYPE OF EMPLOYMENT’
161-162 - Blocking Factor.
- Enter blocking factor of the file, not to exceed 85. Enter blanks for diskette.
163-275 AR - Blanks.
Record name: Code S – Employee Wage Record
Column Description
1-1 - Record Identifier.
- Constant ‘S’
2-10 - Social Security Number
- Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10
11-37 AR - Employee Name.
- Enter employee name as per Name Code ‘S’ (surname first, followed by first name)
38-123 AR - Blanks.
124-125 AR - State Code
- Use standard FIPS postal numeric code
- Constant ‘05’ for Arkansas.
126-127 AR - Blanks.
128-131 AR - Reporting Period.
- Month end date of the quarter for which this report is being prepared (i.e. 0903 for third quarter of 2003).
132-140 AR - State Quarterly Total Wages.
- Enter total wages subject to state tax.
141-164 AR - Blanks
165-176 AR - State Unemployment Insurance Account Number.
- Enter the DIR tax account number
- SUI Registration Number from IDGV
177-275 AR - Blanks.
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![Notes|Edit:Internal.Tax Reporting - AR]
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