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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 Governmental 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 requirements for the specific state only, please refer to the general document (US_Annual_Qtrly_Reporting_GEN) for other set up procedures that may also be required.

IDGV - State Registration#

• The IDGV Definitiontab must be set up for ‘State Registration’ for State/Province:Arkansas
• The 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.
• The required Record codes 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, IDGV must be set up as follows:
  • For State Registration of Arkansas, the IDGV Variables 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 #

There are Arkansas specific requirements which are not the standard record format.

Quarterly UI Wage - ICESA Format #

• Client must select state ARKANSAS in the ‘Report List Filters’.
• Annual Form Code’ – use the standard supplied form code HL$US-W2-2012. The ‘Variables’ needs to be entered in this form code for specific use in your installation.
• The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. – use the supplied Form Code ‘HL$US-QTR-2012’. The ‘Variables’ needs to be entered in this form code for specific use 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 that columns coded with 'AR' indicate that they are an 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#

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