Tax Reporting - AR
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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:

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#

State File Procedures#

Annual W2 Wage Reporting – EFW2 (Formerly MMREF1) Format#

RPYEU must be run and the following selected in order 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

Annual W2 Magnetic Media File EFW2 Layout #

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

Record Name: Code RA - Transmitter Record #

ColumnDescriptionSource
1-2Record Identifier

Constant "RA"
3-11Submitter’s Employer ID number (EIN)

Numeric only
Derived from the IDFDV screen, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28Personal Identification Number (PIN) and Software Vendor CodeDerived from the 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.
29Resub IndicatorDerived from the IDFDV screen, Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35Resub WFIDDerived from the IDFDV screen, Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37Software CodeDerived from the IDFDV screen, Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94Company NameDerived from the IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116Location AddressDerived from the IDFDV screen, Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
117-138Delivery AddressDerived from the IDFDV screen, Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160Company CityDerived from the IDFDV screen, Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162Company State AbbreviationDerived from the IDFDV screen, Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167Company ZIP codeDerived from the IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171Company ZIP code extensionDerived from the IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176Blank
177-199Company Foreign State/ProvinceDerived from the IDFDV screen, Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214Company Foreign Postal CodeDerived from the IDFDV screen, Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216Company Country CodeDerived from the IDFDV screen, Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273Submitter NameDerived from the IDFDV screen, Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295Submitter Location AddressDerived from the IDFDV screen, Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317Submitter Delivery AddressDerived from the IDFDV screen, Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339Submitter CityDerived from the IDFDV screen, Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341Submitter State AbbreviationDerived from the IDFDV screen, Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346Submitter ZIP codeDerived from the IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350Submitter ZIP code extensionDerived from the IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355Blank
356-378Submitter Foreign State/ProvinceDerived from the IDFDV screen, Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393Submitter Foreign Postal CodeDerived from the IDFDV screen, Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395Submitter Country CodeDerived from the IDFDV screen, Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422Contact NameDerived from the IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437Contact Phone NumberDerived from the IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442Contact Phone ExtensionDerived from the IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445Blank
446-485Contact E-mailDerived from the IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488Blank
489-498Contact FAXDerived from the IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499Preferred Method of Problem Notification CodeDerived from the IDFDV screen, Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500Preparer CodeDerived from the IDFDV screen, Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512Blank

Record Name: Code RE - Employer Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax year CCYYFrom user specified FROM-TO period converted to CCYY
7Agent Indicator CodeDerived from the IDFDV screen, Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16Employer/Agent EINSystem derived the applicable Federal reporting EIN, from IDGV or IDGR
17-25Agent for EINDerived from the IDFDV screen, Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26Terminating Business IndicatorDerived from the IDFDV screen, Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30Establishment NumberDerived from the IDFDV screen, Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39Other EINDerived from the IDFDV screen, Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96Employer NameDerived from the IDFDV screen, Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118Employer Location AddressDerived from the IDFDV screen, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140Employer Delivery AddressDerived from the IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162Employer CityDerived from the IDFDV screen, Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164Employer State AbbreviationDerived from the IDFDV screen, Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169Employer ZIP CodeDerived from the IDFDV screen, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173Employer ZIP Code ExtensionDerived from the IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-174Kind of EmployerDerived from the IDFDV screen, Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178Blank
179-201Employer Foreign State/ProvinceDerived from the IDFDV screen, Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216Employer Foreign Postal CodeDerived from the IDFDV screen, Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218Employer Country CodeDerived from the IDFDV screen, Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100)
219Employment CodeFrom 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
220Tax Jurisdiction CodeDerived from the IDFDV screen, Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221Third-Party Sick Pay IndicatorDerived from the IDFDV screen, Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512Blank

Record Name: Code RW - Employee Wage Record (Optional for State Quarterly Reporting)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RW"
3-11Social Security NumberDerived from the IDFDV screen, Field Identifier: ‘W2-EE-SSN’ (seq 2500)

If an invalid SSN is encountered, this field is entered with zeroes.
12-26Employee First NameDerived from the IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
27-41Employee Middle Name or InitialDerived from the IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
42-61Employee Last NameDerived from the IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
62-65Employee SuffixDerived from the IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
66-87Employee Location AddressDerived from the IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109 Employee Delivery AddressDerived from the IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131Employee CityDerived from the IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
132-133Employee State AbbreviationDerived from the IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
134-138Employee ZIP CodeDerived from the IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
139-142Employee ZIP Code ExtensionDerived from the IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
143-147Blank
148-170Employee Foreign State/ProvinceDerived from the IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
171-185Employee Foreign Postal CodeDerived from the IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
186-187Employee Country CodeDerived from the IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
188-198Wages, Tips and other compensationDerived from the IDFDV screen, Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
199-209Federal Income Tax WithheldDerived from the IDFDV screen, Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-220Social Security WagesDerived from the IDFDV screen, Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
221-231Social Security Tax WithheldDerived from the IDFDV screen, Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
232-242Medicare Wages & TipsDerived from the IDFDV screen, Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
243-253Medicare Tax WithheldDerived from the IDFDV screen, Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
254-264Social Security TipsDerived from the IDFDV screen, Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
265-275Advanced Earned Income CreditDerived from the IDFDV screen, Field Identifier: ‘W2-EIC’ (seq 3080)
276-286Dependent Care BenefitsDerived from the IDFDV screen, Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
287-297Deferred Compensation contribution to Section 401(k)Derived from the IDFDV screen, Field Identifier: ‘W2-CODE-D’ (seq 4030)
298-308Deferred Compensation contribution to Section 403(b)Derived from the IDFDV screen, Field Identifier: ‘W2-CODE-E’ (seq 4040)
309-319Deferred Compensation contribution to Section 408(k)(6)Derived from the IDFDV screen, Field Identifier: ‘W2-CODE-F’ (seq 4050)
320-330Deferred Compensation contribution to Section 457(b)Derived from the IDFDV screen, Field Identifier: ‘W2-CODE-G’ (seq 4060)
331-341Deferred Compensation contribution to Section 501(c)(18)(D)Derived from the IDFDV screen, Field Identifier: ‘W2-CODE-H’ (seq 4070)
342-352Military Employee’s Basic Quarters and Combat PayDerived from the IDFDV screen, Field Identifier: ‘W2-CODE-Q’ (seq 4140)
353-363Non-qualified Plan section 457Derived from the IDFDV screen, Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
364-374Employer Contribution to a Health Savings AccountDerived from the IDFDV screen, Field Identifier: ‘W2-CODE-W’ (seq 4190)
375-385Non-qualified Plan Not section 457Derived from the IDFDV screen, Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)
386-407Blank
408-418Employer cost of premiums for Group Term Life insurance over $50000Derived from the IDFDV screen, Field Identifier: ‘W2-CODE-C’ (seq 4020)
419-429Income from Non-statutory Stock OptionsDerived from the IDFDV screen, Field Identifier: ‘W2-CODE-V’ (seq 4180)
430-462Blank
463-473Cost of Employer-Sponsored Health CoverageDerived from the IDFDV screen, Field Identifier: ‘W2-CODE-DD’ (seq 4250)
474-485Blank
486Statutory Employee IndicatorDerived from the IDFDV screen, Field Identifier: ‘W2-STAT-EE’ (seq 6000)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
487Blank
488Retirement Plan IndicatorDerived from the IDFDV screen, Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
489Third-Party Sick Pay IndicatorDerived from the IDFDV screen, Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
490-512Blank

Record Name: Code RS - State Record#

PositionDescription
1-2Record IdentifierConstant "RS"
3-4State code, appropriate FIPS postal numeric codeSystem derived from the State being reported

e.g. Arkansas Postal Numeric Code is "05"
5-9Taxing Entity CodeNot required
10-18 Social Security NumberDerived from the IDFDV screen, Field Identifier: ‘W2-EE-SSN’

If an invalid SSN is encountered, this field is entered with zeroes.
19-33Employee First NameDerived from the IDFDV screen, Field Identifier: ‘W2-EE-FIRST-NAME’
34-48Employee Middle Name or Initial\Derived from the IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’
49-68Employee Last NameDerived from the IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’
69-72Employee SuffixDerived from the IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’
73-94Employee Location AddressDerived from the IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’
95-116Employee Delivery AddressDerived from the IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’
117-138 Employee CityDerived from the IDFDV screen, Field Identifier: ‘W2-EE-CITY’
139-140Employee State AbbreviationDerived from the IDFDV screen, Field Identifier: ‘W2-EE-STATE’
141-145Employee ZIP CodeDerived from the IDFDV screen, Field Identifier: ‘W2-EE-ZIP’
146-149Employee ZIP Code ExtensionDerived from the IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’
150-154 Blank
155-177Employee Foreign State/ProvinceDerived from the IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’

Not read by PA Revenue
178-192Employee Foreign Postal CodeDerived from the IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’

Not read by PA Revenue
193-194 Employee Country CodeDerived from the IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’

Not read by PA Revenue
195-273Blank
274-275State code, appropriate FIPS postal numeric codeSystem derived from the State being reported

e.g. Arkansas postal numeric code is "05"
276-286State Taxable WagesDerived from the IDFDV screen, Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’
287-297State Income Tax WithheldDerived from the IDFDV screen, Field Identifier: ‘W2-ST-TAX-HOME’ and ‘W2-ST-TAX-WORK’
298-307Federal Income Tax withheldNot Required
308-337 ARVaries (optional)Blank
338-346 ARFEIN as reported in the RE recordSystem derived the applicable federal reporting EIN, from IDGV or IDGR
347-412 ARBlanks
413-421 ARState ID NumberDerived from the 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 the IDGV screen for the SUI Registration of the State
422-512 ARBlank

Record Name: Code RT - Total Record#

ColumnDescription
1-2Record IdentifierConstant "RT"
3-9Number of RW Records

Total number of code "RW" records reported since last code "RE" record
10-24Wages, Tips and Other CompensationDerived from the IDFDV screen, Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
25-39Federal Income Tax WithheldDerived from the IDFDV screen, Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
40-54Social Security WagesDerived from the IDFDV screen, Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
55-69Social Security Tax WithheldDerived from the IDFDV screen, Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
70-84Medicare Wages and TipsDerived from the IDFDV screen, Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
85-99Medicare Tax WithheldDerived from the IDFDV screen, Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
100-114Social Security TipsDerived from the IDFDV screen, Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
115-129Advanced Earned Income CreditDerived from the IDFDV screen, Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
130-144Dependent Care BenefitsDerived from the IDFDV screen, Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record
145-159Deferred Compensation Contributions to Section 401(k)Derived from the IDFDV screen, Field Identifier ‘W2-CODE-D’, total of all code "RW" records since last "RE" record
160-174Deferred Compensation Contributions to Section 403(b)Derived from the IDFDV screen, Field Identifier ‘W2-CODE-E’, total of all code "RW" records since last "RE" record
175-189Deferred Compensation Contributions to Section 408(k)(6)Derived from the IDFDV screen, Field Identifier ‘W2-CODE-F’, total of all code "RW" records since last "RE" record
190-204Deferred Compensation Contributions to Section 457(b)Derived from the IDFDV screen, Field Identifier ‘W2-CODE-G’, total of all code "RW" records since last "RE" record
205-219Deferred Compensation Contributions to Section 501(c)(18)(D)Derived from the IDFDV screen, Field Identifier ‘W2-CODE-H’, total of all code "RW" records since last "RE" record
220-234Military Employee’s Basic Quarters and Combat PayDerived from the IDFDV screen, Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record
235-249Non-Qualified Plan Section 457Derived from the IDFDV Identifier ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record
250-264Employer Contribution to a Health Savings AccountDerived from the IDFDV screen, Field Identifier: ‘W2-CODE-W’, total of all code ‘RW’ records since last ‘RE’ record
265-279Non-Qualified Plan Not Section 457Derived from the IDFDV Identifier ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
280-294Blank
295-309Cost of Employer-Sponsored Health CoverageDerived from the IDFDV screen, Field Identifier ‘W2-CODE-DD’, total of all code "RW" records since last "RE" record
310-324Employer Cost of Premiums for Group Term Life Insurance over $50000Derived from the IDFDV screen, Field Identifier ‘W2-CODE-C’, total of all code "RW" records since last "RE" record
325-339Income Tax Withheld by Third-Party PayerDerived from the IDFDV Identifier ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record
340-354Income from Non-statutory Stock optionsDerived from the IDFDV screen, Field Identifier ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
355-512Blank

Record Name: Code RF - Final Record#

ColumnDescription
1-2Record IdentifierConstant "RF"
3-7Blank
8-16Number of RW RecordsTotal number of code "RW" records on file
17-512Blank

Quarterly UI Wage - ICESA Format #

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 #

ColumnDescription
1-1Record Identifier

Constant ‘E’
2-5Payment Year

Tax Year for which this report is being prepared
6-14Federal EIN

Enter only numeric characters

Derived from the the IDGV State SUI Registration
15-23Blanks
24-73Employer Name

Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency

Derived from the Entity
74-113Employer Street Address

Enter the street address of the Employer

Derived from the Entity Location
114-138Employer City

Enter the city of employer’s mailing address

Derived from the Entity Location
139-148Employer State

Enter the standard two character FIPS postal abbreviation of the employer’s address

Derived from the Entity Location
149-153ZIP 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 ARName Code

Constant ‘S’ to indicate that surname appears first
160-160Type of Employment

‘A’, ‘F’, ‘H’, ‘M’, ‘Q’, ‘R’, or ‘X’

Derived from the IDFDV screen, Field Identifier: ‘TYPE OF EMPLOYMENT’
161-162Blocking Factor

Enter blocking factor of the file, not to exceed 85

Enter blanks for diskette
163-275 ARBlank

Record Name:Code S – Employee Wage Record #

ColumnDescription
1-1Record Identifier

Constant ‘S’
2-10Social Security Number

Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10
11-37 AREmployee Name

Enter employee name as per Name Code ‘S’ (surname first, followed by first name)
38-123 ARBlank
124-125 ARState Code

Use standard FIPS postal numeric code

Constant ‘05’ for Arkansas
126-127 ARBlank
128-131 ARReporting Period

Month end date of the quarter for which this report is being prepared (i.e. 0903 for third quarter of 2003)
132-140 ARState Quarterly Total Wages

Enter total wages subject to state tax
141-164 ARBlank
165-176 ARState Unemployment Insurance Account Number

Enter the DIR tax account number

SUI Registration Number from IDGV
177-275 ARBlank

Notes#

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