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Arkansas Annual and Quarterly Reporting#

Set Up#

This document contains abbreviated set up requirements for the specific state only. Please refer to the general document (Tax Reporting - US General) for other set up procedures that may also be required.

IDGV - State Registration#

• The IDGV Definition tab 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 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. Record codes RO and RU are optional. DO NOT SUBMIT AN RV RECORD.
• For UI reporting, the required Record Codes are E and S.
• 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 Format#

RPYEU must be run with the following report parameters and filters defined to generate the Federal file information:

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. Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
Directory Name	Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
Media File Name	Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced

RPYEU Report Filters

Select State: Arkansas, USA

State Magnetic Media Reporting – EFW2 Format#

Record Name: Code RA – Submitter Record #

Record Name: Code RE – Employer Record #

Record Name: Code RW – Employer Record #

Record Name: Code RS - State Record#

Specific to the State of Arkansas

Position	Description	Source
1-2	Record Identifier	Constant "RS"
3-4	State Code	Enter the appropriate FIPS Postal Numeric Code. Arkansas Postal Numeric Code is "05" System derived from the State being reported.
5-9	Taxing Entity Code	Not required
10-18	Social Security Number	Enter the employee's SSN. If an invalid SSN is encountered, this field is entered with zeroes. Derived from IDFDV W2-EE-SSN Field Identifier
19-33	Employee First Name	Enter the employee's first name. Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48	Employee Middle Name or Initial	Enter the employee's middle name or initial. Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68	Employee Last Name	Enter the employee's last name. Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72	Employee Suffix	Derived from IDFDV, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94	Employee Location Address	Enter the employee's location address (attention, suite, room number, etc. Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116	Employee Delivery Address	Enter the employee's delivery address (street or post office box). Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138	Employee City	Enter the employee's city. Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140	Employee State Abbreviation	Enter the employee's state. Use a standard postal abbreviation. For a foreign address, fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145	Employee ZIP Code	Enter the employee's ZIP code. For a foreign address, fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149	Employee ZIP Code Extension	Enter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154	Blank	Fill with blanks
155-177	Employee Foreign State/Province	If applicable, enter the employee’s foreign state or province. Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-F-STATE’
178-192	Employee Foreign Postal Code	If applicable, enter the employee’s foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-F-POSTAL’
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’
195-196 AR	Optional Code	Fill with blanks
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	Right justify and zero fill. Applies to unemployment reporting.
214-224	State Quarterly Unemployment Insurance 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 Withholding Account Number	Enter the 9-digit Kansas Withholding Tax number FEIN. Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV screen for the SUI Registration of the state.
268-273	Blank	Fill with blanks
274-275	State code	Enter the appropriate FIPS postal numeric code. Numeric code for Kansas is "20". Derived from the state being reported
276-286	State Taxable Wages	Taxable Wages for Kansas. Right justify and zero fill. Applies to income tax reporting. Derived from IDFDV, Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297	State Income Tax Withheld	Kansas Income Tax Withheld. Right justify and zero fill. Applies to income tax reporting. Derived from IDFDV, Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
298-307 KS	Other State Data	Defined by State/local agency. Left justify and fill with blanks. Applies to income tax reporting.
308	Blank	Fill with blanks
309-319 KS	Local Taxable Wages	Right justify and zero fill. Applies to income tax reporting.
320-330 KS	Local Income Tax Withheld	Right justify and zero fill. Applies to income tax reporting.
331-337	State Control Number	Left justify and fill with blanks. Applies to income tax reporting.
338-412	Supplemental Data 1	Required. Enter the EIN of the company as reported in the Code RE Record. Numeric characters only. Omit hyphens. Left justify and fill with blanks
413-487	Supplemental Data 2	Required. Enter the eleven (11) digit State of Arkansas ID number. Omit hyphens. Left justify and fill with blanks
488-512	Blank	Fill with blanks. Reserved for SSA use.

Record Name: Code RT – Total Record #

Record Name: Code RF - Final Record#

State Quarterly UI Wage Reporting #

The State of Arkansas requires Record Codes 1E, 2E, 1S and 2S only.

RPYEU must be run with the following report parameters and filters selected to generate the Arkansas State file information:

Annual Form Code	Enter the current annual form code, HL$US-W2-YYYY, provided by High Line. The Variables must be entered on this form code for specific use in your installation.
Quarterly Form Code	Must be defined in order to produce the UI file. Enter the current quarterly Form Code 'HL$US-QTR-20YY'. The Variables must to be entered in this form code for specific use in your installation.
Period Type	Select Quarter
Period End Date	Enter the quarter end date, in the format of DD-MMM-YYYY
Media Format	State SUI File Format
Directory Name	Must be defined or an output file will not be generated.
Media File Name	Must be defined or an output file will not be generated.

RPYEU Report Filters

Select State: Arkansas, USA

Quarterly UI Wage Magnetic Media File Format#

Please note that the following 'Not Required' fields may or may not always contain BLANKS.
Columns coded with 'AR' indicate that they are an Arkansas specific requirement which is not the standard record format.

Record Name:Code 1E - Employer Record (Specific to the State of Arkansas only)#

Column	Description	Source
1-2 AR	Record Identifier	Constant '1E'
3-6 AR	Payment Year	Enter the tax year this report is being prepared for
7-15 AR	Transmitter’s Federal Identification Number	Enter the transmitter's FEIN. Nnumeric characters only. Omit hyphens, prefixes and suffixes. Derived from the ‘TRAN EIN’ (seq 1010) IDFDV Field Identifier. Derived from the the IDGV State SUI Registration
16-24 AR	State/Local 69 Number	If not applicable, fill with blanks
25-74 AR	Employer Name	Enter the first 50 positions of the employer’s name, exactly as registered with the State UI agency. Left justify and fill with blanks Derived from the Entity.
75-114	Employer Street Address	Enter the street address of the employer's mailing address. Left justify and fill with blanks Derived from the Entity Location.
115 AR	Foreign Address	If the information shown in positions 75-114 of the Code 1E record and in positions 3-47 of the Code 2E record is for a foreign address (outside of the U.S. and U.S. territories and possessions, and not APO or FF) enter the letter ‘X’ in this field. Otherwise, fill with a blank.
116-128 AR	Blank	Fill with blanks. Reserved for SSA use.
129-137 AR	Blank	Fill with blanks.

Record Name:Code 2E - Employer Record (Specific to the State of Arkansas only)#

Column	Description	Source
1-2 AR	Record Identifier	Constant '2E'
3-27 AR	Employer City	Enter the City of the employer's mailing address. Left justify and fill with blanks. If this is a foreign address, also include the name of the foreign State or Province. Derived from the Entity Location
28-37 AR	Employer State	Enter the standard USPS postal alphabetical abbreviation. If this is a foreign address, include the two-character country code, such as CN for Canada. Left justify and fill with blanks. Derived from the Entity Location
38-42 AR	Employer ZIP Code Extension	Enter the employer's four-digit extension of the ZIP code. Include the hyphen in position 38. Left justify and fill with blanks. If not applicable, fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2650)
43-47 AR	Employer ZIP Code or Foreign Postal Code	Enter a valid ZIP Code. For a foreign address, use this field for the Foreign Postal Code, if applicable. Left justify and fill with blanks If necessary, continue the Foreign Postal Code in positions 38-42, above. Derived from IDFDV, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2650
48 AR	Name Code	Fill with blanks
49 AR	Type of Employment	Enter the appropriate code A - Agriculture X - Household M - Military Q - Medicare Qualified Government Employment (MQGE) X - Railroad R - Regular (all others) NOTE: This code must correspond to the rate of withholding for social security tax in the associated Code 1W/2W records. Derived from the IDFDV, Field Identifier: 'TYPE OF EMPLOYMENT'
50-51 AR	Blank	Fill with blanks. Reserved for SSA use.
52-55 AR	Establishment Number OR Coverage Group (CG)/Payroll Record unit (PRU)	Enter either the Establishment Number or the Coverage Group/Payroll Record Unit number, whichever is applicable. Otherwise, fill with blanks.
56 AR	Limitation of Liability (L) Indicator	For Section 218 State/local entities only: If applicable, enter the letter “L”. Otherwise, fill with a blank.
57-128 AR	Blank	Fill with blanks. Reserved for SSA use.

Record Name:Code 1S - Supplemental Record #

Column	Description	Source
1-2 AR	Record Identifier	Constant '1S'
3-11 AR	Social Security Number	Enter the employee's SSN. If not known, enter 'I' in position 3 and blanks in positions 4-11 If an invalid SSN is encountered, this field is entered with zeroes. Derived from IDFDV W2-EE-SSN Field Identifier
12-31 AR	Employee Last Name	Enter the employee's last name
32-46 AR	Employee First Name	Enter the employee's first name
47-61 AR	Employee Middle Name	Enter the employee's middle name
62-65 AR	Employee Suffix	Enter the employee's suffixes
66-105 AR	Street Address	Enter the employee's street address Left justify and fill with blanks
106-130 AR	City	Enter the employee's city Left justify and fill with blanks. If this is a foreign address, also include the name of the foreign State or Province
131-140	State	Enter the employee's standard USPS postal alphabetical abbreviation. Left justify and fill with blanks. If this is a foreign address, enter the two-character county code, such as CN for Canada.
141-145 AR	ZIP Code Extension	Enter the four-digit extension of the ZIP Code, if applicable. Include the hyphen. If this is a foreign address, use this field for overflow for a foreign postal code, if applicable Left justify and fill with blanks. If this field is not applicable, enter blanks.
146-150 AR	ZIP Code or Foreign Postal Code	Enter a valid ZIP Code. For a foreign address, enter the Foreign Postal Code, if applicable Left justify and fill with blanks, if necessary.
152 AR	Blank	Fill with a blank
152-153 AR	State Code	Enter the standard FIPS postal numeric code. Constant '05' for Arkansas
154-155 AR	Optional Code	Seasonal designation (assigned by DWS). If not seasonal, fill with blanks

Record Name:Code 2S - Supplemental Record #

Column	Description	Source
1-2 AR	Record Identifier	Constant '2S'
3-14 AR	State DWS Account Number	Enter the nine digit DWS account number. Left justify and fill with blanks
15-18 AR	Reporting Period	Enter the last month and the year of the quarter this report is being prepared for, in the format of MMYY
19-27 AR	State Quarterly Unemployment Insurance Total Wages	Enter the total quarterly State UI wages. Right justify and zero fill. More than 7 figures will require breakdown of each set of numbers totaling the full amount. Must be different numbers. Example: 500,000.00 would be listed as 99999.99, 99999.98, 99999.97, 99999.96, 99999.95, etc.
28-36 AR	State Quarterly Unemployment Insurance Taxable Wages	Enter the total quarterly State UI taxable wages. Right justify and zero fill
37-38 AR	Number of Weeks Worked	To be defined by user
39-42 AR	Date First Employed	Enter the month and year the employee was first employed, in MMYY format
43-46 AR	Date Of Separation	Enter the month and year the employee separated from the organization, in MMYY format
47-51 AR	Taxing Entity Code	To be defined by user
52-53 AR	State Code	Enter the appropriate FIPS Postal NUMERIC code
54-62 AR	State Taxable Wages	Enter the total State taxable wages Right justify and zero fill
63-70 AR	State Income Tax Withheld	Enter the total State income tax withheld Right justify and zero fill
71-80 AR	Other State Data	To be defined by individual taxing agencies
81 AR	Tax Type	Enter the appropriate code for entries in positions 87-95 and 96-102 C-City Income Tax D-County Income Tax E-School District Income Tax F-Other Income Tax
82-86 AR	Taxing Entity Code	To be defined by individual taxing agencies
87-95 AR	Local Taxable Wages	To be defined by individual taxing agencies
96-102 AR	Local Income Tax Withheld	To be defined by individual taxing agencies
103-109 AR	State Control Number	Optional
110-128 AR	Blank	Enter blanks OR for employer use. (See note below) Employers with multiple worksite locations may use the following fields in lieu of Submitting the Multiple Worksite Report. This is for people working in Arkansas in more than one location only.

NOTE Changes: A grand total out of state wage figure will no longer be allowed. The individual amounts must be entered in the “2S” positions “129-137”. In addition the two digit state abbreviation will be required in the “2S” positions “138 & 139” indentifying which state the wages were earned in.
If more than one state before permanently moved\transferred to Arkansas, use the first state. Example: worked in CA and then TX before transferred to AR users will enter “CA” and add both wage amounts in positions 129-137.

110-118 AR	Establishment
119-121 AR	County
122-125 AR	Industry

126 AR	Month 1 Employment	Enter “1” if the employee worked during or received pay for pay period including the 12th day of the first month. Enter “O” if the employee did not work and received no pay for pay period including the 12th day of the first month.
127 AR	Month 2 Employment	Enter “1” if the employee worked during or received pay for pay period including the 12th day of the second month. Enter “O” if the employee did not work and received no pay for pay period including the 12th day of the second month.
128 AR	Month 3 Employment	Enter “1” if the employee worked during or received pay for pay period including the 12th day of the third month. Enter “O” if the employee did not work and received no pay for pay period including the 12th day of the third month.
129-137 AR	Individual Out Of State Wages	Enter the total individual out of State wages Right justify and zero fill. Maximum amount is $9,999,999.99. Example: If the out of state excess wages is 9,845.00, the value should be 000984500
138-139 AR	Individual Out Of State Wages State	Required when Individual Out Of State Excess Wages is provided. Enter the standard USPS postal alphabetical abbreviation. Left justify and fill with blanks. If this is a foreign address, enter the two-character county code, such as CN for Canada.

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Notes#

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