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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 - ICESA Format #

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

Annual Form Code	Use the current annual form code, HL$US-W2-YYYY, provided by High Line. The Variables must be entered on this form code for specific use in the installation.
Quarterly Form Code	Must be defined in order to produce the UI file in the ICESA format. Use the supplied Form Code 'HL$US-QTR-2013'. The 'Variables' needs 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 - 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	Source
1-1	Record Identifier	Constant 'E'
2-5	Payment Year	Tax Year for which this report is being prepared
6-14	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
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's mailing address. Derived from the Entity Location.
114-138	Employer City	Enter the City of the employer's mailing address. Derived from the Entity Location
139-148	Employer State	Enter the appropriate FIPS postal numeric code. Pennsylvania numeric code is "42". Derived from the Entity Location
149-153	Employer ZIP Code	Enter the employer's ZIP code. For a foreign address, fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-ER-ZIP’ (seq 2640)
154-158	Employer ZIP Code Extension	Enter the employer's four-digit extension of the ZIP code. Include the hyphen in position 149. If not applicable, fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2650)
159-159 AR	Name Code	Constant 'S' to indicate that surname appears first
160-160	Type of Employment	Enter 'A', 'F', 'H', 'M', 'Q', 'R', or 'X' Derived from the IDFDV, Field Identifier: 'TYPE OF EMPLOYMENT'
161-162	Blocking Factor	Enter the blocking factor of the file. Not to exceed 85. Enter blanks for diskette
163-275 AR	Blank

Record Name:Code S - Employee Wage Record #

Column	Description	Source
1-1	Record Identifier	Constant 'S'
2-10	Social Security Number	Enter the employee's SSN. If not known, enter 'I' in position 2 and blanks in positions 3-10 If an invalid SSN is encountered, this field is entered with zeroes. Derived from IDFDV W2-EE-SSN Field Identifier

11-37 AR	Employee Name	Enter the employee's name as per Name Code 'S' (surname first, followed by first name)
38-123 AR	Blank
124-125 AR	State Code	Enter the standard FIPS postal numeric code. Constant '05' for Arkansas
126-127 AR	Blank
128-131 AR	Reporting Period	Enter the month end date and the year of the quarter this report is being prepared for in the format of MMYY
132-140 AR	State Quarterly Total Wages	Enter the total wages subject to state tax
141-164 AR	Blank
165-176 AR	State Unemployment Insurance Account Number	Enter the DIR tax account number Derived from the SUI Registration Number from IDGV
177-275 AR	Blank

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Notes#

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