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 CodeUse standard form code, such as 'HL$US-W2-YYYY'
Period TypeMandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
Period End DateMandatory. Defines the end date of the reporting period.
Media FormatMandatory. 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 NameMandatory. 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 #

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RA - Submitter Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID Number (EIN)Required.
Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000).
Numeric only.
12-19User Identification (User ID)Required.
Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file.
20-23Software Vendor CodeEnter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP).

If "99 (Off-the-Shelf Software)" is entered in the Software Code field (positions 36-37) enter the Software Vendor Code.
Otherwise, fill with blanks.
24-28BlankFill with blanks. Reserved for SSA use.
29Resub IndicatorEnter "1" if this file is being resubmitted. Otherwise, enter "0" (zero).
30-35Resub Wage File Identifier (WFID)If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent. Otherwise, fill with blanks.
36-37Software CodeEnter "99" to indicate 'Off-the-Shelf Software'
38-94Company NameEnter the Company Name.
Left justify and fill with blanks.
95-116Location AddressEnter the company's location address (Attention, Suite, Room Number, etc).
Left justify and fill with blanks
117-138Delivery AddressEnter the company's delivery address (Street or Post Office Box).
Example: 123 Main Street.
Left justify and fill with blanks
139-160CityEnter the company's city.
Left justify and fill with blanks
161-162State AbbreviationEnter the company's State or commonwealth/territory.
Use a postal abbreviation. For a foreign address, fill with blanks
163-167ZIP CodeEnter the company's ZIP code. For a foreign address, fill with blanks
168-171ZIP Code ExtensionEnter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks
172-176BlankFill with blanks. Reserved for SSA use.
177-199Foreign State/ProvinceIf applicable, enter the company's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
200-214Foreign Postal CodeIf applicable, enter the company's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
215-216Country CodeIf 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.
217-273Submitter NameRequired.
Enter the name of the organization's submitter to receive error notification if this file cannot be processed.
Left Justify and fill with blanks.
Derived from the ‘SUB-SUBM-NAME’ IDFDV Field Identifier (seq 1150).
274-295Submitter Location AddressEnter the submitter's location address (Attention, Suite, Room Number, etc.)
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-LOCN’ IDFDV Field Identifier (seq 1160).
296-317Submitter Delivery AddressRequired.
Enter the submitter's delivery address (Street or Post Office Box).
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-DELIV’ IDFDV Field Identifier (seq 1170).
318-339Submitter CityRequired.
Enter the submitter's city.
Left justify and fill with blanks.
Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180).
340-341Submitter State AbbreviationRequired.
Enter the submitter's State or commonwealth/territory. Use a postal abbreviation.
For a foreign address, fill with blanks.
Derived from the ‘SUB-SUBM-STATE’ IDFDV Field Identifier (seq 1190).
342-346Submitter ZIP CodeRequired.
Enter the submitter's ZIP Code.
For a foreign address, fill with blanks.
Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200).
347-350Submitter ZIP Code extensionEnter the submitter's four-digit extension of the ZIP code. If not applicable, fill with blanks.
Derived from the ‘SUB-SUBM-ZIP-EXT’ IDFDV Field Identifier (seq 1210).
351-355BlankFill with blanks. Reserved for SSA use
IMPORTANT NOTE: If using a foreign address, the foreign State/Province (postions 356-378), Foreign Postal Code (positions 379-393) and the Contry Code (positions 394-395) are required to be completed.
356-378Foreign State/ProvinceIf applicable, enter the submitter's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
379-393Foreign Postal CodeIf applicable, enter the submitter's foreign Postal Code.
Left justify and fill with blanks. Otherwise, fill with blanks.
394-395Country CodeIf 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.
396-422Contact NameRequired.
Enter the name of the person to be contacted by SSA concerning processing problems.
Left justify and fill with blanks.
Derived from the ‘SUB-CONT-NAME’ IDFDV Field Identifier (seq 1250).
423-437Contact Phone NumberRequired.
Enter the contact's phone number with numeric valies only (including area code). Do not use any special characters.
Left justify and fill with blanks.

NOTE: It is imperative that the contact's telephone number be entered in the appropriate positions. Failure to include correct and complete submitter contact information may, in some cases, delay the timely processing of your file.

Derived from the ‘SUB-CONT-TEL’ IDFDV Field Identifier (seq 1260).
438-442Contact Phone ExtensionEnter the contact's telephone extension.
Left justify and fill with blanks.
Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270).
443-445BlankFill with blanks. Reserved for SSA use.
446-485Contact E-mail/InternetEnter the contact's e-mail/internet address.
Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280).
486-488BlankFill with blanks. Reserved for SSA use.
489-498Contact FaxIf applicable, enter the contact's fax number (including area code). Otherwise, fill with blanks.
Derived from the ‘SUB-CONT-FAX’ IDFDV Field Identifier (seq 1290).
499BlankFill with blanks. Reserved for SSA use.
500Preparer CodeEnter one of the following codes to indicate who prepared this file:
* A = Accounting Firm
* L = Self Prepared
* S = Service Bureau
* P = Parent Company
* O = Other

If more than one code applies, use the code that best describes who prepared this file.
501-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code RE – Employer Record #

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RE - Employer Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax yearRequired.
Enter the tax year for this report (YYYY).
Derived from the user defined FROM-TO period, converted to YYYY.
7Agent Indicator CodeIf applicable, enter one of the following codes:
* 1 = 2678 Agent
* 2 = Common Paymaster
* 3 = 3504 Agent
If more than one code applies, use the one that best describes your status as an agent.
Otherwise, fill with a blank.
8-16Employer/Agent EINRequired.
Derived from the applicable Federal reporting EIN, from IDGV or IDGR.
17-25Agent for EINIf "1" was entered in the Agent Indicator Code field (position 7), enter the client-employer's EIN for which you are an Agent. Otherwise, fill with blanks.
26Terminating Business IndicatorIf this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero).
27-30Establishment NumberFor multiple RE (Employer) Records with the same EIN, you can use this field to assign a unique identifier for each RE (Employer) Record. Otherwise, fill with blanks.
31-39Other EINFor this tax year, if you submitted tax payments to the IRS under Form 941, 943, 944, CT-1 or Schedule H or W2 data to SSA, and a different EIN was used from the EIN in positions 8-16, enter the other EIN. Otherwise, fill with blanks.
IMPORTANT NOTE: The Employer's Name field (positions 40-96) and the Employer's Address fields (positions 97-173) should normally match the employer name and address under which tax payments were submitted to the IRS under Form 941, 943, 944, 945, CT-1 or Schedule H.
40-96Employer NameRequired.
Enter the name associated with the EIN entered in positions 8 - 16.
Left justify and fill with blanks.
Derived from the 'W2-ER-NAME' IDFDV Field Identifier (seq 2010).
97-118Employer Location AddressEnter the employer's location address (Attention, Suite, Room Number, etc.)
Left justify and fill with blanks.
Derived from the 'W2-ER-LOCN-ADDR' IDFDV Field Identifier (seq 2020).
119-140Employer Delivery AddressEnter the employer's delivery address (Street or Post Office Box).
Left justify and fill with blanks.
Derived from the 'W2-ER-DELIV-ADDR' IDFDV Field Identifier (seq 2030).
141-162Employer CityEnter the employer's city.
Left justify and fill with blanks.
Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040).
163-164Employer State AbbreviationEnter the employer's State or commonwealth/territory. Use a postal abbreviation.
For a foreign address, fill with blanks.
Derived from the 'W2-ER-STATE' IDFDV Field Identifier (seq 2050).
165-169Employer ZIP CodeEnter the employer's ZIP Code.
For a foreign address, fill with blanks.
Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060).
170-173Employer ZIP Code ExtensionEnter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks.
Derived from the 'W2-ER-ZIP-EXT' IDFDV Field Identifier (seq 2070).
174Kind of EmployerRequired.
Enter the appropriate kind of employer:

* F = Federal Government
* State/local non-501c
* T = 501c non-government
* Y = State/local 501c
* N = None apply

NOTE: Leave blank if the tax jurisdiction Code in position 220 of the RE (Employer) Records is "P" (Puerto Rico).
175-178BlankFill with blanks. Reserved for SSA use.
179-201Foreign State/ProvinceIf applicable, enter the employer's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
202-216Foreign Postal CodeIf applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks.
217-218Country CodeIf 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.
219Employment CodeRequired.
Enter the appropriate employment code:

* A = Agriculture (Form 943)
* H = Household (Schedule H)
* M = Military (Form 941)
* Q = Medicare Qualified Government Employment (Form 941)
* X = Railroad (CT-1)
* F = Regular (Form 944)
* R = Regular (all others) (Form 941).
NOTE: Railroad reporting is not applicable for Puerto Rico and territorial employers.
220Tax Jurisdiction CodeRequired.
Enter the code that identifies the type of income tax withheld from the employee's earnings:

* Blank (W-2)
* V = Virgin Islands (W-2VI)
* G = Guam (W-2GU)
* S = American Samoa (W-2AS)
* N = Northern Mariana Islands (W-2CM)
* P = Puerto Rico (W-2PR/499R-2)
221Third Party Sick Pay IndicatorEnter "1" for a sick pay indicator. Otherwise, enter "0" (zero).
222-248Employer Contact NameEnter the name of the employer's contact.
Left justify and fill with blanks.
249-263Employer Contact Phone NumberEnter the employer's contact telephone number with numeric values only (including area code). Do not use any special characters.
Left justify and fill with blanks.
264-268Employer Contact Phone ExtensionEnter the employer's contact telephone extension with numeric values only. Do not use any special characters.
Left justify and fill with blanks.
269-278Employer Contact Fax NumberIf applicable, enter the employer's contact fax number with numeric values only (including area code). Do not use any special characters.
Otherwise, fill with blanks.
For US and US Territories only
279-318Employer Contact E-Mail/InternetEnter the employer's contact e-mail/internet address.
319-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code RW – Employer Record #

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RW - Employee Wage Record #

ColumnDescriptionSource
1-2Record IdentifierConstant "RW"
3-11Social Security NumberRequired.
Enter the employee's SSN.
If an invalid SSN is encountered, this field is filled with zeros.
Derived from the ‘W2-EE-SSN’ (seq 2500) IDFDV Field Identifier.
12-26Employee First NameRequired.
Enter the employee's first name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-FIRST-NAME’ (seq 2510) IDFDV Field Identifier.
27-41Employee Middle Name or InitialIf applicable, enter the employee's middle name or initial.
Left Justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-MIDDLE’ (seq 2520) IDFDV Field Identifier.
42-61Employee Last NameRequired.
Enter the employee's last name.
Left justify and fill with blanks.
Derived from the ‘W2-EE-LAST-NAME’ (seq 2530) IDFDV Field Identifier.
62-65Employee SuffixIf applicable, enter the employee's alphabetic suffix.
Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-SUFFIX’ (seq 2540) IDFDV Field Identifier.
66-87Employee Location AddressEnter the employee's location address (Attention, Suite, Room Number, etc.)
Left justify and fill with blanks.
Derived from the ‘W2-EE-LOCN-ADDR’ (seq 2600) IDFDV Field Identifier.
88-109Employee Delivery AddressEnter the employee's delivery address (Street or Post Office Box).
Left justify and fill with blanks.
Derived from the ‘W2-EE-DELIV-ADDR’ (seq 2610) IDFDV Field Identifier.
110-131Employee CityEnter the employee's City.
Left justify and fill with blanks.
Derived from the ‘W2-EE-CITY’ (seq 2620) IDFDV Field Identifier.
132-133Employee State AbbreviationEnter the employee's State or commonwealth/territory.
For a foreign address, fill with blanks.
Derived from the ‘W2-EE-STATE’ (seq 2630) IDFDV Field Identifier.
134-138Employee ZIP CodeEnter the employee's ZIP code.
For a foreign address, fill with blanks.
Derived from the ‘W2-EE-ZIP’ (seq 2640) IDFDV Field Identifier.
139-142Employee ZIP Code ExtensionEnter the employee's four-digit ZIP code extension.
If not applicable, fill with blanks.
Derived from the ‘W2-EE-ZIP-EXT’ (seq 2650) IDFDV Field Identifier.
143-147BlankFill with blanks. Reserved for SSA use.
148-170Employee Foreign State/ProvinceIf applicable, enter the employee's foreign State/Province.
Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-F-STATE’ (seq 2660) IDFDV Field Identifier.
171-185Employee Foreign Postal CodeIf applicable, enter the employee's foreign postal code.
Left justify and fill with blanks. Otherwise, fill with blanks.
Derived from the ‘W2-EE-F-POSTAL’ (seq 2670) IDFDV Field Identifier.
186-187Employee Country CodeIf 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 the ‘W2-EE-COUNTRY’ (seq 2680) IDFDV Field Identifier.
188-198Wages, Tips and Other CompensationNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-FIT-WAGE’ (seq 3000) IDFDV Field Identifier.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
199-209Federal Income Tax WithheldNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-FIT-TAX’ (seq 3010) IDFDV Field Identifier.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
210-220Social Security WagesZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'.

If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Tips field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, reports zeros.

The sum of this field and the Social Security Tips field should not exceed the annual maximum Social Security wage base for the tax year being reported.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-SSN-WAGE’ (seq 3020) IDFDV Field Identifier.
221-231Social Security Tax WithheldZero fill if the Employment Code reported in position 219 of the preceeding RE (Employer_ Record is 'Q-MGQE' or 'X-Railroad'.

If the Employement Code is not 'Q-MGQE' or 'X-Railroad' and the amount in this field is greater than zero, then the Social Security Wages field and/or the Social Security Tips field must be greater than zero.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-SSN-TAX’ (seq 3030) IDFDV Field Identifier.
232-242Medicare Wages and TipsZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'.

If Employment Code is 'H-Household' and the tax year is 1994 or later, this field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, fill with zeros.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-MEDI-WAGE’ (seq 3040) IDFDV Field Identifier.
243-253Medicare Tax WithheldZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-MEDI-TAX’ (seq 3050) IDFDV Field Identifier.
254-264Social Security TipsZero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'.

The sum of this field and the Social Security Wages field should not exceed the annual maximum Social Security wage base for the tax year being reported. Otherwise, reports zeros.

If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Wages field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, report zeros.

No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-SSN-TIP’ (seq 3060) IDFDV Field Identifier.
265-275BlankFill with blanks. Reserved for SSA use.
276-286Dependent Care BenefitsNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-DEP-CARE’ (seq 3090) IDFDV Field Identifier.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
287-297Deferred Compensation Contributions to Section 401(k) (Code D)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-D’ (seq 4030) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
298-308Deferred Compensation Contributions to Section 403(b) (Code E)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-E’ (seq 4040) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
309-319Deferred Compensation Contributions to Section 408(k)(6) (Code F)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-F’ (seq 4050) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
320-330Deferred Compensation Contributions to Section 457(b) (Code G)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-G’ (seq 4060) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
331-341Deferred Compensation Contributions to Section 501(c)(18)(D) (Code H)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-H’ (seq 4070) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
342-352BlankFill with blanks. Reserved for SSA use.
353-363Nonqualified Plan Section 457 Distributions or ContributionsNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-NQUAL-457’ (seq 3102) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
364-374Employer Contributions to a Health Savings Account (Code W)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-W’ (seq 4190) IDFDV Field Identifier.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
375-385Nonqualified Plan Not Section 457 Distributions or ContributionsNo negative amounts.
Right justify and zero fill.
Derived from the ‘W2-NQUAL-N457’ (seq 3104) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
386-396Nontaxable Combat Pay (Code Q)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
397-407BlankFill with blanks. Reserved for SSA use.
408-418Employer Cost of Premiums for Group Term Life Insurance Over $50,000 (Code C)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-C’ (seq 4020) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
419-429Income from the Exercise of Non-Statutory Stock Options (Code V)No negative amounts.
Right justify and zero fill.
Derived from the ‘W2-CODE-V’ (seq 4180) IDFDV Field Identifier.
Does not apply to Puerto Rico employees.
430-440Deferrals Under a Section 409A Non-Qualified Deferred Compensation Plan (Code Y)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
441-451Designated Roth Contributions to a Section 401 (k) Plan (Code AA)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico employees.
452-462Designated Roth Contributions to a Section 403 (b) Salary Reduction Agreement (Code BB)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico employees.
463-473Cost of Employer-Sponsored Health Coverage (Code DD)No negative amounts.
Right justify and zero fill.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
474-484Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF)No negative amounts.
Right justify and zero fill.
485BlankFill with blanks. Reserved for SSA use.
486Statutory Employee IndicatorEnter "1" for statutory employee. Otherwise, enter "0" (zero).
Derived from the ‘W2-STAT-EE’ (seq 6000) IDFDV Field Identifier.
487BlankFill with blanks. Reserved for SSA use.
488Retirement Plan IndicatorEnter "1" for a retirement plan. Otherwise, enter "0" (zero).
Derived from the ‘W2-RETIRE-PLAN’ (seq 6020) IDFDV Field Identifier.
489Third-Party Sick Pay IndicatorEnter "1" for a sick pay indicator. Otherwise, enter "0" (zero). Derived from the ‘W2-3PARTY-SICK’ (seq 6060) IDFDV Field Identifier.
490-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code RS - State Record#

Specific to the State of Arkansas
PositionDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State CodeEnter the appropriate FIPS Postal Numeric Code. Arkansas Postal Numeric Code is "05"
System derived from the State being reported.
5-9Taxing Entity CodeNot required
10-18Social Security NumberEnter the employee's SSN.
If an invalid SSN is encountered, this field is entered with zeroes.
Derived from IDFDV W2-EE-SSN Field Identifier
19-33Employee First NameEnter the employee's first name.
Left justify and fill with blanks.
Derived from IDFDV, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48Employee Middle Name or InitialEnter the employee's middle name or initial.
Left justify and fill with blanks.
Derived from IDFDV, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68Employee Last NameEnter the employee's last name. Left justify and fill with blanks.
Derived from IDFDV, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72Employee SuffixDerived from IDFDV, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94Employee Location AddressEnter 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)
95-116Employee Delivery AddressEnter 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)
117-138Employee CityEnter the employee's city.
Left justify and fill with blanks.
Derived from IDFDV, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140Employee State AbbreviationEnter 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)
141-145Employee ZIP CodeEnter the employee's ZIP code. For a foreign address, fill with blanks.
Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149Employee ZIP Code ExtensionEnter 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)
150-154BlankFill with blanks
155-177Employee Foreign State/ProvinceIf applicable, enter the employee’s foreign state or province.
Left justify and fill with blanks.
Derived from IDFDV, Field Identifier: ‘W2-EE-F-STATE’
178-192Employee Foreign Postal CodeIf 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’
193-194Country CodeIf 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 AROptional CodeFill with blanks
197-202Reporting PeriodEnter the last month and four-digit year for the calendar quarter that this report applies.
Applies to unemployment reporting.
203-213State Quarterly Unemployment Insurance Total WagesRight justify and zero fill.
Applies to unemployment reporting.
214-224State Quarterly Unemployment Insurance Total Taxable WagesRight justify and zero fill.
Applies to unemployment reporting.
225-226Number of Weeks WorkedDefined by State/local agency.
Applies to unemployment reporting.
227-234Date First EmployedEnter the month, day and four-digit year.
Applies to unemployment reporting.
235-242Date of SeparationEnter the month, day and four-digit year.
Applies to unemployment reporting.
243-247BlankFill with blanks. Reserved for SSA use.
248-267State Employer Withholding Account NumberEnter 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.
268-273BlankFill with blanks
274-275State codeEnter the appropriate FIPS postal numeric code.
Numeric code for Kansas is "20".
Derived from the state being reported
276-286State Taxable WagesTaxable 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)
287-297State Income Tax WithheldKansas 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 KSOther State DataDefined by State/local agency.
Left justify and fill with blanks. Applies to income tax reporting.
308BlankFill with blanks
309-319 KSLocal Taxable WagesRight justify and zero fill.
Applies to income tax reporting.
320-330 KSLocal Income Tax WithheldRight justify and zero fill.
Applies to income tax reporting.
331-337State Control NumberLeft justify and fill with blanks.
Applies to income tax reporting.
338-412Supplemental Data 1Required. Enter the EIN of the company as reported in the Code RE Record.
Numeric characters only. Omit hyphens.
Left justify and fill with blanks
413-487Supplemental Data 2Required. Enter the eleven (11) digit State of Arkansas ID number. Omit hyphens.
Left justify and fill with blanks
488-512BlankFill with blanks. Reserved for SSA use.

Record Name: Code RT – Total Record #

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RT - Total Record #

ColumnDescriptionSource
1-2Record IdentifierConstant "RT"
3-9Number of RW RecordsTotal number of "RW" records reported since last "RE" record.
Right justify and zero fill.
10-24Wages, Tips and Other CompensationTotal of all "RW" records since last "RE" record.
Right justify and zero fill.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands emplyees.
Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’
25-39Federal Income Tax WithheldTotal of all "RW" records since last "RE" record.
Right justify and zero fill.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands emplyees.
Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’
40-54Social Security WagesTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’
55-69Social Security Tax WithheldTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’
70-84Medicare Wages and TipsTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’
85-99Medicare Tax WithheldTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’
100-114Social Security TipsTotal of all "RW" records since last "RE" record.
Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad".
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’
115-129BlankFill with blanks. Reserved for SSA use.
130-144Dependent Care BenefitsTotal of all "RW" records since last "RE" record.
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-DEP-CARE’
145-159Deferred Compensation Contributions to
Section 401(k) (Code D)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-D’
160-174Deferred Compensation Contributions to
Section 403(b)(Code E)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-E’
175-189Deferred Compensation Contributions to
Section 408(k)(6) (Code F)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-F’
190-204Deferred Compensation Contributions to
Section 457(b) (Code G)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-G’
205-219Deferred Compensation Contributions to
Section 501(c)(18)(D) (Code H)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-H’
220-234BlankFill with blanks. Reserved for SSA use.
235-249Nonqualified Plan Section 457 Distributions or ContributionsTotal of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’
250-264Employer Contribution to a Health Savings Account
(Code W)
Total of all "RW" records since last "RE" record.
No negative amounts.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-W’
265-279Nonqualified Plan Not Section 457 Distributions or ContributionsTotal of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’
280-294Nontaxable Combat Pay (Code Q)Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
Right justify and zero fill.
295-309Cost of Employer-Sponsored Health Coverage
(Code DD)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
Right justify and zero fill.
310-324Employer Cost of Premiums for Group Term Life Insurance over $50,000 (Code C)Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-C’
325-339Income Tax Withheld by Payer of Third-Party Sick PayTotal of all "RW" records since last "RE" record.
Total Federal Income Tax withheld by third-parties (generally insurance companies) from sick or disability payments made to your employees.
Does not apply to Puerto Rico employees.
Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-TAX’
340-354Income from the Exercise of Non-statutory Stock Options (Code V)Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
Derived from IDFDV Field Identifier: ‘W2-CODE-V’
355-369Deferrals Under a Section 409A Nonqualified Deferred Compensation Plan (Code Y)Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico or Northern Mariana Islands employees.
Right justify and zero fill.
370-384Designated Roth Contributions to a Section
401(k) Plan (Code AA)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
385-399Designated Roth Contributions to a Section
403(b) Salary Reduction Agreement (Code BB)
Total of all "RW" records since last "RE" record.
Does not apply to Puerto Rico employees.
Right justify and zero fill.
400-414Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF)Total of all "RW" records since last "RE" record.
Right justify and zero fill.
415-512BlankFill with blanks. Reserved for SSA use.


Record Name: Code RF - Final Record#

State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#

Record Name: Code RF - Final Record#

ColumnDescriptionSource
1-2Record IndentifierConstant "RF"
3-7BlankFill with blanks. Reserved for SSA use
8-16Number of RW RecordsTotal number of RW (Employee) Records reported on the entire file.
Right justify and zero fill
17-512BlankFill with blanks. Reserved for SSA use

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

ColumnDescriptionSource
1-2 ARRecord IdentifierConstant '1E'
3-6 ARPayment YearEnter the tax year this report is being prepared for
7-15 ARTransmitter’s Federal Identification NumberEnter 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 ARState/Local 69 NumberIf not applicable, fill with blanks
25-74 AREmployer NameEnter 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.
75-114Employer Street AddressEnter the street address of the employer's mailing address.
Left justify and fill with blanks
Derived from the Entity Location.
115 ARForeign AddressIf 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 ARBlankFill with blanks. Reserved for SSA use.
129-137 ARBlankFill with blanks.

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

ColumnDescriptionSource
1-2 ARRecord IdentifierConstant '2E'
3-27 AREmployer CityEnter 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 AREmployer StateEnter 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 AREmployer ZIP Code ExtensionEnter 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 AREmployer ZIP Code or Foreign Postal CodeEnter 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 ARName CodeFill with blanks
49 ARType of EmploymentEnter 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 ARBlankFill with blanks. Reserved for SSA use.
52-55 AREstablishment 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 ARLimitation of Liability (L) IndicatorFor Section 218 State/local entities only: If applicable, enter the letter “L”.
Otherwise, fill with a blank.
57-128 ARBlankFill with blanks. Reserved for SSA use.

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

ColumnDescriptionSource
1-2 ARRecord IdentifierConstant '1S'
3-11 ARSocial Security NumberEnter 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 AREmployee Last NameEnter the employee's last name
32-46 AREmployee First NameEnter the employee's first name
47-61 AREmployee Middle NameEnter the employee's middle name
62-65 AREmployee SuffixEnter the employee's suffixes
66-105 ARStreet AddressEnter the employee's street address
Left justify and fill with blanks
106-130 ARCityEnter 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
131-140StateEnter 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 ARZIP Code ExtensionEnter 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 ARZIP Code or Foreign Postal CodeEnter a valid ZIP Code.
For a foreign address, enter the Foreign Postal Code, if applicable
Left justify and fill with blanks, if necessary.
152 ARBlankFill with a blank
152-153 ARState CodeEnter the standard FIPS postal numeric code. Constant '05' for Arkansas
154-155 AROptional CodeSeasonal designation (assigned by DWS).
If not seasonal, fill with blanks

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

ColumnDescriptionSource
1-2 ARRecord IdentifierConstant '2S'
3-14 ARState DWS Account NumberEnter the nine digit DWS account number.
Left justify and fill with blanks
15-18 ARReporting PeriodEnter the last month and the year of the quarter this report is being prepared for, in the format of MMYY
19-27 ARState Quarterly Unemployment Insurance Total WagesEnter 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 ARState Quarterly Unemployment Insurance Taxable WagesEnter the total quarterly State UI taxable wages.
Right justify and zero fill
37-38 ARNumber of Weeks WorkedTo be defined by user
39-42 ARDate First EmployedEnter the month and year the employee was first employed, in MMYY format
43-46 ARDate Of SeparationEnter the month and year the employee separated from the organization, in MMYY format
47-51 ARTaxing Entity CodeTo be defined by user
52-53 ARState CodeEnter the appropriate FIPS Postal NUMERIC code
54-62 ARState Taxable WagesEnter the total State taxable wages
Right justify and zero fill
63-70 ARState Income Tax WithheldEnter the total State income tax withheld
Right justify and zero fill
71-80 AROther State DataTo be defined by individual taxing agencies
81 ARTax TypeEnter 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 ARTaxing Entity CodeTo be defined by individual taxing agencies
87-95 ARLocal Taxable WagesTo be defined by individual taxing agencies
96-102 ARLocal Income Tax WithheldTo be defined by individual taxing agencies
103-109 ARState Control NumberOptional
110-128 ARBlankEnter 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 AREstablishment
119-121 ARCounty
122-125 ARIndustry


126 ARMonth 1 EmploymentEnter “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 ARMonth 2 EmploymentEnter “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 ARMonth 3 EmploymentEnter “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 ARIndividual Out Of State WagesEnter 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 ARIndividual Out Of State Wages StateRequired 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.

Notes#

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