[{TableOfContents }]

!!!Kansas Annual and Quarterly Reporting
 
!!What's New for Tax Year 2011
The following changes have been noted for reporting W2 wages to the Federal Government:
*(W2 Form) The ‘Advance Earned Income Credit Payment’ is eliminated for tax year beginning after December 31, 2010.  Box 9, Advance EIC payments, has been deleted from the 2011 Form W2.
*(W2 Form) Code DD is added to Box 12 of the 2011 form W2 to report the cost of employer-sponsored health coverage.  However, this reporting will not be mandatory for 2011.
*(W2 Form) Code EE, Designated Roth contributions under a government section 457(b) plan, has been added to the list of codes in box 12 of Form W2.
*(W2 File) A new field, Kind of Employer, has been added to the RE Employer Record (position 174). This is a required field.
*(W2 File) A new field, Cost of Employer-Sponsored Health Coverage, has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
*(W2 File) A new field, Designated Roth Contributions Under a Governmental Section 457(b) Plan, has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159) 

!!Set Up
This document contains abbreviated set up requirement for the state of Kansas only, please refer to the general document ([US_Annual_Qtrly_Reporting_GEN]) for other setup procedure that may also be required.

!IDGV - State Registration
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up for ‘State Registration’ for State/Province: Kansas
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up for ‘State Registration’ for State/Province: Kansas
**‘W2 STATE MEDIA FILING’ -  Must be ‘01’ to generate KS state wage file for KS state that includes the federal employee record types ‘RW’, “RO’,’RT’, and ‘RU’.

!IDGV - State SUI Registration
*The [IDGV Definition|IDGV#DefinitionTab]tab must be set up with ‘State SUI Registration’ for State/Province: Kansas
*The [IDGV Variables|IDGV#VariablesTab] tab must be set up with ‘State SUI Registration’ for State/Province: Kansas
**‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate UI wage magnetic media file for state of Kansas.

!!State File Procedures
*The Kansas Department of Revenue accepts filing of state W2 wages via magnetic media using the EFW2 file format, and the filing of Quarterly UI wages via the NASWA/ICESA format.
*Records required for the W2 reporting are codes RA,RE,RW,RS,RT,RF; and for UI wage reporting are codes A,B,E,S
*When the EFW2 format to file for the state of Kansas, the [IDGV] must be set up as follows:
**for State Registration of Kansas, the [IDGV Variables|IDGV#VariablesTab]:
***‘W2 STATE MEDIA FILING’ 01 – Federal Format with state information (if selected), including record types RW,RO,RT, and RU.

!Annual W2 Wage Reporting – EFW2 File Format
[RPYEU] must be run and the following selected to generate Kansas state file information:
|Report List Filters, Select State:|Kansas, 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:|Federal File Format
The Directory and Media File Name parameters must be populated or an output file will not be produced.

!!State Magnetic Media Reporting – EFW2 Format
!Record Name: Code RA - Transmitter Record (Same as the Federal Code RA)	
||Column||Description||Source

|1-2|Record Identifier|Constant "RA"

|3-11|Submitter’s Employer ID number (EIN)
		- Numeric only|Derived from [IDFDV], Field Identifier: ‘SUB-ER-EIN’ (seq 1000)

12-28	- Personal Identification Number (PIN) and Software Vendor Code|Derived from [IDFDV], Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
- Please note that this field contains an 8-character PIN in positions 12-19, a four
character Software Vendor Code in positions 20-23, and 5 blank characters in 
positions 24-29

29		- Resub Indicator|Derived from [IDFDV], Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)

30-35		- Resub WFID|Derived from [IDFDV], Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)

36-37		- Software Code|Derived from [IDFDV], Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)

38-94		- Company Name|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)

95-116		- Location Address|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)

117-138		- Delivery Address|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)

139-160	 	- Company City|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)

161-162		- Company State Abbreviation|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)

163-167		- Company ZIP Code|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)

168-171		- Company ZIP code extension|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)

172-176		- Blanks

177-199		- Company Foreign State/Province|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)

200-214		- Company Foreign Postal Code|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)

215-216		- Company Country Code|Derived from [IDFDV], Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)

217-273		- Submitter Name|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)

274-295		- Submitter Location Address|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)

296-317		- Submitter Delivery Address|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)

318-339		- Submitter City|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)

340-341		- Submitter State Abbreviation|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)

342-346		- Submitter ZIP code|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)

347-350		- Submitter ZIP code extension|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)

351-355		- Blanks.

356-378		- Submitter Foreign State/Province|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)

379-393		- Submitter Foreign Postal Code|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)

394-395		- Submitter Country Code|Derived from [IDFDV], Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)

396-422		- Contact Name|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)

423-437		- Contact Phone Number|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)

438-442		- Contact Phone Extension|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)

443-445		- Blanks

446-485		- Contact E-mail|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)

486-488		- Blanks

489-498		- Contact FAX|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)

499-499		- Preferred Method of Problem Notification Code|Derived from [IDFDV], Field Identifier: ‘SUB-CONT-METH’ (seq 1300)

500-500		- Preparer Code|Derived from [IDFDV], Field Identifier: ‘SUB-PREPARER’ (seq 1310)

501-512		- Blanks

!Record Name:Code RE - Employer Record (same as federal code RE)
||Column||Description||Source

1-2		- Record Identifier
		- Constant "RE"

3-6		- Tax year CCYY
		- From user specified FROM-TO period converted to CCYY

7		- Agent Indicator Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)

8-16		-Employer/Agent EIN
		- System derived the applicable Federal reporting EIN, from IDGV or IDGR

17-25		- Agent for EIN|Derived from [IDFDV], Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)

26		- Terminating Business Indicator|Derived from [IDFDV], Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)

27-30		- Establishment Number|Derived from [IDFDV], Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)

31-39		- Other EIN|Derived from [IDFDV], Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)

40-96		- Employer Name|Derived from [IDFDV], Field Identifier: ‘W2-ER-NAME’ (seq 2010)

97-118		- Employer Location Address|Derived from [IDFDV], Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)

119-140		- Employer Delivery Address|Derived from [IDFDV], Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)

141-162		- Employer City|Derived from [IDFDV], Field Identifier: ‘W2-ER-CITY’ (seq 2040)

163-164		- Employer State Abbreviation|Derived from [IDFDV], Field Identifier: ‘W2-ER-STATE’ (seq 2050)

165-169		- Employer ZIP Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-ZIP’ (seq 2060)

170-173		- Employer ZIP Code Extension|Derived from [IDFDV], Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)

174-174		- Kind of Employer|Derived from [IDFDV], Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)

175-178		- Blanks

179-201		- Employer Foreign State/Province|Derived from [IDFDV], Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)

202-216		- Employer Foreign Postal Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)

217-218		- Employer Country Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100)

219		- Employment Code
		- from 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

220		- Tax Jurisdiction Code|Derived from [IDFDV], Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)

221		- Third-Party Sick Pay Indicator|Derived from [IDFDV], Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)

222-512		- Blanks.

!Record Name: Code RW - Employee Wage Record (same as federal code RW)
||Column||Description||Source
1-2		- Record Identifier
		- Constant "RW"

3-11		- Social Security Number|Derived from [IDFDV], Field Identifier: ‘W2-EE-SSN’ (seq 2500)
		- if an invalid SSN is encountered, this field is entered with zeroes.

12-26		- Employee First Name|Derived from [IDFDV], Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)

27-41		- Employee Middle Name or Initial|Derived from [IDFDV], Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)

42-61		- Employee Last Name|Derived from [IDFDV], Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)

62-65		- Employee Suffix|Derived from [IDFDV], Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)

66-87		- Employee Location Address|Derived from [IDFDV], Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)

88-109		- Employee Delivery Address|Derived from [IDFDV], Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)

110-131		- Employee City|Derived from [IDFDV], Field Identifier: ‘W2-EE-CITY’ (seq 2620)

132-133		- Employee State Abbreviation|Derived from [IDFDV], Field Identifier: ‘W2-EE-STATE’ (seq 2630)

134-138		- Employee ZIP Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP’ (seq 2640)

139-142		- Employee ZIP Code Extension|Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)

143-147		- Blanks

148-170		- Employee Foreign State/Province|Derived from [IDFDV], Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)

171-185		- Employee Foreign Postal Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)

186-187		- Employee Country Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)

188-198		- Wages, Tips and other compensation|Derived from [IDFDV], Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)

199-209		- Federal Income Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-FIT-TAX’ (seq 3010)

210-220		- Social Security Wages|Derived from [IDFDV], Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)

221-231		- Social Security Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-SSN-TAX’ (seq 3030)

232-242		- Medicare Wages & Tips|Derived from [IDFDV], Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)

243-253		- Medicare Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)

254-264		- Social Security Tips|Derived from [IDFDV], Field Identifier: ‘W2-SSN-TIP’ (seq 3060)

265-275		- Advanced Earned Income Credit|Derived from [IDFDV], Field Identifier: ‘W2-EIC’ (seq 3080)

276-286		- Dependent Care Benefits|Derived from [IDFDV], Field Identifier: ‘W2-DEP-CARE’ (seq 3090)

287-297		- Deferred Compensation contribution to Section 401(k)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-D’ (seq 4030)

298-308		- Deferred Compensation contribution to Section 403(b)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-E’ (seq 4040)

309-319		- Deferred Compensation contribution to Section 408(k)(6)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-F’ (seq 4050)

320-330		- Deferred Compensation contribution to Section 457(b)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-G’ (seq 4060)

331-341		- Deferred Compensation contribution to Section 501(c)(18)(D)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-H’ (seq 4070)

342-352		- Military Employee’s Basic Quarters and Combat Pay|Derived from [IDFDV], Field Identifier: ‘W2-CODE-Q’ (seq 4140)

353-363		- Non-qualified Plan section 457|Derived from [IDFDV], Field Identifier: ‘W2-NQUAL-457’ (seq 3102)

364-374		- Employer Contribution to a Health Savings Account|Derived from [IDFDV], Field Identifier: ‘W2-CODE-W’ (seq 4190)

375-385		- Non-qualified Plan Not section 457|Derived from [IDFDV], Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)

386-407		- Blanks

408-418		- Employer cost of premiums for Group Term Life insurance over $50000|Derived from [IDFDV], Field Identifier: ‘W2-CODE-C’ (seq 4020)

419-429		- Income from Non-statutory Stock Options|Derived from [IDFDV], Field Identifier: ‘W2-CODE-V’ (seq 4180)

430-462		- blank

463-473		- Cost of Employer-Sponsored Health Coverage|Derived from [IDFDV], Field Identifier: ‘W2-CODE-DD’ (seq 4250)

474-485		- blank

486		- Statutory Employee Indicator|Derived from [IDFDV], Field Identifier:‘W2-STAT-EE’ (seq 6000)
		- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered

487		- blank

488		- Retirement Plan Indicator|Derived from [IDFDV], Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020)
		- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered

489		- Third-Party Sick Pay Indicator|Derived from [IDFDV], Field Identifier: ‘W2-3PARTY-SICK’ (seq 6060)
		- if the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered

490-512		- blank

!Record Name: Code RO - Employee Wage Record (Optional for Kansas W2 Reporting)
||Column||Description||Source

1-2      		- Record Identifier
		- Constant ‘RO’

3-11		- blank

;Location 12 to 264:Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.

12-22		- Allocated Tips|Derived from [IDFDV], Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)

23-33		- Uncollected Employee Tax on Tips
		- combined the uncollected social security tax and the uncollected medicare tax|Derived from [IDFDV], Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)

34-44		- Medical Savings Account|Derived from [IDFDV], Field Identifier: ‘W2-CODE-R’ (seq 4150)

45-55		- Simple Retirement Account|Derived from [IDFDV], Field Identifier: ‘W2-CODE-S’ (seq 4160)

56-66		- Qualified Adoption Expenses|Derived from [IDFDV], Field Identifier: ‘W2-CODE-T’ (seq 4170)

67-77		- Uncollected SSA tax on Group Ins > 50000|Derived from [IDFDV], Field Identifier: ‘W2-CODE-M’ (seq 4110)

78-88		- Uncollected Medicare tax on Group Ins > 50000|Derived from [IDFDV], Field Identifier: ‘W2-CODE-N’ (seq 4120)

89-110		- blank

111-121		- Designated Roth Contribution under section 457(b)|Derived from [IDFDV], Field Identifier: ‘W2-CODE-EE’ (seq 4260)

122-264		- blank

;Location 265 to 362: For Puerto Rico employees only

265		- Civil Status

266-274		- Spouse’s SSN
		- blank

275-285		- Wages Subject to Puerto Rico Tax
		- stored as zeroes

286-296		- Commissions Subject to Puerto Rico Tax
		- stored as zeroes

297-307		- Allowances Subject to Puerto Rico Tax
		- stored as zeroes

308-318		- Tips Subject to Puerto Rico Tax
		- stored as zeroes

319-329		- Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax
		- stored as zeroes

330-340		- Puerto Rico Tax Withheld
		- stored as zeroes

341-351		- Retirement Fund Subject to Puerto Rico Tax
		- stored as zeroes

352-362		- blank

;Location 363 to 384:For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.

363-373		- Total wages, tips and other compensation subject to Virgin Islands, … income tax
		- stored as zeroes

374-384		- Virgin Islands, etc… Income Tax Withheld
		- stored as zeroes

385-512		- Blanks.

!Record Name: Code RS - State Wage Record
||Column||Description||Source

1-2		- Record Identifier
		- Constant "RS"

3-4		- State code, appropriate FIPS postal numeric code
		- system Derived from the State being reported, from IDFDV sequence 7000.
		- the numeric code for Kansas is "20"

5-9		- Taxing Entity Code
	- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAXING ENTITY' field for the County, City or School district tax being reported

10-18		- Social Security Number|Derived from [IDFDV], Field Identifier: ‘W2-EE-SSN’ (seq 2500)
		- if an invalid SSN is encountered, this field is entered with zeroes.

19-33		- Employee First Name|Derived from [IDFDV], Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)

34-48		- Employee Middle Name or Initial|Derived from [IDFDV], Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)

49-68     	- Employee Last Name|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|Derived from [IDFDV], Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)

95-116     	- Employee Delivery Address|Derived from [IDFDV], Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)

117-138     	- Employee City|Derived from [IDFDV], Field Identifier: ‘W2-EE-CITY’ (seq 2620)

139-140     	- Employee State Abbreviation|Derived from [IDFDV], Field Identifier: ‘W2-EE-STATE’ (seq 2630)

141-145     	- Employee ZIP Code|Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP’ (seq 2640)

146-149     	- Employee ZIP Code Extension|Derived from [IDFDV], Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)

150-247	KS     	- Blanks.

248-267		- State Employer Account Number|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		- Blanks

274-275		- State code, appropriate FIPS postal numeric code
		- system Derived from the State being reported
		- numeric code for Kansas is "20"

276-286		- State Taxable Wages|Derived from [IDFDV], Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)

287-297		- State Income Tax Withheld|Derived from [IDFDV], Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)

298-337	KS	- Blanks


338-348	KS	- Employees Contributions to Public Employees’ Retirement System
		- Zero filled.

349-512	KS	- blank

;Multiple Code RS records:Multiple code RS records are generated for an employee if there are applicable county, city or school district tax information to be reported for a State.  In this case, the State wages and tax will be zero for the subsequent code RS records.

!Record Name: Code RT - Total Record (same as federal code RT)
||Column||Description||Source
1-2		- Record Identifier
		- Constant "RT"

3-9		- Number of RW Records
		- Total number of code "RW" records reported since last code "RE" record

10-24		- Wages, Tips and Other Compensation
		- Derived from IDFDV screen, Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record

25-39		- Federal Income Tax Withheld
		- Derived from IDFDV screen, Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record

40-54		- Social Security Wages
		- Derived from IDFDV screen, Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record

55-69		- Social Security Tax Withheld
		- Derived from IDFDV screen, Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record

70-84		- Medicare Wages and Tips
		- Derived from IDFDV screen,
- Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record

85-99		- Medicare Tax Withheld
		- Derived from IDFDV screen, Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record

100-114		- Social Security Tips
		- Derived from IDFDV screen, Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record

115-129		- Advanced Earned Income Credit
		- Derived from IDFDV screen, Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record

130-144		- Dependent Care Benefits
		- Derived from IDFDV screen, Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record

145-159		- Deferred Compensation Contributions to Section 401(k)
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-D’, total of all code "RW" records since last "RE" record

160-174		- Deferred Compensation Contributions to Section 403(b)
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-E’, total of all code "RW" records since last "RE" record

175-189		- Deferred Compensation Contributions to Section 408(k)(6)
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-F’, total of all code "RW" records since last "RE" record

190-204		- Deferred Compensation Contributions to Section 457(b)
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-G’, total of all code "RW" records since last "RE" record

205-219		- Deferred Compensation Contributions to Section 501(c)(18)(D)
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-H’, total of all code "RW" records since last "RE" record

220-234		- Military Employee’s Basic Quarters and Combat Pay
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record 

235-249		- Non-Qualified Plan Section 457
		- Derived from IDFDV Identifier ‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record

250-264		- Employer Contribution to a Health Savings Account
		- Derived from IDFDV screen,
- Field Identifier: ‘W2-CODE-W’, total fo all code ‘RW’ records since last ‘RE’ record

265-279		- Non-Qualified Plan Not Section 457
		- Derived from IDFDV Identifier ‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record

280-294		- blank

295-309		- Cost of Employer-Sponsored Health Coverage
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-DD’, total of all code "RW" records since last "RE" record

310-324		- Employer Cost of Premiums for Group Term Life Insurance over $50000
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-C’, total of all code "RW" records since last "RE" record

325-339		- Income Tax Withheld by Third-Party Payer
		- Derived from IDFDV Identifier ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record

340-354		- Income from Non-statutory Stock options
		- Derived from IDFDV screen, Field Identifier ‘W2-CODE-V’, total of all code "RW" records since last "RE" record

355-512		- blank

!Record Name: Code RU - Total Record (Optional for State W2 Reporting)
||Column||Description||Source

1-2		- Record Identifier
		- Constant "RU"

3-9		- Number of RO Records
		- Total number of code "RO" records reported since last code "RE" reocrd

10-24		- Allocated Tips
		- Derived from IDFDV screen, Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record

25-39		- Uncollected Employee Tax on Tips
		- Derived from IDFDV ‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record

40-54		- Medical Savings Account
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record

55-69		- Simple Retirement Account
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record

70-84		- Qualified Adoption Expenses
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-T’, total of all code "RO" records since last "RE" record

85-99		- Uncollected SSA tax on Group Ins > 50000
		- Derived from IDFDV screen,
- Field Identifier: ‘W2-CODE-M’, total of all code "RO" records since last "RE" record

100-114		- Uncollected Medicare tax on Group Ins > 50000
		- Derived from IDFDV screen,
- Field Identifier: ‘W2-CODE-N’, total of all code "RO" records since last "RE" record

115-144		- Blank

145-159		- Designated Roth Contribution under section 457(b)
		- Derived from IDFDV screen, Field Identifier: ‘W2-CODE-EE’, total of all code "RO" records since last "RE" record

160-354		- Blank

355-369		- Wages Subject to Puerto Rico Tax
		- stored as zeroes

370-384		- Commissions Subject to Puerto Rico Tax
		- stored as zeroes

385-399		- Allowances Subject to Puerto Rico Tax
		- stored as zeroes

400-414		- Tips Subject to Puerto Rico Tax
		- stored as zeroes

415-429		- Total Wages, commissions, tips, and allowances subject to Puerto Rico Tax
		- stored as zeroes

430-444		- Puerto Rico Tax Withheld
		- stored as zeroes

445-459		- Retirement Fund Subject to Puerto Rico Tax
		- stored as zeroes

460-474		- Total wages, tips and other compensation subject to Virgin Islands, … income tax
		- stored as zeroes

475-489		- Virgin Islands, or Guam, or American Samoa, or Northern Mariana Islands Income Tax Withheld
		- stored as zeroes

490-512		- blank

!Record Name: Code RV – Total State Record (same as federal code RV, optional for Kansas state)
||Column||Description||Source

1-2		- Record Identifier
		- Constant "RV"

3-512		- blank
 

!Record Name: Code RF - Final Record (same as federal code RF)
||Column||Description||Source
1-2		- Record Identifier
		- Constant "RF"

3-7		- blank

8-16		- Number of RW Records
		- Total number of code "RW" records on file

17-512		- blank
 
!State Quarterly UI Wage Reporting – NASWA/ICESA format
[RPYEU] must be run and the following selected to generate Kansas state file information:

*The state of Kansas must be selected in the ‘Report List Filters’.
*Annual Form Code – Use the standard supplied form code HL$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
*The ‘Quarterly Form Code’ must be entered in order to produce the UI wage file in [ICESA] format. 
*Use the  supplied form code ‘HL$US-QTR-2012’. The Variables need to be entered in this form code for specific use in the installation.
*Period Type:Quarter
*Period End Date:Enter the quarter end date, i.e. 30-Jun-2011
*Media File Type:State SUI File Format\\  \\
*If the Directory Name/Media File Name is not supplied, an output file will not be produced.

!!QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – NASWA/ICESA format
QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – NASWA/ICESA format

(Please note that the following ‘Not Required’ fields may or may not always contain BLANKS).

Note: Columns with  KS  indicates it is a state of Kansas specific requirement which is not the standard record format

!Record Name: Code A - Transmitter Record 	
||Column||Description||Source

1-1		- Record Identifier.
		- Constant ‘A’.

2-5		- Payment Year.
		- Enter year for which this report is being prepared
- From user specified FROM-TO period converted to YYYY

6-14		- Transmitter’s Federal EIN
		- Enter only numeric characters; omit hyphens, prefixes and suffixes
- Derived from IDFDV screen, Field Identifier: ‘TRAN EIN’ (seq 1010).

15-18		- Taxing Entity Code.
		- Constant ‘UTAX’

19-23		- Blanks.

24-73		- Transmitter Name.
		- Enter the transmitter name of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN NAME’ (seq 1030)

74-113		- Transmitter Street Address.
		- Enter the street address of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN ADDRESS’ (seq 1040)

114-138		- Transmitter City.
		- Enter the city of the organization submitting the file
- Derived from IDFDV screen, Field Identifier: ‘TRAN CITY’ (seq 1050)

139-140		- Transmitter State.
		- Enter the standard two character FIPS postal abbreviation.
- Derived from IDFDV screen, Field Identifier: ‘TRAN STATE’ (seq 1060)

141-153		- Blanks.

154-158		- Transmitter ZIP Code.
		- Enter a valid ZIP code
- Derived from IDFDV screen, Field Identifier: ‘TRAN ZIP CODE’ (seq 1080)

159-163		- Transmitter ZIP Code extension.
		- Use this field as necessary for the four digit extension of ZIP code.  Includes a hyphen in position 159
- Derived from IDFDV screen, Field Identifier: ‘TRAN ZIP EXTN’ (seq 1070; include ‘-‘ in position 159)

164-193		- Transmitter Contact.
		- Title of individual from transmitter organization responsible for the accuracy of the wage report
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT’(seq 1090)

194-203		- Transmitter Contact Telephone Number
		- Telephone number at which the transmitter contact can be telephoned
		- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT PHONE’ (seq 1100)

204-207		- Telephone Extension/Box.
		- Enter transmitter telephone extension or message box
- Derived from IDFDV screen, Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)

208-229	KS	- Blanks

230-242		- Not Required.

243-250		- Not Required.

251-275		- Blanks

!Record Name: Code B - Authorization Record
||Column||Description||Source

1-1		- Record Identifier.
		- Constant ‘B’

2-5		- Payment Year.
		- Enter the year for which this report is being prepared

6-14		- Transmitter’s Federal EIN.
		- Enter only numeric characters
- Derived from IDFDV screen, Field Identifier:  BASIC EIN (seq 2010)

15-22		- Computer.
		- Enter the manufacturer’s name
- Derived from IDFDV screen, Field Identifier: ‘BASIC COMPUTER’ (seq 2020)

23-24		- Internal Label.
		- ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)

25-25		- Blank.

26-27		- Density.
		- ‘16’, ‘62’, ‘38’, or blank for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC DESITY’ (seq 2110)

28-30		- Recording Code (Character Set).
		- “EBC’, or ‘ASC’.  Always ‘ASC’ for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC RECOEDING MODE’ (seq 2120, first 3 characters)

31-32		- Number of Tracks.
		- ‘09’, or ‘18’, or blanks for diskette
- Derived from IDFDV screen, Field Identifier: ‘BASIC RECOEDING MODE’ (seq 2120, fourth and fifth character)

33-34		- Blocking Factor.
		- Enter the blocking factor of the file, not to exceed 85.  Enter blanks for diskette
- Derived from IDFDV screen, Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)

35-38		- Taxing Entity Code.
		- Constant ‘UTAX’

39-146		- Blanks.

147-190		- Organization Name.
		- The name of the organization to which the media should be returned
- Derived from IDFDV screen, Field Identifier: ‘BASIC NAME’ (seq 2040)

191-225		- Street Address.
		- The street address of the organization to which the media should be returned.
- Derived from IDFDV screen, Field Identifier: ‘BASIC ADDRESS’ (seq 2050)

226-245		- City.
		- The city of the organization to which the media should be returned
- Derived from IDFDV screen, Field Identifier: ‘BASIC CITY’ (seq 2060)

246-247		- State.
		- Enter the standard two character FIPS postal abbreviation
- Derived from IDFDV screen, Field Identifier: ‘BASIC STATE’ (seq 2070)

248-252		- Blanks.

253-257		- ZIP Code.
		- Enter a valid ZIP code
- Derived from IDFDV screen, Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)

258-262		- ZIP Code extension.
		- Enter four digit extension of ZIP code, including the hyphen in position 258.
- Derived from IDFDV screen, Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080)
- Client must include the hyphen (‘-‘) when defining the IDFDV seq  2080.

263-275		- Blanks

!Record Name: Code E - Employer Record 	
||Column||Description||Source

1-1		- Record Identifier.
		- Constant ‘E’.

2-5		- Payment Year.
		- Enter the year for which the report is being prepared

6-14		- Federal EIN
		- Enter only numeric characters of the Federal EIN 

15-23		- Blanks.

24-73		- Employer Name.
		- Enter the first 50 positions of the employer’s name exactly as registered with the state UI agency
- Derived from the Entity 

74-113		- Employer Street Address
		- Enter the street address of the Employer
- Derived from the Entity Location

114-138		- Employer City
		- Enter the city of employer’s mailing address
- Derived from the Entity Location

139-140		- Employer State
		- Enter the standard two character FIPS postal abbreviation of the employer’s address
- Derived from the Entity Location

141-149		- Blanks.

150-153		- ZIP code.extension
		- Enter four digit extension of ZIP code, no hyphen.
- Derived from the Entity Location.

154-158		- ZIP code 
		- Enter a valid ZIP code
- Derived from the Entity Location

159-159		- Blank.

160-160		- Type of Employment.
		- ‘A’ (Agriculture), ‘F’ (Federal), ‘H’ (Household), ‘M’ (Military),
  ‘Q’ (Medicare Qualified Government Employees), ‘R’ (Regular, all other), or ‘X’ (Railroad).
- Derived from IDFDV screen, Field Identifier: ‘TYPE OF EMPLOYMENT’ (seq 3020)

161-162		- Blocking Factor.
		- Enter blocking factor of the file, not to exceed 85.  Enter blanks for diskette.
- Derived from IDFDV screen, Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)

163-166	KS	- Blanks

167-170		- Taxing Entity Code.
		- Constant ‘UTAX’

171-172		- State Identifier Code.
		- Enter the state FIPS postal numeric code for the state to which wages are being reported.

173-187		-  State Unemployment Insurance Account Number.
		- Enter state UI employer account number.
- Derived from the IDGV State SUI Registration

188-189		- Reporting Period.
		- ‘03’, ‘06’, ‘09’, or ‘12’.

190-190		- No Workers/No Wages.
		- Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record.  Enter ‘1’ to indicate otherwise.

191-255	KS	- Blanks

256-256		- Foreign Indicator.
		- If data in positions 74-158 is for a foreign address, enter the letter ‘X’, else leave it blank.
- Derived from IDFDV screen, Field Identifier: ‘FOREIGN ADDR INDICATOR’ (seq 3040)

257-275	KS	- Blanks.

!Record Name: Code S – Employee Wage Record 
||Column||Description||Source
1-1		- Record Identifier.
		- Constant ‘S’

2-10		- Social Security Number
		- Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10

11-30		- Employee Last Name.
		- Enter employee last name.

31-42		- Employee First Name.
		- Enter employee first name

43-43		- Employee Middle Initial.
		- Enter employee middle initial.  Leave blank if no middle initial

44-45		- State Code
		- Enter the state FIPS postal numeric code for the state to which wages are being reported

46-49		- Blanks.

50-63		- State QTR Total Gross Wages.
		- Enter quarterly wages subject to all taxes.
- Derived from IDFDV screen, Field sequence 3090

64-77		- State QTR Unemployment Insurance Total Wages.
		- Enter quarterly wages subject to unemployment taxes.
- Derived from IDFDV screen, Field sequence 7200

78-91		- State QTR Unemployment Insurance Excess Wages
		- Quarterly wages in excess of the state UI taxable wage base

92-105		- State QTR Unemployment Insurance Taxable Wages.
		- State QTR UI total wages less state QTR UI excess wages.

106-142	KS	- Blanks.

143-146		- Taxing Entity Code.
		- Constant ‘UTAX’.

147-161		- State Unemployment Insurance Account Number.
		- Enter state UI employer account number
- SUI Registration Number from IDGV

162-211	KS	- Blanks.

212-212		- Month-1 Employment.
		- Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the first reporting month, else enter ‘0’.

213-213		- Month-2 Employment.
		- Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month, else enter ‘0’.

214-214		- Month-3 Employment.
		- Enter ‘1’ if employee covered by UI worked or receive pay for the pay period including the 12th day of the third reporting month, else enter ‘0’.

215-220		- Reporting Quarter and Year.
		- Enter the last month and year for the calendar period for which this report applies (i.e. 062003 for Apr-June 2003).

221-275	KS	- Blanks.

!!ICESA for the State of Kansas
* The format details are found at the [Kansas Department of Labor|http://http://www.dol.ks.gov/ui/quarterlywage/NASWA.html] 
 
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![Notes|Edit:Internal.Tax Reporting - KS]
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