[{TableOfContents }]

!!!Kansas Annual and Quarterly Wage Reporting
 
!!Set Up
This document contains abbreviated set up requirements for the state of Kansas only.  Please refer to the general document ([Tax Reporting - US General]) for other setup procedures 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, RV and RF.  Record codes A, B, E, S are required for UI wage reporting 
*When the EFW2 format is used 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, includes record codes RW, RO, RT and RU.

!Annual W2 Wage Reporting – EFW2 File 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: Kansas, USA


!!State Magnetic Media Reporting – EFW2 Format

!Record Name: Code RA – Submitter Record (Same as the Federal Code RA)
[{InsertPage page='W2_EFW2_RECORD_RA'}]
\\ 
!Record Name: Code RE – Employer Record (Same as the Federal Code RE)
[{InsertPage page='W2_EFW2_RECORD_RE'}]
\\ 
!Record Name: Code RW – Employee Wage Record (Same as the Federal Code RW)
[{InsertPage page='W2_EFW2_RECORD_RW'}]
\\ 
!Record Name: Code RO – Employee Wage Record (Optional for State W2 Reporting)
[{InsertPage page='W2_EFW2_RECORD_RO'}]
\\

!Record Name: Code RS - State Wage Record
||Column||Description||Source
|1-2|Record Identifier|Constant "RS"
|3-4|State code|Enter the appropriate FIPS postal numeric code. \\The numeric code for Kansas is "20". \\Derived from the State being reported, from [IDFDV] sequence 7000
|5-9|Taxing Entity Code|Not applicable for Kansas Reporting.  Fill with blanks.
|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’
|195-247 KS|Blank|Fill with blanks
|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.  
|338-348|Employee Contribution to KPERS, KP&F, Judges|Amount of Employee Contribution to KPERS, KP & F and Judges. Right justify and zero fill
|349-512 KS|Blank|Fill with blanks

;Multiple Code RS records:Multiple code RS records are generated for an employee if there is 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)
[{InsertPage page='W2_EFW2_RECORD_RT'}]


!Record Name: Code RU - Total Record (Optional for State W2 Reporting)
[{InsertPage page='W2_EFW2_RECORD_RU'}]

!Record Name: Code RV – Total State Record (Same as Federal Code RV)
[{InsertPage page='W2_EFW2_RECORD_RV'}]
 
!Record Name: Code RF - Final Record (Same as Federal Code RF)
[{InsertPage page='W2_EFW2_RECORD_RF'}]


!!State Quarterly UI Wage Reporting – NASWA/ICESA format
[RPYEU] must be run with the following report parameters and filters defined to generate Kansas State file information:

\\ \\
__RPYEU Report Parameters__
|Quarterly Form Code|Use standard form code, such as 'HL$US-QTR-YYYY'.  Must be entered in order to produce the UI wage file in the [ICESA] format. \\The 'Variables' need to be entered on this form code for specific use in the installation.
|Period Type|Mandatory. Defines the period type.  Enter "Quarter" for quarterly reporting.
|Period End Date|Mandatory.  Defines the end date of the reporting period.
|Media Format|Mandatory.  State SUI File Format \\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: Kansas, USA

!Quarterly UI Wage Magnetic Media Reporting – NASWA/ICESA Format
%%information Please note that the following ‘Not Required’ fields may or may not always contain blanks.%%
%%information Note: Columns with KS indicate 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 the year this report is being prepared for. \\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], Field Identifier: ‘TRAN EIN’ (seq 1010).
|15-18|Taxing Entity Code|Constant ‘UTAX’
|19-23|Blank|Fill with blanks
|24-73|Transmitter Name|Enter the transmitter name of the organization submitting the file. \\Derived from [IDFDV], Field Identifier: ‘TRAN NAME’ (seq 1030)
|74-113|Transmitter Street Address|Enter the street address of the organization submitting the file. \\Derived from [IDFDV], Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
|114-138|Transmitter City|Enter the city of the organization submitting the file. \\Derived from [IDFDV], Field Identifier: ‘TRAN CITY’ (seq 1050)
|139-140|Transmitter State|Enter the standard two character FIPS postal abbreviation.  \\Derived from [IDFDV], Field Identifier: ‘TRAN STATE’ (seq 1060)
|141-153|Blank|Fill with blanks
|154-158|Transmitter ZIP Code|Enter a valid ZIP code. \\Derived from [IDFDV], Field Identifier:‘TRAN ZIP CODE’ (seq 1080)
|159-163|Transmitter ZIP Code extension|Enter the four digit extension of the ZIP code. This field includes a hyphen in position 159. \\Derived from [IDFDV], Field Identifier:‘TRAN ZIP EXTN’ (seq 1070; include ‘-‘ in position 159)
|164-193|Transmitter Contact|Enter the name of the individual from transmitter's organization responsible for the accuracy of the wage report. \\Derived from [IDFDV], Field Identifier: ‘TRAN CONTACT’(seq 1090)
|194-203|Transmitter Contact Telephone Number|Enter the telephone number of the transmitter's contact. \\Derived from [IDFDV], Field Identifier:‘TRAN CONTACT PHONE’ (seq 1100)
|204-207|Telephone Extension|Enter the transmitter's telephone extension. \\Derived from [IDFDV], Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
|208-229 KS|Blank|Fill with blanks
|230-242|Not Required|Fill with blanks
|243-250|Not Required|Fill with blanks
|251-275|Blank|Fill with blanks

!Record Name: Code B - Authorization Record
||Column||Description||Source
|1-1|Record Identifier|Constant ‘B’
|2-5|Payment Year|Enter the year this report is being prepared for 
|6-14|Transmitter’s Federal EIN|Enter only numeric characters.  \\Derived from [IDFDV], Field Identifier: BASIC EIN (seq 2010)
|15-22|Computer|Enter the manufacturer’s name. \\Derived from [IDFDV], Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
|23-24|Internal Label|Enter ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette.  \\Derived from [IDFDV], Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
|25-25|Blank|Fill with blanks
|26-27|Density|Enter ‘16’, ‘62’, ‘38’, or blank for diskette.  \\Derived from [IDFDV], Field Identifier: ‘BASIC DESITY’ (seq 2110)
|28-30|Recording Code (Character Set)|Enter “EBC’, or ‘ASC’.  Always ‘ASC’ for diskette.  \\Derived from [IDFDV], Field Identifier: ‘BASIC RECORDING MODE’ (seq 2120, first 3 characters)
|31-32|Number of Tracks|Enter ‘09’, or ‘18’, or blanks for diskette.  \\Derived from [IDFDV], 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], Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
|35-38|Taxing Entity Code|Constant ‘UTAX’
|39-146|Blank|Fill with blanks
|147-190|Organization Name|Enter the name of the organization the media should be returned to. \\Derived from [IDFDV], Field Identifier: ‘BASIC NAME’ (seq 2040)
|191-225|Street Address|Enter the street address of the organization the media should be returned to. \\Derived from [IDFDV], Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
|226-245|City|Enter the city of the organization the media should be returned to. \\Derived from [IDFDV], Field Identifier: ‘BASIC CITY’ (seq 2060)
|246-247|State|Enter the standard two character FIPS postal abbreviation.  \\Derived from [IDFDV], Field Identifier: ‘BASIC STATE’ (seq 2070)
|248-252|Blank|Fill with blanks
|253-257|ZIP Code|Enter a valid ZIP code \\Derived from [IDFDV], Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)
|258-262|ZIP Code extension|Etner the four digit extension of ZIP code. Include hyphen in position 258. \\Derived from [IDFDV], Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080)\\   \\Customers must include the hyphen (‘-‘) when defining the [IDFDV] BASIC ZIP EXTN Field Identifier (seq 2080)
|263-275|Blank|Fill with blanks

!Record Name: Code E - Employer Record 	
||Column||Description||Source
|1-1|Record Identifier|Constant ‘E’
|2-5|Payment Year|The year the report is being prepared for
|6-14|Federal EIN|Enter only numeric characters of the Federal EIN
|15-23|Blank|Fill with blanks
|24-73|Employer Name|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|The street address of the employer. \\Derived from the Entity Location
|114-138|Employer City|The city of employer’s mailing address. \\Derived from the Entity Location
|139-140|Employer State|The standard two character FIPS postal abbreviation of the employer’s address.  \\Derived from the Entity Location
|141-149|Blank|Fill with blanks
|150-153|ZIP code extension|The four digit extension of the ZIP code.  No hyphen. \\Derived from the Entity Location
|154-158|ZIP code|Derived from the Entity Location
|159-159|Blank|Fill with blanks
|160-160|Type of Employment|Enter ‘A’ (Agriculture), ‘F’ (Federal), ‘H’ (Household), ‘M’ (Military), ‘Q’ (Medicare Qualified Government Employees), ‘R’ (Regular, all other), or ‘X’ (Railroad) \\Derived from [IDFDV], Field Identifier: ‘TYPE OF EMPLOYMENT’ (seq 3020)
|161-162|Blocking Factor|The blocking factor of the file.  Not to exceed 85.  Enter blanks for diskette. \\Derived from [IDFDV], Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
|163-166 KS|Blank|Fill with blanks
|167-170|Taxing Entity Code|Constant ‘UTAX’
|171-172|State Identifier Code|The state FIPS postal numeric code for the state wages are being reported for
|173-187|State Unemployment Insurance Account Number|The State UI employer account number. \\Derived from the [IDGV] State SUI Registration
|188-189|Reporting Period|Enter ‘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|Blank|Fill with 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], Field Identifier: ‘FOREIGN ADDR INDICATOR’ (seq 3040)
|257-275 KS|Blank|Fill with 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|
|31-42|Employee First Name|
|43-43|Employee Middle Initial|Enter employee middle initial \\Leave blank if no middle initial
|44-45|State Code|The state FIPS postal numeric code for the state wages are being reported for
|46-49|Blank|Fill with blanks
|50-63|State QTR Total Gross Wages|The quarterly wages subject to all taxes. \\Derived from [IDFDV], Field sequence 3090
|64-77|State QTR Unemployment Insurance Total Wages|The quarterly wages subject to unemployment taxes. \\Derived from [IDFDV], Field sequence 7200
|78-91|State QTR Unemployment Insurance Excess Wages|The quarterly wages in excess of the state UI taxable wage base
|92-105|State QTR Unemployment Insurance Taxable Wages|The state QTR UI total wages less state QTR UI excess wages
|106-142 KS|Blank|Fill with blanks
|143-146|Taxing Entity Code|Constant ‘UTAX’
|147-161|State Unemployment Insurance Account Number|The state UI employer account number. \\Derived from the SUI Registration number on [IDGV]
|162-211 KS|Blank|Fill with blanks
|212-212|Month-1 Employment|Enter ‘1’ if employee covered by UI worked or received 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 received 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 received 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 which this report applies to. \\Example: 0620YY for Apr-June 20YY
|221-275 KS|Blank|Fill with blanks

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![Notes|Edit:Internal.Tax Reporting - KS]
[{InsertPage page='Internal.Tax Reporting - KS' default='Click to create a new notes page'}]