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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 Definitiontab must be set up for ‘State Registration’ for State/Province: Kansas
• The IDGV Variables 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 Definitiontab must be set up with ‘State SUI Registration’ for State/Province: Kansas
• The IDGV Variables 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:
    • ‘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 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	Derived from IDFDV, Field Identifier: ‘SUB-PIN-NUMBER’ (seq 1010)
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	Blank
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	Blank
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	Blank
446-485	Contact E-mail	Derived from IDFDV, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488	Blank
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	Blank

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	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	Blank
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 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	Blank

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	Blank
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	Blank
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

Column	Description	Source
12-22	Allocated Tips	Derived from IDFDV, Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)
23-33	Uncollected Employee Tax on Tips The combination of 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

Column	Description	Source
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.

Column	Description	Source
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	Blank

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	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	Blank
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	Blank
274-275	State code, appropriate FIPS postal numeric code	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	Blank
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 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)#

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, Field Identifier:‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
25-39	Federal Income Tax Withheld	Derived from IDFDV, Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
40-54	Social Security Wages	Derived from IDFDV, Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
55-69	Social Security Tax Withheld	Derived from IDFDV, Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
70-84	Medicare Wages and Tips	Derived from IDFDV, Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
85-99	Medicare Tax Withheld	Derived from IDFDV, Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
100-114	Social Security Tips	Derived from IDFDV, Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
115-129	Advanced Earned Income Credit	Derived from IDFDV, Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
130-144	Dependent Care Benefits	Derived from IDFDV, Field 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, 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, 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, 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, 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, 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, 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, Field 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, Field Identifier: ‘W2-CODE-W’, total of all code ‘RW’ records since last ‘RE’ record
265-279	Non-Qualified Plan Not Section 457	Derived from IDFDV, Field 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, 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, 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, Field 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, 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, Field Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record

25-39 - Uncollected Employee Tax on Tips|Derived from IDFDV, Field Identifier: ‘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, Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record

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

70-84 - Qualified Adoption Expenses|Derived from IDFDV, 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, 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, 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, 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, Field Identifier: ‘TRAN EIN’ (seq 1010).

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

19-23|Blank|

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|

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. - Use this field as necessary for the four digit extension of ZIP code. Includes a hyphen in position 159|Derived from IDFDV, 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, 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, Field Identifier:‘TRAN CONTACT PHONE’ (seq 1100)

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

208-229 KS|Blank|

230-242 - Not Required.

243-250 - Not Required.

251-275|Blank|

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, 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. - ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette|Derived from IDFDV, 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, Field Identifier: ‘BASIC DESITY’ (seq 2110)

28-30 - Recording Code (Character Set). - “EBC’, or ‘ASC’. Always ‘ASC’ for diskette|Derived from IDFDV, 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, 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|

147-190 - Organization Name. - The name of the organization to which the media should be returned|Derived from IDFDV, 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, Field Identifier: ‘BASIC ADDRESS’ (seq 2050)

226-245 - City. - The city of the organization to which the media should be returned|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|

253-257 - ZIP Code. - Enter a valid ZIP code|Derived from IDFDV, 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, Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080) - Client must include the hyphen (‘-‘) when defining the IDFDV seq 2080.

263-275|Blank|

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|Blank|

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|Blank|

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, 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, Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)

163-166 KS|Blank|

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|Blank|

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|

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|Blank|

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|Blank|

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|Blank|

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|Blank|

ICESA for the State of Kansas#

• The format details are found at the Kansas Department of Labor

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Notes#

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