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) #

ColumnDescriptionSource
1-2Record IdentifierConstant "RA"
3-11Submitter’s Employer ID number (EIN)

Numeric only
Derived from IDFDV, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28Personal 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)
29Resub IndicatorDerived from IDFDV, Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35Resub WFIDDerived from IDFDV, Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37Software CodeDerived from IDFDV, Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94Company NameDerived from IDFDV, Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116Location AddressDerived from IDFDV, Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
117-138Delivery AddressDerived from IDFDV, Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160Company CityDerived from IDFDV, Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162Company State AbbreviationDerived from IDFDV, Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167Company ZIP CodeDerived from IDFDV, Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171Company ZIP code extensionDerived from IDFDV, Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176Blank
177-199Company Foreign State/ProvinceDerived from IDFDV, Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214Company Foreign Postal CodeDerived from IDFDV, Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216Company Country CodeDerived from IDFDV, Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273Submitter NameDerived from IDFDV, Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295Submitter Location AddressDerived from IDFDV, Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317Submitter Delivery AddressDerived from IDFDV, Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339Submitter CityDerived from IDFDV, Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341Submitter State AbbreviationDerived from IDFDV, Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346Submitter ZIP codeDerived from IDFDV, Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350Submitter ZIP code extensionDerived from IDFDV, Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355Blank
356-378Submitter Foreign State/ProvinceDerived from IDFDV, Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393Submitter Foreign Postal CodeDerived from IDFDV, Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395Submitter Country CodeDerived from IDFDV, Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422Contact NameDerived from IDFDV, Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437Contact Phone NumberDerived from IDFDV, Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442Contact Phone ExtensionDerived from IDFDV, Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445Blank
446-485Contact E-mailDerived from IDFDV, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488Blank
489-498Contact FAXDerived from IDFDV, Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499Preferred Method of Problem Notification CodeDerived from IDFDV, Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500Preparer CodeDerived from IDFDV, Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512Blank

Record Name:Code RE - Employer Record (same as federal code RE)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RE"
3-6Tax year CCYYFrom user specified FROM-TO period converted to CCYY
7Agent Indicator CodeDerived from IDFDV, Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16Employer/Agent EINDerived the applicable Federal reporting EIN, from IDGV or IDGR
17-25Agent for EINDerived from IDFDV, Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26Terminating Business IndicatorDerived from IDFDV, Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30Establishment NumberDerived from IDFDV, Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39Other EINDerived from IDFDV, Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96Employer NameDerived from IDFDV, Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118 Employer Location AddressDerived from IDFDV, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140Employer Delivery AddressDerived from IDFDV, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162Employer CityDerived from IDFDV, Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164Employer State AbbreviationDerived from IDFDV, Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169Employer ZIP CodeDerived from IDFDV, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173Employer ZIP Code ExtensionDerived from IDFDV, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-174Kind of EmployerDerived from IDFDV, Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178Blank
179-201Employer Foreign State/ProvinceDerived from IDFDV, Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216Employer Foreign Postal CodeDerived from IDFDV, Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218Employer Country CodeDerived from IDFDV, Field Identifier: ‘W2-ER-COUNTRY’ (seq 2100)
219Employment CodeFrom 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
220Tax Jurisdiction CodeDerived from IDFDV, Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221Third-Party Sick Pay IndicatorDerived from IDFDV, Field Identifier: ‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512Blank

Record Name: Code RW - Employee Wage Record (same as federal code RW)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RW"
3-11Social Security NumberDerived from IDFDV, Field Identifier: ‘W2-EE-SSN’ (seq 2500)

If an invalid SSN is encountered, this field is entered with zeroes
12-26Employee First NameDerived from IDFDV, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
27-41Employee Middle Name or InitialDerived from IDFDV, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
42-61Employee Last NameDerived from IDFDV, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
62-65Employee SuffixDerived from IDFDV, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
66-87Employee Location AddressDerived from IDFDV, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109Employee Delivery AddressDerived from IDFDV, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131Employee CityDerived from IDFDV, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
132-133Employee State AbbreviationDerived from IDFDV, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
134-138Employee ZIP CodeDerived from IDFDV, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
139-142Employee ZIP Code ExtensionDerived from IDFDV, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
143-147Blank
148-170Employee Foreign State/ProvinceDerived from IDFDV, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
171-185Employee Foreign Postal CodeDerived from IDFDV, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
186-187Employee Country CodeDerived from IDFDV, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
188-198Wages, Tips and other compensationDerived from IDFDV, Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
199-209Federal Income Tax WithheldDerived from IDFDV, Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-220Social Security WagesDerived from IDFDV, Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
221-231Social Security Tax WithheldDerived from IDFDV, Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
232-242Medicare Wages & TipsDerived from IDFDV, Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
243-253Medicare Tax WithheldDerived from IDFDV, Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
254-264Social Security TipsDerived from IDFDV, Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
265-275Advanced Earned Income CreditDerived from IDFDV, Field Identifier: ‘W2-EIC’ (seq 3080)
276-286Dependent Care BenefitsDerived from IDFDV, Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
287-297Deferred Compensation contribution to Section 401(k)Derived from IDFDV, Field Identifier: ‘W2-CODE-D’ (seq 4030)
298-308Deferred Compensation contribution to Section 403(b)Derived from IDFDV, Field Identifier: ‘W2-CODE-E’ (seq 4040)
309-319Deferred Compensation contribution to Section 408(k)(6)Derived from IDFDV, Field Identifier: ‘W2-CODE-F’ (seq 4050)
320-330Deferred Compensation contribution to Section 457(b)Derived from IDFDV, Field Identifier: ‘W2-CODE-G’ (seq 4060)
331-341Deferred Compensation contribution to Section 501(c)(18)(D)Derived from IDFDV, Field Identifier: ‘W2-CODE-H’ (seq 4070)
342-352Military Employee’s Basic Quarters and Combat PayDerived from IDFDV, Field Identifier: ‘W2-CODE-Q’ (seq 4140)
353-363Non-qualified Plan section 457Derived from IDFDV, Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
364-374Employer Contribution to a Health Savings AccountDerived from IDFDV, Field Identifier: ‘W2-CODE-W’ (seq 4190)
375-385Non-qualified Plan Not section 457Derived from IDFDV, Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)
386-407Blank
408-418Employer cost of premiums for Group Term Life insurance over $50000Derived from IDFDV, Field Identifier: ‘W2-CODE-C’ (seq 4020)
419-429Income from Non-statutory Stock OptionsDerived from IDFDV, Field Identifier: ‘W2-CODE-V’ (seq 4180)
430-462Blank
463-473Cost of Employer-Sponsored Health CoverageDerived from IDFDV, Field Identifier: ‘W2-CODE-DD’ (seq 4250)
474-485Blank
486Statutory Employee IndicatorDerived from IDFDV, Field Identifier:‘W2-STAT-EE’ (seq 6000)

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
487Blank
488Retirement Plan IndicatorDerived from IDFDV, Field Identifier: ‘W2-RETIRE-PLAN’ (seq 6020)

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

If the amount is non zero, then ‘1’ is entered, otherwise ‘0’ is entered
490-512Blank

Record Name: Code RO - Employee Wage Record (Optional for Kansas W2 Reporting)#

ColumnDescriptionSource
1-2Record IdentifierConstant ‘RO’
3-11Blank
Location 12 to 264
Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees
ColumnDescriptionSource
12-22Allocated TipsDerived from IDFDV, Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)
23-33Uncollected 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)
34-44Medical Savings AccountDerived from IDFDV, Field Identifier: ‘W2-CODE-R’ (seq 4150)
45-55Simple Retirement AccountDerived from IDFDV, Field Identifier: ‘W2-CODE-S’ (seq 4160)
56-66Qualified Adoption ExpensesDerived from IDFDV, Field Identifier: ‘W2-CODE-T’ (seq 4170)
67-77Uncollected SSA tax on Group Ins > 50000Derived from IDFDV, Field Identifier: ‘W2-CODE-M’ (seq 4110)
78-88Uncollected Medicare tax on Group Ins > 50000Derived from IDFDV, Field Identifier: ‘W2-CODE-N’ (seq 4120)
89-110Blank
111-121Designated Roth Contribution under section 457(b)Derived from IDFDV, Field Identifier: ‘W2-CODE-EE’ (seq 4260)
122-264Blank
Location 265 to 362
For Puerto Rico employees only
ColumnDescriptionSource
265Civil Status
266-274Spouse’s SSN

Blank
275-285Wages Subject to Puerto Rico Tax

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

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

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

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

Stored as zeroes
330-340Puerto Rico Tax Withheld

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

Stored as zeroes
352-362Blank
Location 363 to 384
For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
ColumnDescriptionSource
363-373Total wages, tips and other compensation subject to Virgin Islands, … income tax

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

Stored as zeroes
385-512Blank

Record Name: Code RS - State Wage Record#

ColumnDescriptionSource
1-2Record IdentifierConstant "RS"
3-4State code, appropriate FIPS postal numeric codeDerived from the State being reported, from IDFDV sequence 7000

The numeric code for Kansas is "20"
5-9Taxing Entity CodeIf 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
10-18Social Security NumberDerived from IDFDV, Field Identifier: ‘W2-EE-SSN’ (seq 2500)

If an invalid SSN is encountered, this field is entered with zeroes.
19-33Employee First NameDerived from IDFDV, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48Employee Middle Name or InitialDerived from IDFDV, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68Employee Last NameDerived 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 AddressDerived from IDFDV, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116Employee Delivery AddressDerived from IDFDV, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138Employee CityDerived from IDFDV, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140Employee State AbbreviationDerived from IDFDV, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145Employee ZIP CodeDerived from IDFDV, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149Employee ZIP Code ExtensionDerived from IDFDV, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-247 KSBlank
248-267State Employer Account NumberDerived 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.
268-273Blank
274-275State code, appropriate FIPS postal numeric codeDerived from the state being reported

Numeric code for Kansas is "20"
276-286State Taxable WagesDerived from IDFDV, Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297State Income Tax WithheldDerived from IDFDV, Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
298-337 KSBlank
338-348 KSEmployees Contributions to Public Employees’ Retirement System

Zero filled
349-512 KSBlank
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)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RT"
3-9Number of RW RecordsTotal number of code "RW" records reported since last code "RE" record
10-24Wages, Tips and Other CompensationDerived from IDFDV, Field Identifier:‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record
25-39Federal Income Tax WithheldDerived from IDFDV, Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record
40-54Social Security WagesDerived from IDFDV, Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record
55-69Social Security Tax WithheldDerived from IDFDV, Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record
70-84Medicare Wages and TipsDerived from IDFDV, Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record
85-99Medicare Tax WithheldDerived from IDFDV, Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record
100-114Social Security TipsDerived from IDFDV, Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record
115-129Advanced Earned Income CreditDerived from IDFDV, Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record
130-144Dependent Care BenefitsDerived from IDFDV, Field Identifier: ‘W2-DEP-CARE’, total of all code "RW" records since last "RE" record
145-159Deferred Compensation Contributions to Section 401(k)Derived from IDFDV, Field Identifier: ‘W2-CODE-D’, total of all code "RW" records since last "RE" record
160-174Deferred Compensation Contributions to Section 403(b)Derived from IDFDV, Field Identifier: ‘W2-CODE-E’, total of all code "RW" records since last "RE" record
175-189Deferred 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
190-204Deferred Compensation Contributions to Section 457(b)Derived from IDFDV, Field Identifier: ‘W2-CODE-G’, total of all code "RW" records since last "RE" record
205-219Deferred 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
220-234Military Employee’s Basic Quarters and Combat PayDerived from IDFDV, Field Identifier: ‘W2-CODE-Q’, total of all code ‘RW’ records since last ‘RE’ record
235-249Non-Qualified Plan Section 457Derived from IDFDV, Field Identifier:‘W2-NQUAL-457’, total of all code "RW" records since last "RE" record
250-264Employer Contribution to a Health Savings AccountDerived from IDFDV, Field Identifier: ‘W2-CODE-W’, total of all code ‘RW’ records since last ‘RE’ record
265-279Non-Qualified Plan Not Section 457Derived from IDFDV, Field Identifier:‘W2-NQUAL-N457’, total of all code "RW" records since last "RE" record
280-294Blank
295-309Cost of Employer-Sponsored Health CoverageDerived from IDFDV, Field Identifier: ‘W2-CODE-DD’, total of all code "RW" records since last "RE" record
310-324Employer Cost of Premiums for Group Term Life Insurance over $50000Derived from IDFDV, Field Identifier: ‘W2-CODE-C’, total of all code "RW" records since last "RE" record
325-339Income Tax Withheld by Third-Party PayerDerived from IDFDV, Field Identifier: ‘SUB-3RD-PARTY-TAX’, total of all code "RW" records since last "RE" record
340-354Income from Non-statutory Stock optionsDerived from IDFDV, Field Identifier: ‘W2-CODE-V’, total of all code "RW" records since last "RE" record
355-512Blank

Record Name: Code RU - Total Record (Optional for State W2 Reporting)#

ColumnDescriptionSource
1-2Record IdentifierConstant "RU"
3-9Number of RO Records

Total number of code "RO" records reported since last code "RE" record
10-24Allocated TipsDerived from IDFDV, Field Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record
25-39Uncollected Employee Tax on TipsDerived from IDFDV, Field Identifier: ‘W2-CODE-A’ and ‘W2-CODE-B’, total of all code "RO" records since last "RE" record
40-54Medical Savings AccountDerived from IDFDV, Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record
55-69Simple Retirement AccountDerived from IDFDV, Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record
70-84Qualified Adoption ExpensesDerived from IDFDV, Field Identifier: ‘W2-CODE-T’, total of all code "RO" records since last "RE" record
85-99Uncollected SSA tax on Group Ins > 50000Derived from IDFDV, Field Identifier: ‘W2-CODE-M’, total of all code "RO" records since last "RE" record
100-114Uncollected Medicare tax on Group Ins > 50000Derived from IDFDV, Field Identifier: ‘W2-CODE-N’, total of all code "RO" records since last "RE" record
115-144Blank
145-159Designated Roth Contribution under section 457(b)Derived from IDFDV, Field Identifier: ‘W2-CODE-EE’, total of all code "RO" records since last "RE" record
160-354Blank
355-369Wages Subject to Puerto Rico Tax

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

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

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

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

Stored as zeroes
430-444Puerto Rico Tax Withheld

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

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

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

Stored as zeroes
490-512Blank

Record Name: Code RV – Total State Record (same as federal code RV, optional for Kansas state)#

ColumnDescriptionSource

1-2 - Record Identifier - Constant "RV"

3-512|Blank|

Record Name: Code RF - Final Record (same as federal code RF)#

ColumnDescriptionSource
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 #

ColumnDescriptionSource

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#

ColumnDescriptionSource

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 #

ColumnDescriptionSource

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 #

ColumnDescriptionSource
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#


Notes#

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