Table of Contents
- Kansas Annual and Quarterly Reporting
- What's New for Tax Year 2011
- Set Up
- IDGV - State Registration
- IDGV - State SUI Registration
- IDLN – Location Plant Code
- State File Procedures
- Annual W2 Wage Reporting – EFW2 File Format
- State Media Magnetic Media Reporting – EFW2 File Format
- Quarterly UI Wage Reporting – ICESA format
- Quarterly UI Wage Magnetic Media Reporting - ICESA Format
- ICESA for the state of Illinois
- Notes
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 Illinois 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: Illinois
- The IDGV Variables tab must be set up for ‘State Registration’ for State/Province: Illinois
- ‘W2 STATE MEDIA FILING’ - The State of Illinois accepts W2 wage report with federal and other state information, therefore, the Media Filing variable can be set to ‘01’, which will include state information in the Federal File. (However it must be set to ‘02’ if a W2 magnetic media file is required for the state of Illinois only)
IDGV - State SUI Registration#
- The IDGV Definitiontab must be set up with ‘State SUI Registration’ for State/Province: Illinois
- The IDGV Variables tab must be set up with ‘State SUI Registration’ for State/Province: Illinois
- ‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate Quarterly UI wage magnetic media file for state of Illinois
- For every quarter, the IDGV Variables tab amounts must be reviewed for all the QTR amounts to reflect the current reporting quarter’s correct amounts.
- The IDGV QTR amounts are reported on ICESA code T Total record.
- The IDGV Govt Rate Type ‘US SUI ER Rate’ may need to be set up if Code T ‘US Tax Rate’ is reported. Please read ICESA Code T record for detail.
IDLN – Location Plant Code#
- If the Location Plant code needs to be reported on the ICESA code S record, the user can set up the Location Plant code can be set up on the IDLNscreen User Defined field.
State File Procedures#
- The Illinois Department of Revenue accepts magnetic media filing of State W2 wage information using the EFW2 file format (required records are RA,RE,RW,RS,RT,RV and RF), and the Quarterly UI wages via magnetic media using the ICESA format.
- When using the EFW2 file format to file for the state of Illinois, the IDGV must be set up as follows:
- for State Registration of Illinois, the IDGV Variables:
- ‘W2 STATE MEDIA FILING’ 01 – State requires media file in SSA format, which includes the ‘RW’,’RO’,’RU’ record types.
- for State Registration of Illinois, the IDGV Variables:
Annual W2 Wage Reporting – EFW2 File Format#
RPYEU must be run and the following selected to generate Illinois state file information:| Report List Filters, Select State: | Illinois, USA |
| Parameters, Annual Form Code: | (example: use standard form code‘HL$US-W2-2012’) |
| Parameters, Period Type: | Year |
| Parameters, Period End Date: | Year End Date (i.e. 31-Dec-2011) |
| Parameters, Media Format: | Federal File Format |
The Directory and Media File Name parameters must be populated or an output file will not be produced.
Media Format: Use ‘Federal File Format’ (in combination of the state selection of ‘Illinois’) to produce an EFW2 file for the state of Illinois that includes ‘RW’,’RO’,’RU’ records.
State Media Magnetic Media Reporting – EFW2 File Format#
- Record name
- Header Record – Must be the first record in the EFW2 file
Quarterly UI Wage Reporting – ICESA format#
RPYEU must be run and the following selected to generate Illinois state file information:- The state of Illinois must be selected in the ‘Report List Filters’.
- Annual Form Code – Use the standard supplied form code HL$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 - ICESA Format#
Record name: Code A – Transmitter Record Note: Numeric fields are zero filled and right justified. Alphanumeric fields are filled with spaces.ICESA for the state of Illinois#
- The format details are found at the Illinois Department of Employment Security
Notes#
Click to create a new notes pageSET 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
- IDGV Definition Tab must be set up with ‘State Registration’ for State/Province: Kansas
- IDGV Variables Tab must be set up with ‘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
- IDGV Definition Tab must be set up with ‘State SUI Registration’ for State/Province: Kansas
- 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 state of 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 - Use the EFW2 format to file for the state of Kansas, the user must set up IDGV as follows: - for State Registration of Kansas, the IDGV Variable: ‘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 format
- The user must run RPYEU and select the following 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
1-2 - Record Identifier - Constant "RA"
3-11 - Submitter’s Employer ID number (EIN) - Numeric only - Derived from IDFDV screen, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28 - Personal Identification Number (PIN) and Software Vendor Code - Derived from IDFDV screen, 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 screen, Field Identifier: ‘SUB-RESUB-IND’ (seq 1020)
30-35 - Resub WFID - Derived from IDFDV screen, Field Identifier: ‘SUB-RESUB-WFID’ (seq 1030)
36-37 - Software Code - Derived from IDFDV screen, Field Identifier: ‘SUB-SOFTWARE’ (seq 1040)
38-94 - Company Name - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-NAME’ (seq 1050)
95-116 - Location Address - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-LOCN’ (seq 1060)
117-138 - Delivery Address - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-DELIV’ (seq 1070)
139-160 - Company City - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-CITY’ (seq 1080)
161-162 - Company State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-STATE’ (seq 1090)
163-167 - Company ZIP code - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP’ (seq 1100)
168-171 - Company ZIP code extension - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176 - Blanks
177-199 - Company Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-STATE’ (seq 1120)
200-214 - Company Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-F-POST’ (seq 1130)
215-216 - Company Country Code - Derived from IDFDV screen, Field Identifier: ‘SUB-COMP-COUNTRY’ (seq 1140)
217-273 - Submitter Name - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-NAME’ (seq 1150)
274-295 - Submitter Location Address - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-LOCN’ (seq 1160)
296-317 - Submitter Delivery Address - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-DELIV’ (seq 1170)
318-339 - Submitter City - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-CITY’ (seq 1180)
340-341 - Submitter State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-STATE’ (seq 1190)
342-346 - Submitter ZIP code - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP’ (seq 1200)
347-350 - Submitter ZIP code extension - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355 - Blanks.
356-378 - Submitter Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393 - Submitter Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-F-POST’ (seq 1230)
394-395 - Submitter Country Code - Derived from IDFDV screen, Field Identifier: ‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422 - Contact Name - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-NAME’ (seq 1250)
423-437 - Contact Phone Number - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442 - Contact Phone Extension - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445 - Blanks
446-485 - Contact E-mail - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488 - Blanks
489-498 - Contact FAX - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499 - Preferred Method of Problem Notification Code - Derived from IDFDV screen, Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500 - Preparer Code - Derived from IDFDV screen, Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512 - Blanks
Record name: Code RE - Employer Record (same as federal code RE)
Column Description
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 screen, 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 screen, Field Identifier: ‘W2-ER-FOR-EIN’ (seq 1510)
26 - Terminating Business Indicator - Derived from IDFDV screen, Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30 - Establishment Number - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39 - Other EIN - Derived from IDFDV screen, Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96 - Employer Name - Derived from IDFDV screen, Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118 - Employer Location Address - Derived from IDFDV screen, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140 - Employer Delivery Address - Derived from IDFDV screen, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162 - Employer City - Derived from IDFDV screen, Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164 - Employer State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169 - Employer ZIP Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173 - Employer ZIP Code Extension - Derived from IDFDV screen, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-174 - Kind of Employer - Derived from IDFDV screen, Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178 - Blanks
179-201 - Employer Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216 - Employer Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218 - Employer Country Code - Derived from IDFDV screen, 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 screen, Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221 - Third-Party Sick Pay Indicator - Derived from IDFDV screen, 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
1-2 - Record Identifier - Constant "RW"
3-11 - Social Security Number - Derived from IDFDV screen, 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 screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
27-41 - Employee Middle Name or Initial - Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
42-61 - Employee Last Name - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
62-65 - Employee Suffix - Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
66-87 - Employee Location Address - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109 - Employee Delivery Address - Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131 - Employee City - Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
132-133 - Employee State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
134-138 - Employee ZIP Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
139-142 - Employee ZIP Code Extension - Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
143-147 - Blanks
148-170 - Employee Foreign State/Province - Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
171-185 - Employee Foreign Postal Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
186-187 - Employee Country Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
188-198 - Wages, Tips and other compensation - Derived from IDFDV screen, Field Identifier: ‘W2-FIT-WAGE’ (seq 3000)
199-209 - Federal Income Tax Withheld - Derived from IDFDV screen, Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-220 - Social Security Wages - Derived from IDFDV screen, Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
221-231 - Social Security Tax Withheld - Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
232-242 - Medicare Wages & Tips - Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
243-253 - Medicare Tax Withheld - Derived from IDFDV screen, Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
254-264 - Social Security Tips - Derived from IDFDV screen, Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
265-275 - Advanced Earned Income Credit - Derived from IDFDV screen, Field Identifier: ‘W2-EIC’ (seq 3080)
276-286 - Dependent Care Benefits - Derived from IDFDV screen, Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
287-297 - Deferred Compensation contribution to Section 401(k) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-D’ (seq 4030)
298-308 - Deferred Compensation contribution to Section 403(b) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-E’ (seq 4040)
309-319 - Deferred Compensation contribution to Section 408(k)(6) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-F’ (seq 4050)
320-330 - Deferred Compensation contribution to Section 457(b) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-G’ (seq 4060)
331-341 - Deferred Compensation contribution to Section 501(c)(18)(D) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-H’ (seq 4070)
342-352 - Military Employee’s Basic Quarters and Combat Pay - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-Q’ (seq 4140)
353-363 - Non-qualified Plan section 457 - Derived from IDFDV screen, Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
364-374 - Employer Contribution to a Health Savings Account - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-W’ (seq 4190)
375-385 - Non-qualified Plan Not section 457 - Derived from IDFDV screen, 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 screen, Field Identifier: ‘W2-CODE-C’ (seq 4020)
419-429 - Income from Non-statutory Stock Options - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-V’ (seq 4180)
430-462 - blank
463-473 - Cost of Employer-Sponsored Health Coverage - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-DD’ (seq 4250)
474-485 - blank
486 - Statutory Employee Indicator - Derived from IDFDV screen, 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 screen, 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 screen, 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
1-2 - Record Identifier - Constant ‘RO’
3-11 - blank
Location 12 to 264 do not apply to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands Employees.
12-22 - Allocated Tips - Derived from IDFDV screen, 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 screen, Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)
34-44 - Medical Savings Account - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-R’ (seq 4150)
45-55 - Simple Retirement Account - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-S’ (seq 4160)
56-66 - Qualified Adoption Expenses - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-T’ (seq 4170)
67-77 - Uncollected SSA tax on Group Ins > 50000 - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-M’ (seq 4110)
78-88 - Uncollected Medicare tax on Group Ins > 50000 - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-N’ (seq 4120)
89-110 - blank
111-121 - Designated Roth Contribution under section 457(b) - Derived from IDFDV screen, Field Identifier: ‘W2-CODE-EE’ (seq 4260)
122-264 - blank
Location 265 to 362 are 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 are 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
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 screen, 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 screen, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48 - Employee Middle Name or Initial - Derived from IDFDV screen, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68 - Employee Last Name - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72 - Employee Suffix - Derived from IDFDV screen, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94 - Employee Location Address - Derived from IDFDV screen, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116 - Employee Delivery Address - Derived from IDFDV screen, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138 - Employee City - Derived from IDFDV screen, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140 - Employee State Abbreviation - Derived from IDFDV screen, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145 - Employee ZIP Code - Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149 - Employee ZIP Code Extension - Derived from IDFDV screen, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-247 KS - Blanks.
248-267 - State Employer Account Number - Derived from IDFDV screen, 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 screen, - Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297 - State Income Tax Withheld - Derived from IDFDV screen, - 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
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
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
1-2 - Record Identifier - Constant "RV"
3-512 - blank
Record name: Code RF - Final Record (same as federal code RF)
Column Description
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
- The user must run RPYEU and select the following to generate Kansas state file information:
- You must select state Kansas in the ‘Report List Filters’. - Annual Form Code’ – use the standard HighLine supplied form code HL$US-W2-2012. You will have to enter the ‘Variables’ in this Form Code for use specifically in your installation. - The ‘Quarterly Form Code’ must be entered in order to produce UI wage file in ICESA format. – use the HighLine supplied Form Code ‘HL$US-QTR-2012’.. You will have to enter the ‘Variables’ in this Form Code for use specifically in your 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
(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
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
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
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
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.