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Kansas Annual and Quarterly Wage Reporting#

Set Up#

This document contains abbreviated set up requirements for the state of Kansas only. Please refer to the general document (Tax Reporting - US General) for other setup procedures that may also be required.

IDGV - State Registration#

• The IDGV Definition tab 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 Definition tab 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, RV and RF. Record codes A, B, E, S are required for UI wage reporting
• When the EFW2 format is used to file for the State of Kansas, the IDGV must be set up as follows:
  • for State Registration of Kansas, the IDGV Variables:
    • ‘W2 STATE MEDIA FILING’ 01 – Federal Format with state information. If selected, includes record codes RW, RO, RT and RU.

Annual W2 Wage Reporting – EFW2 File Format#

RPYEU must be run with the following report parameters and filters defined to generate the Federal file information:

RPYEU Report Parameters

Annual Form Code	Use standard form code, such as 'HL$US-W2-YYYY'
Period Type	Mandatory. Defines the period type. Enter "Year" for Annual reporting and "Quarter" for quarterly reporting.
Period End Date	Mandatory. Defines the end date of the reporting period.
Media Format	Mandatory. Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
Directory Name	Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
Media File Name	Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced

RPYEU Report Filters

Select State: Kansas, USA

State Magnetic Media Reporting – EFW2 Format#

Record Name: Code RA – Submitter Record (Same as the Federal Code RA)#

Record Name: Code RE – Employer Record (Same as the Federal Code RE)#

Record Name: Code RW – Employee Wage Record (Same as the Federal Code RW)#

Record Name: Code RO – Employee Wage Record (Optional for State W2 Reporting)#

Record Name: Code RS - State Wage Record#

Column	Description	Source
1-2	Record Identifier	Constant "RS"
3-4	State code	Enter the appropriate FIPS postal numeric code. The numeric code for Kansas is "20". Derived from the State being reported, from IDFDV sequence 7000
5-9	Taxing Entity Code	Not applicable for Kansas Reporting. Fill with blanks.
10-18	Social Security Number	Enter the employee's SSN. If an invalid SSN is encountered, this field is entered with zeroes. Derived from IDFDV W2-EE-SSN Field Identifier
19-33	Employee First Name	Enter the employee's first name. Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
34-48	Employee Middle Name or Initial	Enter the employee's middle name or initial. Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
49-68	Employee Last Name	Enter the employee's last name. Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
69-72	Employee Suffix	Derived from IDFDV, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
73-94	Employee Location Address	Enter the employee's location address (attention, suite, room number, etc. Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
95-116	Employee Delivery Address	Enter the employee's delivery address (street or post office box). Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
117-138	Employee City	Enter the employee's city. Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
139-140	Employee State Abbreviation	Enter the employee's state. Use a standard postal abbreviation. For a foreign address, fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
141-145	Employee ZIP Code	Enter the employee's ZIP code. For a foreign address, fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
146-149	Employee ZIP Code Extension	Enter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
150-154	Blank	Fill with blanks
155-177	Employee Foreign State/Province	If applicable, enter the employee’s foreign state or province. Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-F-STATE’
178-192	Employee Foreign Postal Code	If applicable, enter the employee’s foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-EE-F-POSTAL’
193-194	Country Code	If one of the following applies, fill with blanks: * One of the 50 States of the U.S.A. * District of Columbia * Military Post Office (MPO) * American Samoa * Guam * Northern Mariana Islands * Puerto Rico * Virgin Islands Otherwise, enter the applicable Country Code. Derived from IDFDV, Field Identifier: ‘W2-EE-COUNTRY’
195-247 KS	Blank	Fill with blanks
248-267	State Employer Withholding Account Number	Enter the 9-digit Kansas Withholding Tax number FEIN. Left justify and fill with blanks. Derived from IDFDV, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV screen for the SUI Registration of the state.
268-273	Blank	Fill with blanks
274-275	State code	Enter the appropriate FIPS postal numeric code. Numeric code for Kansas is "20". Derived from the state being reported
276-286	State Taxable Wages	Taxable Wages for Kansas. Right justify and zero fill. Applies to income tax reporting. Derived from IDFDV, Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030)
287-297	State Income Tax Withheld	Kansas Income Tax Withheld. Right justify and zero fill. Applies to income tax reporting. Derived from IDFDV, Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)
298-307 KS	Other State Data	Defined by State/local agency. Left justify and fill with blanks. Applies to income tax reporting.
308	Blank	Fill with blanks
309-319 KS	Local Taxable Wages	Right justify and zero fill. Applies to income tax reporting.
320-330 KS	Local Income Tax Withheld	Right justify and zero fill. Applies to income tax reporting.
331-337	State Control Number	Left justify and fill with blanks. Applies to income tax reporting.
338-348	Employee Contribution to KPERS, KP&F, Judges	Amount of Employee Contribution to KPERS, KP & F and Judges. Right justify and zero fill
349-512 KS	Blank	Fill with blanks

Multiple Code RS records

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

Record Name: Code RT - Total Record (Same as Federal Code RT)#

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

Record Name: Code RV – Total State Record (Same as Federal Code RV)#

Record Name: Code RF - Final Record (Same as Federal Code RF)#

State Quarterly UI Wage Reporting – NASWA/ICESA format#

RPYEU must be run with the following report parameters and filters defined to generate Kansas State file information:

RPYEU Report Parameters

Quarterly Form Code	Use standard form code, such as 'HL$US-QTR-YYYY'. Must be entered in order to produce the UI wage file in the ICESA format. The 'Variables' need to be entered on this form code for specific use in the installation.
Period Type	Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting.
Period End Date	Mandatory. Defines the end date of the reporting period.
Media Format	Mandatory. State SUI File Format Defines the Federal file format for SSA reporting (includes 'RW' and 'RS' records).
Directory Name	Mandatory. Defines the name of the government Magnetic Media file. Must be defined or an output file will not be produced
Media File Name	Mandatory. Defines the media file name of the data being uploaded. Must be defined or an output file will not be produced

RPYEU Report Filters

Select State: Kansas, USA

Quarterly UI Wage Magnetic Media Reporting – NASWA/ICESA Format#

Please note that the following ‘Not Required’ fields may or may not always contain blanks. Note: Columns with KS indicate it is a State of Kansas specific requirement which is not the standard record format

Record Name: Code A - Transmitter Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘A’
2-5	Payment Year	Enter the year this report is being prepared for. From user specified FROM-TO period converted to YYYY
6-14	Transmitter’s Federal EIN	Enter only numeric characters. Omit hyphens, prefixes and suffixes. Derived from IDFDV, Field Identifier: ‘TRAN EIN’ (seq 1010).
15-18	Taxing Entity Code	Constant ‘UTAX’
19-23	Blank	Fill with blanks
24-73	Transmitter Name	Enter the transmitter name of the organization submitting the file. Derived from IDFDV, Field Identifier: ‘TRAN NAME’ (seq 1030)
74-113	Transmitter Street Address	Enter the street address of the organization submitting the file. Derived from IDFDV, Field Identifier: ‘TRAN ADDRESS’ (seq 1040)
114-138	Transmitter City	Enter the city of the organization submitting the file. Derived from IDFDV, Field Identifier: ‘TRAN CITY’ (seq 1050)
139-140	Transmitter State	Enter the standard two character FIPS postal abbreviation. Derived from IDFDV, Field Identifier: ‘TRAN STATE’ (seq 1060)
141-153	Blank	Fill with blanks
154-158	Transmitter ZIP Code	Enter a valid ZIP code. Derived from IDFDV, Field Identifier:‘TRAN ZIP CODE’ (seq 1080)
159-163	Transmitter ZIP Code extension	Enter the four digit extension of the ZIP code. This field includes a hyphen in position 159. Derived from IDFDV, Field Identifier:‘TRAN ZIP EXTN’ (seq 1070; include ‘-‘ in position 159)
164-193	Transmitter Contact	Enter the name of the individual from transmitter's organization responsible for the accuracy of the wage report. Derived from IDFDV, Field Identifier: ‘TRAN CONTACT’(seq 1090)
194-203	Transmitter Contact Telephone Number	Enter the telephone number of the transmitter's contact. Derived from IDFDV, Field Identifier:‘TRAN CONTACT PHONE’ (seq 1100)
204-207	Telephone Extension	Enter the transmitter's telephone extension. Derived from IDFDV, Field Identifier: ‘TRAN CONTACT EXTN’ (seq 1110)
208-229 KS	Blank	Fill with blanks
230-242	Not Required	Fill with blanks
243-250	Not Required	Fill with blanks
251-275	Blank	Fill with blanks

Record Name: Code B - Authorization Record#

Column	Description	Source
1-1	Record Identifier	Constant ‘B’
2-5	Payment Year	Enter the year this report is being prepared for
6-14	Transmitter’s Federal EIN	Enter only numeric characters. Derived from IDFDV, Field Identifier: BASIC EIN (seq 2010)
15-22	Computer	Enter the manufacturer’s name. Derived from IDFDV, Field Identifier: ‘BASIC COMPUTER’ (seq 2020)
23-24	Internal Label	Enter ‘SL’, ‘NS’, ‘NL’, ‘AL’, or blank for diskette. Derived from IDFDV, Field Identifier: ‘BASIC INTERNAL LABEL’ (seq 2100, first 2 characters)
25-25	Blank	Fill with blanks
26-27	Density	Enter ‘16’, ‘62’, ‘38’, or blank for diskette. Derived from IDFDV, Field Identifier: ‘BASIC DESITY’ (seq 2110)
28-30	Recording Code (Character Set)	Enter “EBC’, or ‘ASC’. Always ‘ASC’ for diskette. Derived from IDFDV, Field Identifier: ‘BASIC RECORDING MODE’ (seq 2120, first 3 characters)
31-32	Number of Tracks	Enter ‘09’, or ‘18’, or blanks for diskette. Derived from IDFDV, Field Identifier: ‘BASIC RECOEDING MODE’ (seq 2120, fourth and fifth character)
33-34	Blocking Factor	Enter the blocking factor of the file. Not to exceed 85. Enter blanks for diskette Derived from IDFDV, Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
35-38	Taxing Entity Code	Constant ‘UTAX’
39-146	Blank	Fill with blanks
147-190	Organization Name	Enter the name of the organization the media should be returned to. Derived from IDFDV, Field Identifier: ‘BASIC NAME’ (seq 2040)
191-225	Street Address	Enter the street address of the organization the media should be returned to. Derived from IDFDV, Field Identifier: ‘BASIC ADDRESS’ (seq 2050)
226-245	City	Enter the city of the organization the media should be returned to. Derived from IDFDV, Field Identifier: ‘BASIC CITY’ (seq 2060)
246-247	State	Enter the standard two character FIPS postal abbreviation. Derived from IDFDV, Field Identifier: ‘BASIC STATE’ (seq 2070)
248-252	Blank	Fill with blanks
253-257	ZIP Code	Enter a valid ZIP code Derived from IDFDV, Field Identifier: ‘BASIC ZIP CODE’ (seq 2090)
258-262	ZIP Code extension	Etner the four digit extension of ZIP code. Include hyphen in position 258. Derived from IDFDV, Field Identifier: ‘BASIC ZIP EXTN’ (seq 2080) Customers must include the hyphen (‘-‘) when defining the IDFDV BASIC ZIP EXTN Field Identifier (seq 2080)
263-275	Blank	Fill with blanks

Record Name: Code E - Employer Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘E’
2-5	Payment Year	The year the report is being prepared for
6-14	Federal EIN	Enter only numeric characters of the Federal EIN
15-23	Blank	Fill with blanks
24-73	Employer Name	The first 50 positions of the employer’s name exactly as registered with the state UI agency. Derived from the Entity
74-113	Employer Street Address	The street address of the employer. Derived from the Entity Location
114-138	Employer City	The city of employer’s mailing address. Derived from the Entity Location
139-140	Employer State	The standard two character FIPS postal abbreviation of the employer’s address. Derived from the Entity Location
141-149	Blank	Fill with blanks
150-153	ZIP code extension	The four digit extension of the ZIP code. No hyphen. Derived from the Entity Location
154-158	ZIP code	Derived from the Entity Location
159-159	Blank	Fill with blanks
160-160	Type of Employment	Enter ‘A’ (Agriculture), ‘F’ (Federal), ‘H’ (Household), ‘M’ (Military), ‘Q’ (Medicare Qualified Government Employees), ‘R’ (Regular, all other), or ‘X’ (Railroad) Derived from IDFDV, Field Identifier: ‘TYPE OF EMPLOYMENT’ (seq 3020)
161-162	Blocking Factor	The blocking factor of the file. Not to exceed 85. Enter blanks for diskette. Derived from IDFDV, Field Identifier: ‘BLOCKING FACTOR’ (seq 3050)
163-166 KS	Blank	Fill with blanks
167-170	Taxing Entity Code	Constant ‘UTAX’
171-172	State Identifier Code	The state FIPS postal numeric code for the state wages are being reported for
173-187	State Unemployment Insurance Account Number	The State UI employer account number. Derived from the IDGV State SUI Registration
188-189	Reporting Period	Enter ‘03’, ‘06’, ‘09’ or ‘12’
190-190	No Workers/No Wages	Enter ‘0’ to indicate that the ‘E’ record will not be followed by the ‘S’ record. Enter ‘1’ to indicate otherwise
191-255 KS	Blank	Fill with blanks
256-256	Foreign Indicator	If data in positions 74-158 is for a foreign address, enter the letter ‘X’, else leave it blank. Derived from IDFDV, Field Identifier: ‘FOREIGN ADDR INDICATOR’ (seq 3040)
257-275 KS	Blank	Fill with blanks

Record Name: Code S – Employee Wage Record #

Column	Description	Source
1-1	Record Identifier	Constant ‘S’
2-10	Social Security Number	Employee’s social security number. If not known, enter ‘I’ in position 2 and blanks in position 3-10
11-30	Employee Last Name
31-42	Employee First Name
43-43	Employee Middle Initial	Enter employee middle initial Leave blank if no middle initial
44-45	State Code	The state FIPS postal numeric code for the state wages are being reported for
46-49	Blank	Fill with blanks
50-63	State QTR Total Gross Wages	The quarterly wages subject to all taxes. Derived from IDFDV, Field sequence 3090
64-77	State QTR Unemployment Insurance Total Wages	The quarterly wages subject to unemployment taxes. Derived from IDFDV, Field sequence 7200
78-91	State QTR Unemployment Insurance Excess Wages	The quarterly wages in excess of the state UI taxable wage base
92-105	State QTR Unemployment Insurance Taxable Wages	The state QTR UI total wages less state QTR UI excess wages
106-142 KS	Blank	Fill with blanks
143-146	Taxing Entity Code	Constant ‘UTAX’
147-161	State Unemployment Insurance Account Number	The state UI employer account number. Derived from the SUI Registration number on IDGV
162-211 KS	Blank	Fill with blanks
212-212	Month-1 Employment	Enter ‘1’ if employee covered by UI worked or received pay for the pay period including the 12th day of the first reporting month, else enter ‘0’
213-213	Month-2 Employment	Enter ‘1’ if employee covered by UI worked or received pay for the pay period including the 12th day of the second reporting month, else enter ‘0’
214-214	Month-3 Employment	Enter ‘1’ if employee covered by UI worked or received pay for the pay period including the 12th day of the third reporting month, else enter ‘0’
215-220	Reporting Quarter and Year	Enter the last month and year for the calendar period which this report applies to. Example: 0620YY for Apr-June 20YY
221-275 KS	Blank	Fill with blanks

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Notes#

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