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Kansas Annual and Quarterly Reporting#

What's New for Tax Year 2011#

The following changes have been noted for reporting W2 wages to the Federal Government:

• (W2 Form) The ‘Advance Earned Income Credit Payment’ is eliminated for tax year beginning after December 31, 2010. Box 9, Advance EIC payments, has been deleted from the 2011 Form W2.
• (W2 Form) Code DD is added to Box 12 of the 2011 form W2 to report the cost of employer-sponsored health coverage. However, this reporting will not be mandatory for 2011.
• (W2 Form) Code EE, Designated Roth contributions under a government section 457(b) plan, has been added to the list of codes in box 12 of Form W2.
• (W2 File) A new field, Kind of Employer, has been added to the RE Employer Record (position 174). This is a required field.
• (W2 File) A new field, Cost of Employer-Sponsored Health Coverage, has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
• (W2 File) A new field, Designated Roth Contributions Under a Governmental Section 457(b) Plan, has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159)

Set Up#

This document contains abbreviated set up requirement for the state of 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.

When RPYEU is run the first time, this UDF will be generated on IMUF for P2K_CM_LOCATIONS ‘LOCATION PLANT CODE’; this does not be set up manually.

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.

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

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Notes#

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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

- 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)

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