Table of Contents
- Kansas Annual and Quarterly Reporting
- What's New for Tax Year 2011
- Set Up
- IDGV - State Registration
- IDGV - State SUI Registration
- State File Procedures
- Annual W2 Wage Reporting – EFW2 File Format
- State Magnetic Media Reporting – EFW2 Format
- Record Name: Code RA - Transmitter Record (Same as the Federal Code RA)
- Record Name:Code RE - Employer Record (same as federal code RE)
- Record Name: Code RW - Employee Wage Record (same as federal code RW)
- Record Name: Code RO - Employee Wage Record (Optional for Kansas W2 Reporting)
- Record Name: Code RS - State Wage Record
- 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, optional for Kansas state)
- Record Name: Code RF - Final Record (same as federal code RF)
- State Quarterly UI Wage Reporting – NASWA/ICESA format
- QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – NASWA/ICESA format
- Record Name: Code A - Transmitter Record
- Record Name: Code B - Authorization Record
- Record Name: Code E - Employer Record
- Record Name: Code S – Employee Wage Record
- ICESA for the State of Kansas
- 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 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.
- for State Registration of Kansas, the IDGV Variables:
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 |
State Magnetic Media Reporting – EFW2 Format#
Record Name: Code RA - Transmitter Record (Same as the Federal Code RA) #
| Column | Description | Source |
|---|
1-2 - Record Identifier - Constant "RA"
3-11 - Submitter’s Employer ID number (EIN) - Numeric only - Derived from IDFDV 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 | Source |
|---|
1-2 - Record Identifier - Constant "RE"
3-6 - Tax year CCYY - From user specified FROM-TO period converted to CCYY
7 - Agent Indicator Code - Derived from IDFDV 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 | Source |
|---|
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 | Source |
|---|
1-2 - Record Identifier - Constant ‘RO’
3-11 - blank
- Location 12 to 264
- Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.
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
- 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
- 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 | Source |
|---|
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 | Source |
|---|
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 | Source |
|---|
1-2 - Record Identifier - Constant "RU"
3-9 - Number of RO Records - Total number of code "RO" records reported since last code "RE" reocrd
10-24 - Allocated Tips - Derived from IDFDV 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 | Source |
|---|
1-2 - Record Identifier - Constant "RV"
3-512 - blank
Record Name: Code RF - Final Record (same as federal code RF)#
| Column | Description | Source |
|---|
3-7 - blank
8-16 - Number of RW Records - Total number of code "RW" records on file
17-512 - blank
State Quarterly UI Wage Reporting – NASWA/ICESA format#
RPYEU must be run and the following selected to generate Kansas state file information:- The state of Kansas must be selected in the ‘Report List Filters’.
- Annual Form Code – Use the standard supplied form code HL$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
- The ‘Quarterly Form Code’ must be entered in order to produce the UI wage file in ICESA format.
- Use the supplied form code ‘HL$US-QTR-2012’. The Variables need to be entered in this form code for specific use in the installation.
- Period Type:Quarter
- Period End Date:Enter the quarter end date, i.e. 30-Jun-2011
- Media File Type:State SUI File Format
- If the Directory Name/Media File Name is not supplied, an output file will not be produced.
QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – NASWA/ICESA format#
QUARTERLY UI Wage MAGNETIC MEDIA REPORTING – NASWA/ICESA format(Please note that the following ‘Not Required’ fields may or may not always contain BLANKS).
Note: Columns with KS indicates it is a state of Kansas specific requirement which is not the standard record format
Record Name: Code A - Transmitter Record #
| Column | Description | Source |
|---|
1-1 - Record Identifier. - Constant ‘A’.
2-5 - Payment Year. - Enter year for which this report is being prepared - From user specified FROM-TO period converted to YYYY
6-14 - Transmitter’s Federal EIN - Enter only numeric characters; omit hyphens, prefixes and suffixes - Derived from IDFDV 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 | Source |
|---|
1-1 - Record Identifier. - Constant ‘B’
2-5 - Payment Year. - Enter the year for which this report is being prepared
6-14 - Transmitter’s Federal EIN. - Enter only numeric characters - Derived from IDFDV 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 | Source |
|---|
1-1 - Record Identifier. - Constant ‘E’.
2-5 - Payment Year. - Enter the year for which the report is being prepared
6-14 - Federal EIN - Enter only numeric characters of the Federal EIN
15-23 - 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 | Source |
|---|
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.
ICESA for the State of Kansas#
- The format details are found at the Kansas Department of Labor
Notes#
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