Table of Contents
- Kentucky Annual and Quarterly Reporting
- 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 – 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 Federal Code RW)
- Record Name: Code RO - Employee Wage Record (Optional for State Reporting)
- Record Name: Code RS - State Wage Record (Same as Federal Specified Code RS)
- Record Name: Code RT - Total Record (Same as Federal Code RT)
- Record Name: Code RF - Final Record (Same as Federal Code RF)
- State Quarterly UI Wage Reporting – ICESA Format
- Quarterly UI Wage Magnetic Media Reporting – ICESA Format
- Record Name: Code A - Transmitter Record
- Record Name: Code E - Employer Record
- Record Name: Code S – Employee Wage Record
- Record Name: Code T - Total Record
- Notes
Kentucky Annual and Quarterly Reporting#
Set Up#
This document contains abbreviated set up requirements for the State of Kentucky 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: Kentucky
- The IDGV Variables tab must be set up ‘State Registration’ for the State of Kentucky
- ‘W2 State Media Filing’ must be set to ‘02’ to generate the State magnetic media file for State of Kentucky only.
IDGV - State SUI Registration#
- The IDGV Definition tab must be set up with ‘State SUI Registration’ for State/Province: Kentucky
- The IDGV Variables tab must be set up with ‘State SUI Registration’ for State/Province: Kentucky
- ‘W2 STATE MEDIA FILING’- Must be ‘02’ to generate UI wage magnetic media file for state of Kentucky.
State File Procedures#
The State of Kentucky Department of Revenue accepts filing of W-2s filing via magnetic media using the EFW2 file format.- Records required for W2 reporting are: Codes RA, RE, RW, RS, RT and RF. Optional record is Code RO.
When using the EFW2 file format to file for the state of Kentucky, the IDGV must be set up as follows:
- for State Registration of Kentucky, the IDGV Variables:
- ‘W2 STATE MEDIA FILING’ must be set to '02' – State requires its own File, do not include other State information in the State file.
- ‘W2 STATE MEDIA FILING’ must be set to '02' – State requires its own File, do not include other State information in the State file.
The State of Kentucky Department of Revenue accepts filing filing of Quarterly UI wages via magnetic media using the ICESA format.
- Records required for the UI wage reporting: Code A, E, S and T.
Annual W2 Wage Reporting – EFW2 File Format#
RPYEU must be run with the following report parameters and filters selected to generate the Kentucky State 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. Set to State 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: Kentucky, USA |
State Magnetic Media Reporting – EFW2 Format#
Record Name: Code RA – Submitter Record (Same as the Federal Code RA)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RA - Submitter Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RA" |
| 3-11 | Submitter’s Employer ID Number (EIN) | Required. Derived from the ‘SUB-ER-EIN’ IDFDV Field Identifier (seq 1000). Numeric only. |
| 12-19 | User Identification (User ID) | Required. Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file. |
| 20-23 | Software Vendor Code | Enter the numeric four-digit Software Vendor Identification Code assigned by the National Association of Computerized Tax Processors (NACTP). If "99 (Off-the-Shelf Software)" is entered in the Software Code field (positions 36-37) enter the Software Vendor Code. Otherwise, fill with blanks. |
| 24-28 | Blank | Fill with blanks. Reserved for SSA use. |
| 29 | Resub Indicator | Enter "1" if this file is being resubmitted. Otherwise, enter "0" (zero). |
| 30-35 | Resub Wage File Identifier (WFID) | If "1" was entered in Resub Indicator field (position 29), enter the WFID displayed on the notice SSA sent. Otherwise, fill with blanks. |
| 36-37 | Software Code | Enter "99" to indicate 'Off-the-Shelf Software' |
| 38-94 | Company Name | Enter the Company Name. Left justify and fill with blanks. |
| 95-116 | Location Address | Enter the company's location address (Attention, Suite, Room Number, etc). Left justify and fill with blanks |
| 117-138 | Delivery Address | Enter the company's delivery address (Street or Post Office Box). Example: 123 Main Street. Left justify and fill with blanks |
| 139-160 | City | Enter the company's city. Left justify and fill with blanks |
| 161-162 | State Abbreviation | Enter the company's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks |
| 163-167 | ZIP Code | Enter the company's ZIP code. For a foreign address, fill with blanks |
| 168-171 | ZIP Code Extension | Enter the company's four-digit extension of the ZIP code. If not applicable, fill with blanks |
| 172-176 | Blank | Fill with blanks. Reserved for SSA use. |
| 177-199 | Foreign State/Province | If applicable, enter the company's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 200-214 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 215-216 | 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. |
| 217-273 | Submitter Name | Required. Enter the name of the organization's submitter to receive error notification if this file cannot be processed. Left Justify and fill with blanks. Derived from the ‘SUB-SUBM-NAME’ IDFDV Field Identifier (seq 1150). |
| 274-295 | Submitter Location Address | Enter the submitter's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘SUB-SUBM-LOCN’ IDFDV Field Identifier (seq 1160). |
| 296-317 | Submitter Delivery Address | Required. Enter the submitter's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘SUB-SUBM-DELIV’ IDFDV Field Identifier (seq 1170). |
| 318-339 | Submitter City | Required. Enter the submitter's city. Left justify and fill with blanks. Derived from the ‘SUB-SUBM-CITY’ IDFDV Field Identifier (seq 1180). |
| 340-341 | Submitter State Abbreviation | Required. Enter the submitter's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-STATE’ IDFDV Field Identifier (seq 1190). |
| 342-346 | Submitter ZIP Code | Required. Enter the submitter's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘SUB-SUBM-ZIP’ IDFDV Field Identifier (seq 1200). |
| 347-350 | Submitter ZIP Code extension | Enter the submitter's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘SUB-SUBM-ZIP-EXT’ IDFDV Field Identifier (seq 1210). |
| 351-355 | Blank | Fill with blanks. Reserved for SSA use |
| 356-378 | Foreign State/Province | If applicable, enter the submitter's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 379-393 | Foreign Postal Code | If applicable, enter the submitter's foreign Postal Code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 394-395 | 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. |
| 396-422 | Contact Name | Required. Enter the name of the person to be contacted by SSA concerning processing problems. Left justify and fill with blanks. Derived from the ‘SUB-CONT-NAME’ IDFDV Field Identifier (seq 1250). |
| 423-437 | Contact Phone Number | Required. Enter the contact's phone number with numeric valies only (including area code). Do not use any special characters. Left justify and fill with blanks. NOTE: It is imperative that the contact's telephone number be entered in the appropriate positions. Failure to include correct and complete submitter contact information may, in some cases, delay the timely processing of your file. Derived from the ‘SUB-CONT-TEL’ IDFDV Field Identifier (seq 1260). |
| 438-442 | Contact Phone Extension | Enter the contact's telephone extension. Left justify and fill with blanks. Derived from the ‘SUB-CONT-TEL-EXT’ IDFDV Field Identifier (seq 1270). |
| 443-445 | Blank | Fill with blanks. Reserved for SSA use. |
| 446-485 | Contact E-mail/Internet | Enter the contact's e-mail/internet address. Derived from the ‘SUB-CONT-EMAIL’ IDFDV Field Identifier (seq 1280). |
| 486-488 | Blank | Fill with blanks. Reserved for SSA use. |
| 489-498 | Contact Fax | If applicable, enter the contact's fax number (including area code). Otherwise, fill with blanks. Derived from the ‘SUB-CONT-FAX’ IDFDV Field Identifier (seq 1290). |
| 499 | Blank | Fill with blanks. Reserved for SSA use. |
| 500 | Preparer Code | Enter one of the following codes to indicate who prepared this file: * A = Accounting Firm * L = Self Prepared * S = Service Bureau * P = Parent Company * O = Other If more than one code applies, use the code that best describes who prepared this file. |
| 501-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RE – Employer Record (Same as the Federal Code RE)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RE - Employer Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RE" |
| 3-6 | Tax year | Required. Enter the tax year for this report (YYYY). Derived from the user defined FROM-TO period, converted to YYYY. |
| 7 | Agent Indicator Code | If applicable, enter one of the following codes: * 1 = 2678 Agent * 2 = Common Paymaster * 3 = 3504 Agent If more than one code applies, use the one that best describes your status as an agent. Otherwise, fill with a blank. |
| 8-16 | Employer/Agent EIN | Required. Derived from the applicable Federal reporting EIN, from IDGV or IDGR. |
| 17-25 | Agent for EIN | If "1" was entered in the Agent Indicator Code field (position 7), enter the client-employer's EIN for which you are an Agent. Otherwise, fill with blanks. |
| 26 | Terminating Business Indicator | If this is the last tax year that W-2s will be filed under this EIN, enter "1". Otherwise, enter 0 (zero). |
| 27-30 | Establishment Number | For multiple RE (Employer) Records with the same EIN, you can use this field to assign a unique identifier for each RE (Employer) Record. Otherwise, fill with blanks. |
| 31-39 | Other EIN | For this tax year, if you submitted tax payments to the IRS under Form 941, 943, 944, CT-1 or Schedule H or W2 data to SSA, and a different EIN was used from the EIN in positions 8-16, enter the other EIN. Otherwise, fill with blanks. |
| 40-96 | Employer Name | Required. Enter the name associated with the EIN entered in positions 8 - 16. Left justify and fill with blanks. Derived from the 'W2-ER-NAME' IDFDV Field Identifier (seq 2010). |
| 97-118 | Employer Location Address | Enter the employer's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the 'W2-ER-LOCN-ADDR' IDFDV Field Identifier (seq 2020). |
| 119-140 | Employer Delivery Address | Enter the employer's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the 'W2-ER-DELIV-ADDR' IDFDV Field Identifier (seq 2030). |
| 141-162 | Employer City | Enter the employer's city. Left justify and fill with blanks. Derived from the 'W2-ER-CITY' IDFDV Field Identifier (seq 2040). |
| 163-164 | Employer State Abbreviation | Enter the employer's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the 'W2-ER-STATE' IDFDV Field Identifier (seq 2050). |
| 165-169 | Employer ZIP Code | Enter the employer's ZIP Code. For a foreign address, fill with blanks. Derived from the 'W2-ER-ZIP' IDFDV Field Identifier (seq 2060). |
| 170-173 | Employer ZIP Code Extension | Enter the employer's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the 'W2-ER-ZIP-EXT' IDFDV Field Identifier (seq 2070). |
| 174 | Kind of Employer | Required. Enter the appropriate kind of employer: * F = Federal Government * State/local non-501c * T = 501c non-government * Y = State/local 501c * N = None apply NOTE: Leave blank if the tax jurisdiction Code in position 220 of the RE (Employer) Records is "P" (Puerto Rico). |
| 175-178 | Blank | Fill with blanks. Reserved for SSA use. |
| 179-201 | Foreign State/Province | If applicable, enter the employer's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 202-216 | Foreign Postal Code | If applicable, enter the company's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 217-218 | 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. |
| 219 | Employment Code | Required. Enter the appropriate employment code: * A = Agriculture (Form 943) * H = Household (Schedule H) * M = Military (Form 941) * Q = Medicare Qualified Government Employment (Form 941) * X = Railroad (CT-1) * F = Regular (Form 944) * R = Regular (all others) (Form 941). NOTE: Railroad reporting is not applicable for Puerto Rico and territorial employers. |
| 220 | Tax Jurisdiction Code | Required. Enter the code that identifies the type of income tax withheld from the employee's earnings: * Blank (W-2) * V = Virgin Islands (W-2VI) * G = Guam (W-2GU) * S = American Samoa (W-2AS) * N = Northern Mariana Islands (W-2CM) * P = Puerto Rico (W-2PR/499R-2) |
| 221 | Third Party Sick Pay Indicator | Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero). |
| 222-248 | Employer Contact Name | Enter the name of the employer's contact. Left justify and fill with blanks. |
| 249-263 | Employer Contact Phone Number | Enter the employer's contact telephone number with numeric values only (including area code). Do not use any special characters. Left justify and fill with blanks. |
| 264-268 | Employer Contact Phone Extension | Enter the employer's contact telephone extension with numeric values only. Do not use any special characters. Left justify and fill with blanks. |
| 269-278 | Employer Contact Fax Number | If applicable, enter the employer's contact fax number with numeric values only (including area code). Do not use any special characters. Otherwise, fill with blanks. For US and US Territories only |
| 279-318 | Employer Contact E-Mail/Internet | Enter the employer's contact e-mail/internet address. |
| 319-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RW - Employee Wage Record (Same as Federal Code RW)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RW - Employee Wage Record #
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RW" |
| 3-11 | Social Security Number | Required. Enter the employee's SSN. If an invalid SSN is encountered, this field is filled with zeros. Derived from the ‘W2-EE-SSN’ (seq 2500) IDFDV Field Identifier. |
| 12-26 | Employee First Name | Required. Enter the employee's first name. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ (seq 2510) IDFDV Field Identifier. |
| 27-41 | Employee Middle Name or Initial | If applicable, enter the employee's middle name or initial. Left Justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-MIDDLE’ (seq 2520) IDFDV Field Identifier. |
| 42-61 | Employee Last Name | Required. Enter the employee's last name. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ (seq 2530) IDFDV Field Identifier. |
| 62-65 | Employee Suffix | If applicable, enter the employee's alphabetic suffix. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-SUFFIX’ (seq 2540) IDFDV Field Identifier. |
| 66-87 | Employee Location Address | Enter the employee's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘W2-EE-LOCN-ADDR’ (seq 2600) IDFDV Field Identifier. |
| 88-109 | Employee Delivery Address | Enter the employee's delivery address (Street or Post Office Box). Left justify and fill with blanks. Derived from the ‘W2-EE-DELIV-ADDR’ (seq 2610) IDFDV Field Identifier. |
| 110-131 | Employee City | Enter the employee's City. Left justify and fill with blanks. Derived from the ‘W2-EE-CITY’ (seq 2620) IDFDV Field Identifier. |
| 132-133 | Employee State Abbreviation | Enter the employee's State or commonwealth/territory. For a foreign address, fill with blanks. Derived from the ‘W2-EE-STATE’ (seq 2630) IDFDV Field Identifier. |
| 134-138 | Employee ZIP Code | Enter the employee's ZIP code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ (seq 2640) IDFDV Field Identifier. |
| 139-142 | Employee ZIP Code Extension | Enter the employee's four-digit ZIP code extension. If not applicable, fill with blanks. Derived from the ‘W2-EE-ZIP-EXT’ (seq 2650) IDFDV Field Identifier. |
| 143-147 | Blank | Fill with blanks. Reserved for SSA use. |
| 148-170 | Employee Foreign State/Province | If applicable, enter the employee's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-F-STATE’ (seq 2660) IDFDV Field Identifier. |
| 171-185 | 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 the ‘W2-EE-F-POSTAL’ (seq 2670) IDFDV Field Identifier. |
| 186-187 | Employee 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 the ‘W2-EE-COUNTRY’ (seq 2680) IDFDV Field Identifier. |
| 188-198 | Wages, Tips and Other Compensation | No negative amounts. Right justify and zero fill. Derived from the ‘W2-FIT-WAGE’ (seq 3000) IDFDV Field Identifier. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. |
| 199-209 | Federal Income Tax Withheld | No negative amounts. Right justify and zero fill. Derived from the ‘W2-FIT-TAX’ (seq 3010) IDFDV Field Identifier. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. |
| 210-220 | Social Security Wages | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'. If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Tips field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, reports zeros. The sum of this field and the Social Security Tips field should not exceed the annual maximum Social Security wage base for the tax year being reported. No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-WAGE’ (seq 3020) IDFDV Field Identifier. |
| 221-231 | Social Security Tax Withheld | Zero fill if the Employment Code reported in position 219 of the preceeding RE (Employer_ Record is 'Q-MGQE' or 'X-Railroad'. If the Employement Code is not 'Q-MGQE' or 'X-Railroad' and the amount in this field is greater than zero, then the Social Security Wages field and/or the Social Security Tips field must be greater than zero. No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-TAX’ (seq 3030) IDFDV Field Identifier. |
| 232-242 | Medicare Wages and Tips | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'. If Employment Code is 'H-Household' and the tax year is 1994 or later, this field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, fill with zeros. No negative amounts. Right justify and zero fill. Derived from the ‘W2-MEDI-WAGE’ (seq 3040) IDFDV Field Identifier. |
| 243-253 | Medicare Tax Withheld | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'X-Railroad'. No negative amounts. Right justify and zero fill. Derived from the ‘W2-MEDI-TAX’ (seq 3050) IDFDV Field Identifier. |
| 254-264 | Social Security Tips | Zero fill if the Employment Code reported in position 219 of the preceding RE (Employer) Record is 'Q-MGQE' or 'X-Railroad'. The sum of this field and the Social Security Wages field should not exceed the annual maximum Social Security wage base for the tax year being reported. Otherwise, reports zeros. If Employment Code is 'H-Household' and the tax year is 1994 or later, the sum of this field and the Social Security Wages field must be equal to or greater than the annual Household minimum for the tax year being reported. Otherwise, report zeros. No negative amounts. Right justify and zero fill. Derived from the ‘W2-SSN-TIP’ (seq 3060) IDFDV Field Identifier. |
| 265-275 | Blank | Fill with blanks. Reserved for SSA use. |
| 276-286 | Dependent Care Benefits | No negative amounts. Right justify and zero fill. Derived from the ‘W2-DEP-CARE’ (seq 3090) IDFDV Field Identifier. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. |
| 287-297 | Deferred Compensation Contributions to Section 401(k) (Code D) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-D’ (seq 4030) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 298-308 | Deferred Compensation Contributions to Section 403(b) (Code E) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-E’ (seq 4040) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 309-319 | Deferred Compensation Contributions to Section 408(k)(6) (Code F) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-F’ (seq 4050) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 320-330 | Deferred Compensation Contributions to Section 457(b) (Code G) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-G’ (seq 4060) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 331-341 | Deferred Compensation Contributions to Section 501(c)(18)(D) (Code H) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-H’ (seq 4070) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 342-352 | Blank | Fill with blanks. Reserved for SSA use. |
| 353-363 | Nonqualified Plan Section 457 Distributions or Contributions | No negative amounts. Right justify and zero fill. Derived from the ‘W2-NQUAL-457’ (seq 3102) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 364-374 | Employer Contributions to a Health Savings Account (Code W) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-W’ (seq 4190) IDFDV Field Identifier. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 375-385 | Nonqualified Plan Not Section 457 Distributions or Contributions | No negative amounts. Right justify and zero fill. Derived from the ‘W2-NQUAL-N457’ (seq 3104) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 386-396 | Nontaxable Combat Pay (Code Q) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 397-407 | Blank | Fill with blanks. Reserved for SSA use. |
| 408-418 | Employer Cost of Premiums for Group Term Life Insurance Over $50,000 (Code C) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-C’ (seq 4020) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 419-429 | Income from the Exercise of Non-Statutory Stock Options (Code V) | No negative amounts. Right justify and zero fill. Derived from the ‘W2-CODE-V’ (seq 4180) IDFDV Field Identifier. Does not apply to Puerto Rico employees. |
| 430-440 | Deferrals Under a Section 409A Non-Qualified Deferred Compensation Plan (Code Y) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 441-451 | Designated Roth Contributions to a Section 401 (k) Plan (Code AA) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico employees. |
| 452-462 | Designated Roth Contributions to a Section 403 (b) Salary Reduction Agreement (Code BB) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico employees. |
| 463-473 | Cost of Employer-Sponsored Health Coverage (Code DD) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 474-484 | Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF) | No negative amounts. Right justify and zero fill. |
| 485 | Blank | Fill with blanks. Reserved for SSA use. |
| 486 | Statutory Employee Indicator | Enter "1" for statutory employee. Otherwise, enter "0" (zero). Derived from the ‘W2-STAT-EE’ (seq 6000) IDFDV Field Identifier. |
| 487 | Blank | Fill with blanks. Reserved for SSA use. |
| 488 | Retirement Plan Indicator | Enter "1" for a retirement plan. Otherwise, enter "0" (zero). Derived from the ‘W2-RETIRE-PLAN’ (seq 6020) IDFDV Field Identifier. |
| 489 | Third-Party Sick Pay Indicator | Enter "1" for a sick pay indicator. Otherwise, enter "0" (zero). Derived from the ‘W2-3PARTY-SICK’ (seq 6060) IDFDV Field Identifier. |
| 490-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RO - Employee Wage Record (Optional for State Reporting) #
(Same as Federal Code RO)State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RO - Employee Wage Record #
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant ‘RO’ |
| 3-11 | Blank | Fill with blanks. Reserved for SSA use. |
| 12-22 | Allocated Tips | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070) |
| 23-33 | Uncollected Employee Tax on Tips (Codes A and B) | Combine the uncollected Social Security tax and the uncollected Medicare tax. No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010) |
| 34-44 | Medical Savings Account (Code R) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-R’ (seq 4150). Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 45-55 | Simple Retirement Account (Code S) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-S’ (seq 4160). Does not apply to Puerto Rico employees. |
| 56-66 | Qualified Adoption Expenses (Code T) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-T’ (seq 4170). Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 67-77 | Uncollected Social Security or RRTA Tax on Cost of Group Term Life Insurance over $50,000 (Code M) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-M’ (seq 4110). Does not apply to Puerto Rico employees. |
| 78-88 | Uncollected Medicare Tax on Cost of Group Term Life Insurance over $50,000 (Code N) | No negative amounts. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-N’ (seq 4120). Does not apply to Puerto Rico employees. |
| 89-99 | Income Under a Nonqualified Deferred Compensation Plan That Fails to Satisfy Section 409A (Code Z) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 100-110 | Blank | Fill with blanks. Reserved for SSA use. |
| 111-121 | Designated Roth Contributions Under a Governmental Section 457(b) Plan )(Code EE) | No negative amounts. Right justify and zero fill. Does not apply to Puerto Rico or Northern Mariana Islands employees. |
| 122-132 | Income from Qualified Grants Under Section 83(i) (Code GG) | No negative amounts. Right justify and zero fill. |
| 133-143 | Aggregate Deferrals Under Section 83(i) Elections as of the Close of the Calendar Year (Code HH) | No negative amounts. Right justify and zero fill. |
| 144-274 | Blank | Fill with blanks. Reserved for SSA use. |
| 275-285 | Wages Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
| 286-296 | Commissions Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
| 297-307 | Allowances Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
| 308-318 | Tips Subject to Puerto Rico Tax | SNo negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
| 319-329 | Total Wages, Commissions, Tips, and Allowances Subject to Puerto Rico Tax | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
| 330-340 | Puerto Rico Tax Withheld | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
| 341-351 | Retirement Fund Annual Contributions | No negative amounts. Right justify and zero fill. For Puerto Rico employees only. |
| 352-362 | Blank | Fill with blanks. Reserved for SSA use. |
| 363-373 | Total Wages, Tips and Other Compensation Subject to Virgin Islands, Guam, American Samoa or Northern Mariana Islands Income Tax | No negative amounts. Right justify and zero fill. For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees only. |
| 374-384 | Virgin Islands, American Samoa, Guam, or Northern Mariana Islands Income Tax Withheld | No negative amounts. Right justify and zero fill. For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees only. |
| 385-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RS - State Wage Record (Same as Federal Specified Code RS)#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RS" |
| 3-4 | State Code | Enter the appropriate FIPS postal numeric code. Derived from the State being reported, from IDFDV sequence 7000 |
| 5-9 | Taxing Entity Code | Defined by State/local agency. |
| 10-18 | Social Security Number | Enter the employee's SSN. If no SSN is available, enter zeros. Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier. |
| 19-33 | Employee First Name | Enter the employee's first name. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier. |
| 34-48 | Employee Middle Name or Initial | If applicable, enter the employee's middle name or initial. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-MIDDLE’ IDFDV Field Identifier. |
| 49-68 | Employee Last Name | Enter the employee's last name. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier. |
| 69-72 | Employee Suffix | If applicable, enter the employee's alphabetic suffix. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-SUFFIX’ IDFDV Field Identifier. |
| 73-94 | Employee Location Address | Enter the employee's location address (Attention, Suite, Room Number, etc.) Left justify and fill with blanks. Derived from the ‘W2-EE-LOCN-ADDR’ IDFDV Field Identifier. |
| 95-116 | Employee Delivery Address | Enter the employee's delivery address. Left justify and fill with blanks. Derived from the ‘W2-EE-DELIV-ADDR’ IDFDV Field Identifier. |
| 117-138 | Employee City | Enter the employee's city. Left justify and fill with blanks. Derived from the 'W2-EE-CITY’ IDFDV Field Identifier. |
| 139-140 | Employee State Abbreviation | Enter the employee's State or commonwealth/territory. Use a postal abbreviation. For a foreign address, fill with blanks. Derived from the ‘W2-EE-STATE’ IDFDV Field Identifier. |
| 141-145 | Employee ZIP Code | Enter the employee's ZIP Code. For a foreign address, fill with blanks. Derived from the ‘W2-EE-ZIP’ IDFDV Field Identifier. |
| 146-149 | Employee ZIP Code Extension | Enter the employee's four-digit extension of the ZIP code. If not applicable, fill with blanks. Derived from the ‘W2-EE-ZIP-EXT’ IDFDV Field Identifier. |
| 150-154 | Blank | Fill with blanks. Reserved for SSA use. |
| 155-177 | Foreign State/Province | If applicable, enter the employee's foreign State/Province. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 178-192 | Foreign Postal Code | If applicable, enter the employee's foreign postal code. Left justify and fill with blanks. Otherwise, fill with blanks. |
| 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 |
- Location 195 to 267
- Apply to Quarterly Unemployment Reporting
If the user specified ‘Period Type’ = ‘Quarter’, then locations 195 to 267 will be filled. Please see Tax Reporting - US General for detail for quarterly reporting.
| Column | Description | Source |
|---|---|---|
| 195-196 | Optional Code | State specific data If not used, enter blanks Right justify and zero fill |
| 197-202 | Reporting Period | Enter the last month and four-digit year for the calendar quarter that this report applies. Applies to unemployment reporting. |
| 203-213 | State Quarterly Unemployment Insurance Total Wages | Enter the total State QTR UI total wages Right justify and zero fill. Applies to unemployment reporting. |
| 214-224 | State Quarterly Unemployment Insurance Total Taxable Wages | Enter the total QTR UI total taxable wages Right justify and zero fill. Applies to unemployment reporting. |
| 225-226 | Number of Weeks Worked | Defined by State/local agency. Applies to unemployment reporting. |
| 227-234 | Date First Employed | Enter the month, day and four-digit year. Applies to unemployment reporting. |
| 235-242 | Date of Separation | Enter the month, day and four-digit year. Applies to unemployment reporting. |
| 243-247 | Blank | Fill with blanks. Reserved for SSA use. |
| 248-267 | State Employer Account Number | Enter the employer's withholding account number. Applies to unemployment reporting. |
| 268-273 | Blank | Fill with blanks. Reserved for SSA use. |
- Location 274 to 337
- Apply to Income Tax Reporting
If the user specified ‘Period Type’ = ‘Quarter’ or ‘Year’, then Location 274 to 337 will be filled.
| Column | Description | Source |
|---|---|---|
| 274-275 | State code | Enter the appropriate FIPS postal numeric code. Kentucky is ‘21’ System derived from the State being reported |
| 276-286 | State Taxable Wages | Enter the total State taxable wages Derived from IDFDV, Field Identifier: ‘W2-ST-WAGE-HOME’(7020) and ‘W2-ST-WAGE-WORK’ (7030) |
| 287-297 | State Income Tax Withheld | Enter the total State Income Tax Withheld Derived from IDFDV, Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050) |
| 298-307 | Other State Data | Right justify and zero fill |
| 308 | Tax Type Code | Enter the appropriate code for entries in fields 309-330: * C = City Income Tac * D = County Income Tax * E = School District Income Tax * F = Other Income Tax. Applies to income tax reporting. |
| 309-319 | Local Taxable Wages | To be defined by State/local agency. Right justify and zero fill Applies to income tax reporting. |
| 320-330 | Local Income Tax Withheld | To be defined by State/local agency. Right justify and zero fill Applies to income tax reporting. |
| 331-337 | State Control Number | Optional. Right justify and zero fill Applies to income tax reporting. |
| 338-412 | Supplemental Data 1 | Fill with hard spaces |
| 413-487 | Supplemental Data 2 | Fill with hard spaces |
| 488-512 | Blank | Fill with blanks. Reserved for SSA use. |
- 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)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RT - Total Record #
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RT" |
| 3-9 | Number of RW Records | Total number of "RW" records reported since last "RE" record. Right justify and zero fill. |
| 10-24 | Wages, Tips and Other Compensation | Total of all "RW" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands emplyees. Derived from IDFDV Field Identifier: ‘W2-FIT-WAGE’ |
| 25-39 | Federal Income Tax Withheld | Total of all "RW" records since last "RE" record. Right justify and zero fill. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands emplyees. Derived from IDFDV Field Identifier: ‘W2-FIT-TAX’ |
| 40-54 | Social Security Wages | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-SSN-WAGE’ |
| 55-69 | Social Security Tax Withheld | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-SSN-TAX’ |
| 70-84 | Medicare Wages and Tips | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-MEDI-WAGE’ |
| 85-99 | Medicare Tax Withheld | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-MEDI-TAX’ |
| 100-114 | Social Security Tips | Total of all "RW" records since last "RE" record. Zero fill if the Employment Code is position 219 of the preceeding RE Employer Record is "Q-MQGE" or "X-Railroad". Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-SSN-TIP’ |
| 115-129 | Blank | Fill with blanks. Reserved for SSA use. |
| 130-144 | Dependent Care Benefits | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico, Virgin Islands, American Samoa, Guam or Northern Mariana Islands employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-DEP-CARE’ |
| 145-159 | Deferred Compensation Contributions to Section 401(k) (Code D) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-D’ |
| 160-174 | Deferred Compensation Contributions to Section 403(b)(Code E) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-E’ |
| 175-189 | Deferred Compensation Contributions to Section 408(k)(6) (Code F) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-F’ |
| 190-204 | Deferred Compensation Contributions to Section 457(b) (Code G) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-G’ |
| 205-219 | Deferred Compensation Contributions to Section 501(c)(18)(D) (Code H) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-H’ |
| 220-234 | Blank | Fill with blanks. Reserved for SSA use. |
| 235-249 | Nonqualified Plan Section 457 Distributions or Contributions | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-NQUAL-457’ |
| 250-264 | Employer Contribution to a Health Savings Account (Code W) | Total of all "RW" records since last "RE" record. No negative amounts. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-W’ |
| 265-279 | Nonqualified Plan Not Section 457 Distributions or Contributions | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-NQUAL-N457’ |
| 280-294 | Nontaxable Combat Pay (Code Q) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. |
| 295-309 | Cost of Employer-Sponsored Health Coverage (Code DD) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. |
| 310-324 | Employer Cost of Premiums for Group Term Life Insurance over $50,000 (Code C) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-C’ |
| 325-339 | Income Tax Withheld by Payer of Third-Party Sick Pay | Total of all "RW" records since last "RE" record. Total Federal Income Tax withheld by third-parties (generally insurance companies) from sick or disability payments made to your employees. Does not apply to Puerto Rico employees. Derived from IDFDV Field Identifier: ‘SUB-3RD-PARTY-TAX’ |
| 340-354 | Income from the Exercise of Non-statutory Stock Options (Code V) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. Derived from IDFDV Field Identifier: ‘W2-CODE-V’ |
| 355-369 | Deferrals Under a Section 409A Nonqualified Deferred Compensation Plan (Code Y) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico or Northern Mariana Islands employees. Right justify and zero fill. |
| 370-384 | Designated Roth Contributions to a Section 401(k) Plan (Code AA) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. |
| 385-399 | Designated Roth Contributions to a Section 403(b) Salary Reduction Agreement (Code BB) | Total of all "RW" records since last "RE" record. Does not apply to Puerto Rico employees. Right justify and zero fill. |
| 400-414 | Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement (Code FF) | Total of all "RW" records since last "RE" record. Right justify and zero fill. |
| 415-512 | Blank | Fill with blanks. Reserved for SSA use. |
Record Name: Code RF - Final Record (Same as Federal Code RF)#
State Media Magnetic Media Reporting - SSA EFW2 File Format for Annual and Quarterly Reporting#
Record Name: Code RF - Final Record#
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Indentifier | Constant "RF" |
| 3-7 | Blank | Fill with blanks. Reserved for SSA use |
| 8-16 | Number of RW Records | Total number of RW (Employee) Records reported on the entire file. Right justify and zero fill |
| 17-512 | Blank | Fill with blanks. Reserved for SSA use |
State Quarterly UI Wage Reporting – ICESA Format#
The State of Kentucky Department of Revenue accepts filing filing of Quarterly UI wages via magnetic media using the ICESA format.- Records required for the UI wage reporting: Code A, E, S and T
RPYEU must be run with the following report parameters and filters selected to generate the Kentucky State file information:
RPYEU Report Parameters
| Annual Form Code | Use standard form code, such as 'HL$US-W2-20YY' |
| Quarterly Form Code | Use the standard form code ‘HL$US-QTR-20YY. Must be entered in order to generate the Kentucky UI wage file in the ICESA format |
| Govt Interface Format | Mandatory. Enter HL$US-QTR-MM20YY |
| Period Type | Mandatory. Defines the period type. Enter "Quarter" for quarterly reporting. |
| Period End Date | Mandatory. Defines the end date of the reporting period. Enter in DD-MMM-YYYY format |
| Media Format | Mandatory. Set to 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: Kentucky, USA |
Quarterly UI Wage Magnetic Media Reporting – ICESA Format #
NOTE: The following ‘Not Required’ fields may or may not always contain blanks.NOTE: Columns coded with KY indicate it is a Kentucky 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 | Year | Enter year that is being reported Derived fFrom user specified FROM-TO period converted to YYYY format |
| 6-14 | Transmitter’s Federal EIN | Enter the employer's FEIN Numeric characters only Omit hyphens, prefixes and suffixes Derived from IDFDV Field Identifier: ‘TRAN EIN’ |
| 15-18 | Taxing Entity Code | Constant ‘UTAX’ |
| 19-23 | Blank | Fill with blanks |
| 24-73 | Transmitter Name | Enter the name of the organization submitting the file Derived from IDFDV, Field Identifier: ‘TRAN NAME’ |
| 74-113 | Transmitter Street Address | Enter the transmitter's street address Derived from IDFDV, Field Identifier: ‘TRAN ADDRESS’ |
| 114-138 | Transmitter City | Enter the transmitter's city Derived from IDFDV, Field Identifier: ‘TRAN CITY’ |
| 139-140 | Transmitter State | Enter the transmitter's two character FIPS postal abbreviation Derived from IDFDV, Field Identifier: ‘TRAN STATE’ |
| 141-153 | Blank | Fill with blanks |
| 154-158 | Transmitter ZIP Code | Enter the transmitter's zip code Derived from IDFDV, Field Identifier: ‘TRAN ZIP CODE’ |
| 159-163 | Transmitter ZIP Code extension | Enter the transmitter's zip code extension, if applicable Include hypen in position 159 Derived from IDFDV, Field Identifier: ‘TRAN ZIP EXTN’ (include ‘-‘ in position 159) |
| 164-193 | Transmitter Contact | Enter the name of the individual from transmitter's organization whois responsible for the accuracy of the wage report Derived from IDFDV, Field Identifier: ‘TRAN CONTACT’ |
| 194-203 | Transmitter Contact Telephone Number | Enter the transmitter's contact phone number Derived from IDFDV, Field Identifier: ‘TRAN CONTACT PHONE’ |
| 204-207 | Telephone Extension | Enter the transmitter's contact extension number Derived from IDFDV, Field Identifier: ‘TRAN CONTACT EXTN’ |
| 208-242 | Blank | Fill with blanks |
| 243-250 | Date | Enter the month, last day of the month and year that is being reported Enter date in MMDDYYYY format Example: 013120YY, 063020YY |
| 251-275 | Blank | Fill with blanks |
Record Name: Code E - Employer Record #
| Column | Description | Source |
|---|---|---|
| 1-1 | Record Identifier | Constant ‘E’ |
| 2-5 | Payment Year | Enter the year that is being reported, in YYYY format |
| 6-23 KY | Blank | Fill with blanks |
| 24-73 | Employer Name | Enter the employer’s name exactly as registered with the State UI agency Derived from the Entity |
| 74-172 KY | Blank | Fill with blanks |
| 173-174 KY | Employer Account Number Prefix | Enter the employer's account number prefix, if applicable If none, enter "00" Derived from the IDGV State SUI Registration |
| 175-180 KY | Employer Account Number | Enter the employer's account number Derived from the IDGV State SUI Registration |
| 181 KY | Employer Suffix | Enter the employer's suffix, if applicable. If none, fill with blanks Derived from the IDGV State SUI Registration |
| 182-187 KY | Blank | Fill with blanks |
| 188-189 | Reporting Quarter | Enter the last month of the reporting quarter. Options are 03, 06, 09, or 12 |
| 190-275 KY | Blank | Fill with blanks |
Record Name: Code S – Employee Wage Record #
| Column | Description | Source |
|---|---|---|
| 1-1 | Record Identifier | Constant ‘S’ |
| 2-10 | Employee's Social Security Number | Enter the employee's SSN. If no SSN is available, enter zeros. Derived from the ‘W2-EE-SSN’ IDFDV Field Identifier. |
| 11-30 | Employee Last Name | Enter the employee's last name. Left justify and fill with blanks. Derived from the ‘W2-EE-LAST-NAME’ IDFDV Field Identifier. |
| 31-42 | Employee First Name | Enter the employee's first name. Left justify and fill with blanks. Derived from the ‘W2-EE-FIRST-NAME’ IDFDV Field Identifier. |
| 43 | Employee Middle Initial | Enter the employee's middle initial, if applicable,. Left justify and fill with blanks. Otherwise, fill with blanks. Derived from the ‘W2-EE-MIDDLE’ IDFDV Field Identifier. |
| 44-49 KY | Blank | Fill with blanks |
| 50-63 | State QTR Total Gross Wages | Enter the total QTR gross wages Right justify and zero fill Derived from the total Quarterly wages subject to all taxes |
| 64-77 KY | Blank | Fill with blanks |
| 78-91 KY | Excess Wages | Enter the total excess wages Right justify and zero fill |
| 92-275 KY | Blank | Fill with blanks |
Record Name: Code T - Total Record #
| Column | Description | Source |
|---|---|---|
| 1-1 | Record Identifier | Constant ‘T’ |
| 2-12 KY | Blank | Fill with blanks |
| 13-26 | State QTR Total Gross Wages for Employer | Enter the total QTR gross wages subject to all taxes Total of this field on all ‘S’ records since the last ‘E’ record |
| 27-40 KY | Blank | Fill with blanks |
| 41-54 | State QTR Unemployment Insurance Excess Wages for Employer | Enter the total QTR wages in excess of the State UI taxable wage base Total of all ‘S’ records since the last ‘E’ record |
| 55-68 | State QTR Unemployment Insurance Taxable Wages for Employer | Enter the QTR UI total wages less the State QTR UI excess wages Total of all ‘S’ records since the last ‘E’ record |
| 69-81 KY | Tax Due | Enter the total tax due |
| 82-87 | UI Tax Rate this Quarter | Enter the employer UI rate for this reporting period One decimal point followed by 5 digits. Example: 2.8% = .02800 |
| 88-144 KY | Blank | Fill with blanks |
| 145-149 KY | Surcharge Rate or SCUF Rate | Enter the surcharge or SCUF rate |
| 150-160 KY | Surcharge Due or SCUF Due | Enter the total surcharge or SCUF due |
| 161-226 | Blank | Fill with blanks |
| 227-233 | Month 1 Employment | Enter the total number of employees, covered by UI, who worked or received pay for the pay period including the 12th day of the first reporting month Total fo all ‘S’ records after the last ‘E’ record |
| 234-240 | Month 2 Employment | Enter the total number of employees, covered by UI, who worked or received pay for the pay period including the 12th day of the second reporting month Total of all ‘S’ records after the last ‘E’ record |
| 241-247 | Month 3 Employment | Enter the total number of employees, covered by UI, who worked or received pay for the pay period including the 12th day of the third reporting month Total for all ‘S’ records after the last ‘E’ record |
| 248-275 KY | Blank | Fill with blanks |
Notes#
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