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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 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.

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

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#

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#

Record name: Code A - Transmitter Record

ICESA for the State of Kansas#

• The format details are found at the Kansas Department of Labor

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Notes#

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WHAT’S NEW FOR WAGE REPORTING FOR TAX YEAR 2011

The following changes have been noted for reporting W2 wages to the Federal Government in EGW2 format:

- (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 Kentucky 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 for ‘State Registration’ for State/Province: Kentucky

- IDGV Variables Tab must be set up ‘State Registration’ for the state of KY; it must also setup ‘W2 State Media Filing’ with value of ‘02’. to generate KY State magnetic media file for KY State only

IDGV - US SUI Registration

- IDGV Definition Tab must be set up with ‘State SUI Registration’ for State/Province: Kentucky

- 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 the state of Kentucky

STATE FILE PROCEDURES

- The state of Kentucky Department of Revenue accepts filing of Quarterly UI wages via magnetic media using the ICESA format.

- Records required for the UI wage reporting: Code A,E,S,T. - If using the EFW2 (formerly MMREF-1) file format to file for the state of Kentucky, the user must set up IDGV as follows: - for State Registration of Vermont, the IDGV Variable: ‘W2 STATE MEDIA FILING’ 02 – State requires its own File, do not include other State information in the State File

ANNUAL W2 WAGE REPORTING – EFW2 (formerly MMREF1) format

- The user must run RPYEU and select the following to generate Kentucky state file information:

Report List Filters, Select State: - Kentucky, 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: - State 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 (formerly MMREF1) Format

Record name: Code RA - Transmitter Record (same as the federal code RA)

Quarterly UI Wage Reporting – ICESA format

- The user must run RPYEU and select the following to generate Kentucky State file information: Media Format: - State SUI File Format Select State: - Kentucky, USA

- The ‘Quarterly Form Code’ must be entered in order to produce the SUI file in ICESA format

- 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 – ICESA format

(Please note that the following ‘Not Required’ fields may or may not always contain BLANKS).

Note: Columns coded with KY indicates it is a Kentucky specific requirement which is not the standard record format