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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 in EGW2 format:

• (W2 Form) The ‘Advance Earned Income Credit Payment’ is eliminated for the 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#

• The IDGV Definitiontab 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 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 - State SUI Registration#

• The IDGV Definitiontab 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 filing of Quarterly UI wages via magnetic media using the ICESA format.
• Records required for the UI wage reporting: Code A,E,S,T.
• When using the EFW2 (formerly MMREF-1) 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’ 01 – 02 – State requires its own File, do not include other state information in the State file.

Annual W2 Wage Reporting – EFW2 File Format#

RPYEU must be run and the following selected 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 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, Field Identifier: ‘SUB-ER-EIN’ (seq 1000)
12-28	Personal Identification Number (PIN) and Software Vendor Code	Derived from IDFDV, 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, Field Identifier:‘SUB-RESUB-IND’ (seq 1020)
30-35	Resub WFID	Derived from IDFDV, Field Identifier:‘SUB-RESUB-WFID’ (seq 1030)
36-37	Software Code	Derived from IDFDV, Field Identifier:‘SUB-SOFTWARE’ (seq 1040)
38-94	Company Name	Derived from IDFDV, Field Identifier:‘SUB-COMP-NAME’ (seq 1050)
95-116	Location Address	Derived from IDFDV, Field Identifier:‘SUB-COMP-LOCN’ (seq 1060)
117-138	Delivery Address	Derived from IDFDV, Field Identifier:‘SUB-COMP-DELIV’ (seq 1070)
139-160	Company City	Derived from IDFDV, Field Identifier:‘SUB-COMP-CITY’ (seq 1080)
161-162	Company State Abbreviation	Derived from IDFDV, Field Identifier:‘SUB-COMP-STATE’ (seq 1090)
163-167	Company ZIP code	Derived from IDFDV, Field Identifier:‘SUB-COMP-ZIP’ (seq 1100)
168-171	Company ZIP code extension	Derived from IDFDV, Field Identifier:‘SUB-COMP-ZIP-EXT’ (seq 1110)
172-176	Blank
177-199	Company Foreign State/Province	Derived from IDFDV, Field Identifier:‘SUB-COMP-F-STATE’ (seq 1120)
200-214	Company Foreign Postal Code	Derived from IDFDV, Field Identifier:‘SUB-COMP-F-POST’ (seq 1130)
215-216	Company Country Code	Derived from IDFDV, Field Identifier:‘SUB-COMP-COUNTRY’ (seq 1140)
217-273	Submitter Name	Derived from IDFDV, Field Identifier:‘SUB-SUBM-NAME’ (seq 1150)
274-295	Submitter Location Address	Derived from IDFDV, Field Identifier:‘SUB-SUBM-LOCN’ (seq 1160)
296-317	Submitter Delivery Address	Derived from IDFDV, Field Identifier:‘SUB-SUBM-DELIV’ (seq 1170)
318-339	Submitter City	Derived from IDFDV, Field Identifier:‘SUB-SUBM-CITY’ (seq 1180)
340-341	Submitter State Abbreviation	Derived from IDFDV, Field Identifier:‘SUB-SUBM-STATE’ (seq 1190)
342-346	Submitter ZIP code	Derived from IDFDV, Field Identifier:‘SUB-SUBM-ZIP’ (seq 1200)
347-350	Submitter ZIP code extension	Derived from IDFDV, Field Identifier: ‘SUB-SUBM-ZIP-EXT’ (seq 1210)
351-355	Blank
356-378	Submitter Foreign State/Province	Derived from IDFDV, Field Identifier: ‘SUB-SUBM-F-STATE’ (seq 1220)
379-393	Submitter Foreign Postal Code	Derived from IDFDV, Field Identifier:‘SUB-SUBM-F-POST’ (seq 1230)
394-395	Submitter Country Code	Derived from IDFDV, Field Identifier:‘SUB-SUBM-COUNTRY’ (seq 1240)
396-422	Contact Name	Derived from IDFDV, Field Identifier:‘SUB-CONT-NAME’ (seq 1250)
423-437	Contact Phone Number	Derived from IDFDV, Field Identifier: ‘SUB-CONT-TEL’ (seq 1260)
438-442	Contact Phone Extension	Derived from IDFDV, Field Identifier: ‘SUB-CONT-TEL-EXT’ (seq 1270)
443-445	Blank
446-485	Contact E-mail	Derived from IDFDV, Field Identifier: ‘SUB-CONT-EMAIL’ (seq 1280)
486-488	Blank
489-498	Contact FAX	Derived from IDFDV, Field Identifier: ‘SUB-CONT-FAX’ (seq 1290)
499-499	Preferred Method of Problem Notification Code	Derived from IDFDV, Field Identifier: ‘SUB-CONT-METH’ (seq 1300)
500-500	Preparer Code	Derived from IDFDV, Field Identifier: ‘SUB-PREPARER’ (seq 1310)
501-512	Blank

Record Name: Code RE - Employer Record (Same as the 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, Field Identifier: ‘W2-ER-AGENT-IND’ (seq 1500)
8-16	Employer/Agent EIN	Derived the applicable Federal reporting EIN, from IDGV or IDGR
17-25	Agent for EIN	Derived from IDFDV, Field Identifier:‘W2-ER-FOR-EIN’ (seq 1510)
26	Terminating Business Indicator	Derived from IDFDV, Field Identifier: ‘W2-ER-TERM-BUS’ (seq 1520)
27-30	Establishment Number	Derived from IDFDV, Field Identifier: ‘W2-ER-ESTAB’ (seq 1530)
31-39	Other EIN	Derived from IDFDV, Field Identifier: ‘W2-ER-OTHER-EIN’ (seq 1540)
40-96	Employer Name	Derived from IDFDV, Field Identifier: ‘W2-ER-NAME’ (seq 2010)
97-118	Employer Location Address	Derived from IDFDV, Field Identifier: ‘W2-ER-LOCN-ADDR’ (seq 2020)
119-140	Employer Delivery Address	Derived from IDFDV, Field Identifier: ‘W2-ER-DELIV-ADDR’ (seq 2030)
141-162	Employer City	Derived from IDFDV, Field Identifier: ‘W2-ER-CITY’ (seq 2040)
163-164	Employer State Abbreviation	Derived from IDFDV, Field Identifier: ‘W2-ER-STATE’ (seq 2050)
165-169	Employer ZIP Code	Derived from IDFDV, Field Identifier: ‘W2-ER-ZIP’ (seq 2060)
170-173	Employer ZIP Code Extension	Derived from IDFDV, Field Identifier: ‘W2-ER-ZIP-EXT’ (seq 2070)
174-174	Kind of Employer	Derived from IDFDV, Field Identifier: ‘W2-KIND-OF-EMPLOYER’ (seq 2120)
175-178	Blank
179-201	Employer Foreign State/Province	Derived from IDFDV, Field Identifier: ‘W2-ER-F-STATE’ (seq 2080)
202-216	Employer Foreign Postal Code	Derived from IDFDV, Field Identifier: ‘W2-ER-F-POSTAL’ (seq 2090)
217-218	Employer Country Code	Derived from IDFDV, 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 A set of code RE, RW/RO/RS, RT/RU records will be generated for different types of employment
220	Tax Jurisdiction Code	Derived from IDFDV, Field Identifier: ‘W2-ER-TAX-JURIS’ (seq 2110)
221	Third-Party Sick Pay Indicator	Derived from IDFDV, Field Identifier:‘SUB-3RD-PARTY-SICK’ (seq 1480)
222-512	Blank

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

Column	Description	Source
1-2	Record Identifier	Constant "RW"
3-11	Social Security Number	Derived from IDFDV, 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, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)
27-41	Employee Middle Name or Initial	Derived from IDFDV, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)
42-61	Employee Last Name	Derived from IDFDV, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)
62-65	Employee Suffix	Derived from IDFDV, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)
66-87	Employee Location Address	Derived from IDFDV, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)
88-109	Employee Delivery Address	Derived from IDFDV, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)
110-131	Employee City	Derived from IDFDV, Field Identifier: ‘W2-EE-CITY’ (seq 2620)
132-133	Employee State Abbreviation	Derived from IDFDV, Field Identifier: ‘W2-EE-STATE’ (seq 2630)
134-138	Employee ZIP Code	Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)
139-142	Employee ZIP Code Extension	Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)
143-147	Blank
148-170	Employee Foreign State/Province	Derived from IDFDV, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)
171-185	Employee Foreign Postal Code	Derived from IDFDV, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)
186-187	Employee Country Code	Derived from IDFDV, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)
188-198	Wages, Tips and other compensation	Derived from IDFDV, Field Identifier:: ‘W2-FIT-WAGE’ (seq 3000)
199-209	Federal Income Tax Withheld	Derived from IDFDV, Field Identifier: ‘W2-FIT-TAX’ (seq 3010)
210-220	Social Security Wages	Derived from IDFDV, Field Identifier: ‘W2-SSN-WAGE’ (seq 3020)
221-231	Social Security Tax Withheld	Derived from IDFDV, Field Identifier: ‘W2-SSN-TAX’ (seq 3030)
232-242	Medicare Wages & Tips	Derived from IDFDV, Field Identifier: ‘W2-MEDI-WAGE’ (seq 3040)
243-253	Medicare Tax Withheld	Derived from IDFDV, Field Identifier: ‘W2-MEDI-TAX’ (seq 3050)
254-264	Social Security Tips	Derived from IDFDV, Field Identifier: ‘W2-SSN-TIP’ (seq 3060)
265-275	Advanced Earned Income Credit	Derived from IDFDV, Field Identifier: ‘W2-EIC’ (seq 3080)
276-286	Dependent Care Benefits	Derived from IDFDV, Field Identifier: ‘W2-DEP-CARE’ (seq 3090)
287-297	Deferred Compensation contribution to Section 401(k)	Derived from IDFDV, Field Identifier: ‘W2-CODE-D’ (seq 4030)
298-308	Deferred Compensation contribution to Section 403(b)	Derived from IDFDV, Field Identifier: ‘W2-CODE-E’ (seq 4040)
309-319	Deferred Compensation contribution to Section 408(k)(6)	Derived from IDFDV, Field Identifier: ‘W2-CODE-F’ (seq 4050)
320-330	Deferred Compensation contribution to Section 457(b)	Derived from IDFDV, Field Identifier: ‘W2-CODE-G’ (seq 4060)
331-341	Deferred Compensation contribution to Section 501(c)(18)(D)	Derived from IDFDV, Field Identifier: ‘W2-CODE-H’ (seq 4070)
342-352	Military Employee’s Basic Quarters and Combat Pay	Derived from IDFDV, Field Identifier: ‘W2-CODE-Q’ (seq 4140)
353-363	Non-qualified Plan section 457	Derived from IDFDV, Field Identifier: ‘W2-NQUAL-457’ (seq 3102)
364-374	Employer Contribution to a Health Savings Account	Derived from IDFDV, Field Identifier: ‘W2-CODE-W’ (seq 4190)
375-385	Non-qualified Plan Not section 457	Derived from IDFDV, Field Identifier: ‘W2-NQUAL-N457’ (seq 3104)
386-407	Blank
408-418	Employer cost of premiums for Group Term Life insurance over $50000	Derived from IDFDV, Field Identifier: ‘W2-CODE-C’ (seq 4020)
419-429	Income from Non-statutory Stock Options	Derived from IDFDV, Field Identifier: ‘W2-CODE-V’ (seq 4180)
430-462	Blank
463-473	Cost of Employer-Sponsored Health Coverage	Derived from IDFDV, Field Identifier: ‘W2-CODE-DD’ (seq 4250)
474-485	Blank
486	Statutory Employee Indicator	Derived from IDFDV, Field Identifier: ‘W2-STAT-EE’ (seq 6000) If the amount is not zero, then ‘1’ is entered, otherwise ‘0’ is entered
487	Blank
488	Retirement Plan Indicator	Derived from IDFDV, 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, 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 State Quarterly Reporting)#

Column	Description	Source
1-2	Record Identifier	Constant ‘RO’
3-11	Blank

Location 12 to 264

do not apply to Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees.

Column	Description	Source
12-22	Allocated Tips	Derived from IDFDV, Field Identifier: ‘W2-ALLOC-TIP’ (seq 3070)
23-33	Uncollected Employee Tax on Tips The combination of the uncollected social security tax and the uncollected medicare tax	Derived from IDFDV, Field Identifier:‘W2-CODE-A’ + Field Identifier: ‘W2-CODE-B’ (seq 4010)
34-44	Medical Savings Account	Derived from IDFDV, Field Identifier:‘W2-CODE-R’ (seq 4150)
45-55	Simple Retirement Account	Derived from IDFDV, Field Identifier: ‘W2-CODE-S’ (seq 4160)
56-66	Qualified Adoption Expenses	Derived from IDFDV, Field Identifier: ‘W2-CODE-T’ (seq 4170)
67-77	Uncollected SSA tax on Group Ins > 50000	Derived from IDFDV, Field Identifier: ‘W2-CODE-M’ (seq 4110)
78-88	Uncollected Medicare tax on Group Ins > 50000	Derived from IDFDV, Field Identifier: ‘W2-CODE-N’ (seq 4120)
89-110	Blank
111-121	Designated Roth Contribution under section 457(b)	Derived from IDFDV, Field Identifier: ‘W2-CODE-EE’ (seq 4260)
122-264	Blank

Location 265 to 362

For Puerto Rico employees only.

Column	Description	Source
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 are 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|Blank|

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, appropriate FIPS postal numeric code - system Derived from the State being reported, from IDFDV sequence 7000. - e.g. Kentucky is code "21"

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, 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, Field Identifier: ‘W2-EE-FIRST-NAME’ (seq 2510)

34-48 - Employee Middle Name or Initial|Derived from IDFDV, Field Identifier: ‘W2-EE-MIDDLE’ (seq 2520)

49-68 - Employee Last Name|Derived from IDFDV, Field Identifier: ‘W2-EE-LAST-NAME’ (seq 2530)

69-72 - Employee Suffix|Derived from IDFDV, Field Identifier: ‘W2-EE-SUFFIX’ (seq 2540)

73-94 - Employee Location Address|Derived from IDFDV, Field Identifier: ‘W2-EE-LOCN-ADDR’ (seq 2600)

95-116 - Employee Delivery Address|Derived from IDFDV, Field Identifier: ‘W2-EE-DELIV-ADDR’ (seq 2610)

117-138 - Employee City|Derived from IDFDV, Field Identifier: ‘W2-EE-CITY’ (seq 2620)

139-140 - Employee State Abbreviation|Derived from IDFDV, Field Identifier: ‘W2-EE-STATE’ (seq 2630)

141-145 - Employee ZIP Code|Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP’ (seq 2640)

146-149 - Employee ZIP Code Extension|Derived from IDFDV, Field Identifier: ‘W2-EE-ZIP-EXT’ (seq 2650)

150-154|Blank|

155-177 - Employee Foreign State/Province|Derived from IDFDV, Field Identifier: ‘W2-EE-F-STATE’ (seq 2660)

178-192 - Employee Foreign Postal Code|Derived from IDFDV, Field Identifier: ‘W2-EE-F-POSTAL’ (seq 2670)

193-194 - Employee Country Code|Derived from IDFDV, Field Identifier: ‘W2-EE-COUNTRY’ (seq 2680)

Location 195 to 267 apply to Quarterly UNEMPLOYMENT REPORTING.

If the user specified ‘Period Type’ = ‘Quarter’, then Location 195 to 267 will be filled. Please read document PR_US_QTR_MMREF_Generic.doc for detail for quarterly reporting.

195-196 - Optional code - State Specific Data. If not used, enter blanks.

197-202 - Reporting Period MMCCYY - From user specified Period End Date converted to MMCCYY for the quarter - e.g. Period End Date = ‘31-Dec-2003’, then reporting period is ‘122003’

203-213 - State Quarterly Unemployment Insurance Total Wages|Derived from IDFDV, Field Identifier: ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’

- note that the IDFDV Identifier ‘W2-SUI-WAGE-ER’ is not used to report this field because the value of Identifier ‘W2-SUI-WAGE-ER’ may already been capped by Vertex during the US Tax calculation in UPCALC and therefore for employees who exceed the maximum wage base, this Identifier will contain no SUI Insurance wages, therefore RPYEU is using the State Taxable wages from Identifier ‘W2-ST-WAGE-HOME’ and ‘W2-ST-WAGE-WORK’ that are related to the employee Home GEO and Work GEO code to report SUI Total Wages

214-224 - State Quarterly Unemployment Insurance Taxable Wages - this amount is derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government - please read document PR_US_QTR_MMREF_Generic.doc for detail for quarterly reporting

225-226 - Number of Weeks Worked - From system derived number of Weeks Worked for the Reporting State - the system reads all Pay Headers with pay category = ‘Regular Pay’ that are not reversed with Pay Issue Date falls within the user specified Quarter begin and end date - if the Pay Header’s Work State or Home State is the same as the reporting State, then the Pay Header Tax Weeks is accumulated

227-234 - Date First Employed MMDDCCYY - From system derived latest Employment Hired Date

235-242 - Date of Separation MMDDCCYY - From system derived latest Employment Termination Date that is greater than the Employment Hired Date

243-247|Blank|

248-267 - State Employer Account Number|Derived from IDFDV, Field Identifier: ‘W2-STATE-REGIST’ for the reporting State - When RPYEU is run, if the Media Format = ‘State SUI File Format’, then this field contains the SUI Registration Number from IDGV screen for the SUI Registration of the State

268-273|Blank|

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.

274-275 - State code, appropriate FIPS postal numeric code - system Derived from the State being reported - e.g. Kentucky is ‘21’

276-286 - 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|Derived from IDFDV, Field Identifier: ‘W2-ST-TAX-HOME’ (7040) and ‘W2-ST-TAX-WORK’ (7050)

298-307 - Zero fill.

308 - Tax Type Code

- this field is used to report County, City or School district tax - if the County, City or School district requires to report taxes along with the State Tax information, then the following values are used for this field: C – City Income Tax D – County Income Tax E – School District Income Tax F – Other Income Tax

- the user must set up IDGV screen for the Local or School Registration by County/City or School district for the following fields on the Variables Tab: - 'W2 STATE MEDIA FILING' - 'W2 TAX TYPE CODE' - 'W2 TAXING ENTITY'

- 'W2 STATE MEDIA FILING' indicates whether the County/City or School should report taxes with the State or not - 'W2 TAX TYPE CODE' must contain the valid Tax Type Code as defined above - 'W2 TAXING ENTITY' contains the Taxing Entity code supplied by the County/City or School government booklet

- if County, City or School district tax is reported, this field is derived from IDGV 'W2 TAX TYPE CODE' field

309-319 - Local Taxable Wages - if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-WAGE’ (seq 6500) - if County Tax is reported, this field is derived from Identifier ‘W2-CN-WAGE-HOME’ and ‘W2-CN-WAGE-WORK’ - if City Tax is reported, this field is derived from : ‘W2-CI-WAGE-HOME’ and ‘W2-CI-WAGE-WORK’

320-330 - Local Income Tax Withheld - if School Tax is reported, this field is derived from Identifier ‘W2-SCHL-TAX’ (seq 6510) - if County Tax is reported, this field is derived from Identifier ‘W2-CN-TAX-HOME’ and ‘W2-CN-TAX-WORK’ - if City Tax is reported, this field is derived from : ‘W2-CI-TAX-HOME’ and ‘W2-CI-TAX-WORK’

331-337 - State Control Number (optional) - blank

338-348 KY - KREDA

Enter the amount of tax credit for Kentucky Rural Economic Development Assistance.

349-359 KY - KJDA

Enter the amount of tax credit for Kentucky Jobs Development Aid.

360-370 KY - KIRA

Enter the amount of tax credit for Kentucky Industrial Revitalization Authority.

371-381 KY - KIDA

Enter the amount of tax credit for Kentucky Industrial Development Authority.

382-412 - Supplemental Data 1 - State Specific Data. If not used, enter blanks.

413-487 - Supplemental Data 2 - State Specific Data. If not used, enter blanks.

488-512|Blank|

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)#

Column	Description	Source

1-2 - Record Identifier - Constant "RT"

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, Field Identifier: ‘W2-FIT-WAGE’, total of all code "RW" records since last "RE" record

25-39 - Federal Income Tax Withheld|Derived from IDFDV, Field Identifier: ‘W2-FIT-TAX’, total of all code "RW" records since last "RE" record

40-54 - Social Security Wages|Derived from IDFDV, Field Identifier: ‘W2-SSN-WAGE’, total of all code "RW" records since last "RE" record

55-69 - Social Security Tax Withheld|Derived from IDFDV, Field Identifier: ‘W2-SSN-TAX’, total of all code "RW" records since last "RE" record

70-84 - Medicare Wages and Tips|Derived from IDFDV, Field Identifier: ‘W2-MEDI-WAGE’, total of all code "RW" records since last "RE" record

85-99 - Medicare Tax Withheld|Derived from IDFDV, Field Identifier: ‘W2-MEDI-TAX’, total of all code "RW" records since last "RE" record

100-114 - Social Security Tips|Derived from IDFDV, Field Identifier: ‘W2-SSN-TIP’, total of all code "RW" records since last "RE" record

115-129 - Advanced Earned Income Credit|Derived from IDFDV, Field Identifier: ‘W2-EIC’, total of all code "RW" records since last "RE" record

130-144 - Dependent Care Benefits|Derived from IDFDV, Field 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, 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, 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, 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, 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, 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, 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, Field 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, 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, Field 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, 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, 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, Field 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, 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 Quarterly 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" record

10-24 - Allocated Tips|Derived from IDFDV, Field Identifier: ‘W2-ALLOC-TIP’, total of all code "RO" records since last "RE" record

25-39 - Uncollected Employee Tax on Tips|Derived from IDFDV, Field Identifier: ‘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, Field Identifier: ‘W2-CODE-R’, total of all code "RO" records since last "RE" record

55-69 - Simple Retirement Account|Derived from IDFDV, Field Identifier: ‘W2-CODE-S’, total of all code "RO" records since last "RE" record

70-84 - Qualified Adoption Expenses|Derived from IDFDV, 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, 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, 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, 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 – State Total Record (optional)#

Column	Description	Source

1-2 - Record Identifier - Constant "RV"

3-512 - Not used, - enter blanks - Constant value ‘18’.

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

Column	Description	Source

1-2 - Record Identifier - Constant "RF"

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 – ICESA Format#

RPYEU must be run and the following selected 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 supplied form code HL$US-W2-2012. The Variables need to be entered in this form code for specific use in the installation.
• The ‘Quarterly Form Code’ must be entered in order to produce the UI wage file in ICESA format.
• Use the supplied form code ‘HL$US-QTR-2012’. The Variables need to be entered in this form code for specific use in the installation.
• Period Type:Quarter
• Period End Date:Enter the quarter end date, i.e. 30-Jun-2011
• Media File Type:State SUI File Format
  
  
• If the Directory Name/Media File Name is not supplied, an output file will not be produced.

Quarterly UI Wage Magnetic Media Reporting – ICESA Format #

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

Record Name: Code A - Transmitter Record #

Column	Description	Source

1-1 - Record Identifier. - Constant ‘A’.

2-5 - Year. - Enter year for which this report is being prepared - From user specified FROM-TO period converted to CCYY (i.e. 2007)

6-14 - Transmitter’s Federal EIN - Enter only numeric characters; omit hyphens, prefixes and suffixes - Derived from IDFDV screen, Field Identifier: ‘TRAN EIN’

15-18 - Taxing Entity Code. - Constant ‘UTAX’

19-23 - Not Required.

24-73 - Transmitter Name. - Enter the transmitter name of the organization submitting the file|Derived from IDFDV, Field Identifier: ‘TRAN NAME’

74-113 - Transmitter Street Address. - Enter the street address of the organization submitting the file|Derived from IDFDV, Field Identifier: ‘TRAN ADDRESS’

114-138 - Transmitter City. - Enter the city of the organization submitting the file|Derived from IDFDV, Field Identifier: ‘TRAN CITY’

139-140 - Transmitter State. - Enter the standard two character FIPS postal abbreviation|Derived from IDFDV, Field Identifier: ‘TRAN STATE’

141-153|Blank|

154-158 - Transmitter ZIP Code. - Enter a valid ZIP code|Derived from IDFDV, Field Identifier: ‘TRAN ZIP CODE’

159-163 - Transmitter ZIP Code extension. - Use this field as necessary for the four digit extension of ZIP code. Include hypen in position 159|Derived from IDFDV, Field Identifier: ‘TRAN ZIP EXTN’ (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, Field Identifier: ‘TRAN CONTACT’

194-203 - Transmitter Contact Telephone Number - Telephone number at which the transmitter contact can be telephoned|Derived from IDFDV, Field Identifier: ‘TRAN CONTACT PHONE’

204-207 - Telephone Extension/Box. - Enter transmitter telephone extension or message box|Derived from IDFDV, Field Identifier: ‘TRAN CONTACT EXTN’

208-242 - Not Required. - Use Filler, or Blanks.

243-250 - Media Creation Date. - Enter date in MMDDYYYY format - Last Date of Month or Quarter (i.e. 01312007, 06302007, etc)

251-275|Blank|

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

6-23 - Not Required.

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

74-172 KY - Not Required.

173-187 - State Unemployment Insurance Account Number. - Enter state UI employer account number. (Employer Number Prefix/Employer Number/Employer Suffix) - Derived from the IDGV State SUI Registration

188-189 - Reporting Period. - ‘03’, ‘06’, ‘09’, or ‘12’.

190-275 KY - Not Required.

Record Name: Code S – Employee Wage Record #

Column	Description	Source

1-1 - Record Identifier. - Constant ‘S’

2-10 - Social Security Number - Employee’s social security number; if not known, enter ‘I’ in position 2 and blanks in position 3-10

11-30 - Employee Last Name. - 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

44-49 KY - Not Required.

50-63 - State QTR Total Gross Wages. - Enter quarterly wages subject to all taxes.

64-275 KY - Not Required.

Record Name: Code T - Total Record #

Column	Description	Source

1-1 - Record Identifier. - Constant ‘T’

2-12 KY - Not Required.

13-26 - State QTR Total Gross Wages for employer - QTR gross wages subject to all taxes. Total of this field on all ‘S’ records since the last ‘E’ record.

27-40 KY - Not Required.

41-54 - State QTR Unemployment Insurance Excess Wages for employer. - 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. - QTR UI total wages less state QTR UI excess wages. Total of all ‘S’ records since the last ‘E’ record.

69-81 KY - Tax Due

82-87 - UI tax rate this quarter. - The employer UI rate for this reporting period. One decimal point followed by 5 digits e.g. 2.8%=’.02800’.

88-226 KY - Not Required

227-233 - Month-1 Employment for employer. - Total number of employee covered by UI worked or receive 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. - Total number of employee covered by UI worked or receive pay for the pay period including the 12th day of the second reporting month. Total fo all ‘S’ records after the last ‘E’ record.

241-247 - Month-3 Employment. - Total number of employee covered by UI worked or receive 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 - Not Required.

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Notes#

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