Table of Contents
- Kansas Annual and Quarterly Reporting
- What's New for Tax Year 2012
- Set Up
- IDGV - State Registration
- IDGV - State SUI Registration
- State File Procedures
- Annual W2 Wage Reporting – EFW2 File Format
- State Magnetic Media Reporting – EFW2 Format
- Record Name: Code RA - Transmitter Record (Same as the Federal Code RA)
- Record Name: Code RE - Employer Record (Same as 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 Quarterly 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 RU - Total Record (Optional for State Quarterly Reporting)
- Record Name: Code RV – State Total Record (optional)
- 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
Kansas Annual and Quarterly Reporting#
What's New for Tax Year 2012#
The following changes have been noted for reporting W2 wages to the Federal Government in EFW2 format: The following changes have been noted for reporting W2 wages to the Federal government:- (W2 File) The 'Preferred Method of Problem Notification Code' field inthe 'RA' record (position 499) has been removed and now shown as filler.
- (W2 File) The 'Military Employee Basic Quarters, Subsistence and Combat Pay' field in the 'RW' record (positions 342-352) has been removed.
- (W2 File) The 'Military Employee Basic Quarters, Subsistence and Combat Pay' field in the 'RT' record (positions 220-234) has been removed.
Set Up#
This document contains abbreviated set up requirement for the state of Kentucky only, please refer to the general document (Tax Reporting - US General) for other setup procedure 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 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 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 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 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.
- for State Registration of Kentucky, the IDGV Variables:
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-W2-2013’) |
| Parameters, Period Type: | Year |
| Parameters, Period End Date: | Year End Date (i.e. 31-Dec-2012) |
| Parameters, Media Format: | State File Format |
State Magnetic Media Reporting – EFW2 Format#
Record Name: Code RA - Transmitter Record (Same as the Federal Code RA) #
| Column | Description | Source |
|---|---|---|
| 1-2 | Record Identifier | Constant "RA" |
| 3-11 | Submitter’s Employer ID number (EIN) Numeric only | Derived from IDFDV, 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 | Filler | |
| 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 | Filler | |
| 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
- Not applicable 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
- For Virgin Islands, American Samoa, Guam, or Northern Mariana Islands employees
| Column | Description | Source |
|---|---|---|
| 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 | 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 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 | |
| 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. For this reason, 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 | Derived from State Quarterly Unemployment Insurance Total Wages and the SUI Maximum wage base as defined by the State government Please see Tax Reporting - US General 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.
| Column | Description | Source |
|---|---|---|
| 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 IDGV must be set up 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 | Filler | |
| 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 of 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-W2-2013. 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-2012
- 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 formatRecord 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 Field Identifier: ‘TRAN EIN’ |
| 15-18 | Taxing Entity Code | Constant ‘UTAX’ |
| 19-23 | Not Required | |
| 24-73 | Transmitter Name The transmitter name of the organization submitting the file | Derived from IDFDV, Field Identifier: ‘TRAN NAME’ |
| 74-113 | Transmitter Street Address The street address of the organization submitting the file | Derived from IDFDV, Field Identifier: ‘TRAN ADDRESS’ |
| 114-138 | Transmitter City The city of the organization submitting the file | Derived from IDFDV, Field Identifier: ‘TRAN CITY’ |
| 139-140 | Transmitter State The standard two character FIPS postal abbreviation | Derived from IDFDV, Field Identifier: ‘TRAN STATE’ |
| 141-153 | Blank | |
| 154-158 | Transmitter ZIP Code 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 Includes 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 The 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. 01312012, 06302012, etc) | |
| 251-275 | Blank |
Record Name: Code E - Employer Record #
| Column | Description | Source |
|---|---|---|
| 1-1 | Record Identifier | Constant ‘E’ |
| 2-5 | Payment Year The year for which the report is being prepared | |
| 6-23 | Not Required | |
| 24-73 | Employer Name 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 (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 | |
| 31-42 | Employee First Name | |
| 43-43 | Employee Middle Initial Leave blank if no middle initial | |
| 44-49 KY | Not Required | |
| 50-63 | State QTR Total Gross Wages 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 of 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 |
Notes#
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