WH 200

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WH 200

• EFW2 File Format Web Filing

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EFW2 File Format Web Filing

• EFW2 is the file format that must be used to
  submit W-2 data electronically. Specs are
  available at http//revenue.ky.gov/wht/
  Specifications for Electronic Submission of Wage
  Tax Information
• The file format is updated annually and posted to
  DORs web site by October 31st
• Files can be submitted via Web Filing or on CD
• CD submissions require a paper Transmitter
  Report, Form 42A806
• Web Filing does not require the paper form

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EFW2 File Format Web Filing

• Employers issuing 100 or more W-2s are required
  to file electronically
• KRS 131.250 103 KAR 18050 (6) (2)
• Employers issuing fewer than 100 W-2s are
  encouraged to file electronically
• The file format is set by the Social Security
  Administration. The SSA does not require RS
  (state) Records. However, Kentucky DOR requires
  the State Records in order to obtain the state
  W-2 information for each employee.

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EFW2 File Format Web Filing

• DOR defines the field specifications for the RS
  State Employee Wage Record.
• Required Records
• RA Transmitter Record
• RE Employer Record
• RW Employee Wage Record (Federal)
• RS Employee State Wage Record
• RT- Total Record
• RF- Final Record

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EFW2 File Format Web Filing

• Optional Records
• RO Employee Wage Record (must follow the RW
  Record)
• RU Total Record (must follow the RT Record)
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• File Format Using Optional Records
• RA Transmitter Record
• RE Employer Record
• RW Employee Wage Record (Federal)
• RO Employee Wage Record (Federal)
• RS Employee State Wage Record
• RT Total Record
• RU Total Record
• RF Final Record

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EFW2 File Format Web Filing

• Each Record (or line) must be 512 characters
• The File Specifications identifies the data to be
  provided in each position of the 512 characters 
• Only UPPER CASE LETTERS are acceptable
• Each RW Record must be followed by an RS Record 
• Each employer must have at least 1 RS Record with
  State Code 21 (Kentucky)

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EFW2 File Format Web Filing

• A file with two employers will have Records of
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• RA Transmitter Record
• RE Employer Record
• RW Federal Employee Wage Record (one for each
  employee W2)
• RS State Employee Wage Record (one for each
  employee W2)
• RW Federal Employee Wage Record (one for each
  employee W2)
• RS State Employee Wage Record (one for each
  employee W2)
• RT Total Record
• RE Employer Record
• RW Federal Employee Wage Record (one for each
  employee W2)
• RS State Employee Wage Record (one for each
  employee W2)
• RW Federal Employee Wage Record (one for each
  employee W2)
• RS State Employee Wage Record (one for each
  employee W2)
• RW Federal Employee Wage Record (one for each
  employee W2)
• RS State Employee Wage Record (one for each
  employee W2)
• RT Total Record
• RF Final Record

• A file for one employer will have Records of
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• RA Transmitter Record
• RE Employer Record
• RW Federal Employee Wage Record (one for each
  employee W2)
• RS State Employee Wage Record (one for each
  employee W2)
• RW Federal Employee Wage Record (one for each
  employee W2)
• RS State Employee Wage Record (one for each
  employee W2)
• RT Total Record
• RF Final Record

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Web Filing

• The Federal government mandates strong security
  measures are established when handling Federal
  tax information. The incoming files include
  Federal tax data, so DOR has designed and
  controls the entire web filing process with a
  high security level. From the transmitters PC to
  DORs Web Server, SSL technology (Secure Socket
  Language) is used to encrypt all data transferred
  using 128 bit encryption.

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Web Filing

• A DOR assigned PIN is required.
• Form 42A808 available at http//revenue.ky.gov/for
  ms/curwhfrms.htm
• The PIN does not expire.
• A new PIN is only needed when the transmitters
  FEIN changes or when the transmitter requests it
  be changed for security reasons. 

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TO ACCESS WEB FILING

• Go to http//revenue.ky.gov/etax.htm
• Select Wage and Tax Statements Withholding
  Tax

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Transmitter Logon Screen Enter Transmitter FEIN
PIN Click Logon button
https//kyegxzeus01.ky.gov/w2ftp/wfLogon.aspx
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Submit File Screen

• Enter the Employers FEIN
• Email Address Defaults to the email address
  provided on PIN Application stored in Recon
• File Name Enter the file name or select Browse
  to find the file
• Tax Year Dropdown box Select tax year of W2s
• Test Only checkbox Can be selected to test the
  file format. The file will not process and
• post in Recon if test has been selected.
• Click Submit Button

Note A different Employer FEIN should be used
for each file sent. The Employer FEIN used on
this screen will become part of the File Name in
the Archived Folder.
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Transmission Results Screen Transmitter may
choose to Submit another file or to Exit
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E-Mail Confirmation
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Archived Files

• Select My Computer icon from Desktop
• Select revoad on eas\dfs\cotshared
• (M Drive)
• Select APPS
• Select W2 Recon
• Select W2DataArchive
• Select FTP (web filed) or
• Click CD, then CDDiskette (CD filed)

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ExampleSelect My ComputerSelect Network
Drive revoad on eas\dfs\cotshared
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Select APPS
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Select W2Recon
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Select W2DataArchive
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Select FTP (for web filed)CD , Then Select
CDDiskette (for CD submissions)
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Current File Names Are Displayed For Selection

• The files are named during the Archive Process.
  They begin with KY,
• then the Employer FEIN and end with the Tax Year.
  
• Example KY6106481512013
• Note All files transmitted in 2014 will have a
  file name ending in 2013.

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Files transmitted previous years are saved in
Folders. Files received in 2013 are located in
the Y2013 Folder and have file names ending in
2012.
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Note Files in Y2010 and previous years do not
have the tax year at the end of the file name.
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Example KY610648152013
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Text Pad

• Right Click on File Name and Select Text Pad.
• Use the EFW2 File Specifications to locate data
  in the file displayed.

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Frequently Asked Questions

• 1. My file keeps getting a critical error because
  there is more than one RS Record with the same
  State Code because of the local tax reporting.
  How can I fix the file?
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• There can only be one RS Record with the same
  State Code for each RW Record. Remove the RS
  Record(s) that contain only local tax
  information. Make certain the RS Record that
  remains in the file is the RS Record that
  contains the state tax information.

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Frequently Asked Questions

• 2. The Social Security Administration accepted
  my file but DOR has denied the file as critical
  even though the file submitted is an exact copy
  of the one sent to the SSA. The error states the
  RW Record is not in the correct sequence, the
  State Record could be missing.
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• Although DOR follows the federal specification
  format this does not mean a duplicate copy of the
  file is acceptable. The State RS Record is
  optional for federal reporting but is required
  for reporting to DOR.

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Frequently Asked Questions

• 3. My file was denied due to specific lines
  having invalid character length. Our
  technical staff verified that each line in the
  file is 512 characters as the specifications
  state as a requirement. How can the line length
  be verified as correct before the file is sent
  but DOR determines it is not correct when it is
  received?
• When a file is created on a mainframe server
  and transferred to a personal computer the
  trailing spaces can be dropped causing invalid
  record length. Have your technical staff view
  the file from your personal computer before
  submitting it to DOR. You can place an X in
  position 512 of each line to retain the trailing
  spaces. If you are using a software package to
  automatically create the file then you will need
  to contact the software vendor for assistance.

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Frequently Asked Questions

• 4. I am submitting wage and tax information for
  several companies by Web Filing. I am
  prompted to enter the employer FEIN, however I
  have multiple employers within the same file.
  Which employer FEIN do I need to enter or do I
  have to send each employer file separately?
• Multiple employers can be submitted in one file.
  Enter the first employer FEIN in the file on the
  screen requesting the employer FEIN.

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Frequently Asked Questions

• 5. My company has 2 files to report and I cannot
  merge the information into 1 file. Will there be
  a problem with sending 2 files? Will one file
  overwrite the other file?
• Two files can be submitted for one employer,
  however to prevent overwriting you will need wait
  until you receive the email confirmation for the
  first file before submitting the second file.
• Note All the W2 data will be displayed in Recon
  but only the second file will be displayed in the
  Archive.

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Questions?