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KANSAS DEPARTMENT OF REVENUE

2021W-2 SPECIFICATIONS FOR ELECTRONIC FILING
EFW2 FORMAT

The state of Kansas follows the Social Security Administration (SSA) guidelines in regard to the filing of W-2s, Wage
and Tax Statements per K.S.A. 79-3222, K.S.A. 79-3296, and K.S.A. 79-3299. Employers are required to file all
electronic W-2 information with the Department of Revenue in a format consistent with the electronic filing specifications
outlined by the Social Security Administration.

ELECTRONIC RECORDS THAT DO NOT CONFORM TO THE
SPECIFICATIONS DEFINED IN THESE INSTRUCTIONS WILL NOT BE ACCEPTED.

RECORD FORMAT AND RECORD LAYOUT SPECIFICATIONS: Transmitters are required to use the format listed
on page two of this document for Code RS records. For all other record specifications, please follow the information
in the Social Security Administration (SSA) booklet, Specifications for Filing Forms W2 Electronically (EFW2),
available on the SSA website http://www.ssa.gov/employer/pub.htm. Additional information regarding the filing with
the state of Kansas is available on our website: http://www.ksrevenue.org/forms-btwh.html.

STATE OF KANSAS REQUIRED FORMAT
Code RA Submitter Record Required
Code RE Employer Record Required
Code RW Employee Wage Record Required
Code RO Employee Wage Record Optional
Code RS State Record Required – please see page 2, 3 and 4
Code RT Total Record Required
Code RU Total Record Optional – if filing RO records
Code RV State Total Record Optional
Code RF Final Record Required

Entities reporting for 51 or more employees or payees must file by electronic means. Most will be able to file through
a Department developed, web based application. Entities with less than 51 employees or payees can also benefit
from using the application.

Kansas does not accept withholding information submitted on magnetic media. Filers submitting information
for multiple employers should contact the Department for filing options.

All information must be submitted as required by appropriate federal guidelines and modified by this document. For
questions concerning filing requirements should be directed to Customer Relations at 785-368-8222 or email
KDOR_tac@ks.gov.

MAILING ADDRESS:
KDOR - ELECTRONIC SERVICES
PO BOX 3506
TOPEKA, KS 66625-3506

K-2MT (Rev. 10- 12 )
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NOTE: RECORD LENGTH FOR THE KANSAS AND SSA          "RS" RECORD IS 512 BYTES. ALL      FIELDS ARE REQUIRED AND        
CAN BE BLANK OR ZERO FILLED.     The transmitter is required to send the federal records sent to the SSA for Kansas      
employees: RA, RE, RW, RO (optional), RS, RT, RU (optional), RV (optional) and RF. The RS record must be for Kansas      
wages only. There are no changes from tax year 2020.

All Tax Year 2021W-2s must be filed by  January 31, 202 .2

                      20 21 CODE RS RECORD LAYOUT   - STATE OF KANSAS

Field        Record                                             Social Security     Employee First   Employee Middle 
Name         Identifier     State Code           Blank          Number(SSN)              Name         Name or Initial
Position       1-2               3-4                5-9              10-18               19-33           34-48
Length          2                2                  5                9                    15                 15
Field      Employee Last
Name         Name                Suffix       Location Address  Delivery Address         City        State Abbreviation
Position       49-68             69-72           73-94               95-116            117-138           139-140
Length         20                4                  22               22                   22                 2
Field                       ZIP Code                                 Foreign        Foreign Postal
Name         ZIP Code       Extension            Blank          State/Province           Code         Country Code
Position     141-145        146-149              150-154             155-177           178-192           193-194
Length          5                4                  5                23                   15                 2
Field 
Name           Blank             Blank           Blank               Blank               Blank           Blank
Position     195-196        197-202              203-213             214-224           225-226           227-234
Length          2                6                  11               11                   2                  8
                                              State Employer
Field                                          Withholding                                            State Taxable 
Name           Blank             Blank           Account #           Blank          State Code           Wages
Position     235-242        243-247              248-267             268-273           274-275           276-286
Length          8                5                  20                                    2                  11
Field    State Income Tax        ther                                Local         Local Income Tax   State Control
Name         Withheld       State Data           Blank          Taxable Wages          Withheld          Number
Position     287-297        298-307                 308              309-319           320-330           331-337
Length         11                10                 1                11                   11                 7
             Employee
           Contribution to 
Field    KPERS, KP&F,
Name         Judges              Blank           Blank               Blank
Position     338-348        349-412              413-487             488-512
Length         11                64                 75               25

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2021CODE RS RECORD LAYOUT - STATE OF KANSAS
RS Max Field
Position Field Name Length Specifications
1-2 Record Identifier 2 Constant “RS”
3-4 State Code 2 Enter the appropriate postal NUMERIC code
(See Appendix F in SSA Pub 42-007.)
Enter “20” for the Kansas postal numeric code.
5-9 Blank 5 Fill with Blanks
10-18 Social Security Number 9 Enter the employee’s SSN as shown on the original/replacement SSN card issued by
SSA. If no SSN available, enter zeros.
19-33 Employee First Name 15 Enter the employee’s first name as shown on the SSN card. Left justify and fill with blanks.
34-48 Employee Middle Name or 15 If applicable, enter the employee’s middle name or initial as shown on the SSN card.
Initial Left justify and fill with blanks.
49-68 Employee Last Name 20 Enter the employee’s last name as shown on the SSN card. Left justify and fill with blanks.
69-72 Suffix 4 If applicable, enter the employee’s alphabetic suffix. For example: SR, JR. Left justify
and fill with blanks. If no suffix, fill with blanks.
73-94 Location Address 22 Enter the employee’s location address (Attention, Suite, Room Number, etc.). Left
justify and fill with blanks.
95-116 Delivery Address 22 Enter the employee’s delivery address. Left justify and fill with blanks.
117-138 City 22 Enter the employee’s city. Left justify and fill with blanks.
139-140 State Abbreviation 2 Enter the employee’s State or commonwealth/territory. Use the postal abbreviation.
(See Appendix F in SSA Pub 42-007)
141-145 Zip Code 5 Enter the employee’s zip code. For foreign address, fill with blanks.
146-149 Zip Code Extension 4 Enter the employee’s four-digit extension of the zip code. If not applicable, fill with blanks.
150-154 Blank 5 Fill with blanks.
155-177 Foreign State/Province 23 If applicable, enter the employee’s foreign state/providence. Left justify and fill with blanks.
Otherwise, fill with blanks.
178-192 Foreign Postal Code 15 If applicable, enter the employee’s foreign postal code. Left justify and fill with blanks.
Otherwise, fill with blanks.
193-194 Country Code 2 If one of the following applies, fill with blanks:
• One of the 50 states of the USA  Guam
• District of Columbia  Northern Mariana Islands
• Military Post Office (MPO)  Puerto Rico
• American Samoa  Virgin Islands
Otherwise, enter the employee’s applicable Country Code. (Appendix G in SSA Pub 42-007)
195-196 Blank 2 Fill with blanks.
197-202 Blank 6 Fill with blanks.
203-213 Blank 11 Fill with blanks.
214-224 Blank 11 Fill with blanks.
225-226 Blank 2 Fill with blanks.
227-234 Blank 8 Fill with blanks.
235-242 Blank 8 Fill with blanks.
243-247 Blank 5 Fill with blanks.
248-267 State Employer Account 20 Kansas Withholding Account number for the Employer.
Number Left justify and fill with blanks. (036#######F##)
268-273 Blank 6 Fill with blanks.
274-275 State Code 2 Enter the appropriate postal numeric code. (See Appendix F in SSA Pub 42-007).
276-286 State Taxable Wages 11 Right justify and zero fill.
Applies to income tax reporting.
287-297 State Income Tax Withheld 11 Right justify and zero fill.
Applies to income tax reporting.
298-307 Other State Data 10 Defined by State/local agency.
Left justify and fill with blanks.
Applies to income tax reporting.
308 Blank 1 Fill with blank
309-319 Local Taxable Wages 11 Right justify and zero fill.
Applies to income tax reporting.
320-330 Local Income Tax Withheld 11 Right justify and zero fill.
Applies to income tax reporting.
331-337 State Control Number 7 Left justify and fill with blanks
Applies to income tax reporting.
338-348 Employee Contribution to 11 Amount of Employee Contribution to KPERS, KP & F and Judges
KPERS, KP & F and Judges Right justify and zero fill.
349-412 Blank 64 Fill with blanks.
413-487 Blank 75 Fill with blanks.
488-512 Blank 25 Fill with blanks.
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