Kansas W2 E-File Requirements & EFW2 Text Format | KS Customer Service Center Upload

Kansas W2 Electronic Filing Common Questions and Answers

Does Kansas mandate filing W-2s electronically?

As a Kansas employer you are only required to file electronically when you have 51 or more W2 forms. You will need to check with the state annually, since this threshold is subject to change.

What is the name of the publication that defines Kansas W2 E-Filing format and details?

Refer to "W-2 SPECIFICATIONS FOR ELECTRONIC FILING EFW2 FORMAT" (K-2MT).

What software can I use to generate Kansas W2 E-File submissions?

You can use our W2 Mate software to create W2 E-File submissions that comply with Kansas requirements. To learn more about W2 Mate and download a demo you can visit

https://www.realtaxtools.com/W2-Mate.html

Can I mail my W2 E-File submission on a CD or other formats of magnetic media to Kansas?

Kansas no longer accepts magnetic media submissions.

Does Kansas follow the EFW2 format defined by the SSA?

Yes, Kansas follows the "Specifications for Filing Forms W-2 (EFW2)" as defined by the SSA, but the state also has its own special requirements.

How can I submit the Kansas DOR-EFW2 (W2 E-File) Withholding file attachment to Kansas?

You will upload an EFW2 formatted file to KDOR customer service center https://www.kdor.ks.gov/Apps/kcsc/login.aspx.

Do you need to include the RV (State Total) record as part of the Kansas W2 E-File Submission?

The RV record is not utilized by Department of Revenue and should be excluded from the submission.

Do you need to include the RS (State Wage) records as part of the Kansas W2 E-File Submission?

Yes, this record is mandatory and has to be included.

Does Kansas have a special file naming convention for W2 E-File submissions?

No, the state does not have any special requirements; however it's a good idea to have the company name included in the file name and to have .txt as the file extension.

Does Kansas have any requirements for money fields?

Money fields must contain only numbers. No punctuation. Include both dollars and cents with the decimal point assumed (example: $89.70 = 000008970). All state withholding shall be rounded to the nearest dollar. Right-justify and zero fill to the left. Any money field that has no amount to be reported must be filled with zeros, not blanks.

Does Kansas have any requirements for Social Security Number (SSN)?

Use the number shown on the original/replacement SSN card. Omit hyphens. SSNs may NOT begin with a 666 or 9. If there is no SSN available for the employee, enter zeros (0) in positions 10 - 18 of the RS Record.

How do I know if my submission was successful?

When you file electronically, you will receive a confirmation screen with a unique number indicating your forms have been successfully submitted for processing. It's very important that you print this page for your records.

How do I contact Kansas with questions about my W2 E-File submission?

Call Electronic Services at 785-296-6993 or emaileservices@kdor.ks.gov .

The electronic filing engine available inside our W2 Mate® software gives Kansas employers and tax professionals the ability to e-File W2s with both the state of Kansas and the Social Security Administration’s (SSA). To learn more about W2 Mate visit https://www.realtaxtools.com/W2-Mate.html , email sales@realtaxtools.com or call 1-800-507-1992.