Kansas.gov

Upload Your Quarterly Wage Report and Unemployment Tax Return Online

Overview Services Offered
Wage Detail
Payments
Inquiry
Interface Description
File Specifications
Maintenance and Support
FAQ
Return Messages
Change Timeline
Samples

Overview:

Employers can upload Quarterly Wage Reports, Unemployment Tax Returns and tax payments electronically to the Kansas Department of Labor (KDOL).

Electronic file upload for wage and tax information has many benefits for employers.

  • Cost Savings - This service is offered free of charge. This eliminates employer expense for magnetic media, printing, mailing and labor costs.
  • Time Savings - A response from KDOL will be returned almost immediately following submission.
  • Better Error Reporting - Real time reports are returned to the submitter giving details about any problems.
  • Better Security - Files uploaded to the KDOL website are securely transferred using 128 bit encryption.

Since June 1, 2007, KDOL no longer accepts magnetic media data submissions. This affects all employers who previously exchanged data with KDOL using Magnetic Media or Floppy Disk for Wage Detail submission or Rate inquiry.

Services Offered:

Wage Detail: Employers have two options for submitting wage detail through the file upload to KDOL. This process does not require an additional Quarterly Wage Report submission. All the totals for the Quarterly Wage Report will be computed by KDOL.

Internet - Employers who want to upload formatted wage files, but do not want to build a custom client can submit wage files through the KDOL website. Employers cannot automate the submission process if they use the internet to send wage information. An individual must log on to the KansasEmployer.gov website and upload the desired file.

Requirements:

  1. Employer must be registered with the KansasEmployer.gov website. The registration process is online and can be done in real time.
  2. You must be able to format your wage data to the required file specifications.

Process:

  1. Employer builds a properly formatted Wage File containing data for the employer or employers they wish to submit.
  2. Log on or register with the KDOL website (done in real time with no waiting period).
  3. Choose to upload a Wage Detail File.
  4. Browse for the formatted file on your local computer.
  5. Choose to upload the file.
  6. Confirm file details.
  7. Submit the data.

Payments: Employers will have the option to upload a payment file to KDOL. Uploaded payment data will be processed as electronic checks. This will significantly cut employer cost for printing and mailing checks to KDOL.

Rate Inquiry: Employers or Third Party Administrators who need to get Employer Experience Ratings can use the Rate Inquiry Service to upload a properly formatted file. The same file will be returned to the Employer or Third Party Administrator that submitted it populated with the experience ratings requested.

Web service - Employers who want to automate the process of submitting wage details files to KDOL can use the Web service function.

Requirements:

  1. Employers must be able to format the wage data to the required file specifications.
  2. Employers must be capable of building a SOAP based client to interface with KDOL's Web service.

Process:

  1. Employer downloads the WSDL file or gets the interface description.
  2. Employer builds custom Web service client to interface with KDOL Web service.
  3. Employer submits valid Wage Detail File using Web service client.
  4. Employer retrieves status using Web service client.
  5. If status is 'Submitted', the valid wages can then be committed by the client. If status is 'DataValidationFailed', no records can be committed. The client can use 'GetUploadDetail' method to determine invalid wages that need to be corrected and resubmitted.
  6. Employer retrieves the status using the Web service client.
  7. Status should now be 'Committed'.

 

Payments: Employers will have the option to upload a payment file to KDOL. Uploaded payment data will be processed as electronic checks. This will significantly cut employer cost for printing and mailing checks to KDOL.

Web service - Employers who want to automate their payment process can use the Web service functions.

Requirements:

  1. Employers must be able to format the payment information to the required file specifications.
  2. Employers must be capable of building a SOAP based client to interface with KDOL's Web service.

Process:

  1. Employer downloads the WSDL file or gets the interface description.
  2. Employer builds custom Web service client to interface with KDOL Web service.
  3. Employer submits valid Payment File using Web service client.
  4. Employer retrieves status using Web service client.
  5. If status is 'Submitted', the valid payments can then be committed by the client. If the status is 'DataValidationFailed', no records can be committed. The client can use 'GetUploadDetail' method to determine invalid wages that need to be corrected and resubmitted.
  6. Employer retrieves the status using the Web service client.
  7. Status should now be 'Committed'.

Rate Inquiry: Employers or Third Party Administrators who need to get Employer Experience Ratings can use the Rate Inquiry Service to upload a properly formatted file. The same file will be returned to the Employer or Third Party Administrator that submitted it populated with the experience ratings requested.

WebService - Employers who want to automate the process of requesting employer experience ratings can use the Web service function.

Requirements:

  1. Employers must be able to format the rate inquiry to the required file specification.
  2. Employers must be capable of building a SOAP based client to interface with KDOL's Web service.

Process:

  1. Employer downloads the WSDL file or gets the interface description.
  2. Employer builds custom Web service client to interface with the KDOL Web service.
  3. Employer submits valid Rate File using Web service client.
  4. Employer retrieves status using Web service client.
  5. If status is 'Submitted', the employer rates can be returned using 'GetRateData'.

File Specifications:

We will accept files in the following formats:

 

Wage Detail File
MMREF-1 Technical Specification
NASWA Technical Specification

 

Payment
Payment Technical Specification

Rate Inquiry
Rate Inquiry Technical Specification

Detailed Return File (downloaded when GetUploadDetail method is called)
Detailed Return Technical Specification

FAQ

  1. Do I have to pre-enroll for any of the file upload services?
  2. Is the data transmission secure?
  3. Is there a test environment I can use to test my file submissions?
  4. What is the maximum file size I can submit?
  5. When can I submit files?
  6. Can I compress my files before submitting them?
  7. When can I expect an acknowledgement of my file submission?
  8. Will the file layout for the current magnetic media or floppy disk submission work with the new electronic file submission system?
  9. I represent multiple employers. Can I submit more than one employer in the same file?
  10. Do I have to send in a separate Contra Sheet for each employer submitted via file upload?
  11. If I submit my wage detail using the file upload, do I have to submit my payment the same way?
  12. Can I file zero wage reports using the wage upload service?
  13. If my report is late can I still file it?
  14. My question still has not been answered. Who can I contact if I have additional questions?
  15. I don't want to build a formatted file to upload. Can I still file electronically?
  16. I submit MMREF or NASWA to other states. Will the same layout work with Kansas?

1. Do I have to pre-enroll for any of the file upload services? No. This service is open to the public and anybody can submit data to it.

2. Is the data transmission secure? Yes. Both the Internet and Web service use 128 bit data encryption.

3. Is there a test environment I can use to test my file submissions? Yes. Using the Web service you can use the 'SubmitTestFile' method. Any data submitted while using this method will not be processed. You can also validate files using the KansasEmployer.gov website.

4. What is the maximum file size I can submit? Each file is limited to 5mb. Each file submitter is limited to 100mb per day. If you need to submit large files, employers are encouraged to compress their files using the acceptable compression algorithms accepted by KDOL.

5. When can I submit files? Files can be submitted 24 hours a day, seven days a week, except for scheduled maintenance periods.

6. Can I compress my files before submitting them? Yes. KDOL will accept files that have been compressed using zip, gz (gzip) and bz2 (bzip2).

7. When can I expect an acknowledgement of my file submission? KDOL will acknowledge receipt of your file. The time it takes to acknowledge receipt of your file depends on site traffic at the time you submit your information. In most cases you can expect an acknowledgement within a few minutes.

8. Will the file layout for the current magnetic media or floppy disk submission work with the new electronic file submission system? No. Since June 1, 2007, KDOL no longer accepts magnetic media data submissions. Although we still accept the NASWA format, there have been a few additions. The Code E record has had the Zip and Zip + four moved. The Code S record has had the State Account Number moved to columns 147-152. In addition on the Code S record, the mid-month employment is now required in columns 212, 213, and 214. Please review the specification carefully before submitting any files. Any data that is in columns not listed on the file specification will be ignored.

9. I represent multiple employers. Can I submit more than one employer in the same file? Yes. If you would like to submit information for multiple employers, simply add an additional employer record, followed by the additional employee records.

10. Do I have to send in a separate Contra Sheet for each employer submitted via file upload? No. The contra will be calculated by KDOL based off of the wage detail submitted. No additional Contra Sheet is necessary.

11. If I submit my wage detail using the file upload, do I have to submit my payment the same way? No. You can submit payments multiple ways. The file upload is just one option. Other options include the KDOL Web site or simply sending a physical check to KDOL. If a physical check is sent, an indication must be made as to which account number the payment should be applied to.

12. Can I file zero wage reports using the wage upload service? Yes. A Zero Wage report will have one employee record following the employer record. A MMREF zero wage employee (RS) record will require a Record ID, Serial/Account Number, Reporting Period and Zero Wage field. A NASWA zero wage employee (S) record will require a Record ID, Reporting Period and Zero Wage field.

13. If my report is late can I still file it? Yes. Any late reports will be accepted at any time.

14. My question still has not been answered. Who can I contact if I have additional questions? If you have additional questions, you can contact KDOL at (785) 296-5000 or email us at uitax@dol.ks.gov.

15. I don't want to build a formatted file to upload. Can I still file electronically? Yes. Wage Detail and Electronic Payments Information can still be filed using the KansasEmployer.gov website. Rate Inquiry is only available using the Web service.

16. I submit MMREF or NASWA to other states. Will the same layout work with Kansas? The required specification we use for each file is the standard specification issued by the respective organizations. However the state record allows for some customizable fields such as state employer account number. Please review the file specification carefully to ensure other layouts are compatible with KDOL's. Any data required by other states that are in columns not used by KDOL will be ignored.