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MMREF Technical Specification
Electronic
File Submission
File Requirements
RA Record Layout
RE Record Layout
RS Record Layout
Download Sample
The Kansas Department of Labor will accept the MMREF-1
file format used by the Social Security Administration. We only require
the records and fields that we need. Any record or field that is not
required by the Kansas Department of Labor will be IGNORED. The layout
defined below indicates only the fields required by the Kansas Department
of Labor. For a complete specification you can visit the Social Security
Administration site at http://www.ssa.gov/employer/pub.htm.
Please reveiw our specification carefully to determine exactly what
records and fields are required.
The following requirements
are used to reject an entire file:
-
Must be readable.
-
Must be ASCII text data format.
-
Must not put your organizaton
over the 100mb maximum submission per day.
-
All Records must be 512 characters
in length (each record is a separate line ended by CR LF)
-
Must have at least one RA, at
least one RE, and at least one RS record.
-
File must be of type zip, gz,
bz2, txt, or dat. All other files will be rejected. Any compressed
file must be of type txt or dat after it is decompressed. Any compressed
file can only contain one file.
-
File name must be less than 75
characters.
-
File must not exceed 5mb. If
a file is larger than 5mb than we suggest either compressing it
using zip, gz, or bz2 or breaking it up into multiple files.
The following requirements are used to reject individual
employers:
- Individual fields must meet the minimum format (use
layout below to determine).
- Wage detail will not be accepted for future quarters.
For example, data will be not be accepted for 3rd quarter of 07
in January of 07.
- Total taxable wages must not exceed total wages.
- Individaul employer record contains greater than
99 employee records with no SSN.
- Employer account must be currently active.
- Total wages must not exceed $1,000,000. Employees
whose earnings exceed $1,000,000 must be broken down into multple
records that are less than $1,000,000.
- Each employer can only be submitted once per quarter.
For information on wage adjustments, please visit the following
address: http://www.dol.ks.gov/ui/html/EnSec07_DBR.html#elwage.
- If any individual Employee Records (RS) do not meet
the minimum data requirements, the entire Employer Record (RE) will
be rejected.
File Layout:
RA Record Layout
| POSITION |
FIELD NAME |
LENGTH |
FIELD SPECIFICATIONS |
Required
|
| 1-2 |
Record Identifier |
2 |
Constant "RA". |
x
|
| 3-11 |
Submitter's Employer Identification Number (EIN)
|
9 |
Enter the submitter's EIN. |
x
|
| 12-37 |
Blank |
26 |
Fill with blanks. |
|
| 38-94 |
Company Name |
57 |
Enter the name of the company to receive MMREF-1
annual filing instructions. Left justify and fill with blanks.
|
x
|
| 95-116 |
Location Address |
22 |
Enter the company's location address (Attention,
Suite, Room Number, etc.). Left justify and fill with blanks.
|
|
| 117-138 |
Delivery Address |
22 |
Enter the company?s delivery address (Street or
Post Office Box). Left justify and fill with blanks. |
x
|
| 139-160 |
City |
22 |
Enter the company's city. Left justify and fill
with blanks. |
x
|
| 161-162 |
State Abbreviation |
2 |
Enter the company's State. Use a postal abbreviation
as shown in Appendix F. For a foreign address, fill with blanks.
|
|
| 163-167 |
ZIP Code |
5 |
Enter the company's ZIP Code. For a foreign address,
fill with blanks |
*
|
| 168-171 |
ZIP Code Extension |
4 |
Enter the company's four-digit extension of the
ZIP Code. If not applicable, fill with blanks. |
|
| 172-176 |
Blank |
5 |
Fill with blanks. |
|
| 177-199 |
Foreign State/Province |
23 |
If applicable, enter the company?s foreign state/province.
Left justify and fill with blanks. Otherwise, fill with blanks.
|
*
|
| 200-214 |
Foreign Postal Code |
15 |
If applicable, enter the company?s foreign postal
code. Left justify and fill with blanks. Otherwise, fill with
blanks. |
*
|
| 215-216 |
Country Code |
2 |
If one of the following applies, fill with blanks:
? One of the 50 states of the U.S.A. ? District of Columbia ?
Military Post Office (MPO) ? American Samoa ? Guam ? Northern
Mariana Islands ? Puerto Rico ? Virgin Islands Otherwise, enter
the applicable Country Code (see Appendix G). |
|
| 217-273 |
Submitter Name |
57 |
Enter the name of the organization to receive notification
of data that cannot be processed. Left justify and fill with blanks.
|
x
|
| 274-295 |
Location Address |
22 |
Enter the submitter's location address (Attention,
Suite, Room, Number, etc.). Left justify and fill with blanks.
|
|
| 296-317 |
Delivery Address |
22 |
Enter the submitter's delivery address (Street
or Post Office Box). Left justify and fill with blanks. |
x
|
| 318-339 |
City |
22 |
Enter the submitter's city. Left justify and fill
with blanks. |
x
|
| 340-341 |
State Abbreviation |
2 |
Enter the submitter's State. Use a postal abbreviation
as shown in Appendix F. For a foreign address, fill with blanks.
|
*
|
| 342-346 |
ZIP Code |
5 |
Enter the submitter's ZIP Code. For a foreign address,
fill with blanks. |
*
|
| 347-350 |
ZIP Code Extension |
4 |
Enter the submitter's four-digit extension of the
ZIP Code. If not applicable, fill with blanks. |
|
| 351-355 |
Blank |
5 |
Fill with blanks. Reserved for SSA use. |
|
| 356-378 |
Foreign State/Province |
23 |
If applicable, enter the submitter?s foreign state/province.
Left justify and fill with blanks. Otherwise, fill with blanks.
|
*
|
| 379-393 |
Foreign Postal Code |
15 |
If applicable, enter the submitter?s foreign postal
code. Left justify and fill with blanks. Otherwise, fill with
blanks. |
*
|
| 394-395 |
Country Code |
2 |
If one of the following applies, fill with blanks:
? One of the 50 states of the U.S.A. ? District of Columbia ?
Military Post Office (MPO) ? American Samoa ? Guam ? Northern
Mariana Islands ? Puerto Rico ? Virgin Islands Otherwise, enter
the applicable Country Code (see Appendix G). |
|
| 396-422 |
Contact Name |
27 |
Enter the name of the person to be contacted by
SSA concerning processing problems. Left justify and fill with
blanks. |
x
|
| 423-437 |
Contact Phone Number |
15 |
Enter the contact's telephone number (including
area code). Left justify and fill with blanks. |
x
|
| 438-442 |
Contact Phone Extension |
5 |
Enter the contact's telephone extension. Left justify
and fill with blanks. |
|
| 443-445 |
Blank |
3 |
Fill with blanks. |
|
| 446-485 |
Contact E-Mail/ Internet |
40 |
If applicable, enter the contact's e-mail/Internet
address. This field may be upper and lower case. Left justify
and fill with blanks. Otherwise, fill with blanks. |
|
| 486-488 |
Blank |
3 |
Fill with blanks. |
|
| 489-498 |
Contact Fax |
10 |
If applicable, enter contact?s fax number (including
area code). Otherwise, fill with blanks. For U.S. and U.S. territories
only. |
|
| 499-512 |
Blank |
14 |
Fill with blanks. |
|
RE
| POSITION |
FIELD NAME |
LENGTH |
SPECIFICATIONS |
Required
|
| 1-2 |
Record Identifier |
2 |
Constant "RE". |
x
|
| 3-7 |
Blank |
5 |
Fill with blanks. |
|
| 8-16 |
Employer /Agent Employer Identification Number
(EIN) |
9 |
Enter the EIN entered on the IRS Form 941 submitted
to IRS. If you entered a code in the Agent Indicator Code field
(position 7), enter your Agent EIN. |
x
|
| 17-39 |
Blank |
23 |
Fill with blanks. |
|
| 40-96 |
Employer Name |
57 |
Enter the name associated with the EIN entered
in positions 8 -16. Left justify and fill with blanks. |
x
|
| 97-118 |
Location Address |
22 |
Enter the employer's location address (Attention,
Suite, Room Number, etc.). Left justify and fill with blanks.
|
|
| 119-140 |
Delivery Address |
22 |
Enter the employer's delivery address (Street or
Post Office Box). Left justify and fill with blanks. |
x
|
| 141-162 |
City |
22 |
Enter the employer's city. Left justify and fill
with blanks |
x
|
| 163-164 |
State Abbreviation |
2 |
Enter the employer's State. Use a postal abbreviation
as shown in Appendix F. For a foreign address, fill with blanks
|
|
| 165-169 |
ZIP Code |
5 |
Enter the employer's ZIP code. For a foreign address,
fill with blanks. |
*
|
| 170-173 |
ZIP Code Extension |
4 |
Enter the employer's four-digit extension of the
ZIP code. If not applicable, fill with blanks. |
|
| 174-178 |
Blank |
5 |
Fill with blanks. |
|
| 179-201 |
Foreign State/ Province |
23 |
If applicable, enter the employer?s foreign state/province.
Left justify and fill with blanks. Otherwise, fill with blanks.
|
*
|
| 202-216 |
Foreign Postal Code |
15 |
If applicable, enter the employer?s foreign postal
code. Left justify and fill with blanks. Otherwise, fill with
blanks. |
*
|
| 217-512 |
Blank |
296 |
Fill with blanks. |
|
*The Zip Code or Foreign State/Province and Foreign Postal Code are required fields. Either code field is required to have data. If there is no data in one of the fields than the upload wage data will error out.
RS
| POSITION |
FIELD NAME |
LENGTH |
SPECIFICATIONS |
Required
|
| 1-2 |
Record Identifier |
2 |
Constant "RS". |
|
| 3-9 |
Blank |
7 |
Fill with blanks. |
|
| 10-18 |
Social Security Number (SSN) |
9 |
Enter the employee's SSN as shown on the original/replacement
SSN card issued by SSA. If no SSN is available, enter zeros. |
x
|
| 19-33 |
Employee First Name |
15 |
Enter the employee's first name as shown on the
SSN card. Left justify and fill with blanks. If none then enter
"NFN". |
x
|
| 34-48 |
Employee Middle Name or Initial |
15 |
If applicable, enter the employee's middle name
or initial as shown on the SSN card. Left justify and fill with
blanks. Otherwise, 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. If none then enter
"NLN". |
x
|
| 69-196 |
Blank |
128 |
Fill with blanks. |
|
| 197-202 |
Reporting Period |
6 |
Enter the last month and four-digit year for the
calendar quarter for which this report applies; e.g., ?032004?
for January-March of 2004. Applies to unemployment reporting.
|
x
|
| 203-213 |
State Quarterly Unemployment Insurance Total Wages
|
11 |
Right justify and zero fill. Applies to unemployment
reporting. Include dollars and cents with the decimal point assumed.
|
x
|
| 214-224 |
State Quarterly Unemployment Insurance Total Taxable
Wages |
11 |
Right justify and zero fill. Applies to unemployment
reporting. Include dollars and cents with the decimal point assumed.
|
x
|
| 225-247 |
Blank |
23 |
Defined by State/local agency. Applies to unemployment
reporting. |
|
| 248-267 |
State Employer Account Number |
20 |
Left justified 6 digit Kansas Account Number. |
x
|
| 268-337 |
Blank |
70 |
Fill with blanks. |
|
| 338-338 |
Midmonth Employment 1 |
1 |
0 if employee (full or part time) did NOT work or was NOT paid
for the payroll period that includes the 12th of the first month.
1 if employee (full or part time) did work or was paid for the
payroll period that includes the 12th of the first month.
|
x
|
| 339-339 |
Midmonth Employment 2 |
1 |
0 if employee (full or part time) did NOT work
or was NOT paid for the payroll period that includes the 12th
of the second month.
1 if employee (full or part time) did work or was paid for the
payroll period that includes the 12th of the second month. |
x
|
| 340-340 |
Midmonth Employment 3 |
1 |
0 if employee (full or part time) did NOT work
or was NOT paid for the payroll period that includes the 12th
of the third month.
1 if employee (full or part time) did work or was paid for the
payroll period that includes the 12th of the third month. |
x
|
| 341-341 |
Zero Wage |
1 |
1 = zero wages for quarter, if wages for the quarter have been reported leave blank. |
|
| 342-512 |
Blank |
171 |
Fill with blanks. |
|
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