Kansas.gov

Payment File Technical Specification

Electronic File Submission
File Requirements
Download Sample

The Kansas Department of Labor will accept the Payment file format found below. The layout defined below only indicates the fields required by the Kansas Department of Labor. Please review 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 organization over the 100MB maximum submission per day.
  • All records must be 381 characters in length (each record is a separate line ended by CR LF).
  • 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.

File Layout:

Code H Record LayoutLegend: ❌ = required | ✱ = optional

LOCATION FIELD NAME FIELD LENGTH FIELD SPECIFICATIONS Required
1-1 Record Identifier 1 Constant "H"
2-10 Transmitter FEIN 9 Transmitter's Federal Employer's Identification Number. Use only the 9 numeric characters. No hyphens, prefixes or suffixes.
11 - 60 Transmitter Name 50 Name of the organization submitting (transmitting) the file.
61 - 100 Transmitter Street 40 Street address of the transmitter.
101 - 125 Transmitter City 25 City of the transmitter.
126 - 127 Transmitter State 2 The standard 2 character FIPS postal Code abbreviation for the transmitter's state.
128 - 132 Transmitter Zip 5 Transmitter's Zip Code.
133 - 136 Transmitter Zip +4 4 Transmitter's 4 digit extension of the zip code. Include the hyphen in position 159. If unknown, fill with blanks.  
137 - 166 Transmitter Contact 30 Name of individual from transmitter organization who is responsible for the accuracy and completeness of this file.
167 - 176 Telephone Number 10 10 digit voice telephone number where the transmitter contact can be reached.
177 - 180 Extension 4 Voice telephone extension or voice mail box of transmitter contact.  
181-220 Transmitter Email 40 Transmitter's email address.  
221-381 Blanks 161 Fill with Blanks.  

Code D Record LayoutLegend: ❌ = required | ✱ = optional

LOCATION FIELD NAME FIELD LENGTH FIELD SPECIFICATIONS Required
1-1 Record Identifier 1 Constant "D".
2-7 Employer Account Number 6 6 digit Kansas account number.
8-57 Client Name 50 Client's name.
58-67 Client Phone1 10 Client's telephone number including area code. Numbers only, no parenthesis or dashes.
68-77 Client Phone2 10 Client's telephone number including area code. Numbers only, no parenthesis or dashes.  
78-117 Client Email 40 Client's email address. 
118-197 Client Mailing Address 80 123 N Main, Topeka, KS, 66603-3434.
198-247 Account Name 50 Name of the account holder.
248-248 Account Type 1 'C' for Checking or 'S' for Savings.
249-257 Routing Number 9 Right justify and zero fill.
258-275 Account Number 18 Left justify and blank fill.
276-355 Account Address 80 123 N Main, Topeka, KS, 66603-3434.
356-361 Payment Period 6 Enter the last month and four-digit year for the calendar quarter for which this payment applies; e.g., “032004” for January-March of 2004. 
362-373 Order Amount 12 Right justify and zero fill. Include dollars and cents with the decimal point assumed.
374-381 Date to Process 8 MMDDCCYY. Numbers only, no separators.