Kansas.gov

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 Social Security Administration Web Site. Please review our specification carefully to determine exactly what records and fields are required.

The following requirements apply to the 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 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 then we suggest either compressing it using zip, gz, or bz2 or breaking it up into multiple files.

The following requirements apply to 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 2018 in January of 2018.
  • Total taxable wages must not exceed total wages.
  • Individual employer record must not contain 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 multiple 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: Wage Adjustment Information Link.
  • If any individual Employee Records (RS) do not meet the minimum data requirements, the entire Employer Record (RE) will be rejected.
  • If multiple Employer Records (RE) are being submitted, the Employee Records (RS) for an employer must be grouped directly under the Employer Record (RE).

File Layout:

RA Record LayoutLegend: ❌ = required | ✱ = optional

POSITION FIELD NAME LENGTH FIELD SPECIFICATIONS
Required
1 - 2 Record Identifier 2 Constant "RA".
3 - 11 Submitter's Employer Identification Number (EIN) 9 Enter the submitter's EIN.
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.
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.
139 - 160 City 22 Enter the company's city. Left justify and fill with blanks.
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., 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.
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.
318 - 339 City 22 Enter the submitter's city. Left justify and fill with blanks.
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., 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.
423 - 437 Contact Phone Number 15 Enter the contact's telephone number including area code. Left justify and fill with blanks.
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 Email 40 If applicable, enter the contact's email 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 Record Layout
POSITION FIELD NAME LENGTH FIELD SPECIFICATIONS
Required
1 - 2 Record Identifier 2 Constant "RE".
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.
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.
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.
141 - 162 City 22 Enter the employer's city. Left justify and fill with blanks
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 Record Layout
POSITION FIELD NAME LENGTH FIELD 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.
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".
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".
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.
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.
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.
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.
268 - 337 Blank 70 Fill with blanks.
338 - 338 Mid-month 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.

339 - 339 Mid-month 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.

340 -340 Mid-month 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.

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.