Kansas.gov

NASWA File Submission

Electronic File Submission
File Requirements
Code A
Code B
Code E
Code S
Download Sample

 

The Kansas Department of Labor will accept the NASWA (formerly ICESA) file format. 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 only indicated 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 275 characters in length (each record is a separate line ended by CR LF)
  • Must have only one Code A, only one Code B, one or more Code E, and one or more Code S records.
  • 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 2018 in January of 2018.
  • Total excess wages must not exceed total wages.
  • Individual employer record contains greater than 99 employee records with no SSN.
  • Employer account must be currently active.
  • Total wages or Excess 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 Adjustments.
  • If any individual Employee Records (Code S) do not meet the minimum data requirements, the entire Employer Record (Code E) will be rejected.

File Layout:

Code A Record Layout Legend: x – required, * – optional

Location FIELD NAME FIELD LENGTH TYPE DESCRIPTION and REMARKS Criteria Required
1 - 1 Record Identifier 1 Text Constant A Only "A"
x
2 - 5 Blanks 4 Text Any entry will be ignored. Not used by KDOL because we accept multiple quarters in one file.  
 
6 - 14 Transmitter FEIN 9 Numeric Transmitter's Federal Employer's Identification Number Use only the 9 numeric characters. No hyphens, prefixes or suffixes  
x
15 - 23 Blanks 9 Text Fill with Blanks.  
 
24 - 73 Transmitter Name 50 Text Name of the organization submitting (transmitting) the file  
x
74 - 113 Transmitter Street 40 Text Street address of the transmitter  
x
114 - 138 Transmitter City 25 Text City of the transmitter  
x
139 - 140 Transmitter State 2 Text The standard 2 character FIPS postal code abbreviation for the transmitter's state  
x
141 - 153 Blanks 13 Text Fill with Blanks.  
 
154 - 158 Transmitter Zip 5 Numeric Transmitter's Zip Code  
x
159 - 159 Blanks 1   Fill with Blanks.  
 
160 - 163 Transmitter Zip +4 4 Numeric Transmitter's 4 digit extension of the zip code. Include the hyphen in position 159. If unknown, fill with blanks.  
 
164 - 193 Transmitter Contact 30 Text Name of individual from transmitter organization who is responsible for the accuracy and completeness of this file.  
x
194 - 203 Telephone Number 10 Numeric 10 digit voice telephone number where the transmitter contact can be reached  
x
204 - 207 Extension 4 Numeric Voice telephone extension or voice mail box of transmitter contact  
 
208 - 275 Blanks 68 Text Fill with Blanks.  
 

 

Code B Record Layout

Location FIELD NAME FIELD LENGTH TYPE DESCRIPTION and REMARKS Criteria Required
1 - 1 Record Identifier 1 Text Constant B Only "B"
x
2 - 146 Blanks 145 Numeric Fill with blanks.  
 
147 - 190 Organization Name 44 Text Service bureau or employer creating this media  
x
191 - 225 Street Address 35 Text Street Address  
x
226 - 245 City 20 Text City  
x
246 - 247 State 2 Text 2 character FIPS postal abbreviation  
x
248 - 252 Blanks 5 Text Blanks  
253 - 257 Zip Code 5 Numeric Zip Code  
x
258 - 258 Blanks 1   Fill with blanks.  
 
259 - 262 Zip + 4 4 Numeric 4 digit zip code extension; Include hyphen in position 258. If unknown, fill with blanks  
 
263 - 275 Blanks 13 Text Blanks  
 

 

Code E Record Layout

Location FIELD NAME FIELD LENGTH TYPE DESCRIPTION and REMARKS Criteria Required
1 - 1 Record Identifier 1 Text Constant E Only "E"
x
2 - 5 Blanks 4 Numeric Fill with blanks.  
 
6 - 14 Employer FEIN 9 Numeric Employer's Federal Employer's Identification Number. Use only 9 digits. NO hyphens, prefixes or suffixes  
x
15 - 23 Blanks 9 Text    
 
24 - 73 Employer Name 50 Text The first 50 positions of the employer's name as shown on the K-CNS 100 mailed to you.  
x
74 - 113 Employer Street 40 Text Employer's street address  
x
114 - 138 Employer City 25 Text Employer's city  
x
139 - 140 Employer State 2 Text 2 character FIPS postal abbreviation  
x
141 - 149 Blanks 9 Text Fill with blanks.  
 
150 - 153 Zip + 4 4 Numeric 4 digit zip code extension. No hyphen. If unknown, fill with blanks.  
 
154 - 158 Zip Code 5 Numeric Zip Code  
x
159 - 172 Blanks 14 Text Fill with blanks.  
 
173 - 187 KS Unemployment Tax Account Number (Serial Number) 15 Numeric 6 digit Kansas account number, left justified and blank filled Must be 6 digits
x
188 - 275 Blanks 88 Numeric Fill with blanks.  
 

 

Code S Record Layout

Location FIELD NAME FIELD LENGTH TYPE DESCRIPTION and REMARKS Criteria Required
1 - 1 Record Identifier 1 Text Constant S Only "S"
x
2 - 10 Social Security No 9 Numeric Employee's social security account number. If not known, enter letter I in position 2 and blanks in 3-10.  
x
11 - 30 Employee Last Name 20 Text Employee Last Name. If none then enter "NLN".  
x
31 - 42 Employee First Name 12 Text Employee First Name. If none then enter "NFN".  
x
43 - 43 Employee Middle Initial 1 Text Employee middle initial. If no middle initial, enter blank  
 
44 - 63 Blanks 20 Text Fill with blanks.  
 
64 - 77 State QTR Unemployment Insurance Total 14 Numeric Total gross amount of Kansas wages paid during this quarter. Include tip income. Include dollars and cents with the decimal point assumed. No Decimal
x
78 - 91 State QTR UI Excess Wages 14 Numeric Quarterly wages in excess of $14,000 a year. Include dollars and cents with the decimal point assumed. No Decimal
x
92 - 146 Blanks 55 Text Fill with blanks.  
 
147 - 152 KS UI Tax A/C No. 6 Numeric 6 digit KS unemployment tax account  
x
153 - 211 Blanks 59 Text Fill with blanks.  
 
212 - 212 Mid-month Employment 1 1 Numeric 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.
0 or 1
x
213 - 213 Mid-month Employment 2 1 Numeric 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.
0 or 1
x
214 - 214 Mid-month Employment 3 1 Numeric 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.
0 or 1
x
215 - 220 Reporting Year 6 Numeric Quarter = last month of the quarter; 3=First Quarter (March); 6=Second Quarter (June); 9=Third Quarter (September); 12=Fourth Quarter (December); 061998=2nd Quarter, 1998  
x
221 - 221 Zero Wage 1 Text 1 = zero wages for quarter, if wages for the quarter have been reported leave blank.  
 
222 - 275 Blanks 54 Text Blanks