Kansas.gov

Detailed Return File Technical Specification

Electronic File Submission
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When the GetUploadDetail() transaction is called, a file is returned that contains a detailed listing of any errors that occurred while validating the uploaded file. This is done for all file types submitted.

 

The return file will have the following properties:

  • ASCII text data format.
  • When returned file can be compressed using zip, gz, or bz2 if requested when calling the GetUploadDetail() transaction.
  • File will be comma delimited with the following columns:
    • Data Row where the error occurred.
    • Error number if entire record is bad. Column number if individual column has bad data.
    • Error Description
    • Original row data submitted.

Error Messages:

If there is an issue with the entire record, for instance, it is not the correct number of bytes or the account number submitted is not valid an error message will be returned in the 2nd column of the return file. If there is a data error, for instance, a required name is missing then the column number that the error occurred in will be returned in column two.

Overall:

Number Description
5001
Invalid Kansas Account Number.
5002
Inactive Kansas Account Number.
5003 Terminated Kansas Account Number.
5004 Kansas Account Already Filed for year and quarter.
5005 Quarter and Year submitted is a future quarter.
5006 Total excess wage exceed total wages.
5007 Employer contains over 99 employee records with invalid SSNs.
5009 Employer record does not contain any valid employee records.
5011 Employer record contains invalid employee records.
5012 Employer record is not liable for this quarter and year.
5013 Quarter and Year is duplicated in the file.
5014 Invalid FEIN Number.
5015 Incorrect FEIN Number.
5016 Account number for employee does not match employer.
5017 Locked account and will not be processed.

MMREF:

Number Description
1001
An MMREF file record must be 512 bytes in length.
1002
The file must contain only one Submitter record.
1003 A valid Submitter record must precede an Employer record.
1004 A valid Submitter record must precede a State record.
1005 A valid Employer record must precede a State record.
1006 The specified Record Type is not valid.

 

RA Record Description
3 Submitter Employer Identification Number is required.
38 Creator Company Name is required.
117 Creator Delivery Address is required.
139 Creator City is required.
161 Creator State or Foreign State/Province is required.
161 Either Creator State or Foreign State/Province must be blank.
161 Either Creator State or Creator Country Code must be blank.
163 Creator ZIP Code or Foreign Postal Code is required.
163 Either Creator ZIP Code or Foreign Postal Code must be blank.
163 Creator Zip Code is invalid.
168 Creator ZIP Code Extension must be blank if Creator ZIP Code is blank.
168 Creator Zip Code Extension is invalid.
217 Submitter Name is required.
296 Submitter Delivery Address is required.
318 Submitter City is required.
340 Submitter State or Foreign State/Province is required.
340 Either Submitter State or Foreign State/Province must be blank.
340 Either Submitter State or Country Code must be blank.
342 Submitter ZIP Code or Foreign Postal Code is required.
342 Either Submitter ZIP Code or Foreign Postal Code must be blank.
342 Submitter ZIP Code is invalid.
347 Submitter ZIP Code Extension must be blank if Creator ZIP Code is blank.
347 Submitter ZIP Code Extension is invalid.
396 Contact Name is required.
423 Contact Phone Number is required.
423 Contact Phone Number is invalid.

 

RE Record Description
8 Employer Identification Number is required.
40 Employer Name is required.
119 Employer Delivery Address is required.
141 Employer City is required.
163 Employer State or Foreign State/Province is required.
163 Either Employer State or Foreign State/Province must be blank.
165 Employer ZIP Code or Foreign Postal Code is required.
165 Employer ZIP Code is invalid.
165 Either Employer ZIP Code or Foreign Postal Code must be blank.
170 Employer ZIP Code Extension must be blank if Creator ZIP Code is blank.
170 Employer ZIP Code Extension is invalid.

 

RS Record Description
10 Employee SSN is required.
10 Employee SSN is invalid.
10 Employee SSN is a duplicate.
19 Employee First Name is required.
49 Employee Last Name is required.
197 Reporting Period is required.
197 Reporting Period is invalid.
203 State Quarterly Unemployment Insurance Total Wages is required.
203 State Quarterly Unemployment Insurance Total Wages is invalid.
214 State Quarterly Unemployment Insurance Total Taxable Wages is required.
214 State Quarterly Unemployment Insurance Total Taxable Wages is invalid.
248 Serial Number (Account Number) is required.
248 Serial Number (Account Number) is invalid.
338 Mid-month Employment 1 is required.
338 Mid-month Employment 1 must be 0 or 1.
339 Mid-month Employment 2 is required.
339 Mid-month Employment 2 must be 0 or 1.
340 Mid-month Employment 3 is required.
340 Mid-month Employment 3 must be 0 or 1.
350 A zero wage record must be the only RS record.

NASWA:

Number Description
2001
A NASWA file record must be 275 bytes in length.
2002
The file must contain only one Transmitter record.
2003 The file must contain only one Authorization record.
2004 A valid Transmitter record must precede an Authorization record.
2005 A valid Transmitter record must precede an Employer record.
2006 A valid Authorization record must precede an Employer record.
2007 A valid Transmitter record must precede an Employee record.
2008 A valid Authorization record must precede an Employee record.
2009 A valid Employer record must precede an Employee record.
2010 The specified Record Type is not valid.

 

A Record Description
6 Transmitter EIN is required.
6 Transmitter EIN is invalid.
24 Transmitter Name is required.
74 Transmitter Street Address is required.
114 Transmitter City is required.
139 Transmitter State is required.
154 Transmitter ZIP Code is required.
154 Transmitter ZIP Code is invalid.
160 Transmitter ZIP Code Extension is invalid.
164 Contact Name is required.
194 Contact Phone Number is required.
194 Contact Phone Number is invalid.

 

B Record Description
147 Creator Company Name is required.
191 Creator Street Address is required.
226 Creator City is required.
246 Creator State is required.
253 Creator ZIP Code is required.
253 Creator ZIP Code is invalid.
259 Creator ZIP Code Extension is invalid.

 

E Record Description
6 Employer Identification Number is required.
6 Employer Identification Number is invalid.
24 Employer Name is required.
74 Employer Street Address is required.
114 Employer City is required.
139 Employer State is required.
151 Employer ZIP Code Extension is invalid.
154 Employer ZIP Code is required.
173 Employer Serial Number (Account Number) is required.
173 Employer Serial Number (Account Number) is invalid.

 

S Record Description
2 Employee SSN is required.
2 Employee SSN is invalid.
2 Employee SSN is a duplicate.
11 Employee Last Name is required.
31 Employee First Name is required.
64 State Quarterly Unemployment Insurance Total Wages is required.
64 State Quarterly Unemployment Insurance Total Wages is invalid.
78 State Quarterly Unemployment Insurance Excess Wages is required.
78 State Quarterly Unemployment Insurance Excess Wages is invalid.
147 Serial Number (Account Number) is required.
147 Serial Number (Account Number) is invalid.
212 Mid-month Employment 1 is required.
212 Mid-month Employment 1 must be 0 or 1.
213 Mid-month Employment 2 is required.
213 Mid-month Employment 2 must be 0 or 1.
214 Mid-month Employment 3 is required.
214 Mid-month Employment 3 must be 0 or 1.
215 Reporting Period is required.
215 Reporting Period is invalid.
225 A zero wage record must be the only S record.

Rate Inquiry:

Number Description
3001
A Rate Inquiry file record must be 221 bytes in length.
3002
The file must contain only one Transmitter record.
3003 A valid Transmitter record must precede an Employee record.
3004 The specified Record Type is not valid.

 

RH Record Description
3 Transmitter EIN is required.
3 Transmitter EIN is invalid.
12 Transmitter Name is required.
62 Transmitter Street Address is required.
102 Transmitter City is required.
127 Transmitter State is required.
129 Transmitter ZIP Code is required.
129 Transmitter ZIP Code is invalid.
134 Transmitter ZIP Code Extension is invalid.
138 Contact Name is required.
168 Contact Phone Number is required.
168 Contact Phone Number is invalid.
178 Contact Phone Extension is invalid.

 

RI Record Description
3 Employer Identification Number is required.
3 Employer Identification Number is invalid.
12 Serial Number (Account Number) is required.
12 Serial Number (Account Number) is invalid.
18 Year is required.
18 Year is invalid.
22 Employer Name is required.

Payment:

Number Description
4001
A Payment file record must be 381 bytes in length.
4002
The file must contain only one Transmitter record.
4003 A valid Transmitter record must precede an Employee record.
4004 The specified Record Type is not valid.

 

H Record Description
3 Transmitter EIN is required.
3 Transmitter EIN is invalid.
12 Transmitter Name is required.
62 Transmitter Street Address is required.
102 Transmitter City is required.
127 Transmitter State is required.
129 Transmitter ZIP Code is required.
129 Transmitter ZIP Code is invalid.
134 Transmitter ZIP Code Extension is invalid.
138 Contact Name is required.
168 Contact Phone Number is required.
168 Contact Phone Number is invalid.
178 Contact Phone Extension is invalid.

 

D Record Description
2 Employer Account Number is required.
2 Employer Account Number is invalid.
8 Client Name is required.
58 Client Phone Number 1 is required.
58 Client Phone Number 1 is invalid.
68 Client Phone Number 2 is invalid.
78 Client Email is required.
118 Client Mailing Address is required.
198 Account Name is required.
248 Account Type is required.
249 Routing Number is required.
249 Routing Number is invalid.
258 Account Number is required.
258 Account Number is invalid.
276 Account Address is required.
356 Payment Period is required.
356 Payment Period is invalid.
362 Order Amount is required.
362 Order Amount is invalid.
362 Order Amount is less than $5.
374 Date To Process is required.
374 Date To Process is invalid.