Kansas Department of Administration, Office of General Services
This image/email designed to try to catch spammers. Home | Facilities | Financial Management | Personnel Services | Printing |
Procurement & Contracts | Repealer | Surplus Property | Systems Management |

Accounts and Reports

INFORMATIONAL CIRCULAR NO. 99-P-020 (Supersedes 98-p-018) 
DATE:  January 11, 1999
EFFECTIVE DATE:   Immediately
A & R CONTACT: Payroll Services        
  Sunni Zentner   (785) 296-7058    
  Debbie Esquibel (785) 368-6313  
APPROVAL: Approved by Dale Brunton
SUMMARY: Information Pertaining to Employee 1998 W-2 Statements

The final version of the KTXPR55 W-2 Listing has been generated. The KTXPR55 report contains all information printed on the 1998 W-2 Wage and Tax Statement for each employee of your agency. Agencies which are on-line users of SHARP will find the report in your agency mailbox on the MVS dated January 7, 1999. The KTXPR55 W-2 Listing will be distributed to paper user agencies via the normal report distribution process.

The KTXPR55 W-2 listing is sorted as follows: 1) by department number, 2) alphabetically by last name, and 3) by social security number (SSN). Totals are included for each 10-digit department number as well as a grand total summary for the entire agency. The 'DIST. TOTAL' represents the total number of 1998 W-2's that were printed for your agency. The Department of Administration will be preparing a STARS voucher to bill each agency for the applicable costs associated with mailing the 1998 W-2's.

In those instances where an employee has worked for more than one department, one W-2 form has been prepared which includes earnings and deductions for all departments. The W-2 information for these employees will be included on the KTXPR55 W-2 listing for the department number appearing on the employee's most current job record.

In situations where the address information is not correct or is not sufficient for postal delivery, the W-2 form will be mailed to the agency for distribution to the employee. The return address for all W-2 forms mailed this year will again be the agency address.

All 1998 W-2's which are considered undeliverable to the employees and are returned to the agency by the U.S. Postal Service should be retained by the agency until April 15, 1999. At that time, they should be sorted in alphabetical order by last name, first name, middle initial within department number and returned to the Division of Accounts and Reports, Payroll Services.

In cases where the 1998 W-2 Wage and Tax Statement form does not agree with your records, please send a copy of the form to this office with an explanation. For all cases where the social security number is incorrect, please include a copy of the employee's social security card with the explanation. State agencies are not authorized to make changes on the W-2 forms. The Social Security Administration and the Kansas Department of Revenue must be notified of corrections made by the Department of Administration.

Duplicate laser printed W-2's for calendar year 1998 will be printed for distribution to the agencies on each Monday, beginning February 15, 1999 and continuing through April 12, 1999. The agencies are requested to submit one blanket request for duplicate 1998 W-2's for each printing. Requests received in the Division of Accounts and Reports, Payroll Services, by noon of each Thursday will be printed for distribution the following Monday. The requests should be in social security number order and should include each employee's name and employee ID in addition to the SSN. Requests for duplicate W-2's for years prior to 1998 should be submitted separately. Duplicate 1042S form requests should also be submitted separately. Requests for either duplicate W-2 or 1042S forms should be directed to Debbie Esquibel in Payroll Services.

Attachment A, which defines what items must be added (+) or subtracted (-) to arrive at the amounts shown on the W-2 form, has been included to assist agencies in answering questions regarding the W-2 forms. On-line agencies may also want to consider utilizing the SHARP KPAY318, 'Year to Date Balances' report to assist in answering W-2 related questions. The KPAY318 report is located in SHARP v7.0 under the 'Compensate Employees' window, 'Maintain Payroll Data U.S.', 'Report', 'Year to Date Balances'. See Accounts and Reports Informational Circular No. 97-P-005 dated October 31, 1996 for additional information regarding the KPAY318.

Beginning with 1998 returns, the Internal Revenue Service has eliminated Form 4782, Employee Moving Expense Information. Therefore, agencies will no longer receive this form for employees of their agency. For 1998 and hereafter, only qualified reimbursements made directly to an employee will be reported in Box 13P. Nonqualified expenses will continue to be reported as wages and will be reflected in boxes 1, 2, 5 and 17 on Form W-2. Any amounts reported in Box 13P are reflected on the KTXPR55 report.

Please note that the on-cycle paychecks dated December 24, 1998 and the off-cycle paychecks dated December 31, 1998 are included in the 1998 W-2 amounts.

Attachment (.pdf)