Kansas Department of Administration

09-P-020 Addition of Form 8233 Data to Regent Inbound MRI

DATE: January 27, 2009
SUBJECT: Addition of Form 8233 Data to the Regent Inbound MRI
EFFECTIVE DATE: March 16, 2009
CONTACT: Sunni Zentner (785) 296-7058 Sunni.Zentner@da.ks.gov
APPROVAL: Image of approval signature.

Form 8233 Requirement Discontinued and New Fields Added to Regent Inbound MRI

Effective immediately, Regent institutions should discontinue submitting copies of Form 8233 (Exemption From Withholding on Compensation for Independent (and Certain Dependent) Personal Services of a Nonresident Alien Individual) to the Division of Accounts and Reports.  Under the previous procedure, these forms were completed by employees at Regent institutions, recorded in the agency’s system, mailed to the Payroll Section of Accounts and Reports, and then manually entered into SHARP.  At one time the State of Kansas was required to mail these forms to the IRS at the end of the year along with Form 1042-S, but that is no longer a requirement.  The new procedure will require the Regent institution to retain Form 8233 and the option to send the data to the Payroll Section on the Regents’ inbound management reporting interface (MRI).  The new file layout will go into effect for all Regent MRIs submitted for processing on or after March 16, 2009.  Additionally, Regents institutions will have the option to manually enter the necessary data on-line in SHARP instead of using the inbound MRI.

Two new fields have been added to the Federal Tax Data Record on the Regents’ inbound MRI to allow Regent institutions to enter information from Form 8233.  The two fields added are “Form 8233 Received” and “Form 8233 in Effect Date”.  A copy of the updated MRI layout is attached to this circular; the Federal Tax Data Record is located on page 14 of the layout and is the only record being changed at this time.  The “Form 8233 Received” field should be populated with either values ‘N’ (No), ‘Y’ (Yes), or ‘X’ (Not Applicable).  If this field is populated with ‘Y’, then the field “Form 8233 in Effect Date” becomes a required field.  This date field should be populated using a CCYY-MM-DD format and should record the date Form 8233 was submitted.

As noted in the instructions for Form 8233 (available on the IRS website at:  http://www.irs.gov/pub/irs-pdf/i8233.pdf), within 5 days of acceptance, one copy of the form should be forwarded to the IRS at the following address:

Internal Revenue Service
International Section
P.O. Box 920
Bensalem, PA  19020-8518

Regents institutions should continue to send the 8233 forms into the IRS as directed in the instructions.  A copy of each form needs to be retained at the agency for no less than four calendar years.  Also, the KPAY249 report will continue to be provided in agency MVS mailboxes and agencies need to continue resolving any errors that appear on the report.  Form 8233s received by the Payroll Section of Accounts and Reports thus far for calendar year 2009 will be returned to the respective Regents institution.

Any questions regarding this information should be directed to Sunni Zentner in the Payroll Section of Accounts and Reports at (785) 296-7058.  Any questions regarding the testing of these changes on the Regents’ inbound MRI should be directed to Kathy Ogle in the Payroll Section of Accounts and Reports at (785) 296-2290.

Attachment - MRI Record Layout [excel]


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