Magnetic Media Filing Requirements Form - Indiana Department Of Revenue Page 2
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24The Indiana Department of Revenue prefers reports on 31/2 diskettes but will accept 51/4
diskettes or magnetic reel tapes or 3480/3490 cartridges. Note - the Indiana Department
of Revenue does not accept media filed on 8" diskettes. There is one format for
tape/cartridge reporting and one format for diskette reporting. However, both formats
follow the guidelines outlined in SSA TIB-4, as amended. The Department of Revenue
does not process test tapes.
If you currently file magnetic media with the Federal
Government, we urge you to file magnetic media with the State. The State of Indiana uses
the same format for filing W-2 information as used to file your Federal report, but be sure
to include the ”S” Record (State Information).
The State of Indiana does participate in the combined Federal/State Filing Program of
1099's. Submission of 1099 information is required ONLY if State tax has been withheld.
Payers reporting 1099 information should use the current Federal format specified for the
purpose of federal information return reporting. All submissions MUST be accompanied
by a completed WH-3 Reconciliation Form. W-2 and 1099 information must be filed
separately, on separate magnetic media.
DUE DATE:
February 28th or 29th of the current year is the filing deadline for the previous years
reporting. This date moves if it falls on a weekend to the next working day. For example,
if the 28th falls on a Saturday or Sunday, the filing deadline moves to the following
Monday. Taxpayers who do not meet the filing deadline may be subject to a penalty of ten
dollars ($10.00) per delinquent W-2 form and any other applicable penalties.
The Department of Revenue uses the post mark date to determine the timely filed status
of each report. A request for an extension to the filing deadline must be made in writing
and be accompanied by a copy of Federal Form 8809 (Extension Request Form). Your
request should be sent to the following address:
Withholding Tax Section
Indiana Department of Revenue
100 North Senate Avenue, N203
Indianapolis, IN 46204-2253
Withholding questions may be directed to the Withholding Tax Section (317) 232-2265
(8:15 A.M. to 4:45 P.M., Monday through Friday)
If the Indiana Department of Revenue determines a timely filed magnetic media report is
unprocessable, the filer will be given forty-five (45) days to correct and return the report
to the Indiana Department of Revenue. If a processable tape is returned within this period,
a penalty for late filing will not be imposed.
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