Magnetic Media Filing Requirements Form - Indiana Department Of Revenue Page 5
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24FILING SPECIFICATIONS - MAGNETIC DISK
There are four basic record code types used when filing magnetic disk. They are as
follows:
Code 1A and 2A - Identifies the organization submitting the file. The Code A record must
be the first data record on each diskette filed.
Code 1E and 2E - Identifies the employer whose employee wage and tax information is
being reported. Generate a new code E record each time it is necessary to change
the information in any field on this record. DO NOT create a Code E record for an
employer that does not have at least one employee with monies to report.
Code 1S and 2S - Supplemental record containing required employee State information.
Code 1F - Indicates the end of the file. It MUST be the last data record on the file,
appearing only once, after the last set of Code 1S/2S records. There is no 2F record.
Basic Requirements:
All diskettes should be virus scanned before submission to the Department of Revenue.
Diskettes must be written in ASCII. Files must be in numbers and upper case letters only
and must not contain commas or any other special characters with the exception of the
ampersand (&). The file name must be eight character W2REPORT.
Diskettes must not contain any file or data set (i.e., library files, proprietary software) other
than the W2 Report. Diskettes must be of the double-sided/double density or double-
sided/high density type. Data must be recorded in the same format as indicated, omitting
commas and/or other special characters except the ampersand (&) sign as noted.
Diskettes may be either the 5-1/4" (360 K or 1.2MB) or 3-1/2" (720K or 1.44MB).
However, 8 inch diskettes cannot be processed and will not be accepted.
Diskettes must be written using MS-DOS or PC-DOS random or sequential file formats.
If random files are used, the record length must be exactly 128 bytes. Diskettes having
record lengths in excess of 128 bytes are not acceptable and will not be processed.
Diskettes incorrectly formatted will be returned unprocessed.
Record Delimiters:
If record delimiters are used the combination of a carriage return (CR) character and a line
feed (LF) character must occur in that sequence, i.e., CR/LF at the end of each record.
Therefore records with delimiters must have a record length of exactly 130 bytes, i.e., 128
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