Form 10 - Procedures And Specifications For Filing Wage And Tax Information By Means Of Magnetic Media - 1997
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1
2A
D
R
LABAMA
EPARTMENT OF
EVENUE
FORM
10
Procedures and Specifications For Filing Wage and
Tax Information by Means of Magnetic Media
8/97
The Alabama Department of Revenue does not require W-2 infor-
figure shown here is the number of “S” records contained on the tape for the
mation to be filed by means of magnetic media. However, the
employer for whom the Form A-3 is being filed.
Department does encourage the use of magnetic media as a means of
It is permissible to send part of your withholding information on
transmitting W-2 information. If you do choose to file by means of
tape and part on paper. However, both the tape and paper copies
magnetic media, the specifications and procedures described in Form
must be sent together with the Form A-3. In situations where tape and
10 must be followed in order for the Department to accept your W-2
paper are submitted, the figure shown in the space provided for the
information by this means. Failure to comply with these specifica-
number of wage and tax statements on Form A-3 must represent a
tions can result in your magnetic media being returned to you
total of the records on both tape and paper. If paper copies of wage
unprocessed. Your magnetic tape or cartridge must be produced
and tax statements are submitted, an adding machine tape of
according to the specifications outlined in Form 10, however, you
amounts of Alabama income tax withheld must accompany such
must refer to SSA Publication 42-007 (TIB-4) for record format and
statements.
record specifications.
• Each withholding tax account on a tape must contain a single
The Department does not require filers to submit test tapes or to
“E” record. Multiple “E” records result in subtotals of the Alabama
obtain prior approval before filing their magnetic media. However,
income tax withheld rather than a single total as is required. This
test tapes can be submitted and the Department will advise the filer
applies to accounts which have multiple locations. All locations
of the acceptability of their tape/cartridge. If the election is made to
reported under a particular Alabama withholding tax account num-
submit a test tape, such tape must be submitted at least 60 days prior
ber must be represented by a single “E” record.
to the due date for filing wage and tax statements. Wage and tax
• At this time the Alabama Department of Revenue does not
statements are due February 28. A label must be affixed to the
accept withholding tax information by way of diskette. We do accept
tape/cartridge stating that it is test. The test tape/cartridge must be
submitted with the completed label from the bottom of this form.
this information by way of either 9 track reel tape or IBM 3480 com-
patible cartridge tape.
“Test” should be printed in red in the space provided for year on the
label.
• If you wish, your tape/cartridge may be returned to you after
processing. However, you must affix a label to the media with your
Procedures For Magnetic Media Reporting of
name and address. All media received without such labels will be
Withholding Information
destroyed after processing.
• Each tape/cartridge must be accompanied by a properly com-
• Complete the label at the bottom of this form. Mail your com-
pleted Form A-3, Annual Reconciliation of Alabama Income Tax
pleted label, tape or cartridge and your completed Form(s) A-3 to the
Withheld, for each withholding account for whom information is
following address:
contained on the tape. If a tape contains multiple accounts, the
Forms A-3 for each account must be arranged in the same order as
Alabama Department of Revenue
the accounts appear on the tape. All items of Form A-3 must be
Withholding Tax Section
properly completed. Form A-3 is found in the employers withhold-
P. O. Box 327480
ing tax coupon booklet. Under no circumstances should the Form
Montgomery, AL 36132-7480
A-3 and the tape be sent under separate cover.
If you have any questions concerning the filing of wage and tax
Note: Form A-3 provides a space for the number of wage and tax state-
information by means of magnetic media, please call the
ments transmitted with the Form A-3. When filing by magnetic media, the
Withholding Tax Section at (334) 242-1300.
REMOVE LABEL ALONG BROKEN RULE
TAPE / CARTRIDGE LABEL
NAME OF ORGANIZATION SUBMITTING TAPE / CARTRIDGE
YEAR
STREET ADDRESS OR P.O. BOX
NUMBER OF EMPLOYER
RECORDS ON TAPE / CARTRIDGE
(A FORM A-3 MUST BE INCLUDED
CITY
STATE
ZIP
FOR EACH EMPLOYER RECORD.)
CONTACT PERSON
TELEPHONE NUMBER
(
)
1. Tape / Cartridge Is:
Labeled
Unlabeled
Mail completed label, Form A-3,
2. Recording Mode:
EBCDIC
ASCII
and your tape or cartridge to:
Alabama Department of Revenue
3. Record Size:
275
276
Withholding Tax Section
P. O. Box 327480
4. Density – BPI (Tape Only):
1600
6250
Montgomery, AL 36132-7480
5. Block Size: _______________________________________________
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