Form Nys-202.4 - Transmittal For Magnetic Media Reporting In Federal Format printable pdf download

Publication 911

(5/02)

Magnetic Media Reporting of Quarterly Wage and Withholding

Tax Information Based on Federal Formats

according to the instructions, or on magnetic media according to

Section

– Introduction and overview

the specification described in Publication 69.

This publication describes specifications, formats, and layouts for

reporting quarterly employee wage reporting and withholding tax

The Tax Department will notify you if it is unable to process your

information on magnetic media. This format is based on the

media. You must submit your file in an acceptable media format.

specifications contained in federal Publication MMREF, Magnetic

If you would like your magnetic media returned:

Media Reporting and Electronic Filing (Social Security

— enclose a letter indicating you wish to have your tapes/

Administration, February 2002). The New York State

diskettes/CD-ROMs returned;

Tax Department has expanded the formats we will accept for filing

this employee information. Employers may use the RS (state)

— use a reusable container for shipment; and

records from the federal MMREF-1, provided the information is

— enclose a self-addressed label.

reported according to the definitions for the individual data

elements contained in this publication.

If you have questions about what to file and when, see the Need

help? section on page 2. If you have technical questions about this

Please consult the MMREF if you need additional technical

publication, please call (518) 457-7105.

information related to the federal format. We plan to update this

publication whenever the federal MMREF is updated.

III

Section

– Technical specifications

Version notes:

Deviations from these prescribed standards are not acceptable. A

transmitter of multiple employers must use consolidated files rather

This publication supersedes the 10/00 version of this publication

than a separate file for each employer or client of the transmitter.

and includes the following changes:

Each record must have a fixed length of 512 bytes. Print files and

– We only accept magnetic tape, 3½” diskettes, and CD-ROMs.

record delimiters are not acceptable. Data must be recorded in

These must be written in ASC

(EBCD

C is not acceptable on

uppercase letters only.

diskettes or CD-ROM).

– Numeric fields must be right-justified, zero-filled, dollars and

A properly composed file contains the following records in

cents with implied decimals.

sequence:

– Alphanumeric fields must be left-justified and filled with blanks.

– Record RA

– Transmitter record

– Record RE (Employer) record must include, in positions

– Record RE

– Employer record

174-178, the quarter and year being reported as QYYYY.

– Record RS

– State record

– Record RU

– Total record

Section

– Submission requirements

– Record RF

– Final record

Employers must consult Publication NYS-50, Employer’s Guide to

Unemployment Insurance, Wage Reporting and Withholding Tax,

Repeat records RE and RU for each employer in the file. All

for definitions and descriptions of the information that must be

alphanumeric fields must be left-justified and filled with blanks.

reported.

Note: only RS records containing a value of “36” in the State Code

Employers can use this publication in place of Publication 69,

field (locations 3 and 4) will be processed for New York State

Magnetic Media Reporting of Quarterly Combined Wage and

purposes.

Withholding Tax Information. The Tax Department is now accepting

All numeric fields must be right-justified, zero-filled, with dollar and

data in either magnetic media format. Submission of test media for

cents and implied decimal.

the new format to New York State is not required.

Reminder: While this format was originally developed for annual

Section

– Technical requirements for diskettes

federal filings, employee wage reporting information must be

and CD-ROM

submitted to New York State quarterly, and annual employee

The department can accept most CD-ROMs and 3½” diskettes

wage and withholding information must be included on the fourth

formatted under MS/DOS or equivalent. Diskettes and CD-ROMs

quarter submission. See Form NYS-45-

for due dates.

must be formatted at their specified density and written in ASC

Media created using this format should be submitted with

(EBCD

C is not acceptable on diskette or CD-ROM). The external

Form NYS-202.4, Transmittal for Magnetic Media Reporting in

labels on each submission must specify the following:

Federal Format, to NYS Tax Department, Withholding Tax/Magnetic

– transmitter identification number and name

Media Unit, W A Harriman Campus, Albany NY 12227.

– last day of period being reported

(Form NYS-202.4 is page 5 of this publication.)

– operating system used to create the file

Reminder: Continue to send Form NYS-45 separately to the

– formatted diskette or CD-ROM density

address provided on the back of Form NYS-45.

– record length

The Tax Department will not accept amended information on

magnetic media using federal specifications. Amended information

Each medium must contain the 11-character entry NYWRFED.RPT

must be submitted on either Form NYS-45-X or NYS-45-ATT

as the file name. Only one such file per diskette or CD-ROM is

acceptable.

Form Nys-202.4 - Transmittal For Magnetic Media Reporting In Federal Format

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