Electronic Media Transmittal Form - Georgia Department Of Labor
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7GEORGIA DEPARTMENT OF LABOR
ELECTRONIC MEDIA SPECIFICATIONS
FOR QUARTERLY TAX AND WAGE REPORTING
The following information outlines the Georgia Department of Labor’s requirements for submitting quarterly tax
and/or wage reports via electronic media. Also included are instructions for submitting electronic media for
testing prior to a live transmission. You must adhere to all of these instructions to ensure the timely processing
of your tax and/or wage reports.
Employers with 100 or more employees are required to file both tax and wage reports in a format approved or
provided by the Department via electronic media or internet as required by GDOL Rule 300.2-2-.02.
If you are an employer or if you are filing for an employer who has not been assigned a DOL account number,
a paper DOL-4 form must be submitted for the employer and you must indicate “Applied for” in the account
number field on the form. Tax and/or wage reports filed via electronic media cannot be processed without a
DOL account number. Do not enter a pseudo number or a Federal Employer Identification Number (FEIN) in
this field.
Negative wages, wage adjustments, and/or tax report adjustments cannot be processed via electronic media.
Adjustments must be reported on form DOL-3C. You may access this form via our web site at
Tax and/or wage reports submitted via electronic media can only be processed in GDOL format or NASWA
Y2K FORMAT. Due to technological upgrades, electronic media submitted in any other format will be rejected.
The acceptable forms of electronic media are:
CD-ROM, DVD, Diskette, Zip Disk, and/or Internet
Magnetic Media Filing Instructions:
1.
All electronic media submitted must include a completed paper Transmittal Form. (See pages 6 & 7 for
sample transmittal forms)
2.
All electronic media submitted must be labeled externally with a contact name, GDOL account num-
ber, and the reporting period.
3.
Each record submitted on the electronic media must include an eight numeric digit GDOL account
number to include any leading zeros and must not include a dash.
4.
Tax reports submitted via electronic media are referred to as “N Records”. Tax Reports/N Records for
multiple employers must be submitted as individual records in one file.
5.
Wage reports for multiple employers can be submitted as individual files or they can be merged and
submitted together into a single file.
6.
Each wage record must be a uniform length as specified in the record format. (GDOL or NASWA Y2K).
7.
A valid social security number is required for each wage record submitted. Any wage record submitted
without a nine digit social security number cannot be processed.
8.
A soft carriage return (line feed) must be at the end of each record.
9.
All data submitted via electronic media must be in ASCII-1 language. Rich text, UNIX, Microsoft
Excel and other non ASCII-1 formats will not be processed.
10.
Tax and wage report data must be compressed in WinZip or PKZip format. If multiple employer reports
are submitted on a single media, the individual reports must be compressed as a single file.
Internet Filing Instructions
1.
The tax report can be filed together with the wage report or separately via the internet.
2.
If filing only the tax report via the internet, the wage report must be submitted via electronic media or
paper.
3.
You cannot file a wage report without filing a tax report at the same time via the internet.
We highly recommend that all employers filing by electronic media submit test data for format approval prior to
submitting actual quarterly tax and/or wage data. Failure to submit test media may delay the processing of
your quarterly tax and/or wage reports, which may result in late filing penalties. Test media must be received
four weeks prior to submitting live data. If you have questions and/or concerns, please contact the Georgia
Department of Labor Magnetic Media Unit at (404) 232-3265.
DOL-4606 (R-7/07)
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