Nc Cd-Rom Text File Specifications For W2 Reporting printable pdf download

NC-59

(Rev.12-2012)

NC CD-ROM Text File Specifications for W2 Reporting

The North Carolina Department of Revenue encourages employers with less than 250 employees to submit

withholding information on CD-ROM for the 2012 tax year. Submissions of W2 data on CD will help

reduce errors, volume and cost associated with paper forms. Those employers with 250 or more employees

are required to submit the information per the instructions in Form DP-43, NC CD-ROM Media

Specifications for W2 Reporting and should continue to file as they already do.

Employers who are able and wish to submit W2 information on CD-ROM should follow the instructions

below. These instructions are consistent with electronic filing requirements by the Social Security

Administration.

1. CD-ROMs should be formatted as follows:

CD-ROMs should be not be encrypted or password protected

File name should include your company name and W2REPORT.csv (e.g.

CompanyName_W2REPORT.csv)

(The file may be compressed using WINZIP or PKZIP. The compressed file may be named

anything but must have “.zip” suffix. However, when the file is “unzipped” the resulting file

name must be “CompanyName_W2REPORT.csv”.)

2. Please place a label on the outside of the CD-ROM including the following information:

a. Name and address of sender, tax year, and type of information being reported (e.g.”W-2”)

b. Name and telephone number of contact person

c. If one continuous file is on more than one CD-ROM, each disk must be numbered in

sequence on the label.

d. Note if the file is compressed/”zipped”.

3. To create your CD-ROM in a Windows-based operating system, please use the following instructions:

•

Navigate to the Start menu on your desktop

•

Select Programs

•

Select Accessories

•

Select Notepad

If you have additional questions you can refer to the Social Security Administration (SSA) Publication

42-007 EFW2 .

4. The following information must be entered to create the Employer Record: (Note: the employer record

should be typed on one line and each item should be separated by a comma. Do not include a space after

the comma. See Figure A below)

•

Enter the Tax Year using all 4 digits. (e.g. 2012)

•

Enter the Federal Employer Identification Number (EIN). (The EIN cannot be more than 9 digits in

length).

•

Enter the Employer Name. (There is a 57 character maximum).

•

Enter the Location Address (Suite #, Apt #, etc…). (There is a 22 character maximum).

•

Enter the Delivery Address (Street or P.O. Box). (There is a 22 character maximum).

Nc Cd-Rom Text File Specifications For W2 Reporting

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