Form Wh-1612 - Transmittal Form For W2s Or 1099s Submitted By Cd-Rom Or Paper (Page 5 of 17) in pdf

RECORD REQUIREMENTS

Code RA

Submitter Record

Required

Code RE

Employer Record

Required

Code RW

Employee Wage Record

Required

Code RO

Employee Wage Record

Non-Required

Code RS

State Record

Required

Code RT

Total Record

Required

Code RU

Total Record

Non-Required

Code RV

State Total Record

Non-Required

Code RF

Final Record

Required

Note: Non-required fields should be filled with zeros if numeric and spaces if non-numeric.

FILE REQUIREMENTS

W2s

The file name that has to be assigned to the State Wage Record is "W2Report_XX.txt". "XX" refers to the last two digits of

the tax year. The "RS" Record must be included on the file. South Carolina will accept a copy of the information submitted

to the Social Security Administration as long as the "RS and RT" Records are included, the filename is named

appropriately, and is submitted electronically or by CD-ROM. The Department of Revenue will accept files with multiple

states information as long as the state code for South Carolina, "45" is present. The State mailing abbreviation will no

longer be accepted. THE STATE CODE "45" HAS TO BE PRESENT ON THE FILE.

1099s

The file name must be "SC1099_XX.txt". "XX" refers to the last two digits of the tax year. The State "K" Record must be

included on the file. The Special Data Entries Field in the "B" record is to be used for the SC Withholding number (File

Number). This field should be right justified.

INSTRUCTIONS FOR SUBMITTING SECURED DATA OR ZIP FILES

The Department of Revenue will accept CD-ROM data secured with a password or saved as a zip file but they must be

pre-approved. Contact the Withholding Section at (803) 896-1450 and indicate that that the wage and tax information or

the information returns are being filed with DOR as a secured data or zip file. Provide the entity name, FEIN, address,

contact person’s name, phone number, e-mail address, and the number of accounts.

Once approved, mail the secured data and the password or the zip file and the key in two separate packages. Include

Form WH-1612 in both packages. Label the packages similar to the sample label on the next page. The secured data or

the zip file should be Vol 1 of 2 and the password or the key to the zip file should be Vol 2 of 2. Both packages should be

mailed separately to the address listed on the next page. If the data is not submitted in this fashion, you risk a delay in

processing or you may be required to submit your information again.

The new web based system supports comma delimited files (.csv). Also, zipped or compressed files are accepted via web

upload. Compressed files can only contain one EFW2 file. Password protected zip files cannot be uploaded to the web

based system.

Form Wh-1612 - Transmittal Form For W2s Or 1099s Submitted By Cd-Rom Or Paper Page 5

Related Articles

Related forms

Related Categories