Forms W-2 Magnetic Media Specifications Handbook For Tax Year 2000 (Page 3 of 6) in pdf

Physical Records. All physical records must be the same length.

Blocking Factor. Blocking factor may not exceed 85 records per block.

External Labels. An external label must be present on each tape or cartridge and must contain the follow-

ing information (all of this data must match the Code “A” record on the file). Files submitted without an

external label will not be processed.

“2000 W-2 File” (or other year, if applicable).

Character Set (ASCII or EBCDIC).

Blocking factor may not exceed 85 records per block.

Name and EIN of the submitter

Street address, City, State, Zip of the submitter.

Name of contact person.

Phone number of the contact person.

Inventory number (if desired).

Records

Taxpayers must retain the ability to generate magnetic media W-2 files for at least three years from the due

Retention:

date of the filing. DOR will not notify filers when their tape has been successfully processed.

Record Types

Note: The Code “S” record includes a number of fields not identified in layout given for that record type

for State

in the TIB-4 publication. Where possible, in order to clarify what data is to be reported, reference is made

Reporting:

to the location in the “W” record where the same information is being reported to the Social Security

Administration or the box on the paper W-2 form given to the employee.

“A” Submitter Record. This is the first record on each file, the A record identifies the organization sub-

mitting the file. This record is defined substantially the same as it is by the SSA for federal W-2 reporting.

This record is shown on page 5.

“E” Employer Record. This record identifies the employer paying the wages for the following employees.

This record is defined exactly the same as it is by the SSA for federal W-2 reporting. This record layout is

shown on page 5.

“S” State Record. This record identifies the employee and reports the total amount of wages received

during the year and the total amount withheld. This record layout is shown on page 6.

“T” Total Record. This record totals the financial data from the preceding S records (all records since

the last E record). Note that there should be no W (federal wage) records on the file and that the state T

record totals the state amounts — not the federal totals. This record layout is shown on page 7.

“F” Final Record. This record totals the number of S records on the entire file. This is the last record on

the file. This record layout is shown on page 7.

Forms W-2 Magnetic Media Specifications Handbook For Tax Year 2000 Page 3