Form 10 - Procedures And Specifications For Filing Wage And Tax Information By Means Of Magnetic Media - 2003

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A
D
R
LABAMA
EPARTMENT OF
EVENUE
FORM
10
Procedures and Specifications For Filing Wage and
Tax Information by Means of Magnetic Media
4/03
The Alabama Department of Revenue does not require W-
media and paper copies must be sent together with the Form
2 information to be filed by means of magnetic media. How-
A-3. In situations where media and paper are submitted, the
ever, the Department does encourage the use of magnetic
figure shown in the space provided for the number of wage
media as a means of transmitting W-2 information. If you do
and tax statements on Form A-3 must represent a total of the
choose to file by means of magnetic media, the specifications
records on both media and paper. If paper copies of wage and
and procedures described in Form 10 must be followed in
tax statements are submitted, an adding machine tape of the
order for the Department to accept your W-2 information by
amount of Alabama income tax withheld must accompany
this means. Failure to comply with these specifications can
such statements.
result in your magnetic media being returned to you
• Each withholding tax account on magnetic media must
unprocessed. Your magnetic media must be produced accord-
contain a single “RE” record. Multiple “RE” records result in
ing to the specifications outlined in Form 10, however, you
subtotals of the Alabama income tax withheld rather than a
must refer to SSA Publication MMREF-1 for record format
single total as is required. This applies to accounts which have
and record specifications.
multiple locations. All locations reported under a particular
Procedures For Magnetic Media Reporting of
Alabama withholding tax account number must be represent-
ed by a single “RE” record.
Withholding Tax Information
• If multiple tapes, cartridges or diskettes are submitted,
• Each media must be accompanied by a properly com-
each media must begin with an “RE” record.
pleted Form A-3, Annual Reconciliation of Alabama Income
Tax Withheld, for each withholding account for whom infor-
• All diskettes must contain an external label with the
mation is contained on the media. If the media contains multi-
employer’s name, Alabama withholding tax account number,
ple accounts, the Forms A-3 for each account must be
and year of report. Diskettes must be virus scanned before
arranged in the same order as the accounts appear on the
submission.
media. All items of Form A-3 must be properly completed.
• Processed tapes, cartridges and diskettes will not be
Form A-3 is located in the State of Alabama Employers
returned.
Returns of Income Tax Withheld coupon booklet. Under no
If you have any questions concerning the filing of wage
circumstances should the Form A-3 and the media be sent
and tax information by means of magnetic media, please call
under separate cover.
the Withholding Tax Section at (334) 242-1300.
Note: Form A-3 provides a space for the number of wage
Mail your magnetic media and your completed Form(s)
and tax statements transmitted with the Form A-3. When fil-
A-3 to the following address:
ing by magnetic media, the figure shown here is the number
of “RS” records contained on the media for the employer for
Alabama Dept. of Revenue OR Alabama Dept. of Revenue
whom the Form A-3 is being filed.
Withholding Tax Section
Withholding Tax Section
P.O. Box 327480
50 Ripley St., Room 4326
It is permissible to send part of your withholding informa-
tion on magnetic media and part on paper. However, both the
Montgomery, AL 36132-7480
Montgomery, AL 36104
REMOVE LABEL ALONG BROKEN RULE
MAGNETIC TAPE OR CARTRIDGE LABEL ONLY
NAME OF ORGANIZATION SUBMITTING TAPE / CARTRIDGE
YEAR
STREET ADDRESS OR P.O. BOX
NUMBER OF EMPLOYER
RECORDS ON MEDIA
(A FORM A-3 MUST BE INCLUDED
CITY
STATE
ZIP
FOR EACH EMPLOYER RECORD.)
CONTACT PERSON
TELEPHONE NUMBER
(
)
1. Tape / Cartridge Is:
Labeled
Unlabeled
Mail completed label, Form A-3,
2. Recording Mode:
EBCDIC
ASCII
and your media to:
Alabama Dept. of Revenue
OR
Alabama Dept. of Revenue
3. Record Size:
512
Withholding Tax Section
Withholding Tax Section
P.O. Box 327480
50 Ripley St., Room 4326
4. Density – CPI (Tape Only):
1600
6250
Montgomery, AL 36132-7480
Montgomery, AL 36104
5. Block Size: _______________________________________________

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