2011 Procedures And Specifications Form printable pdf download

Department of Revenue

Pub. 89-145

2011

Procedures and Specifications for Filing Wage And

Tax Information Electronically or By Magnetic Media

create the actual file, follow the instructions on the screen. Below is a

The Department of Revenue requires certain W-2, W-2G and 1099

summary of the steps:

information to be filed electronically. This authority is found in Code

Section 27-3-83 and in

Revenue Rule

4. A penalty of five dollars ($5.00)

Click Get QuickBooks Data. QuickBooks imports your W-2 data

can be assessed for each W-2, W-2G, 1099, etc not in compliance with the

into an Excel spreadsheet. This spreadsheet is used as the source for

requirements below, with a minimum assessment being two hundred fifty

creating the W-2 E-file that you will send to Mississippi. (Do not send the

dollars ($250.00).

Excel file to the state.)

II.

Click Start Interview. QuickBooks asks you a few questions to

WHO MUST FILE ELECTRONICLLY

get additional information Mississippi requires.

A person or entity is required to file wage statements or information

returns electronically with the Department of Revenue if ANY of the

III. Click Create W-2 file to create and save the W-2 file.

following conditions apply:

QuickBooks combines the data in the spreadsheet with your answers from

the interview and creates a W-2 file in the format required by Mississippi.

Taxpayer is required to file wage statements, W-2Gs or information

The file that is created is a text file in the EFW2 format.

returns electronically with the federal government, regardless of the

total number of Mississippi statements,

IV. Save the Excel spreadsheet. QuickBooks will save the

spreadsheet for your records. We recommend that you save it in the same

Employer filing 50 or more W-2s,

folder as the W-2 e-file.

Taxpayer has 50 or more 1099s to be submitted,

V. Send the W-2 (text file created in step 3) file to Mississippi. It is

Employer missed the January 31 due date for filing paper W-2s,

important to note that QuickBooks does not send your W-2 file to

Taxpayer used a single payroll service provider for the entire

Mississippi. Be sure to send the W-2 file that QuickBooks creates, which

calendar year,

is a text file, do not send the Excel spreadsheet.

An employee leasing company provided personnel to any business

. Complete the downloadable Excel Worksheet W2REPORT-11.xls.

within Mississippi.

It is available at

download put the mouse cursor on top of the W2REPORT-11.xls link and

right click the mouse and use the “Save Target As…” function to save a

W-2 DATA ONLINE PROGRAM

copy to your local drive. Once you have completed the worksheet send it

The W-2 data program will enable employers (with up to 50 W-2's) to enter

as otherwise directed. If you are using an unprotected copy of this file do

W-2 data and receive email confirmation that the data has been received.

not make any changes to the structure, columns, etc.. DO NOT overwrite

During the week of January 2-6, 2012, the online W-2 data entry program will

any formula or Add/Delete any Columns/Rows. Programs other than Excel

transition from the filing of 2010 W-2's to 2011 W-2's. The website will display

may read the file and allow its completion. It may be saved in the .xls or

a message stating which year is configured, so please make sure and enter

W-2's for the correct year as shown on the website. It is recommended that only

.xlsx file format for us to read and extract the data.

10 to 20 W-2's are entered at a time.

. Other QuickBooks users can file the Excel Spreadsheet titled

PROCEDURES FOR UPLOADING FILES OR MAILING CD’S

“Annual W-2 Summary” – Users may submit a file created by

W-2/1099 data files can be uploaded electronically starting December 29,

QuickBooks that will satisfy our requirement of filing W-2's on magnetic

2011. Be sure to upload a file that contains the correct data. If a file is

media, but only if all employee wages are Mississippi wages. Only

uploaded, do not mail in the Form 89-140 or Form 89-142. If the files are

QuickBooks versions 2007 and newer will be able to produce this file. If

copied onto a Diskette or CD and mailed, then the Form 89-140 or Form

you have an older version you must not use this option. The instructions

89-142 must be filed with the media. Employers may choose either option

are as follows: From the Employee menu select “Payroll Tax Forms and

to submit their W-2 or 1099 data. Please check our website for details at:

W2s”. Then select “Tax Form Worksheets in Excel”. Click the “Enable

Macros” button. This takes the user to the screen where you will click on

“Annual W-2/W-3” then select “Last Year” but make sure the period is

MISSISSIPPI CAN ACCEPT W-2’S IN EITHER OF 3

from 1/1/2011 to 12/31/2011. Click on “Refresh from QuickBooks”, and

then click on “Create Report”. Contact QuickBooks if you have any

ELECTRONIC FORMATS

questions on how to create the file. After the file is created copy the file

. Use your existing payroll software to create the W2REPORT file in

onto a CD, label the CD and mail with the Form 89-140. Visit

for

any

updated

the EFW2 format. The vast majority of payroll software in use these

instructions.

days will create this file. You may need to contact your software vendor to

see if yours already has the capability or if it can be added. Make sure the

REPORTING W-2G’s AND 1099’s

file contains the “RS” record, because it is where the State withholding

Please refer to IRS Pub. 1220 for W-2Gs and 1099s it is located at

data is located. Your software must comply with the specifications

contained in SSA Publication EFW2 for record format and record

The specifications and procedures described in these instructions must be

specifications for W-2s. If you are the user of third-party software that

followed for the Department of Revenue to accept your W-2G and 1099

creates this file then you need not be concerned with the specifications for

information filed electronically. Failure to comply with these specifications

the

layout,

but

can

downloaded

can result in your electronic media being returned to you unprocessed and

penalties being assessed. Please refer to our website for latest methods of

Some QuickBooks users can create the EFW2 W2REPORT directly from

sending this information to us.

QuickBooks. QuickBooks 2007 or newer with an Enhanced Payroll

Subscription can take advantage of a feature that creates the W2REPORT

for state W-2’A. You can create the state W-2 file from the Employee

Menu. Select Payroll Tax Forms & W-2s. Select Create State W-2 file.

When the Security Warning screen is displayed, click Enable Macros. To

2011 Procedures And Specifications Form

Related Articles

Related forms

Related Categories