2011 Procedures And Specifications Form (Page 2 of 2) in pdf

• If there are multiple withholding accounts (employer records) included

OTHER INFORMATION ABOUT FILING ELECTRONICALLY

on one magnetic media submission, then each must be separated according

Please contact the Withholding Division if you need to submit

to the directions on the EFW2 and each withholding account within the

Amended/Corrected data that was originally sent electronically.

media must submit a separate Form 89-140.

• Form 89-140 and 89-142 requires totals of various fields from the

• Both the employer and the submitters name, address and phone number

accompanying W-2s, 1099s or W-2Gs.

must be included on each Form 89-140 or Form 89-142.

Under no

• If there are 1099’s with Mississippi

circumstance should the Form 89-140 or Form 89-142 and the magnetic

withholding and you are filing by

media be sent under separate cover.

paper, diskette or CD with the Form

• If a file will not fit on one diskette, send a CD instead. Files cannot be

89-142, be sure to check the box on the

spread out between two or more diskettes.

Form 89-142 showing what kind of 1099 it is. In addition, check the box

• Processed diskettes and CD’s will not be returned.

on the Form 89-142 shown here:

• There is also box on the Form 89-142 to check off when the company has

• If there are questions concerning the filing of wage and tax information

elected to file its 1099s using the Combined Federal/State Filing (CF/SF)

by means of magnetic media, please call the Withholding Tax Division at

Program. Only 1099s without Mississippi withholding should be reported

(601) 923-7088.

under this program.

Mail your magnetic media and your completed Form(s) 89-140 and/or

• Each withholding tax account (employer record) on must only contain a

89-142 to either of the following addresses:

single “RE” record. Multiple “RE” records result in subtotals of the

Department of Revenue

Mississippi income tax withheld rather than a single total as is required.

Withholding Tax Division

This applies to accounts which have multiple locations. All locations

P.O. Box 960

1577 Springridge Road

reported under a particular Mississippi withholding tax account number

Jackson, MS 39205-0960

Raymond, MS 39154-9452

must be represented by a single “RE” record.

W-2 Diskette/CD Specifications

DISKETTE and CD:

Information required on a Diskette or CD Label

Tax Year:

• Diskette must be 3-1/2” MS-DOS compatible.

Type of Filing:

• Data must be in ASCII-1 character set.

FEIN of Employer (if single WH account):

• File must be named W2REPORT or MS1099.

Name of Employer or Remitter:

• File name should contain an extension of .TXT,

Contact Person:

Contact Phone Number:

unless it’s an Excel file then it Must be .xls or xlsx

Address:

• Using another file name will complicate the reading of the data.

Number of Accounts included:

• The media must contain only one W2REPORT or MS1099.

Total Number of W-2s or 1099s: ______

• The W2REPORT file may contain multiple withholding

Is this the Original or a Correction filing?

accounts (employer records) as allowed by the SSA.

• Diskettes and CDs are structured in the same manner.

• All media must be virus scanned before submission.

• Do not Zip a file on a diskette or CD.

Mississippi is not accepting 3480/3490 Cartridges,

nor any form of Tape (reel, 4 or 8 mm).

Record Layout and Content

W-2 layout:

The Department of Revenue reads the “RA”, “RE”, “RW”, “RS”, “RT”, and “RF” records. The “RO”, “RU” and “RV” records will not

be read this year, thus they need not be included.

Your software must comply with the specifications contained in SSA Publication EFW2 for record

Please check to make sure your software is including the “RS28” in the W2REPORT file.

format and record specifications for W-2s.

We have received numerous filings that did not contain this line of data and it is the line that contains the Mississippi wages and

withholding data. It can be viewed using such programs as Microsoft WordPad that comes with Windows.

W-2C layout:

The file layout as used for federal reporting should be used. It can be found at

1099 layout:

The layouts for the various 1099s are the same as described in the Federal Publication 1220. Only the various 1099’s shown on the Form

89-142 are required to be filed.

2011 Procedures And Specifications Form Page 2

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