2010 Procedures And Specifications Form printable pdf download

Department of Revenue

Pub. 89-145

2010

Procedures and Specifications for Filing Wage And

Tax Information by Means of Electronically or Magnetic Media and

Coming January 6, 2011 - Internet filing of W-2’s, W-2G’s, 1099’s

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

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

Excel file to the state.)

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)

II.

Click Start Interview. QuickBooks asks you a few questions to

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

get additional information Mississippi requires.

requirements below, with a minimum assessment being two hundred fifty

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

dollars ($250.00).

QuickBooks combines the data in the spreadsheet with your answers from

WHO MUST FILE ELECTRONICLLY

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

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

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

returns electronically with the Department of Revenue if ANY of the

IV. Save the Excel spreadsheet. QuickBooks will save the

following conditions apply:

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

folder as the W-2 e-file.

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

returns electronically with the federal government, regardless of the

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

total number of Mississippi statements,

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

Mississippi. Be sure to send the W-2 file that QuickBooks creates, not the

Employer filing 50 or more W-2s,

Excel spreadsheet.

Taxpayer has 50 or more 1099s to be submitted,

. Complete the downloadable Excel Worksheet W2REPORT-10.xls.

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

It is available at To

Taxpayer used a single payroll service provider for the entire

download put the mouse cursor on top of the W2REPORT -10.xls link and

calendar year,

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

An employee leasing company provided personnel to any business

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

within Mississippi.

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

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

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

PROCEDURES FOR FILING ONLINE OR USING MAG MEDIA

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

Beginning January 6, 2011, a new program will be available for taxpayers

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

to enter W-2 data directly through our website. This program will enable

employers (with up to 50 W -2’s) to enter W -2 data and receive a

. Other QuickBooks users can file the Excel Spreadsheet titled

confirmation that the data has been received. W -2 data can also be

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

received electronically via file upload on January 6, 2011. If the files are

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

uploaded, Form 89-140 or Form 89-142 does not have to be filed. If the

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

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

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

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

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

option to submit their W-2 or 1099 data. Please check our website for

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

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 1/1/2010 to 12/31/2010. Click on “Refresh from QuickBooks”, and

ELECTRONIC FORMATS

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

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

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

for

any

updated

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

instructions.

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

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

REPORTING W-2G’s AND 1099’s

data is located. Your software must comply with the specifications

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

contained in SSA Publication EFW2 for record format and record

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

The specifications and procedures described in these instructions must be

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

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

the

layout,

but

can

downloaded

information filed electronically. Failure to comply with these specifications

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

Some QuickBooks users can create the EFW2 W2REPORT directly from

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

QuickBooks. QuickBooks 2007 or newer with an Enhanced Payroll

sending this information to us.

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

OTHER INFORMATION ABOUT FILING ELECTRONICALLY

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

Please contact the Withholding Division if you need to submit

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

Amended/Corrected data that was originally sent electronically.

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

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

summary of the steps:

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

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

• If there are 1099’s with Mississippi withholding and you are filing by

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

paper, diskette or CD with the Form 89-142, be sure to check the box on

2010 Procedures And Specifications Form

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