2010 Procedures And Specifications Form (Page 2 of 2) in pdf

the Form 89-142 showing what kind of

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

1099 it is. In addition, check the box on

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

Under no

the Form 89-142 shown here:

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

media be sent under separate cover.

• There is also box on the Form 89-142

to check off when the company has elected to file its 1099s using the

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

Combined Federal/State Filing (CF/SF) Program. Only 1099s without

spread out between two or more diskettes.

Mississippi withholding should be reported under this program.

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

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

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

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

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

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

(601) 923-7088.

This applies to accounts which have multiple locations. All locations

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

reported under a particular Mississippi withholding tax account number

89-142 to either of the following addresses:

must be represented by a single “RE” record.

Department of Revenue

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

Withholding Tax Division

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

P.O. Box 960

1577 Springridge Road

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

media must submit a separate Form 89-140.

Jackson, MS 39205-0960

Raymond, MS 39154-9452

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:

Contact Person:

• File name should contain an extension of .TXT,

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 “RV” record will not be read this year,

thus it need not be included.

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

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

specifications for W-2s.

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.

2010 Procedures And Specifications Form Page 2

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