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Tax Form Template Upload Tips

 

Tax Form Template Upload Tips for Forms 1099 and W-2

       

Required Fields

Field Definition

Column

Conditions

Form Type

Form Name

Column A

All capital letters; include hyphen

PFIN

Payer TIN

Column B

Format with hyphens

PName

Payer Name

Column C

1099s A-Z, 0-9, hyphen, ampersand allowed; W-2 A-Z, 0-9, hyphen, period, apostrophe allowed

PAddress1

Payer Address

Column D

Foreign addresses not allowed

PCity

Payer City

Column F

 

PState

Payer State

Column G

Two character abbreviation only A-Z; remove extra spaces after abbreviation

PZip

Payer Zip Code

Column H

5-digit ZIP only

PPhone

Payer Phone

Column I

Format as XXX-XXX-XXXX

RFIN

Recipient TIN

Column K

Format with hyphens

RName1

Recipient Name

Column L

1099s A-Z, 0-9, hyphen, ampersand allowed; W-2 A-Z, 0-9, hyphen, period, apostrophe allowed

RAddress1

Recipient Address

Column O

Foreign addresses not allowed

RCity

Recipient City

Column Q

 

RState

Recipient State

Column R

Two character abbreviation only A-Z; remove extra spaces after abbreviation

RCountry

Recipient Country

Column S

Must contain 2 alpha characters only

RZip

Recipient Zip

Column T

5-digit ZIP only

 

 

 

 

Non-Required Fields

Field Definition

Column

Conditions

Amount Fields

 

Varies by Form

Comma and period only, no dollar signs; if amount is 0, leave blank

Phone Extension

 

Columns J & V

4-digit extension only, do not use phone number

State

 

Varies by Form

Two character abbreviation only

 

 

 

 

Form 1099-S (f3)

Address or  Legal Description

Y

39 character limitation

1099-C (f4)

Debt Description

Z

39 character limitation

 

 

 

 

       
       

If customer receives notice of errors but the error screen is blank:

 

1)

Check for blank spaces after text in text fields by double clicking on the right end of a cell.

 

If there is space between the last character and the blinking cursor, there are blank spaces in the cell.

       

2)

Check for foreign address.

   
       

NOTE:  All required fields will have the column heading for each tax form shaded red

   
   

Tax Form Template Upload Tips for Form 1042-S

       

Required Fields

Field Definition

Column

Conditions

Form Type

Form Name

Column A

All capital letters; include hyphen

PFIN

Payer'd Federal ID Number

Column B

Format with hyphens

PName

Payer Name

Column C

A-Z, 0-9, hyphen, period, apostrophe allowed

PAddress1

Payer Address

Column D

Foreign addresses not allowed

PCity

Payer City

Column F

 

PState

Payer State

Column G

Two character abbreviation only A-Z; remove extra spaces after abbreviation

PZip

Payer Zip Code

Column H

5-digit ZIP only

PPhone

Payer Phone

Column I

Format as XXX-XXX-XXXX

RFIN

Recipient Tax ID

Column N

Format with hyphens

tRFINType

Recipient Federal ID Number Type

Column O

Enter the 1 digit number for the associated type

 trfinwithholdingagreement

US TIN is QI-EIN, WP-EIN or WT-EIN that has entered into a withholding agreement with IRS

Column P

Enter True or False

RName1

Recipient Name

Column S

 

RAddress1

Recipient Address

Column V

 

RCity

Recipient City

Column X

 

RState

Recipient State

Column Y

Two character abbreviation only A-Z; remove extra spaces after abbreviation

RCountry

Recipient Country

Column Z

Must contain 2 alpha characters only

RZip

Recipient Zip

Column AA

5-digit ZIP only

F13h_enc

Recipient GIIN

Column AB

Alpha-numeric format requires alpha characters for 2 digit part of the number : 222222.33333.SP.444

F12a_enc

Withholding Agent EIN

Column AJ

Must be 9 numeric digits and include hyphens

tWAEINIndicator

EIN Indicator

Column AK

Enter 0, 1 or 2 according to key

F12b

Ch.3 Status Code

Column AL

2 numeric digits

F12c

Ch.4 Status Code

Column AM

2 numeric digits

tWATitle 

Withholding Agent Title

Column AN 

F12d

Withholding Agent Name

Column AO

 

tWAContactName

Withholding Agent Contact Name

Column AP

Maximum of 45 alpha-numeric characters

tWAContactNumber

Contact Number

Column AQ

Maximum of 20 characters

F12h

Withholding Agent Address

Column AU

 

F12i_city

Withholding Agent City

Column AV

 

F12i_state

Withholding Agent State

Column AW

 

F12i_zip

Withholding Agent ZIP

Column AX

maximum of 9 alpha-numeric characters

F1

Income Code

Column BO

Must be 2 numeric digits

F2

Gross Income

Column BP

Maximum of 12 digits and round to nearest whole amount

F7a

Federal Tax Withheld

Column BX

Maximum of 12 digits and round to nearest whole amount

       
       

Non-Required Fields

Field Definition

Column

Conditions

GIIN format (non-required other than recipient GIIN)

 

K, AN, BB

Alpha-numeric format requires alpha characters for 2 digit part of the number : 222222.33333.SP.444

Amount fields

 

 

DO NOT INCLUDE DECIMALS.  ROUND TO THE NEAREST WHOLE DOLLAR.

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