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LABAMA

EPARTMENT OF

EVENUE

FORM

Procedures and Specifications For Filing Wage and

Tax Information by Means of Magnetic Media

4/03

The Alabama Department of Revenue does not require W-

media and paper copies must be sent together with the Form

2 information to be filed by means of magnetic media. How-

A-3. In situations where media and paper are submitted, the

ever, the Department does encourage the use of magnetic

figure shown in the space provided for the number of wage

media as a means of transmitting W-2 information. If you do

and tax statements on Form A-3 must represent a total of the

choose to file by means of magnetic media, the specifications

records on both media and paper. If paper copies of wage and

and procedures described in Form 10 must be followed in

tax statements are submitted, an adding machine tape of the

order for the Department to accept your W-2 information by

amount of Alabama income tax withheld must accompany

this means. Failure to comply with these specifications can

such statements.

result in your magnetic media being returned to you

• Each withholding tax account on magnetic media must

unprocessed. Your magnetic media must be produced accord-

contain a single “RE” record. Multiple “RE” records result in

ing to the specifications outlined in Form 10, however, you

subtotals of the Alabama income tax withheld rather than a

must refer to SSA Publication MMREF-1 for record format

single total as is required. This applies to accounts which have

and record specifications.

multiple locations. All locations reported under a particular

Procedures For Magnetic Media Reporting of

Alabama withholding tax account number must be represent-

ed by a single “RE” record.

Withholding Tax Information

• If multiple tapes, cartridges or diskettes are submitted,

• Each media must be accompanied by a properly com-

each media must begin with an “RE” record.

pleted Form A-3, Annual Reconciliation of Alabama Income

Tax Withheld, for each withholding account for whom infor-

• All diskettes must contain an external label with the

mation is contained on the media. If the media contains multi-

employer’s name, Alabama withholding tax account number,

ple accounts, the Forms A-3 for each account must be

and year of report. Diskettes must be virus scanned before

arranged in the same order as the accounts appear on the

submission.

media. All items of Form A-3 must be properly completed.

• Processed tapes, cartridges and diskettes will not be

Form A-3 is located in the State of Alabama Employers

returned.

Returns of Income Tax Withheld coupon booklet. Under no

If you have any questions concerning the filing of wage

circumstances should the Form A-3 and the media be sent

and tax information by means of magnetic media, please call

under separate cover.

the Withholding Tax Section at (334) 242-1300.

Note: Form A-3 provides a space for the number of wage

Mail your magnetic media and your completed Form(s)

and tax statements transmitted with the Form A-3. When fil-

A-3 to the following address:

ing by magnetic media, the figure shown here is the number

of “RS” records contained on the media for the employer for

Alabama Dept. of Revenue OR Alabama Dept. of Revenue

whom the Form A-3 is being filed.

Withholding Tax Section

P.O. Box 327480

50 Ripley St., Room 4326

It is permissible to send part of your withholding informa-

tion on magnetic media and part on paper. However, both the

Montgomery, AL 36132-7480

Montgomery, AL 36104

REMOVE LABEL ALONG BROKEN RULE

MAGNETIC TAPE OR CARTRIDGE LABEL ONLY

NAME OF ORGANIZATION SUBMITTING TAPE / CARTRIDGE

YEAR

STREET ADDRESS OR P.O. BOX

NUMBER OF EMPLOYER

RECORDS ON MEDIA

(A FORM A-3 MUST BE INCLUDED

CITY

STATE

ZIP

FOR EACH EMPLOYER RECORD.)

CONTACT PERSON

TELEPHONE NUMBER

(

)

1. Tape / Cartridge Is:

Labeled

Unlabeled

Mail completed label, Form A-3,

2. Recording Mode:

EBCDIC

ASCII

and your media to:

Alabama Dept. of Revenue

3. Record Size:

512

Withholding Tax Section

P.O. Box 327480

50 Ripley St., Room 4326

4. Density – CPI (Tape Only):

1600

6250

Montgomery, AL 36132-7480

Montgomery, AL 36104

5. Block Size: _______________________________________________

Form 10 - Procedures And Specifications For Filing Wage Andtax Information By Means Of Magnetic Media - 2003

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