You can download the AL_W2Report_Check.xls (Updated: 02/19/2008) to check your W2 file before uploading to the Alabama Paperless Filing System. This Excel spreadsheet will check your file based on the specifications provided by Alabama Form 10 and the Social Security Administrations EFW2.It will read each RS record and provide the following statistics:
- # OF AL Statements (AL RS Records)
- Total State Wages (For Alabama RS Records with State code of 01 or AL)
- Total State Tax Withheld (For Alabama RS Records with State code of 01 or AL)
- Total Federal Tax Withheld (For Alabama RS Records with State code of 01 or AL)
- Total Misc Income (For Alabama RS Records with State code of 01 or AL)
It will read each RS Record and check it for the following:
1) Record Length – each record must be 512 bytes (characters).
2) Carriage Returns/Line Feeds – The file should not contain any carriage returns or line feeds – if it does you can download the AL_Export_Utility to remove the Carriage Returns/Line Feeds.
3) Verifies that the SSN (columns 10-18) is not blank, do not contain spaces, or does not dashes.
4) Verifies that the first name (columns 19-33) contains only alpha & certain special characters (comma, period, apostrophe, hyphen, open parenthesis and close parenthesis).
5) Verifies that the middle first name (columns 34-48) contains only alpha & certain special characters (comma, period, apostrophe, hyphen, open parenthesis and close parenthesis).
6) Verifies that the last name (columns 49-68) contains only alpha & certain special characters (comma, period, apostrophe, hyphen, open parenthesis and close parenthesis).
7) Verifies that the State Employer Account Number (Alabama Withholding Tax Account Number), (columns 248-257) is not blank, does not contain any spaces, does not contain all zeros, is the full 10 characters with the leading zeros.
8) Verifies that the Federal Employer Identification Number (columns 258-266) is not blank, does not contain any dashes or spaces, is not all zeros and is nine characters.
9) Verifies that the State code (columns 274-275) in the RS record is either AL or 01 (file contains only Alabama W-2’s). If the file does contain RS records for other states you can download the AL_Export_Utility and use it to export only Alabama records to a new file.
10) Verifies that State taxable wages (columns 276-286) is not blank -does not contain all spaces.
11) Verifies that State income tax withheld (columns 287-297) is not blank -does not contain all spaces.
12) Verifies that State Federal income tax withheld (columns 298-307) is not blank -does not contain all spaces.
13 Verifies that State Miscellaneous income (1099) (columns 338-348) is not blank -does not contain all spaces.
14) Verifies that Payment year (columns 393-396) is not blank -does not contain all spaces.
Errors will be listed on the spreadsheet by the SSN of the record containing the error.
Instructions for using AL_W2Report_Check.xls to check your W2 file:
1) Download AL_W2Report_Check.xls (right click on link to save file).
2) Open AL_W2Report_Check.xls.
A Security Warning will appear.
3) Select Enable Macros. If the Security Warning screen does not appear you will need to change the security setting.To change the Security Settings in either Excel and Word. :
From the Menu select Tools, Macro, Security
Select the Security Level tab, then select the Medium option and click OK.
After changing this setting reopen the file and select Enable Macros.4) Click on the Check File for Errors button.
5) You will be prompted to either type the path where your "W2Report" file is located or if it is located in one of the following directories use the dropdown box to select the :A:\
C:\Documents and Settings\......\My Documents\
C:\W2report\6) You will be provided a list of errors:
