Withholding Bulk Filing
A-3 / W-2 Bulk Filing
Filing of the Annual A-3 and W-2 Wage Statements requires the upload of two files during each filing session. You must submit one file containing the A-3 return information and one file containing the corresponding W-2 wage statements for the companies submitted in the A-3 file. Each file must contain the complete filing information for the accounts being filed during the filing session. Multiple files (more than one file for A3 or W2) for one company are not permitted. For example, you may not submit 10 W2s, then return and submit 10 more in another file. Everything must be in one file as one submission.
Form A3 and W2 bulk Filing is a two step process:
- Step 1: Upload a file containing all employer's w2 information using one file. SKIP this step, if you are reporting Zero W2's.
- Step 2: Upload a file containing all employer's Annual Return Information using one file.
- After selecting Step 1 or Step 2, Click "UPLOAD" to upload W2 or Return Information.
Step 1: Wage Statement (W-2) file type: The W-2 file layout is strictly defined by Alabama Form 10 Specifications for Filing W2 Forms Electronically. http://www.revenue.alabama.gov/Withholding/Form 10 (3-10).pdf
Step 2: A-3 Annual Reconciliation file type: Every filer has to select the type of file you will be sending. The File Type can either be Fixed Length or Delimited.
You must first specify where the data starts by filling in the Skip the first # lines of the file. If your file has header information such as field names or column headings you will enter the number of lines to skip, generally this will be 1 line. If your file only has data this will be 0.
You will then select the type of file you will be sending:
1. Fixed length file - each field has a specified size that remains constant throughout the entire file.
2. Delimited file - all fields in a record are separated by a specified character.
- Field Delimiter: , ; | <TAB> and Other
- String Qualifier: " ' <None> and Other
The following information must be included in the A-3 file upload:
Account Number: The maximum size for this field is 10 characters. Please note that you must include the leading zeros in your account number – example 0000123456. NOTE: Your file must contain valid, active account numbers.
Period End (CCYYMMDD): The maximum size for this field is 8 characters. The period end field in your record should be in the format of CCYYMMDD.
FEIN: The maximum size for this field is 9 characters.
Number of Employees: The maximum size for this field is 5 characters. This represents the number of wages statements. This amount should match the number of wage statements uploaded in Step 1.
Total Tax Remitted*: The maximum size for this field is 13 characters.
Total AL Income Tax Withheld*: The maximum size for this field is 13 characters. This amount should match the total of state income tax withheld uploaded in Step 1.
Overpayment Type: The maximum size for this field is 1 character. R = Refund or C = Credit. If the overpayment is under $100, the overpayment type must be C.
Amount of Tax Due*: The maximum size for this field is 14 characters. The amount of tax due is the difference between the Total Tax Reported/Withheld and the Total Tax Remitted. Positive amounts represent a balance due by the taxpayer and a negative amount represents an overpayment by the taxpayer.
Payment Method: The maximum size for this field is 1 character. The payment method field in your record can be any one of the following payment method codes:
E = EFT Debit
V = EFT Credit
Z = Zero Tax Due
N = Negative Amount Due.Funding Source: The maximum size is 1 character. This field pertains to whether or not an EFT payment is and International ACH Transaction (IAT). This field can be N (not an IAT) or Y (IAT). This is a REQUIRED field if the Payment Method is E (EFT Debit).
The following information on the WITHHOLDING TAX ACCOUNT is also required if your answer is "Y":
Address: The maximum size for this field is 35 characters.
City: The maximum size for this field is 33 characters.
State: The maximum size for this field is 2 characters.
Zip: The maximum size for this field is 5 characters.
Zip + 4: The maximum size for this field is 4 characters.
Payment Date (CCYYMMDD): The maximum size for this field is 8 characters. The payment date field in your record should be in the format of CCYYMMDD. The Payment Date only applies to current returns filed before the Remit Due Date and cannot be a date beyond the Remit Due Date. This is a REQUIRED field if you are using payment method code E and filing current returns.
Bank Account Type: The maximum size for this field is 1 character. This field is required if payment method E is used. The bank account type field in your record can be any one of the following bank account type codes:
C = Checking
S = Savings.
Bank Routing Number: The maximum size for this field is 9 characters. This field is required if payment method E is used.
Bank Account Number: The maximum size for this field is 18 characters. This field is required if payment method E is used.
Repeating Fields: The following fields may be repeated at the end of each record.
Tax Month: The maximum size for this field is 2 characters. 2 Digit month code (01 – Jan, 02 – Feb, 03 – Mar, 04 – Apr, 05 – May, 06 – Jun, 07 – Jul, 08 – Aug, 09 – Sep, 10 – Oct, 11 – Nov, 12 –Dec).
Tax Withheld Amount*: The maximum size for this field is 13 characters. This field is the amount withheld during the month indicated by the tax month.
Tax Remitted Amount*: The maximum size for this field is 13 characters. This field is the amount remitted for the month indicated by the tax month.
*FOR ALL DOLLAR FIELDS: You may use implied decimals in your file and if so, select "Implied Decimals" from the drop box on the "File Layout" page. The system defaults to 2 decimal places unless you specify otherwise. Or, you may use decimals in the gross amounts reported in your file. If “Implied Decimals” is chosen, then all fields included in the calculation of the Amount of Tax should be implied, as well as the Amount of Tax field. No field may contain a decimal, including the Amount of Tax field. If using decimals, select "No Implied Decimals" from the drop box. NOTE: Enter only valid numbers in the dollar amount field of your file. Do not enter alpha characters or symbols of any kind, such as negative numbers. However, you may use the currency style format (i.e. $123,000.00) provided you use a string qualifier. For example: "$123,000.00". NOTE: If filing a zero-dollar return, you must enter a zero in at least one field.For additional Information, please email the Withholding Tax Section at Contact Us or call (334) 242-1300.