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Bulk File Specifications

W-2 BULK FILING SPECIFICATIONS

W-2 File Data Edit Rules

Rule

Iowa W-2 Rule Description

Level

IAW201

Filename must follow the filename pattern prescribed by Iowa for W-2. (See Uploading Files)

File

IAW202

Value of BEN in filename must match the BEN used to log into eFile & Pay.

File

IAW203

Filename must be unique, i.e. file of given filename must not have been uploaded previously.

File

IAW204

Each record must have a uniform length of 512 bytes, followed by a Carriage Return / Line Feed (CR/LF).

File

IAW205

Each record must depict a valid record identifier in its first two positions: {RA, RE, RW, RO, RS, RT, RU, RV, RF}

File

IAW206

RA record must occur once and only once on the file and it must be the first record.

File

IAW207

RF record must occur once and only once on the file and it must be the last record.

File

IAW208

RE record may only follow RA or RV record.

File

IAW209

RW record may only follow RE, RO, RS, or another RW record. An RW record must follow RE record.

File

IAW210

RO record, if included, may only follow RW record.

File

IAW211

RS record may only follow RW, RO or another RS record.

File

IAW212

RT record may only follow RW, RO or RS record.

File

IAW213

RT record may only occur once per RE record.

File

IAW214

RU record, if included, may only follow RT record.

File

IAW215

RV record may only follow RU or RT record.

File

IAW216

RV must occur once per RE record.

File

IAW217

RA record, EIN: each character occurring in positions 3 through 11 must contain value between 0 and 9.

File

IAW218

RA record, positions 217 - 273, Submitter Name must contain value other than all blanks.

File

IAW219

RA record, positions 396 - 422, Contact Name must contain value other than all blanks.

File

IAW220

RA record, positions 423 - 437, Contact Phone must contain value other than all blanks.

File

IAW221

RE record, positions 3 - 6, Tax Year must equal 2016

Employer

IAW222

RE record, EIN: each character in positions 8 through 16 must contain value between 0 and 9.

Employer

IAW223

RE record, positions 40 - 96, Employer Name must contain value other than all blanks.

Employer

IAW224

RW record, SSN: each character in positions 3 through 11 must contain value between 0 and 9.

Employer

IAW225

RW record, positions 12 - 26, Employee First Name must contain value other than all blanks.

Employer

IAW226

RW record, positions 42 - 61, Employee Last Name must contain value other than all blanks.

Employer

IAW227

RS record, positions 3 - 4, State Code must be between 01 and 56. Each character must contain value between 0 and 9.

Employer

IAW228

RS record, positions 10 - 18, SSN must match the SSN in the preceding RW record

Employer

IAW229

RS record, positions 19 - 33, Employee First Name must match the First Name in the preceding RW record

Employer

IAW230

RS record, positions 49 - 68, Employee Last Name must match the Last Name in the preceding RW record

Employer

IAW231

RS record, positions 256 - 267, State Employer Account Number must match a 12-digit Iowa Withholding Permit Number on file with the Iowa Department of Revenue.

Employer

IAW232

RS record, positions 256 - 267, State Employer Account Number (12-digit Iowa Withholding Permit Number) must correspond to the Employer BEN reported in the next RV record.

Employer

IAW233

RS record, positions 274 - 275, State Code must match positions 3 through 4 on the same RS record.

Employer

IAW234

RS record, State Taxable Wages: each character in positions 276 through 286 must contain value between 0 and 9.

Employer

IAW235

RS record, State Income Tax Withheld: each character in positions 287 through 297 must contain value between 0 and 9.

Employer

IAW236

RV record, each character in positions 3 through 57 must contain value between 0 and 9.

Employer

IAW237

RV record, positions 3 - 9, Number of Iowa RS Records must equal the number of RS records with State Code 19 since the previous RE record.

Employer

IAW238

RV record, positions 10 - 24, Iowa Wages Tips and Other Compensation must equal the sum of RS record State Taxable Wages where State Code equals 19 since the previous RE record.

Employer

IAW239

RV record, positions 25 - 39, Iowa Income Tax Withheld must equal the sum of RS record State Income Tax Withheld where State Code equals 19 since the previous RE record.

Employer

IAW240

RV record, positions 48 - 57, Confirmation Number must equal zeros.

Employer