Today is Saturday, December 20, 2014
Important Notices!
*****  Administrative Law Division Move Effective October 1st, 2014  *****
The Taxpayer Fairness Act transfers Revenue's Administrative Law Division to the newly-created Alabama Tax Tribunal; their website is now http://taxtribunal.alabama.gov/.
 
File Layout Instructions For Filing Alabama City & County Sales, Use, Lodgings & Rental Tax Returns
File Layout Instructions For Bulk Filing Returns Via an Import File Into the City & County Sales, Use, Lodgings & Rental Tax Return

See the General Instructions for additional Bulk Filing information.

FILE LAYOUT:

From the "File Layout - City County Tax" page, define the content and order of your file. NOTE: When setting up your file, you must enter data in all required fields. Use the boxes or the up or down arrows next to the appropriate data fields to specify the order in which your data is contained in your file. If your data is in an order differently than what is displayed on the File Layout page, key that order in the appropriate box or click the up or down arrows to match your file layout, then press the "Refresh" button at the bottom middle of the page. The Fields of data displayed on the screen will then appear in the order you designated. Note also that you can specify that your file contains Filler Fields so that the system will bypass or ignore processing the data in that field.

Example:Bulk File Layout image

EACH RECORD IN YOUR FILE SHOULD CONTAIN THE FOLLOWING TWO PARTS OF INFORMATION - NOTE THAT EACH RECORD REPRESENTS ONE TAX RETURN FOR ONE CLIENT:

PART ONE INFORMATION. EACH RECORD IN YOUR FILE SHOULD CONTAIN THE FOLLOWING FIELDS OF DATA:

Account Number: The maximum size for this field is 10 characters. This is the tax account number assigned to you by the Alabama Department of Revenue that begins with an R or with 9501. NOTE: Your file must contain valid, active account numbers. This is a REQUIRED field.

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. This is a REQUIRED field.

Frequency: The maximum size for this field is 1 character. This is a REQUIRED field. The frequency field in your record can be any one of the following filing frequency codes:
M = Monthly
Q = Quarterly
A = Annually
W = 13 Period Filer

Net Tax Due: The maximum size for this field is 13 characters. Net Tax Due is the "Total Net Tax Due" for ALL localities net of allowable discount and before any credit claimed amount or applicable penalty and interest. This is a REQUIRED field.

Credit Claimed Amount: The maximum size for this field is 13 characters. This field pertains to approved credit claimed for state-administered city and county taxes only. NOTE: Any credit for prior overpayment must be approved in advance by the ADOR. Credit claimed should not exceed the sum of The Total Net Tax Due for all State-administered taxes. Valid excess credit can be claimed on subsequent returns. This field is OPTIONAL.

Payment Method: The maximum size for this field is 1 character. This is a REQUIRED field. The following are the Payment Method codes:

For a record that includes State-Administered Local Taxes ONLY

M = Mailing a check
E = EFT Debit method payment
V = EFT Credit method payment.
X = E-File without payment (net tax is $750 or greater)
Z = Zero tax due (current returns only - no P&I).

For a record that includes Non-State Administered Local Taxes ONLY

A = EFT Debit method payment
V = EFT Credit method payment
F = Payment is internationally funded (IAT)
Z = Zero tax due (current returns only - no P&I).

For a record that includes State-Administered and Self-Administered Local Taxes

Where Net Tax Due for SA portion is $750 or greater:

E = EFT Debit method payment for both State-administered taxes and self-administered taxes
P = E-File without payment for State-administered taxes, and EFT Debit method payment for Non-state administered taxes
T = E-File without payment for State-administered taxes, and IAT payment for Non-state administered taxes
F = Record includes a self-administered locality and the payment will be internationally funded.

Where Net Tax Due for SA portion is less than $750:

E = EFT Debit method payment for both State-administered taxes and self-administered taxes
S = Mail by check for State-administered taxes, and EFT Debit method payment for Non-state administered taxes
R = Pay by check for State-administered taxes, and IAT payment for Non-state administered taxes
F = Record includes a self-administered locality and the payment will be internationally funded.
Z = Zero tax due (current returns only - no P&I).

Funding Source:  The maximum size for this field is 1 character. This field pertains to whether or not an EFT payment is an International ACH Transaction (IAT). This field can be N (not IAT) or Y (IAT). This is a REQUIRED field if Payment Method is E, S, A or P.

  • If record includes a self-administered locality and the payment will be internationally funded, Payment Method must = F and payment must be initiated via ACH Credit method.
  • If the record includes only state-administered localities, Payment Method cannot = F.

Address:  The maximum size for this field is 35 characters. This is a required field if Funding Source equal Y.

City:  The maximum size for this field is 33 characters. This is a required field if Funding Source equal Y.

State:  The maximum size for this field is 2 characters. This is a required field if Funding Source equal Y.

Zip:  The maximum size for this field is 5 characters. This is a required field if Funding Source equal Y.

Zip +4:  The maximum size for this field is 4 characters. This is a required field if Funding Source equal Y.

Payment Date (CCYYMMDD): The maximum size for this field is 7 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 codes E, S, A or P, and filing current returns.

Bank Account Type: The maximum size for this field is 1 character. This is a REQUIRED field if you are using payment method codes E, S, A or P. The following are the bank account codes: C = Checking Account. S = Savings Account.

Bank Routing Number: The maximum size for this field is 9 characters. This is a REQUIRED field if you are using payment method codes E, S, A or P.

Bank Account Number: The maximum size for this field is 18 characters. This is a REQUIRED field if you are using payment method codes E, S, A or P.

PART TWO INFORMATION. EACH RECORD IN YOUR FILE SHOULD CONTAIN THE FOLLOWING EIGHT FIELDS OF DATA - THESE ARE FIELDS THAT MAY BE REPEATED MULTIPLE / UNLIMITED TIMES AT THE END OF EACH RECORD:

City County Code: The maximum size for this field is 5 characters. This is a REQUIRED field.  Click here to obtain the state-administered city and county codes.  For a list of self-administered city and county codes, click here

Tax Type: The maximum size for this field is 2 characters. This is a REQUIRED field. The following are the Tax Type codes:
ST = Sales Tax
SU = Sellers Use Tax
CU = Consumers Use Tax
RT = Rental Tax
LL = Lodgings Tax

Rate Type: The maximum size for this field is 6 characters. This is a REQUIRED field. The following are the Rate Type codes:
AUTO = Automotive Rate
FARM = Farm Rate
GENER = General Rate
MACH = Manufacturing Machine Rate
VEND = Vending Rate
WDFEE = Automotive Withdrawal Fee which only applies to Automotive Dealers for reporting the number of automotive vehicles withdrawn for use as demonstrators. Exception: Also applies to City of Huntsville Lodgings Surcharge for reporting the number of room nights.
LINEN = Linen/Garment Rate

Gross Amount: The maximum size for this field is 13 characters. This is a REQUIRED field.

Deductions: The maximum size for this field is 13 characters. This is a REQUIRED field.

Number of Auto: The maximum size for this field is 4 characters. Enter the number of automotive vehicles withdrawn for use as demonstrators (Use ST as your Tax Type Code and WDFEE as your Rate Type Code). If you are reporting Huntsville lodgings surcharge, enter the total number of room nights (Use LL as your Tax Type Code and WDFEE as your Rate Type Code). This is a REQUIRED field.

PJ (Police Jurisdiction): The maximum size for this field is 1 character. The PJ field in your record can be either Y or N. PJ refers to police jurisdiction and whether you are reporting the city tax in your file at the lower PJ rate. If you are reporting the city tax at the lower PJ rate, enter Y in this field of your file. If you are reporting the city tax at the full city limits rate of tax, enter N in this field of your file. NOTE: You must use N when reporting county tax, and when reporting the WDFEE rate type for City tax, otherwise the system will indicate an error upon processing your file.  This is a REQUIRED field.

Jurisdiction Account Number: The maximum size for this field is 17 characters. Jurisdiction Account Number applies to Non-State administered taxes only. This is the local taxpayer account number assigned to you by the self-administered jurisdiction for which you are reporting tax through this System.  Enter the local taxpayer account number assigned to you by the self-administered jurisdiction.  This is a REQUIRED field if you are reporting self-administered city/county taxes.

*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 "No Implied Decimals" in your file. 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 for a locality, you must enter the required fields of data and indicate a zero in the amount fields.

The following is an example of one record in an import file: 9501000000,20030331,M,322.5,5,E,,S,000000000,2222222222,7007,ST,GENER,1000,0,0,N,,9435,ST,GENER,1000,0,0,N,, 9435,ST,WDFEE,0,0,5,N,,9145,ST,GENER,1100,100,0,N,1234567890,9145,ST,AUTO,1000,0,0,N,1234567890,9145,ST,FARM, 1000,0,0,N,1234567890,9145,ST,MACH,1000,0,0,N,1234567890,9145,ST,VEND,1000,0,0,N,1234567890,9145,LL,GENER,1000, 0,0,N,1234567890,9145,LL,WDFEE,0,0,100,N,1234567890

Once you have selected your File Layout, press the "Continue" button found at the bottom right portion of the page to select your file to upload.

PLEASE NOTE: If you are not pre-approved by the ADOR as a Bulk Filer, the only records in your import file that will process as "Successful Records" are those associated with your company's Sign On ID / Access Code.