Filing W–2 (wage and tax information) and A–3 (Annual Reconciliation of Income Tax Withheld) requires uploading two files.

You must submit one file containing the W–2 information and one file containing the corresponding A–3 information for the companies submitted in the W–2 file. Each file must contain all returns for the accounts being filed during the filing session. Multiple files (A3 or W2) for one company are not permitted. If you withhold from 1099 distributions, then that information must be included in your file upload. For example, you may not submit 10 statements, then return and submit 10 more statements in another file. Files must be complete and filed as one submission.

Bulk Filing Two–step Process

• Step 1: Select “Yes” if you have W2s to upload. Upload a file containing all employer’s W–2 information using one file. If you are reporting only Zero W2s, select “No.”
• Step 2: Upload a file containing all employer’s Annual Return Reconciliation Information using one file.
  • Click “Submit” to process your file(s).

Form Fields

• Wage Statement (W–2) file: The W–2 file layout is strictly defined by Alabama’s Form 10 Specifications for Filing W2 Forms Electronically.
• A–3 Annual Reconciliation file: The A–3 file layout is strictly defined by Alabama. The A–3 file must be comma delimited. The following fields must be included in the A–3 file. NOTE – although all fields are required to be in the file, only certain fields require data.
  • Account Number: The maximum size for this field is 10 characters. Please note that you must include the leading zeros in your account number (e.g., 0000123456 or R007999999). NOTE: Your file must contain valid withholding tax account numbers. This is a required field.
  • Period End (CCYYMMDD): The maximum size for this field is eight characters. The period end field in your record should be in the format of CCYYMMDD. This is a required field.
  • FEIN: The maximum size for this field is nine characters. Do not include the dash. This is a required field.
  • Number of Employees/Statements: The maximum size for this field is five characters. This represents the number of wage statements. This amount must match the number of wage statements uploaded in Step 1. This is a required field.
  • Total Tax Remitted*: The maximum size for this field is 13 characters. This is a required field.
  • Total AL Income Tax Withheld*: The maximum size for this field is 13 characters. This amount must match the total Alabama income tax withheld uploaded in Step 1. This is a required field.
  • Overpayment Type: The maximum size for this field is one 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 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. This is a required field.
  • Payment Method: The maximum size for this field is one 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. This is a required field.
  • Funding Source: The maximum size is one character. This field pertains to whether or not an EFT payment is an International ACH Transaction (IAT). Enter “N” (not an IAT) or “Y” (is an IAT). This is a required field if the Payment Method is “E” (EFT Debit). The following information is also required if you answered “Y” to Funding Source:
    • 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 two characters.
    • Zip: The maximum size for this field is five characters.
    • Zip + 4: The maximum size for this field is four characters.
  • Payment Date (CCYYMMDD): The maximum size for this field is eight 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 Amount of Tax Due is greater than zero and the payment method is “E” (ACH Debit).
  • Bank Account Type: The maximum size for this field is one character. The bank account type field in your record can be any one of the following bank account type codes: C = Checking, S = Savings. This is a required field if Amount of Tax Due is greater than zero and the payment method is “E” (ACH Debit).
  • Bank Routing Number: The maximum size for this field is nine characters. This is a required field if Amount of Tax Due is greater than zero and the payment method is “E” (ACH Debit).
  • Bank Account Number: The maximum size for this field is 18 characters. This is a required field if Amount of Tax Due is greater than zero and the payment method is “E” (ACH Debit).
  • Repeating Fields: The following fields may be repeated at the end of each record:
    • Tax Month: The maximum size for this field is two characters – two-digit month code (01 – January, 02 – February, 03 – March, 04 – April, 05 – May, 06 – June, 07 – July, 08 – August, 09 – September, 10 – October, 11 – November, 12 – December).
    • 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 must include dollars and cents (including the decimal). Do not enter alpha characters or symbols of any kind.

For additional Information, please email the Withholding Tax Section at Contact Us or call 334-242–1300.