LaWage

Instructions

Browser Requirements

This application has been tested and is guaranteed to function with the following browsers (updated to the latest version): IE 6+, Firefox 2+, Opera 9.5+, Safari 3+, and Google Chrome.

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General Instructions

Data Grids

Collections of related data are sometimes presented in grids to aid readability. To edit an item from a grid, click on the edit icon edit icon. To delete an item from a grid, click on the delete icon delete icon.

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File Upload Instructions

Large Files

Uploading large files may trigger timeout errors. For files larger than 5 MB, we suggest that you compress the file using either ZIP compression or GZIP compression (other compression formats will not be accepted). Files larger than 100 MB cannot be accepted.

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Comma Delimited Files

Comma delimited (CSV) files consist of one record per line with individual fields separated by commas.

Please be advised of the following limitations:

  • Do not use commas within data fields.
  • Do not enclose text in quotation marks between single or double quotes.
  • Please include the header provided in the quarterly sample file or the semi-monthly sample file Note: It is recommended to create an Excel spreadsheet and then convert to a CSV file.

The following example showcases a file with one header row and 3 data rows; each data row contains 2 columns. Due to the limitations listed above only the 3rd data row would be considered valid. 

	Header Row Colum 1, Header Row Column 2
	Data Row 1, Column 1, Data Row 1, Column 2
	"Data Row 2, Column 1", 'Data Row 2 Column 2'
	Data Row 3 Column 1, Data Row 3 Column 2

A CSV file may be exported from an Excel spreadsheet; instructions for doing so are available.

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Annual Reconciliations (L-3s)

Bulk annual reconciliation (L-3) files must be comma delimited (CSV).

Example files:

Please be advised of the following limitations:

  • Do not use commas within data fields.
  • Do not enclose text in quotation marks between single or double quotes.
  • Please include the header provided in the quarterly sample file or the semi-monthly sample file Note: It is recommended to create an Excel spreadsheet and then convert to a CSV file.

Go to upload page.

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W-2s

Bulk W-2 files must follow the current Social Security Administration's specifications for electronic filing of W-2 forms.
A sample template file is available for download.

Please be advised of the following limitations:

  • Each record must be 512 characters long
  • Required Records include:
    1. RA (Submitter Record)
    2. RE (Employer Record)
    3. RS (State Wage Record)
    4. RV (Optional record which pertains to total amount of taxes reported as withheld on each quarterly L-1 filing)
  • Numbers must be 12 digits long, right justified, with leading zeros (Ex: $1,468.55 = 000000146855)
  • If one employer (RE Record) has an associated RV record, every additional employer in the file must also have one
  • Note: It is recommended to create an Excel spreadsheet, and then convert to a text file
  • Note: The upload file will be the same file submitted to the IRS
  • Bulk Upload files need to be created by authorized software.
Record Layout
(all fields required unless otherwise stated)
Field Position Field Name Description Format/Length Requirements
  0-2 Record Identifier Defines the start of the RV record. Constant "RV".
  3-14 First Quarter The first quarter liability reported. 12 digits, right justify, zero fill.
  15-26 Second Quarter The second quarter liability reported. 12 digits, right justify, zero fill.
  27-38 Third Quarter The third quarter liability reported. 12 digits, right justify, zero fill.
  39-50 Fourth Quarter The fourth quarter liability reported. 12 digits, right justify, zero fill.
  51-512 Blank Space reserved for LDR use. Fill with blanks for remaining 462 characters.

Go to upload page.

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1099s, W2-Gs or other Federal Information Returns

Files must follow the current specification as defined by IRS publication 1220.

Please be advised of the following limitations:

  • Each record must be 750 characters long.
  • The following are required records:
    1. T (Transmitter Record)
    2. A (Payer Record)
    3. B (Payee Record)
    4. C (Payee Summary Record)
    5. K (State Summary Record)
    6. F (End of Transmission Record)

Go to upload page.

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