LaWage

W2/L3 Annual Reconciliation

Instructions

Browser Requirements

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

Accessibility

This website adheres to Section 508 of the Rehabilitation Act of 1973. For more information about the Louisiana Department of Revenue's commitment to accessibility please read our Accessibility Statement

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LDR User Account

The user account you register with this application may be used to access different LA File Online applications. You will be asked upon account creation to verify your identity by providing your Social Security Number and name. This information is only used to ensure the unique identity of individual users within the LA File Online suite of applications. If you have an existing user account with another LA File Online application, including Individual Income Tax but excluding LATap, Business Payments Online and Parish E-File, please use that existing account. Please make note of your username and password for future use.

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General Instructions

Accessing Help

Instructions for individual fields and sections are available by clicking on the help icon help icon throughout the filing process.

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.

Entering Dates

Date fields are displayed with a calendar icon to the right of the field as shown below:

Collapsed date picker consists of a label followed by a textfield and a calendar icon.

Clicking on the calendar icon will display a calendar with which you may choose a date. (Dates may also be entered by directly typing the date in the field.) To select a specfic month, click on the heading displaying the month and year; the calendar will then display all months within the year. To select a specific year, click on the heading displaying the year; the calendar will then display all years within the corresponding decade. To navigate between months, years or decades use the arrow buttons on either side of the appropriate heading.

Expanded date picker. Calendar showing current month displays under textfield. Expanded date picker after clicking on current month heading.  Calendar displays all months within the current year. Expanded date picker after clicking on current year heading.  Calendar displays all years within the current decade.

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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 acc epted). Files larger than 100 MB cannot be accepted. Please do not include multiple data files within a single compressed archive; multi-file archives will be rejected. Many software applications to create compressed archives exist; Microsoft operating systems include the ability to create compressed archives natively (see instructions for Windows XP, Windows Vista and Windows 7).

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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, this will throw off the column count during processing.
  • Do not qualify text by enclosing it between single or double quotes.

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:

Go to upload page.

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W-2s

Bulk W-2 files must follow the current Social Security Administration's specificaions 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.
  • The following records are required, all others are optional:
    RA (Submitter Record), RE (Employer Record), RS (State Wage Record).
The optional RV record 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, including cents, with decimal dropped
  • Example: $1,468.55 would look like 000000146855 and $256.00 would look like 000000025600
  • The RV record follows after the last employee (RS record) of the previous employer

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 specifiation as defined by IRS publication 1220.

Please be advised of the following limitations:

  • Each record must be 750 characters long.
  • The following are the only required records: T (Transmitter Record), A (Payer Record), B (Payee Record), C (Payee Summary Record), K (State Summary Record), F (End of Transmission Record).

Go to upload page.

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