Employee State Taxes Import Layout

The layout below can be used to import State Taxes into the HRIS. Column Headers must be provided in the import file and the order of the columns must match the order specified in the table below. The import file must have the same number of columns as indicated in the table below, as well.

General Information on Importing Data

For general information on importing data including supported formats and common questions see Imports Overview

When is a Record Added vs Updated?

If an existing record is found using the key fields ([key]) identified below, the HRIS will update that record

Column Header

Data Type

Max Field Length

Required

Notes

Employee SSN

 

Text

 

<=20

 

Yes

 Must match an existing employee within the system.

Year

 

Numeric


4

Yes 

The tax year.

Filing Status

 

Text

 

 

Yes

Indicates the state filing status code for this tax year. Valid values are determined by state. The income filing state will be used to validate the filing status code that is entered.
  • See Below to view state filing status by state

Income Filing State

 

Text


2

Yes

Indicates the 2-letter state code for state taxes. Valid values include:
  • AZ
  • CA
  • Etc.

Unemployment State

 

Text


2

 


Yes 

Indicates the 2-letter state code for state taxes. Valid values include:
  • AZ
  • CA
  • Etc.
Allowances   Numeric     Yes The number of total allowances being claimed.
Additional Withholding   Numeric     Yes Any additional amount that will be withheld for federal taxes.
Percent Selected   Numeric     Yes Certain states provide a selection of percentages to allocate to state tax. These percentages are predefined and must be first setup in the system before the import can be 
Percent Withholding   Numeric      Yes The percentage amount that should be allocatd for state tax withholding. If no percentage is necessary, enter zero for this column.
Exempt   Yes/No      Yes Indicates if the employee is exempt from federal taxes. Valid values include:
  • Yes
  • No
Override Amount   Numeric      This an optional state override amount that overrides the withholding amount.
Override Percent   Numeric     This is an optional state percentage that overrides the percentage withheld. 
Is Active   Yes/No     Yes  Indicates if this record should be the active state tax record. Valid values include:
  • Yes
  • No
County   Text   <=100   Optional. Denotes the county within the state. Generally this is only required for the state of Maryland to indicate an employee's filing status. 
Claim Amount   Text   <=100   Optional. Denotes a claim amount used to determine a filing status for the state of Mississippi. 
 Effective Date   Date   10   Yes The effective date of the state tax record. 
 Expiration Date   Date   10   Optional. The expiration date of the state tax record. 

 

tcode description validFilingStatus notes
AK Alaska SITW N/A Alaska does not have a state income tax.
AL Alabama SITW 0,M,S,H,MS STATUS: 0 = No Personal Exemption                  S = Single                   M = Married Filing Jointly                  H = Head of Household                  MS = Married Filing Separately    EXEMPTIONS: number of dependents
AR Arkansas SITW 0,H,MJ,MS,S STATUS:  0 = no exemptions, S = single                   MS = married claiming self only                   MJ = married claiming both                   H = head of household  EXEMPTIONS: number of dependents   LOW WAGE:  AR low wage credit                         ( S, MJ & H status only)
AZ Arizona SITW M,S Employee selects withholding percentage  on Arizona form A-4 or A-4V.   Enter selected amount in percentage  withholding field. Normal percentages are  0.8, 1.3, 1.8, 2.7, 3.6, 4.2, or 5.1.  An employee whose annual compensation is  less then $15,000 may select a withholding  rate of 1.3%. Default shall be 2.7%
CA California SITW H,M,S STATUS:  S = single or married with both                          spouses working                   M = married                    H = head of household  EXEMPTIONS:  Number of allowances   EXEMPTIONS 2: Number of estimated                                deductions
CO Colorado SITW M,S STATUS: S = single or married claiming self                   M = married claiming both spouses    EXEMPTIONS: number of allowances
CT Connecticut SITW A,B,C,D,E,F A = married (civil union) filing separately, or          married (civil union) filing jointly with both          spouses working and combined income                less than 100,500    B = head of household    C = married (civil union) filing jointly, one spouse          working    D = married (civil union) filing jointly, both spouses           working, income > 100,500    E = exempt, no withholding will occur.    F = single
DC DC SITW MJ,MS,S STATUS:  S = single                    MS = married filing separately,                    MJ = married filing jointly or                               head of household    EXEMPTIONS:  number of allowances
DE Delaware SITW MJ,MS,S STATUS: S = single                   MS = married claiming self                    MJ = married claiming both     EXEMPTIONS: number of allowances
FL Florida SITW N/A Florida does not have a state income tax.
GA Georgia SITW H,MJ1,MJ2,MS,S STATUS:  S = single, H = head of household                    MS = married filing separately                    MJ1 = married, one working                    MJ2 = married, both working  EXEMPTIONS:  0 = none, 1 = self,                             2 = self and spouse   EXEMPTIONS 2:  dependents or allowances
HI Hawaii SITW M,S STATUS: S = single or married claiming self                   M = married claiming both     EXEMPTIONS: number of allowances
IA Iowa SITW M,S STATUS: S = single                   M = married    EXEMPTIONS: number of allowances
ID Idaho SITW M,S STATUS: S = single or married claiming self                   M = married claiming both     EXEMPTIONS: number of allowances
IL Illinois SITW M,S STATUS: S = single                   M = married    EXEMPTIONS:   number of allowances                           claimed on IL-W-4 Line 1  EXEMPTIONS 2: number of allowances                           claimed on IL-W-4 Line 2
IN Indiana SITW M,S STATUS: S = single                   M = married    EXEMPTIONS: number of allowances
KS Kansas SITW M,S STATUS: S = single or married claiming self                   M = married claiming both     EXEMPTIONS: number of allowances
KY Kentucky SITW M,S,E STATUS: S = single                   M = married                  E = Exempt (Form K-4E required)     EXEMPTIONS: number of allowances
LA Louisiana SITW M,S,M01 STATUS: S = single, M01 = married claiming self                          only (0 or 1 exemptions)                  M = married claiming self and                          spouse (2 exemptions)  EXEMPTIONS:  0 = none, 1 = self                            2 = self and spouse   EXEMPTIONS 2:  number of dependents
MA Massachusetts SITW M,S,H Valid filing status codes are Single (S),   Married (M), and Head of Household (H).    Enter the number of declared allowances in the   Exemptions field.  If the employee or employee's   spouse is blind, enter 1 in the Exemptions 2 field  to claim the additional allowance.
MD Maryland SITW M,S,D,N,NM STATUS: S = Single                   M = Married, Head of Household, or                                  Surviving Spouse                  D = Employed in Delaware or                                  other Nonreciprocal State                  N = Nonresident Single                  NM = Nonresident Married    EXEMPTIONS: number of allowances
ME Maine SITW M,MD,S,NRS,NRM STATUS: S = single or married claiming self                   M = married claiming both                   MD = married but withholding at                             higher single rate    NRS = Non Resident Single, NRM = Non Resident Married    EXEMPTIONS: number of allowances
MI Michigan SITW M,S,NFE,NFD STATUS: S = single                   M = married               NFD = No Form (dependent allowances)               NFE = No Form (exemption allowances)  EXEMPTIONS: number of exemption or                           dependent allowances  EXEMPTIONS 2: number of special allowances
MN Minnesota SITW M,S STATUS: S = single or married claiming self                   M = married claiming both     EXEMPTIONS: number of allowances
MO Missouri SITW M,MS,S,H STATUS: S = single   M = married             H = head of household             MS = married with spouse working    PRIMARY EXEMPTIONS:  Number of allowances.   - For H, S, and MS this can be 0 or 1   - For M this can be 0,1, or 2   ADDL EXEMPTIONS:  Additional number of allowances    - For H, S, M, and MS enter remaining number of allowances
MS Mississippi SITW H,MJ,MS,S STATUS:  S = single                   MS = married, both working                   MJ = married filling jointly,                     H   = head of household     EXEMPTION: enter DOLLAR AMOUNT of                          employees allowances
MT Montana SITW M,S STATUS: S = single or married claiming self                   M = married claiming both     EXEMPTIONS: number of allowances
NC North Carolina SITW H,M,S STATUS: S = single                  M = married or qualifying widow(er)                  H = head of household    EXEMPTIONS: number of allowances
ND North Dakota SITW M,S STATUS: S = single                   M = married
NE Nebraska SITW M,S STATUS: S = single or married claiming self                   M = married claiming both     EXEMPTIONS: number of allowances
NH New Hampshire SITW N/A New Hampshire does not have a state income tax.
NJ New Jersey SITW A,B,C,D,E,MS,MJ,S,HH,QW STATUS:  If the employee is single or is                    married and filing separately,                     withhold at rate 'A'.  Otherwise, if                     the employee has entered a                    withholding code withhold at that                     rate, if not, withhold at rate 'B'  EXEMPTIONS:  number of allowances
NM New Mexico SITW M,S STATUS: S = single, married claiming self                          or head of household                  M = married claiming both     EXEMPTIONS: number of allowances
NV Nevada SITW N/A Nevada does not have a state income tax.
NY New York SITW M,S STATUS: S = single, married claiming self                          or head of household                  M = married claiming both     EXEMPTIONS: number of allowances
OH Ohio SITW M,S STATUS: S = single                   M = married    EXEMPTIONS: number of allowances
OK Oklahoma SITW S,M STATUS:  S = Single                   M   = Married  EXEMPTION: number of allowances
OR Oregon SITW H,M,S STATUS:  S = single                      M = married                      H = single claiming 3 or more                             allowances      EXEMPTION: number of allowances
PA Pennsylvania SITW M,S STATUS: S = single                   M = married
PR Puerto Rico SITW O,H,MJ,MS,MSO,S O = no exemption   H = head of household  S = single or married not living together  MS = married filing separately, or filing jointly            with half the personal exemption  MSO = married filing separately,   or filing jointly with half the personal exemption,  for optional  dependent computation  MJ = married filing jointly   EXEMPTIONS:  number of dependents                         (subtract 1 if claiming H status)  EXEMPTIONS 2:  additional deductions  (add 3 if claiming veteran exemption)
RI Rhode Island SITW M,S STATUS: S = single                   M = married
SC South Carolina SITW M,S STATUS: S = single                   M = married    EXEMPTIONS: number of allowances
SD South Dakota SITW N/A South Dakota does not have a state income tax.
TN Tennessee SITW N/A Tennessee does not have a state income tax.
TX Texas SITW N/A Texas does not have a state income tax.
UT Utah SITW M,S STATUS: S = single, or married claiming self                   M = married claiming both     EXEMPTIONS: number of allowances
VA Virginia SITW M,S STATUS: S = single                   M = married    EXEMPTIONS: number of allowances  EXEMPTIONS2: Age 65 and over &              Blind Exemptions
VI Virgin Islands SITW N/A Virgin Islands does not have a state income tax.
VT Vermont SITW M,S STATUS: S = single                   M = married
WA Washington SITW N/A Washington does not have a state income tax.
WI Wisconsin SITW M,S STATUS: S = single                   M = married    EXEMPTIONS: number of allowances
WV West Virginia SITW M,S,MD STATUS: S = Single or Head of Household                    M = Married - 1 earner                    MD = Married - 2 earner      EXEMPTIONS: number of allowances
WY Wyoming SITW N/A Wyoming does not have a state income tax.
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