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 |
|
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.
|
|
|
Income Filing State |
Text |
|
Yes |
Indicates the 2-letter state code for state taxes. Valid values include:
|
|
Unemployment State |
Text |
|
|
Indicates the 2-letter state code for state taxes. Valid values include:
|
| 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:
|
|
| 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:
|
|
| 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. |