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| Magnetic Media |
| Introduction |
| Employers/payers that have been required to report 250 or more employees/payees in four consecutive quarters are required by Tax Law to file their wage and withholding information on magnetic media. Any employer/payer may voluntarily choose to utilize magnetic media regardless of the number of employees/payees in their business. |
| New York State provides two magnetic media formats for this purpose; Publication 69 and Publication 911. Publication 69 provides the requirements and specifications, specific to New York State, for reporting Form NYS-45-ATT information on magnetic media. Publication 911 provides the requirements and specifications, as based on the Social Security Administration's Federal format, and has been modified to meet the specifications of New York State. |
| New York State is now accepting the Social Security Administrations federal Magnetic Media Reporting and Electronic Filing (MMREF) format. For assistance in completing the MMREF format, the full technical specifications for the data records can be found on the Social Security Administration’s Website at: http://www.ssa.gov/employer/pub.htm. Employers can use this format for all four quarters of employee wage and withholding tax reporting, but must make minor modifications (see filing requirements below). |
| Employers/payers that are required to or intend to voluntarily file on magnetic media must file a test medium and be certified by the Department. |
| Filing Requirements |
| New York State requires employers that have been required to report 250 or more employees/payees in four consecutive quarters to file on magnetic media. |
| Please request Publication 69 and/or Publication 911 for additional information regarding our magnetic media program. You may use the following telephone numbers to contact our agency for additional information. |
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Modifications required to standard MMREF files |
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• In the RS record, position 243 is to be utilized to provide a wage/pension indicator. For regular wages the indicator is “W”. For other type wages, the indicator is “O”. • The submission must have at least one RS36 record on the file or it will be rejected. • If you are not required to report Local Tax, positions 320-330, this field must be zero filled or the media will be rejected.
• If you are required to report Yonkers Income Tax withheld, this is to be reported in the Supplemental Data 2 field, positions 413-487 in the RS record type. In positions 413-423, right justify and zero fill these positions. Positions 424-487 are to be blank filled.
• For the Total Record, you may either use an RT or RU record identifier. Submissions containing both RT and RU record identifiers will be rejected.
• The MMREF format cannot be utilized in the following situations:
-- If the submitter, or any client for whom the submitter is reporting information, has an EIN that has alpha characters in other than the first two characters. -- If the submitter, or any client for whom the submitter is reporting information, has a suffix in their EIN. |
| If you have questions regarding filing requirements or you need forms, call our Business Tax Information Center. |
| If you have questions regarding technical specifications, for Publications 69 and 911, call 877-341-9378. For technical questions on the MMREF format, please refer to the SSA website provided in the Introduction Section. |
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| Last Modified: November 4, 2008 |
