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Rev. Proc. 74-12

Rev. Proc. 74-12; 1974-1 C.B. 423

DATED
DOCUMENT ATTRIBUTES
Citations: Rev. Proc. 74-12; 1974-1 C.B. 423

Superseded by Rev. Proc. 79-20

Rev. Proc. 74-12

PART "A" -- GENERAL

Section 1. Purpose.

.01 The purpose of this Revenue Procedure is to state the requirements and conditions under which withholding agents, as defined in Section 1.02 below, can file Form 1042S information returns on magnetic tape beginning with TAX YEAR 1974 RETURNS.

.02 A Withholding agent is defined as any person or entity required to withhold U.S. tax on payments of income subject to withholding from sources within the United States as provided for in Chapter 3 of the Internal Revenue Code.

A withholding agent may be an individual, partnership, corporation, trust, estate, government agency (Federal, State or local), association, or a tax-exempt foundation or organization. For the purposes of this Revenue Procedure, the term "withholding agent" refers to any of the above.

.03 Wherever possible, the Service encourages all entities who must file information returns and who have the facility for submitting this information on magnetic tape to use this method of filing. Withholding agents filing Form 1042S information returns in the form of magnetic tape should also be aware of Rev. Proc. 73-13, 1973-1 C.B. 776, which allows payers, employers and nominees to file other types of annual information returns on magnetic tape instead of paper documents. Attention is also brought to Rev. Proc. 71-18, 1971-1 C.B. 684, which provides a single magnetic tape format covering quarterly earnings reports, Forms W-2, quarterly reports to state employment security agencies, and annual reports to state income tax agencies. Copies of the above mentioned Revenue Procedures are available from any Internal Revenue Service Center.

Sec. 2. Application for Tape Reporting.

.01 Form 1042S statements may be filed on magnetic tape by withholding agents or by their designated agents. Tape reporting is not restricted to withholding agents with the ability to submit all their information on magnetic tape; a combination of tape records and paper documents is acceptable so long as there is no duplication or omission of documents.

.02 Withholding agents or their designated agents who desire to file statements in the form of magnetic tape must first file a letter of application. This letter should be addressed to the Director of the Philadelphia Service Center, Internal Revenue Service, P.O. Box 245, Cornwell Heights, Pennsylvania 19020.

The letter of request must contain the following:

(a) Name, address and Employer Identification Number of person, organization or entity making the request.

(b) Name, Title and Telephone number of person to contact regarding the request.

(c) An estimate of the number of 1042S statements to be reported in tape format, and the number, if any, to be reported on paper forms.

(d) Type and nature of equipment to be used to prepare tape; i.e. manufacturer and model of main frame and tape drives, tape width (1/2", 3/4", etc.), density (characters per inch) and recording code (BCD, Excess 3, Octal, etc.).

(e) List of withholding agents to be included in the file(s) if the requester is an agent designated to file for a group of withholding agents.

(f) Signature of official responsible for the preparation of tax reports or his authorized agent.

.03 The Service will act on applications and notify applicants of authorization or disapproval within 30 days of receipt of applications.

.04 Generally, withholding agents using equipment compatible with the Service's can presume that their application will be approved. Compatible tape characteristics are shown in PART "B", Section 1.01.

Where the capability to prepare several types of tapes exists, the Service prefers that compatible tapes be prepared.

.05 If withholding agents propose to submit convertible tapes, the Service will attempt to find conversion facilities. Generally, an application to file on magnetic tape will be disapproved only when the Service is unable to obtain facilities to convert a withholding agent's file to a compatible form.

.06 In general, once authorization to file on magnetic tape has been granted, such approval will continue in effect in succeeding years, providing that the requirements of this Revenue Procedure are met, and there are no equipment changes by the withholding agent. However, new applications are required:

(a) If users change from equipment producing compatible tapes to equipment producing convertible tapes.

(b) If the users submit tapes that are not listed as either compatible or convertible.

(c) If the users discontinue tape reporting for one or more years, then decide to resume this method of reporting.

Sec. 3. Filing of Tape Reports.

.01 Packaging, shipping and mailing instructions will be provided in the authorizing letter issued by the Service in response to an application for tape reporting.

.02 Withholding agents submitting a portion of their statements on magnetic tape and the remainder on paper forms, should file both magnetic tape records and paper documents at the Philadelphia Service Center, but in separate shipments.

.03 The withholding agent's Form 1042 tax return serves as the transmittal document for Forms 1042S statements, including those on paper and on magnetic tape. For designated agents filing statements for several withholding agents, Forms 1042 must be filed for each withholding agent included in the transmittal. Since the required Form 1042 is a tax return (with or without a remittance attached), it must be filed separately from the shipment of magnetic tape. If the entire transmittal consists only of magnetic tape, note on the separately filed Form 1042, "Magnetic Tape Filing." If only a portion of the statements are submitted on magnetic tape, the remaining paper documents should be submitted with the Form 1042 which should be noted, "Balance Filed on Magnetic Tape."

Any additional documents required to be submitted should accompany Form 1042. (See instructions for Form 1042, U.S. Annual Return of Income Tax To Be Paid at Source (under Chapter 3 Internal Revenue Code.) Note on the address side of the magnetic tape shipments, "DELIVER UNOPENED TO THE TAPE LIBRARY".

.04 The dates prescribed for filing paper documents with the Service will also apply to magnetic tape filing. Requests for extensions of time for filing and related matters should be made to the Philadelphia Service Center.

If an extension is granted by the Service a copy of the letter granting the extension should be attached to the Form 1042.

.05 The magnetic tape specifications contained in PART "B" of this Revenue Procedure must be strictly adhered to. Deviations will not be permitted under any circumstances.

Sec. 4. Processing of Tape Statements.

.01 The Service will copy the information from the original tapes and will return the original tapes to the withholding agent. Normally, tapes will be returned by September 15 of the year in which submitted. However, if the tapes submitted are unprocessable, and must be returned for correction prior to processing, they will be returned within six months of receipt of acceptable tapes.

.02. The Service will prepare the appropriate statements for transmittal to Treaty countries.

Sec. 5. Corrected Statements.

.01 The appropriate paper forms will normally be used if it is necessary to correct Recipient "Q" records in the magnetic tape files. Since corrected statements supersede information previously supplied, all required data fields must be completed. Each such form must be annotated "Corrected" at the top. Corrected documents should be bundled separately from other paper documents. When correcting documents are shipped separately, an amended Form 1042 must also be filed, also suitably annotated.

.02 If it becomes necessary for the withholding agent to submit a large volume of corrected statements, the Service would prefer that corrected statements be provided on tape. If the withholding agent possesses the capability to provide such corrections on tape, he should contact the Philadelphia Service Center.

Sec. 6. Effect on Paper Documents.

.01 Reports on magnetic tape for reporting to Internal Revenue Service would eliminate the need for submission of paper Forms 1042S to the Service. However, withholding agents must continue to provide recipients with requisite information, although this need not be on a copy of 1042S.

.02 If only a portion of the statements is reported on magnetic tape and the remainder is reported on paper forms, those paper statements must be filed on the prescribed forms.

Sec. 7. Data Entries.

.01 Since taxpayer identifying numbers are not required on all Forms 1042S (see Specific Instructions for Withholding Agents, Copy D of the official Form 1042S), the specifications in PART "B" of this Revenue Procedure permit omission of such identifying numbers.

.02 For statements on which recipient identifying numbers are required the Service must be able to identify the surname associated with the taxpayer identifying number (usually a social security number or an employer identification number) furnished on the statement. When statements are received in the form of paper documents, this is accomplished through a manual editing process. However, manual editing is precluded when statements are received on magnetic tape. Consequently, the specifications in PART "B" of this Revenue Procedure include a data field in the recipient "Q" records called "Name Control," in which the first four alphabetic characters of the recipient surname are to be entered by withholding agents.

.03 If withholding agents are unable to provide the first four characters of the recipient surname, the specifications permit the submission of statements on magnetic tape with the Name Control Field left blank. However, compliance with the following will facilitate the Service's computer programs required to generate the Name Control:

(a) The surname should be recorded on the first name line.

(b) In the case of a single recipient, a blank space should precede the surname unless the surname begins in the first position of the field.

(c) In case of multiple recipients, the name of the person whose identifying number has been provided should be placed before all other names.

.04 Sometimes the recipient identification recorded on the withholding agent's records is lengthy, and exceeds the 80 characters allotted on the magnetic tape records. This is most common in the case of trusts or other types of fiduciary accounts. The first 80 characters of the recipient identification normally provide sufficient descriptive data for the Service's purposes. The Service encourages all agents to make every possible attempt to truncate or abbreviate lengthy recipient descriptions.

Sec. 8. Additional Information.

Requests for additional copies of this Revenue Procedure, or request for additional information on tape reporting, should be addressed to the Internal Revenue Service, Philadelphia Service Center, Post Office Box 245, Cornwell Heights, Pennsylvania 19020.

PART "B"--MAGNETIC TAPE SPECIFICATIONS

SECTION 1. GENERAL.

.01 These specifications prescribe the required format and content of the records to be included in the file, but not the methods or equipment to be used in their preparation. Usually, the Service will be able to process, without translation, any compatible tape file. To be compatible, a tape file must meet all of the following:

Type of Tape--1/2 inch Mylar base, oxide coated

Recording Density--556 or 800 BPI

Parity--Even or Odd

Interrecord gap--3/4 inch

Reading Code--7 channel binary coded decimal (BCD)

.02 Convertible tapes for which conversion facilities are currently available are:

(a) 9 Channel EBCDIC (Extended Binary Coded Decimal Interchange Code);

(1) Odd Parity

(2) 800, 1600 Densities

(b) 9 Channel ASC II (American Standard Coded Information Interchange);

(1) Odd Parity

(2) 800, 1600 Densities

(c) 200 Density

.03 An acceptable tape file for each withholding agent will contain the following:

(a) Single Reel:

(1) A Transmitter "T" Record,

(2) A Series of Recipient "Q" Records,

(3) An End of Withholding Agent "W" Record,

(4) An End of Transmission "Y" Record.

(b) Multiple Reels:

(1) A Transmitter "T" Record,

(2) A Series of Recipient "Q" Records,

(3) An End of Withholding Agent "W" Record,

(4) End of Transmission "Y" Record.

NOTE: See Section 8 (Tape Layouts) of this Procedure.

All records, including Headers and Trailers, must be written at the same density.

SEC. 2. CONVENTIONS AND DEFINITIONS.

.01 Certain conventions may be required by the programming system or equipment used by the withholding agent with respect to Header and Trailer labels, record marks and tape marks. Their use must adhere to the following:

 Header Label                 1. First four characters must be 1HDR or

 

                                 HDR1.

 

 

                              2. Can only be the first record on a

 

                                 reel.

 

 

                              3. Must consist of a maximum of 80

 

                                 characters.

 

 

 Trailer Label (Required)     1. First four characters must be 1EOR,

 

                                 1EOF, EOR1 or EOF1.

 

 

                              2. Can only be the last record on a

 

                                 reel.

 

 

                              3. Must consist of a maximum of 80

 

                                 characters.

 

 

 Record Mark                  1. Special character used to separate

 

                                 blocked records on tape.

 

 

                              2. Can only be at the end of a record or

 

                                 block.

 

 

                              3. Use BCD bit configuration 011010

 

                                 ("A82" bits) in even parity: 111010

 

                                 ("BA82" bits) in odd parity.

 

 

 Tape Mark                    1. Special character that is written on

 

                                 tape usually to signify the physical

 

                                 end of the recording on tape.

 

 

                              2. For compatibility with IRS equipment,

 

                                 use BCD bit configuration 001111

 

                                 ("8421" bits) in even parity.

 

 

                              3. The tape mark may follow the header

 

                                 label and may precede and/or follow

 

                                 the trailer label.

 

 

.02 Definitions:

       Element                            Description

 

 

 b                       Denotes a blank position. For compatibility

 

                         with IRS equipment, use BCD bit configuration

 

                         010000 ("A" bit only) in even parity, 001101

 

                         ("841" bits) in odd parity.

 

 

 Special Character       Any character that is not a numeral, a letter

 

                         or a blank.

 

 

 Withholding Agent       Person or organization, including withholding

 

                         agent, making payments. The withholding agent

 

                         is responsible for the completeness, accuracy

 

                         and timely submission of magnetic tape files.

 

 

 Transmitter             Person or organization preparing magnetic

 

                         tape files. May be withholding agent or his

 

                         designated agent.

 

 

 Recipient               Person(s) or organization(s) receiving

 

                         payments from withholding agent.

 

 

 Record                  A group of related fields of information

 

                         treated as a unit.

 

 

 Blocked Records         Two or more records grouped together between

 

                         interrecord gaps.

 

 

 Unblocked Records       A single record which is written between

 

                         interrecord gaps.

 

 

 File                    For the purpose of this Procedure, a file

 

                         consists of all tape records submitted by a

 

                         withholding agent or transmitter for Form

 

                         1042S.

 

 

 Reel                    A spool of magnetic tape.

 

 

 EIN                     Employer Identification Number which has been

 

                         assigned by IRS to the withholding entity.

 

 

 SSN                     Social Security Number.

 

 

.03 Since the Service is not restricting magnetic tape reporting to withholding agents or transmitters with specific types of equipment, or prescribing the methods used to prepare the tape files, the Transmitter ("T" Record), End of Withholding Agent ("W" Record), and End of Transmission ("Y" Record) perform the functions normally assigned to Header and Trailer labels, and related conventions. The Transmitter Record serves the purpose of a Header Label, the End of Withholding Agent Record indicates that all Recipient Records ("Q" Records) for a Withholding Agent have been written on the reel and the End of Transmission Record indicates that the end of reporting has been reached. In addition to the functions stated above, the End of Withholding Agent Record is used to balance each reel or each withholding agent's records on a reel.

SEC. 3. RECORD LENGTH.

.01 Tape records prescribed in the specifications may be blocked or unblocked, subject to the following:

(a) A block may not exceed 4,000 tape positions.

(b) If the use of blocked records would result in a short block, all remaining positions of the block may be filled with 9's, or a short block may be written.

(c) All records may be blocked, except Header and Trailer Labels.

(d) All records are of a fixed length of 365 characters.

SEC. 4. TRANSMITTER "T" RECORD.

Identifies the Transmitter, by name and address, of the files. A Transmitter and a withholding agent may be the same. In this event it will be necessary to repeat certain identifying data as required in the Recipient "Q" Records. A Transmitter may include Recipient "Q" Records for more than one withholding agent on a tape reel; however, each separate Withholding Agent's Recipient "Q" Records will not be preceded by a Transmitter "T" Record. The parameters under which the Transmitter "T" Record can be used is specified below.

A Header Label must be present as the first record of every reel. The Transmitter "T" Record must appear as the second record of the first reel only and will not be repeated on subsequent reels. Enter an "X" in position 6 of the Transmitter "T" Record to indicate that the reel sequence number is in the Header Label. Enter the high order position of the 3 position reel sequence number on the Header Label in positions 4 and 5 of the Transmitter "T" Record. Additionally, a trailer label must be the last record on each reel.

Example 1: If the reel sequence number is in positions 20 through 22 on the Header Label, enter 20 in positions 4 and 5 of the Transmitter "T" Record and "X" in position 6.

Example 2: If the reel sequence number is in positions 8 through 10 on the Header Label, enter 08 in positions 4 and 5 and an "X" in position 6.

 Tape Position    Element Name                 Entry or Definition

 

 -------------    ------------                 -------------------

 

    1            Record Type                Enter "T". Must be first

 

                                            character of each

 

                                            Transmitter "T" Record.

 

 

    2-3          Reporting Year             Last two digits of the

 

                                            year for which payments

 

                                            are being reported.

 

 

    4-6          Reel Number                Serial Number assigned by

 

                                            the Transmitter to each

 

                                            reel. Enter an "X" in

 

                                            position 6. Enter the high

 

                                            order position of the 3

 

                                            position real sequence

 

                                            number from the Header

 

                                            Label in positions 4 and

 

                                            5.

 

 

    7-46         Transmitter's Name         Enter name of submitter of

 

                                            tape. Left justify and

 

                                            fill with blanks.

 

 

   47-86         Street Address             Enter street address of

 

                                            Transmitter. Left justify

 

                                            and fill with blanks.

 

 

   87-126        City and State             Enter city and state of

 

                                            Transmitter. Left justify

 

                                            and fill with blanks.

 

 

  127-131        ZIP Code                   Enter ZIP code of

 

                                            Transmitter.

 

 

  132-365        Blank                      Blank

 

 

SEC. 5. RECIPIENT "Q" RECORD.

Contains both withholding agent identification data and recipient identification data. Transmitter and withholding agent may be the same which would necessitate the repetition of certain identifying data in this record. This would permit each Recipient "Q" Record to be self-sufficient and facilitate the Service's processing of the record.

All of the Recipient "Q" Records for a particular withholding agent must be summarized by a single End of Withholding Agent "W" Record.

Since the Recipient "Q" Record represents a single type of income paid to a recipient, it will be necessary to write up to 19 "Q" records if a specific recipient was paid more than one different types of income. The Recipient "Q" Records of a particular withholding agent should be written prior to beginning another withholding agent's Recipient "Q" Records.

Records may be blocked or unblocked. A block may not exceed 4,000 tape positions. All records must be fixed length.

 Tape Position    Element Name                 Entry or Definition

 

 -------------    ------------                 -------------------

 

    1            Record Type                Enter "Q". Must be first

 

                                            character of each

 

                                            Recipient Record.

 

 

    2-3          Payment Year               Last two digits of the

 

                                            year for which payments

 

                                            are being reported.

 

 

    4-12         EIN of Withholding Agent   Enter 9 numeric characters

 

                                            of the Employer

 

                                            Identification Number. Do

 

                                            NOT include the hyphen.

 

 

   13-52         Name of Withholding Agent  Enter name of withholding

 

                                            agent. Left justify and

 

                                            fill with blanks.

 

 

   53-92         Street Address             Enter street address of

 

                                            withholding agent. Left

 

                                            justify and fill with

 

                                            blanks.

 

 

   93-127        City and State             Enter city and state of

 

                                            withholding agent. Left

 

                                            justify and fill with

 

                                            blanks.

 

 

  128-132        ZIP Code                   Enter ZIP Code of

 

                                            withholding agent.

 

 

  133-136        Name Control               Enter the first four (4)

 

                                            letters of the Surname of

 

                                            the recipient. Last names

 

                                            of less than four (4)

 

                                            letters should be entered,

 

                                            filling the unused

 

                                            positions with blanks.

 

 

  137            Type of Account            This field is used to

 

                                            identify the data in

 

                                            positions 138-146 as the

 

                                            Employer Identification

 

                                            Number, Social Security

 

                                            Number, or the reason no

 

                                            number is shown.

 

 

                                            1) Enter "1" if the

 

                                               recipient is a U.S.

 

                                               business or

 

                                               organization entity.

 

                                               EIN must be present in

 

                                               positions 138-146.

 

 

                                            2) Enter "2" if the

 

                                               recipient is a U.S.

 

                                               Citizen or resident

 

                                               alien. SSN must be

 

                                               present in positions

 

                                               138-146.

 

 

                                            3) Enter "3" if the

 

                                               recipient is a

 

                                               nonresident alien or a

 

                                               foreign recipient and

 

                                               is not required to have

 

                                               either an EIN or SSN.

 

 

                                            4) Enter "4" if an EIN or

 

                                               SSN is required but not

 

                                               obtainable due to a

 

                                               legitimate cause; e.g.,

 

                                               number applied for but

 

                                               not received.

 

 

  138-146        SSN or EIN of Recipient    Enter Social Security

 

                                            Number or Employer

 

                                            Identification of

 

                                            recipient, as appropriate.

 

                                            When identifying number

 

                                            has been applied for and

 

                                            not received or any other

 

                                            legitimate cause for not

 

                                            having an identifying

 

                                            number, enter blanks.

 

 

  147-156        Withholding Agent's        Enter account number

 

                 Assigned Account Number    assigned to recipient by

 

                                            withholding agent. This

 

                                            item is optional, but its

 

                                            presence may facilitate

 

                                            subsequent reference to a

 

                                            withholding agent's

 

                                            file(s) if questions arise

 

                                            regarding specific records

 

 

                                            in a file. Enter blanks if

 

                                            no account number.

 

 

  157-158        Country Code               Enter two (2) positions

 

                                            alpha code which

 

                                            represents the country of

 

                                            which the recipient is a

 

                                            resident. (See

 

                                            Instructions for Form

 

                                            1042S, Income Subject to

 

                                            Withholding under Chapter

 

                                            3, Internal Revenue Code;

 

                                            countries not listed,

 

                                            enter "OC" for all other

 

                                            countries.) Must be

 

                                            present.

 

 

  159-238        Name of Recipient          Enter name of recipient.

 

                                            Left justify and fill with

 

                                            blanks. Must be present.

 

 

  239-278        Street Address             Enter street address of

 

                                            recipient. Left justify

 

                                            and fill with blanks.

 

                                            Should be present.

 

 

  279-318        City and Country           Enter city and country.

 

                                            Left justify and fill with

 

                                            blanks.

 

 

  319-320        Income Code                Enter two (2) digit

 

                                            numeric. (See instructions

 

                                            for Form 1042S, Income

 

                                            Subject to Withholding

 

                                            Under Chapter 3, Internal

 

                                            Revenue Code; for other

 

                                            types of income not

 

                                            listed, enter 99 for other

 

                                            income.) Must be present.

 

 

  321-330        Gross Amount of Income     Must be present.

 

                 Paid

 

 

  331            Effectively Connected      Enter "1" if income paid

 

                 Code                       is effectively connected

 

                                            with a trade or business

 

                                            conducted within the U.S.

 

                                            Enter zero if otherwise.

 

 

  332            Exemption Code             This field is used to

 

                                            identify the type of forms

 

                                            accompanying Form 1042.

 

 

                                            1) Enter "1" if Form 4224

 

                                               is filed claiming an

 

                                               exemption.

 

 

                                            2) Enter "2" if Form 1078

 

                                               is filed claiming

 

                                               taxation under IRS laws

 

                                               applicable to residents

 

                                               of U.S.

 

 

                                            3) Enter "3" if Form 1000

 

                                               is filed.

 

 

                                            4) Enter "4" if non-IRS

 

                                               statements claiming

 

                                               exemption is filed.

 

 

                                            5) Enter "5" if any of the

 

                                               above are filed

 

                                               together claiming an

 

                                               exemption.

 

 

                                            6) Enter "6" if none of

 

                                               the above forms are

 

                                               filed with Form 1042.

 

 

  333-335        Rate of Tax                Enter three (3) numeric

 

                                            character tax rate.

 

                                            Examples: 4% should be

 

                                            written as 04b; 15% should

 

                                            be written as 15b; 27 1/2%

 

                                            should be written as 275.

 

 

  336-345        Amount of Tax Withheld     Must be present if

 

                                            Effectively Connected Code

 

                                            is zero or if income is

 

                                            not otherwise exempt from

 

                                            tax withholding.

 

 

  346-355        Amount of Tax Released     May be present or zero.

 

 

  356-365        Amount of Net Tax          May be present or zero.

 

                 Withheld

 

 

SEC. 6. END OF WITHHOLDING AGENT "W" RECORD.

Write this record after the last Recipient "Q" Record submitted for a particular withholding agent. A tape reel will contain more than one (1) End of Withholding Agent "W" Record if the last Recipient "Q" Record for more than one withholding agent is reported on the same tape reel.

Each End of Withholding Agent "W" Record must contain a count of the total number of Recipient "Q" Records and totals of each payment amount reported for all Recipient "Q" Records immediately preceding the End of Withholding Agent "W" Record, regardless of the number of tape reels involved. The End of Withholding Agent "W" Record must be followed by a new Recipient "Q" Record for the next withholding agent, if any, or an End of Transmission "Y" Record.

The End of Withholding Agent "W" Record cannot be followed by a Tape Mark.

 Tape Position    Element Name                 Entry or Definition

 

 -------------    ------------                 -------------------

 

    1            Record Type                Enter "W". Must be first

 

                                            character of each End of

 

                                            Withholding Agent Record.

 

 

    2-3          Payment Year               Last two digits of the

 

                                            year for which payments

 

                                            are being reported.

 

 

    4-12         EIN of Withholding Agent   Enter 9 numeric characters

 

                                            of the Employer

 

                                            Identification Number. Do

 

                                            NOT include the hyphen.

 

 

   13-52         Name of Withholding Agent  Enter name of withholding

 

                                            agent. Left justify and

 

                                            fill with blanks.

 

 

   53-92         Street Address             Enter street address of

 

                                            withholding agent. Left

 

                                            justify and fill with

 

                                            blanks.

 

 

   93-132        City and State             Enter city and state of

 

                                            withholding agent. Left

 

                                            justify and fill with

 

                                            blanks.

 

 

  133-137        ZIP Code                   Enter ZIP code of

 

                                            withholding agent.

 

 

  138-145        Total Number of Records    Enter the total number of

 

                                            "Q" records submitted by

 

                                            this Withholding Agent on

 

                                            this tape reel and on the

 

                                            prior reel(s).

 

 

  146-158        Total Gross Amount of      Enter grand total of

 

                 Income Paid                Amount of Income Paid by

 

                                            this withholding agent on

 

                                            this tape reel and on

 

                                            prior tape reel(s).

 

 

  159-171        Total Amount of Tax        Enter grand total of

 

                 Withheld                   Amount of Tax Withheld by

 

                                            this withholding agent on

 

                                            this tape reel and on

 

                                            prior tape reel(s).

 

 

  172-184        Total Amount of Tax        Enter grand total of

 

                 Released                   Amount of Tax Released by

 

                                            this Withholding Agent on

 

                                            this reel and on the prior

 

                                            reel(s).

 

 

  185-197        Total Amount of Net Tax    Enter grand total of

 

                 Withheld                   Amount of Net Tax Withheld

 

                                            by this withholding agent

 

                                            on this reel and on the

 

                                            prior reel(s).

 

 

  198-365        Blank                      Blank

 

 

SEC. 7. END OF TRANSMISSION "Y" RECORD.

Write this record after the last End of Withholding Agent "W" Record in the file. This record can be followed only by a Tape Mark or Tape Mark and Trailer Label (see Part "B", Section 2.01).

 Tape Position    Element Name                 Entry or Definition

 

 -------------    ------------                 -------------------

 

     1           Record Type                Enter "Y". Must be first

 

                                            character of the End of

 

                                            Transmission Record.

 

 

     2-4         Number of Withholding      Enter total number of

 

                 Agents                     Withholding Agents for

 

                                            this Transmission. Right

 

                                            justify and zero fill.

 

 

     5-7         Number of Reels            Enter total number of

 

                                            reels in this

 

                                            Transmission. Right

 

                                            justify and zero fill.

 

 

     8-365       Zeros                      Enter Zeros.

 

 

SEC. 8. TAPE LAYOUTS (REEL SEQUENCE NUMBER IS IN THE HEADER LABEL).

Because the Header Label is the first record, the following chart shows, by type of file, the record types to be used in the 2nd and 3rd records and the last three records written on a tape reel prior to the Trailer Label.

                           1st     2nd

 

                           record  record

 

                           type    type     2nd from  Next to

 

                           after   after    last      last      Last

 

                           Header  Header   record    record    record

 

 TYPE OF FILE              Label   Label    type      type      type

 

 

 Single withholding

 

 agent, single

 

 transmitter, single reel  T 4     Q        Q       W 1     Y 5

 

 

 Single withholding

 

 agent, single

 

 transmitter,

 

 multiple reels:

 

 Reel 1                    T 4     Q         Q      Q         Q

 

 Last Reel                 Q         Q         Q      W 2     Y 5

 

 

 Multiple withholding

 

 agents, single

 

 transmitter, single

 

 reel:

 

 Withholding agent 1       T 4     Q         Q      Q         W 1

 

 Withholding agent 2       Q         Q         Q      Q         W 1

 

 Last Withholding agent    Q         Q         Q      W 1     Y 5

 

 

 Multiple withholding

 

 agents, single

 

 transmitter, multiple

 

 reels: first

 

 withholding agent's

 

 records split

 

 between reel 1 and

 

 reel 2; second

 

 withholding agent's

 

 records split between

 

 reel 2 and reel 3:

 

 Reel 1: Withholding

 

 agent 1                   T 4     Q         Q      Q         Q

 

 Reel 2:

 

 Withholding agent 1       Q         Q         Q      Q         W 3

 

 Withholding agent 2       Q         Q         Q      Q         Q

 

 

 Reel 3:

 

 Withholding agent 2       Q         Q         Q      Q         W 3

 

 Withholding agents 3

 

 and 4                     Q         Q         Q      W 3     Q

 

 Reel 4: Withholding

 

 agent 4                   Q         Q         Q      W 3     Y 5

 

 

 1 Must contain "Total Number of Records" and "Total Amounts ..."

 

 summarizing all Recipient "Q" Records written for this withholding

 

 agent.

 

 

 2 Must contain "Total Number of Records" and "Total Amounts ..."

 

 summarizing all Recipient "Q" Records written for this withholding

 

 agent on this reel and on prior reel(s).

 

 

 3 Must contain "Total Number of Records" and "Total Amounts ..."

 

 summarizing all Recipient "Q" Records written for this reel and for

 

 this withholding agent on the prior reel(s).

 

 

 4 Must be present as the 1st record type after the Header Label on

 

 the 1st reel (only).

 

 

 5 Must contain "Number of Withholding Agents" and "Number of

 

 Reels".

 

 

SEC. 9. RECORD LAYOUTS.

The record layouts beginning on page 431, show the magnetic tape formats that may be followed in writing the required "T", "Q", "W", and "Y" records on a tape reel.

SEC. 10. EFFECT ON OTHER DOCUMENTS.

This Revenue Procedure modifies Revenue Procedure 70-13, 1970-1 C.B. 438.

[Editor's note: These record layouts are graphic representations of the file specifications described above. They have been omitted because they provide no additional information and are not suitable for clear on-screen presentation.]

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