1099-R Distribution Records (CSV)
The file you upload needs to be a Comma Delimited file (i.e. CSV format) and contain a data element for each column specified below. It should contain a minimum of 31 columns of data.
Column |
Data Format |
Required |
---|---|---|
Payer Entity ID |
9-digit Entity ID number for business being filed. Usually a Federal Employer Identification Number (FEIN) or Social Security Number (SSN), containing no dashes or spaces. |
Yes |
Type of Entity ID |
3-digit number indicates the Entity ID Type. Please refer to Appendix A for Code List. |
Yes |
Account Number |
The 8-digit Withholding ID containing no dashes or spaces. |
|
Tax Year |
4-digit value of year reported. |
Yes |
Recipient Taxpayer Identification Number |
9-digit number for recipient Social Security Number, Individual Taxpayer Identification Number or Federal Employer Identification Number, containing no dashes or spaces. |
Yes |
Taxpayer Identification Type |
3-digit number indicates the Recipient Identification Type. Please refer to Appendix A for Code List. |
Yes |
Recipient Number |
20 characters max. |
|
Recipient Last Name |
30 characters max. |
Yes |
Recipient First Name |
20 characters max. |
Yes |
Recipient Middle Name |
20 characters max. |
|
Recipient Name Suffix |
4 Characters Max |
|
Recipient Address Line 1 |
Apartment Number, Box Number, Street Address, or Unit and Box for U.S. Military Address, 50 characters max. |
Yes |
Recipient Address Line 2 |
Street Address if not on Address Line 1, 50 characters max. |
|
Recipient Address Line 3 |
Hamlet, Village or other information if it needs to appear before the City or Town, 50 characters max. |
|
Recipient City/Town |
City, Town, etc., APO, FPO, DPO for U.S. Military Address, 50 characters max. |
Yes |
Recipient Governing District |
U.S. States use 2 character abbreviation, Canadian Providences use 2 character abbreviation, Mexico Federal Districts use 3 character abbreviation, U.K. County use county name etc., U.S. Military Addresses use AE, AP, or AA, 30 characters max. |
Yes |
Recipient Postal Area |
U.S. Zip Code, Canadian/Mexico Postal Code, U.K. Postal Code, etc., 15 characters max. U.S. Military Address use 5-digit Zip Code. |
Yes |
Recipient Country Code |
2 character country code as specified in EFW2 Publication 42-007. |
Yes |
Gross Distribution (1099-R Box 1) |
Numeric only including 2 decimal places. Do not report negative figures, minimum value 0.00, maximum value 999999999.99. |
Yes |
Taxable Amount (1099-R Box 2a) |
Numeric only including 2 decimal places. Do not report negative figures, minimum value 0.00, maximum value 999999999.99. |
Yes |
Distribution Code (1099-R Box 7) |
1 or 2 character alpha/numeric field. If you have multiple distribution codes you must report them in separate records. |
Yes |
State Tax Withheld (1099-R Box 12) |
Numeric only including 2 decimal places. Do not report negative figures, minimum value 0.00, maximum value 999999999.99. |
Yes |
State Distribution(1099-R Box 14) |
Numeric only including 2 decimal places. Do not report negative figures, minimum value 0.00, maximum value 999999999.99. |
Yes |
The fields below (Payer Name and Address) are not required for payers who have a PA Employer Account ID. |
|
|
Payer Name |
Business Name, 50 characters max. |
Yes** |
Payer Address Line 1 |
Apartment Number, Box Number, Street Address, or Unit and Box for U.S. Military Address, 50 characters max. |
Yes** |
Payer Address Line 2 |
Street Address if not on Address Line 1, 50 characters max. |
|
Payer Address Line 3 |
Hamlet, Village or other information if it needs to appear before the City or Town, 50 characters max. |
|
Payer City/Town |
City, Town, etc., APO, FPO, DPO for U.S. Military Address, 50 characters max. |
Yes** |
Payer Governing District |
U.S. States use 2 character abbreviation, Canadian Providences use 2 character abbreviation, Mexico Federal Districts use 3 character abbreviation, U.K. County use county name etc., U.S. Military Addresses use AE, AP, or AA, 30 characters max. |
Yes** |
Payer Postal Area |
U.S. Zip Code, Canadian/Mexico Postal Code, U.K. Postal Code, etc., 15 characters max. U.S. Military Address use 5-digit Zip Code. |
Yes** |
Payer Country Code |
2 character country code as specified in EFW2 Publication 42-007. |
Yes** |
**Note: Payer Name and Address fields are required only when the Account Number is not entered.