Withholding Files Transmission Changes #
Overview #
This document outlines important changes to the transmission methods for withholding files using ProPay software, effective from the 4th Quarter of 2015. These changes are in response to updates made by the Massachusetts Department of Revenue (MADOR) as part of their GeniSys Project.
Key Changes #
- Transmission Mechanisms
- Withholding XML files: Only allowed via SSH/SFTP
- Withholding Text files: Only allowed via MassTax Connect
- File Extensions
- Withholding Text files must have “.TXT” extension when uploaded through MassTax Connect
- File Size and Compression
- MassTax Connect: 5MB limit, no compression allowed
- Multiple files can be uploaded simultaneously
- Error Handling
- Real-time validation for file syntax and arithmetic checks
- Back-end validations posted to MassTax Connect’s notification system
- FEIN Changes
- “Dummy” FEINs (960xxxxxx) no longer supported
- Existing users should re-register with legitimate FEINs
- SSH/SFTP Access
- Process for setting up SSH/SFTP access needs to be defined
- MassTax Connect will not incorporate this functionality
Detailed Guidance #
File Transmission #
XML Files #
- Must be sent via SSH/SFTP
- Contact MADOR at 617-887-5052 for password and further information
Text Files #
- Must be sent via MassTax Connect
- File extension must be “.TXT”
- 5MB size limit
- No compression allowed
Error Handling #
- Real-time Validation
- File syntax and arithmetic checks performed upon upload
- For testing file integrity, attach a file to a Web Request and cancel after validation
- Back-end Validation
- Results posted to MassTax Connect’s notification system next business day
- Duplicate File Checks
- System checks for previously uploaded files during nightly processing
- Users can “Withdraw” requests before nightly processing begins
Filing Frequency Types #
- Depository Frequency (M-941D)
- Tax type code: 0166D
- Due date: Last day of the month following quarter end
- Payments: 7th, 15th, 22nd, and last day of month
- Quarterly Frequency (M-941Q)
- Tax type code: 0166Q
- Due date: Last day of the month following quarter end
- Monthly Frequency (M-942)
- Tax type code: 0166M
- Due date: 15th day of the following month (exceptions for March, June, September, December)
- Annual Frequency (M-941A)
- Tax type code: 0166A
- Due date: January 31 of the following year
File Layouts #
Massachusetts M941X (Withholding) & M945X (Pension) Text File Layout #
Header Record #
The Header Record contains information about the transmitter and the file contents. Here’s a breakdown of the fields:
Location | Field Name | Length | Description |
---|---|---|---|
1-6 | File Identifier | 6 | Enter “M941X” for Withholding or “M945X” for Pension Withholding |
7-12 | Total Return Count | 6 | 6-digit numeric, total number of Returns (detail records) in the file |
13-21 | Transmitter FEIN | 9 | Federal Employer Identification Number of Transmitter |
22-51 | Transmitter Name | 30 | Left Justify, fill with blanks |
52-81 | Transmitter Address | 30 | Left Justify, fill with blanks |
82-111 | Transmitter City | 30 | Left Justify, fill with blanks |
112-113 | Transmitter State | 2 | Use Standard FIPS Postal Abbreviations |
114-122 | Transmitter Zip Code | 5 | Enter Valid Zip Code |
119-123 | Zip Code Extension | 5 | Enter Zip Extension, If N/A leave blank |
124-280 | Reserved | 157 | Enter Blanks |
Total Characters: 280
Detail Record #
The Detail Record contains specific information for each return. Here’s a breakdown of the fields:
Location | Field Name | Length | Description |
---|---|---|---|
1 | Record Identifier | 1 | Enter “M” for Monthly, “Q” for Quarterly, “D” for Depository Quarterly, “A” for Annual |
2-7 | Sequence Number | 6 | 6-digit numeric, starting with “000001” for the first return |
8-15 | Tax Period End Date | 8 | MMDDYYYY |
16-24 | Employer FEIN | 9 | Federal Employer Identification Number of Employer |
25-26 | Filing Entity Code | 2 | Obsolete |
27-56 | Business Name | 30 | Left Justify, fill with blanks |
57 | Return Record | 1 | Enter “Y” if Return Information is present, otherwise Enter “N” |
58-67 | Number Of Employees | 10 | 10-digit numeric, Right Justify, zero filled |
68-79 | 1. Amount Withheld | 12 | 12-digit numeric, Right Justify, zero filled “DDDDDDDDDDCC” |
80-91 | 4a. Previous Payments Made | 12 | 12-digit numeric, Right Justify, zero filled “DDDDDDDDDDCC” |
92-104 | 2. Adjustment for Prior Amount Withheld | 13 | Obsolete. File an Amended return to adjust prior periods. |
105-116 | 1.Amount Withheld | 12 | Should equal field 68-79, 12-digit numeric, Right Justify, zero filled “DDDDDDDDDDCC” |
117-129 | Amount Due | 13 | Calculation: 1.Amount Withheld – 4a.Previous Payments Made |
130-141 | 4b. Credit From Previous Quarter | 12 | 12-digit numeric, Right Justify, zero filled “DDDDDDDDDDCC” |
142-153 | Balance Due | 12 | Calculation: (1.Amount Withheld – 4a.Previous Payments Made) – 4b.Credit From Previous Quarter |
154-165 | Overpayment | 12 | 12-digit numeric, Right Justify, zero filled “DDDDDDDDDDCC” |
166 | Credit or Refund | 1 | Enter “C” for Credit, or “R” for Refund (default) |
167 | Amend | 1 | Enter “Y” if amending this return, otherwise Enter “N” |
168 | Final Return | 1 | Enter “Y” if Final Return, otherwise enter “N” |
169 | Payment Record | 1 | Enter “Y” if Payment Information is present, otherwise Enter “N” |
170-178 | Routing Transit Number | 9 | 9-digit numeric, omit hyphens |
179-208 | Bank Name | 30 | Left Justify, fill with blanks |
209-226 | Bank Account Number | 22 | Enter 22-digit Numeric Bank Account Number – Left Justify, file with blanks |
227-228 | Account Type | 2 | Enter 01 if Checking or 02 if Savings |
229-240 | Payment Amount | 12 | 12-digit numeric, Right Justify, zero filled “DDDDDDDDDDCC” |
241-248 | Settlement Date | 8 | MMDDYYYY |
249-262 | Account ID | 14 | 14 character Massachusetts Department of Revenue assigned identifier |
263-280 | Reserved | 22 | Fill with Blanks |
Total Characters: 280
Troubleshooting #
- File Rejection
- Ensure correct file format (XML or Text) is used for the appropriate transmission method
- Check file extension (“.TXT” for Text files)
- Verify file size is within limits (5MB for MassTax Connect)
- Login Issues
- For SSH/SFTP access problems, contact MADOR at 617-887-5052
- For MassTax Connect login issues, ensure you have re-registered with a legitimate FEIN
- Validation Errors
- Review real-time validation feedback for syntax and arithmetic errors
- Check MassTax Connect notifications for back-end validation results
Additional Resources #
For further assistance or questions, please refer to:
- ProPay software help menu
- Paysoft website
- Massachusetts Department of Revenue: 617-887-5052
Feedback #
We value your input! If you have suggestions for improving this documentation or encounter any issues not addressed here, please contact our support team through the ProPay software help menu or our website.