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Sales Tax Web File – Jurisdictional upload

Our jurisdictional upload allows you to report sales information quickly and easily.  These instructions explain how it works.

Comma delimited file - This file type separates fields with alphanumeric information by the comma character (,).  Insert a comma between each jurisdictional record (column entry) to separate fields.  Fields can vary in length.

The file must be in either .txt or .csv format.  If you don't know how to format your file, see the help function on the software product you are using for instructions.

The file must include eight fields.

  • Enter two (2) character tax jurisdiction code.
     
  • Enter five (5) character line code.
     
  • Enter taxable sales and services as a positive whole number for jurisdictions reported on the main form and all schedules, except the Schedule FR. (Negatives are allowed for the Schedule FR. Begin negative numbers with a minus (-) sign). Do not enter commas or other non-numeric characters. If taxable sales and services are zero, enter zero (0).
     
  • Enter credits for taxable sales as a positive whole number for jurisdictions reported on the main form and all schedules, except the Schedule FR and the Schedule W (Because these types of credits are not allowed for the Schedule FR or Schedule W, enter zero [0]). Do not enter commas or other non-numeric characters. If you have no credits for taxable sales and services, enter zero (0).
     
  • Enter purchases subject to tax as a positive whole number for jurisdictions reported on the main form and all schedules, except the Schedule FR. (Negatives are allowed for the Schedule FR. Begin negative numbers with a minus (-) sign). Do not enter commas or other non-numeric characters. If purchases subject to tax are zero, enter zero (0).
     
  • Enter credits for purchases subject to tax as a positive whole number for jurisdictions on the main form and all schedules, except the Schedule FR and the Schedule W. (Because these types of credits are not allowed for the Schedule FR or Schedule W, enter zero.). Do not enter commas or other non-numeric characters. If you have no credits for purchases subject to tax, enter zero (0).
     
  • Enter over-collected tax as a positive number, entered as dollars and cents, including the decimal point for jurisdictions on the main form and all schedules (999.99), except the Schedule FR and the Schedule W. (Because over-collected tax does not apply, enter zero (0) for these schedules). Do not enter commas or other non-numeric characters. If you have no over collected sales tax money, enter zero (0.00). (Please note that this zero format is different than other zero formats.)
     
  • Enter the beginning date of the sales tax period for the return you are filing, or the effective date of the rate change. If a sales tax rate changes during a reporting period, the file should list a double set of entry lines - one to report sales and uses occurring before the rate change, and one to report sales and uses occurring during the remainder of the period. It's important to report transactions on the correct transaction period - before the rate change date, or after the rate change date. 

Example for a rate change in the reporting period March to May 2013.  The original rate for this period is 7%, but increases to 7 ½ %, effective April 1.

For reporting sales for the original rate: 

  • Enter the beginning date of the period, March 1, 2011 in mmddyyyy format:  03012011

For reporting sales for the changed rate:

  • Enter the effective date of the rate change April 1, 2011 in mmddyyyy format: 04012011
BR,0123,1800,0,500,0,0.00,03012011

BR,0123,2600,0,750,0,3.75,04012011

 

Required fields for the file

Maximum length/size

Format

Required

Tax jurisdiction code

2

Text field     

Required

Line code

5

Text field

Required

Taxable sales and services

15

Integer

Required (if your taxable sales and service are zero, then enter (0) in the column)

Credits against taxable sales and services

15

Integer

Required (if there are no credits claimed, then enter (0) in the column)

Purchases subject to tax

15

Integer

Required (if your purchases subject to tax are zero, then enter (0) in the column)

Credits against purchases subject to tax

15

Integer

Required (if there are no credits claimed, then enter (0) in the column)

Over collected tax

18

Decimal

Required (if no tax has been over collected, then enter (0.00) in the column)

Beginning date of filing period or rate change

8

mmddyyyy

Required

Example: Plain text document

NE,0002,50000,250,10000,35,0.00,09012012
AL,0181,15000,0,1200,0,153.27,09012012
AL,0181,25000,800,0,0,0.00,10012012
NE,R0018,1500000,0,0,0,0.00,0912012

Note:

For Schedule W:

  • To report eligible purchases amounts, use the Purchases subject to tax field and enter amounts as a positive whole number.

For Schedule FR: 

  • To report motor fuel amounts, use the Taxable sales and services field.
  • To report diesel motor fuel and B20 biodiesel amounts, use, the Purchases subject to tax field.

For credits not reported in a jurisdiction upload file: 

Do not include CR C8888 (credit for prepaid sales tax on cigarettes), VE7706 (vendor collection credit), T4444 (credits for prepaid sales tax on motor fuel), or X8888 (credits for prepaid sales tax on diesel motor fuel) in the upload file.  These credits are reported separately on the return.

For reporting only jurisdictions needed for the filing period:

If you included a jurisdiction for a previous reporting period, but have nothing to report on the jurisdiction for this period, remove it from the upload file.

For correcting jurisdiction code errors:

If you have a jurisdiction code error, locate and correct your line code on the particular form or schedule. To locate the correct jurisdiction codes, see Jurisdiction/Rate Lookup by Address. After you make the appropriate changes, correct your file and upload again.

Updated: