Employee State Taxes Import Layout for Core HR

David N

April 03, 2025 04:53

The layout below can be used to import State Taxes into Core HR.

General Information on Importing

For general information on importing data, refer to the following dedicated article that details how to import a file, supported formats, and other related information.

Import Layout

When creating your import file, you must:

Create Column Headers.
Match the order of the columns with the table provided below.
Match the number of columns with the table provided below.

If columns are added or removed, the import process file will stop and an error message will be shown, resulting in no records processed and an error logged in the import history.

When is a Record Added vs Updated?

If a field is identified as a key field with the label [key] in the 'Required' column in the table below, Core HR will update the existing record with the matching [key] field data instead of creating a new record (i.e. when importing a file containing employee data and Core HR recognizes an employee's SSN as belonging to an existing employee record, Core HR will update the existing employee record with the data from the import file instead of creating a new employee record).

If no field has the [key] label in the 'Required' column, the import layout will always create a new record and not update any existing records.

Column Header	Data Type	Max Field Length	Required	Notes
Employee SSN	Text	<=20	Yes	Must match an existing employee within the system.
Year	Numeric	4	Yes	The tax year.
Filing Status	Text		Yes	Indicates the state filing status code for this tax year. Valid values are determined by the state. The income filing state will be used to validate the filing status code that is entered. See the following table to view the filing status by state.
Income Filing State	Text	2	Yes	Indicates the 2-letter state code for state taxes. Valid values include: AZ CA Etc.
Unemployment State	Text	2	Yes	Indicates the 2-letter state code for state taxes. Valid values include: AZ CA Etc.
Allowances	Numeric		Yes	The number of total allowances being claimed.
Additional Withholding	Numeric		Yes	Any additional amount that will be withheld for federal taxes.
Percent Selected	Numeric		Yes	Certain states provide a selection of percentages to allocate to state tax. These percentages are predefined and must be first setup in the system before the import can be
Percent Withholding	Numeric		Yes	The percentage amount that should be allocatd for state tax withholding. If no percentage is necessary, enter zero for this column.
Exempt	Yes/No		Yes	Indicates if the employee is exempt from federal taxes. Valid values include: Yes No
Override Amount	Numeric			This an optional state override amount that overrides the withholding amount.
Override Percent	Numeric			This is an optional state percentage that overrides the percentage withheld.
Is Active	Yes/No		Yes	Indicates if this record should be the active state tax record. Valid values include: Yes No
County	Text	<=100		Optional. Denotes the county within the state. Generally, this is only required for the state of Maryland to indicate an employee's filing status.
Claim Amount	Text	<=100		Optional. Denotes a claim amount used to determine a filing status for the state of Mississippi.
Start Date	Date	10	Yes	The effective date of the state tax record.
End Date	Date	10		Optional. The expiration date of the state tax record.
State Field Other	Text		Only Required for New Jersey	State-Dependent column for states that require additional fields/data. See the following table for the states that require additional data and their accepted values. This column can be blank if not used by a state.

States that Use "State Field Other"

State	Valid Values	Notes
NJ	A,B,C,D,E	Values from New Jersey's Wage Chart.

State Info

tcode	Description	validFilingStatus	Notes
AK	Alaska SITW	N/A	Alaska does not have a state income tax.
AL	Alabama SITW	0 S M H MS	STATUS: 0 = No Exemptions withhold at highest rate S = Single M = Married Filing Jointly H = Head of Household MS = Married Filing Separately EXEMPTIONS: number of dependents
AR	Arkansas SITW	S MJ H	STATUS: S = Single MJ = Married Filing Jointly H = Head of Household EXEMPTIONS: number of dependents LOW WAGE: AR low wage credit ( S, MJ & H status only)
AZ	Arizona SITW	0.5 1 1.5 2 2.5 3 3.5	Employee selects withholding percentage on Arizona form A-4 or A-4V. Enter selected amount in percentage withholding field. Normal percentages are 0.5, 1, 1.5, 2, 2.5, 3, or 3.5. An employee whose annual compensation is less than $15,000 may select a withholding rate of 1.3%. Default shall be 2.7%
CA	California SITW	S M H	STATUS: S = Single or Married (with two or more incomes) M = Married (one income) H = Head of Household EXEMPTIONS: Number of allowances EXEMPTIONS 2: Number of estimated deductions
CO	Colorado SITW	S M	STATUS: S = single or married claiming self M = married claiming both spouses EXEMPTIONS: number of allowances
CT	Connecticut SITW	A B C D E F	STATUS: A = married (civil union) filing separately, or married (civil union) filing jointly with both spouses working and combined income less than 100,500 B = head of household C = married (civil union) filing jointly, one spouse working D = married (civil union) filing jointly, both spouses working, income > 100,500 E = exempt, no withholding will occur. F = single
DC	DC SITW	S MS MJ	STATUS: S = single MS = married filing separately MJ = married filing jointly or head of household EXEMPTIONS: number of allowances
DE	Delaware SITW	S MS MJ	STATUS: S = single MS = married claiming self MJ = married claiming both EXEMPTIONS: number of allowances
FL	Florida SITW	N/A	Florida does not have a state income tax.
GA	Georgia SITW	S M2 MS H	STATUS: S = Single M2 = Married Filing Separate or Married Filing Joint, both spouse working MS = Married filing joint, one spouse working H = Head of Household EXEMPTIONS: 0 = none, 1 = self, 2 = self and spouse EXEMPTIONS 2: dependents or allowances
HI	Hawaii SITW	S M MS NRMS CDP	STATUS: S = Single M = Married MS = Married, but withhold at higher Single rate NRMS = Non-Resident Military Spouse (not subject to withholding) CDP = Certified Disabled Person (not subject to withholding) EXEMPTIONS: number of allowances
IA	Iowa SITW	0 MJ H MB	STATUS: 0 = Other (Including Single) MJ = Married filing jointly or Qualifying Surviving Spouse H = Head of Household MB = Married filing jointly, both spouses working EXEMPTIONS: number of allowances
ID	Idaho SITW	S M MS	STATUS: S = Single M = Married MS = Married, but withhold at Single rate EXEMPTIONS: number of allowances
IL	Illinois SITW	S M	STATUS: S = single M = married EXEMPTIONS: number of allowances claimed on IL-W-4 Line 1 EXEMPTIONS 2: number of allowances claimed on IL-W-4 Line 2
IN	Indiana SITW	N N	STATUS: N = No status, 0 deductions N = No Status, 1 or more deductions EXEMPTIONS: number of allowances
KS	Kansas SITW	S J	STATUS: S = Single J = Joint EXEMPTIONS: number of allowances
KY	Kentucky SITW	F E	STATUS: F = Flat Rate 4% E = Exempt (Form K-4E) EXEMPTIONS: number of allowances
LA	Louisiana SITW	N S M	STATUS: N = No Deduction S = Single or married filing separately M = Married filing jointly, qualifying surviving spouse, or head of household EXEMPTIONS: 0 = none, 1 = self 2 = self and spouse EXEMPTIONS 2: number of dependents
MA	Massachusetts SITW	N H	STATUS: N = Non Head of Household H = Head of Household EXEMPTIONS: Number of Allowances EXEMPTIONS 2: Enter 1 if Employee or Employee's Spouse is Blind for additional allowance.
MD	Maryland SITW	S M F	STATUS: S = Single M = Married (surviving spouse or unmarried Head of Household) rate F = Married, but withhold at a higher Single rate. EXEMPTIONS: number of allowances
ME	Maine SITW	S M MD	STATUS: S = Single or Head of Household M = Married MD = Married, but withholding at higher Single rate EXEMPTIONS: number of allowances
MI	Michigan SITW	S M NFD NFE	STATUS: S = single M = married NFD = No Form (dependent allowances) NFE = No Form (exemption allowances) EXEMPTIONS: number of exemption or dependent allowances EXEMPTIONS 2: number of special allowances
MN	Minnesota SITW	S MS M ML	STATUS: S = Single MS = Married, but withhold at a higher Single rate M = Married ML = Married, but legally separated; or Spouse is a nonresident alien EXEMPTIONS: number of allowances
MO	Missouri SITW	S M H	STATUS: S = Single or Married Spouse Works or Married Filing Separate M = Married (Spouse does not work) H = Head of Household PRIMARY EXEMPTIONS: Number of allowances. For H, S, and MS this can be 0 or 1. For M this can be 0, 1 or 2 ADDL EXEMPTIONS: Additional number of allowances. For H, S, M, and MS enter the remaining number of allowances
MS	Mississippi SITW	S MS MJ H	STATUS: S = Single MS = Spouse Is Employed MJ = Spouse Not Employed H = head of Family EXEMPTION: enter DOLLAR AMOUNT of employees allowances
MT	Montana SITW	S MJ H MB	STATUS: S = Single or Married filing separately MJ = Married filing Jointly or Qualifying Surviving Spouse H = Head of Household MB = Married Filing Jointly with Both Spouses Working EXEMPTIONS: number of allowances
NC	North Carolina SITW	S MJ H	STATUS: S = Single or Married Filing Separately MJ = Married filing Jointly or surviving spouse H = Head of Household EXEMPTIONS: number of allowances
ND	North Dakota SITW	S M	STATUS: S = single M = married
NE	Nebraska SITW	S M	STATUS: S = single or married claiming self M = married claiming both EXEMPTIONS: number of allowances
NH	New Hampshire SITW	N/A	New Hampshire does not have a state income tax.
NJ	New Jersey SITW	S QW MJ H MS	STATUS: S = Single QW = Qualifying Widow(er)/Surviving Civil Union Partner MJ = Married/Civil Union Couple Joint H = Head of Household MS = Married/Civil Union Partner Separate EXEMPTIONS: number of allowances
NM	New Mexico SITW	S M	STATUS: S = single, married claiming self or head of household M = married claiming both EXEMPTIONS: number of allowances
NV	Nevada SITW	N/A	Nevada does not have a state income tax.
NY	New York SITW	S M MS	STATUS: S = Single or Head of Household M = Married MS = Married, but withhold at higher Single rate EXEMPTIONS: number of allowances
OH	Ohio SITW	N N1	STATUS: N = No status, 0 deductions N1 = No status, 1 or more deductions EXEMPTIONS: number of allowances
OK	Oklahoma SITW	S M MS	STATUS: S = Single M = Married MS = Married, but withhold at higher Single rate EXEMPTION: number of allowances
OR	Oregon SITW	S MS M	STATUS: S = Single M = Married MS = Married, but withhold at higher Single rate EXEMPTION: number of allowances
PA	Pennsylvania SITW	O E	STATUS: O = Other (Flat Rate 3.07%) E = Exempt
PR	Puerto Rico SITW	O H S ME MSO MJ	STATUS: O = no exemption H = head of household S = single or married not living together MS = married filing separately, or filing jointly with half the personal exemption MSO = married filing separately, or filing jointly with half the personal exemption, for optional dependent computation MJ = married filing jointly EXEMPTIONS: number of dependents (subtract 1 if claiming H status) EXEMPTIONS 2: additional deductions (add 3 if claiming veteran exemption)
RI	Rhode Island SITW	N N/A	STATUS: N = No Status, No Deductions N/A = Not Applicable
SC	South Carolina SITW	S M MS	STATUS: S = Single M = Married MS = Married, but withhold at higher Single rate EXEMPTIONS: number of allowances
SD	South Dakota SITW	N/A	South Dakota does not have a state income tax.
TN	Tennessee SITW	N/A	Tennessee does not have a state income tax.
TX	Texas SITW	N/A	Texas does not have a state income tax.
UT	Utah SITW	S M	STATUS: S = single, or married claiming self M = married claiming both EXEMPTIONS: number of allowances
VA	Virginia SITW	S M	STATUS: S = single M = married EXEMPTIONS: number of allowances EXEMPTIONS2: Age 65 and over & Blind Exemptions
VI	Virgin Islands SITW	N/A	Virgin Islands does not have a state income tax.
VT	Vermont SITW	S M MJ MF MS	STATUS: S = single M = married MJ = Filing Jointly MF = Married/Civil Union Filing Separately MS = Married, but withhold at higher Single rate
WA	Washington SITW	N/A	Washington does not have a state income tax.
WI	Wisconsin SITW	S M MS	STATUS: S = single M = married MS = Married, but withhold at higher Single rate EXEMPTIONS: number of allowances
WV	West Virginia SITW	H N N1	STATUS: H = Single, Married, Head of Household, but withhold at lower rate. N = No Status, 0 Deductions N1 = No Status, 1 or more Deductions EXEMPTIONS: number of allowances
WY	Wyoming SITW	N/A	Wyoming does not have a state income tax.

Import Template

We have provided an import template in an Excel format to help you get started. You can refer to the table above for more information about any of the columns. The linked import template includes a row with supplementary information on what data is expected in the column and if the column is required or optional. This row should be removed prior to importing the file into Core HR.

Employee State Taxes Import Template

Employee State Taxes Import Layout.xlsx
(10 KB)

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