Withholding Internet Filing
Withholding formatted Excel file and Upload Instructions
The following is a formatted sample Excel spreadsheet that you can open and save to your desktop. You may use it as a guide in order to create your own correctly formatted spreadsheet, or retype over the sample data and use for uploads.
If you get a File download window, select the Save button. In the Save in: box, select the Desktop folder that you would like to save the file in. In the file name box, rename the file and then click on the save button. You may also use the File 'Save as' option and select any folder in the particular drive you would like to save it to.
Enter your own withholding data starting in the first row by typing over the sample data. Once you are done, resave the file so you may use it again in the future.
Excel Upload Instructions
File Format Instructions for Uploading Withholding Detail
Maine Revenue Service’s Internet Filing System offers withholding filers the convenience of uploading withholding information rather than typing this data in manually. To utilize this feature, users organize the required data in a Microsoft Excel spreadsheet file, which is then uploaded into Maine Revenue’s internet filing system. When the file is uploaded, the system will read the data in the first Worksheet in the file and place that data in the appropriate fields on the withholding detail screen. The user should then review the data in the fields to verify its accuracy.
To take advantage of this feature, users must upload a file that conforms to the specifications below. Failing to format the file correctly will result in processing errors or inaccurate reporting.
NOTE: This system does not accept Excel files of any format other than .xls. Please note that Microsoft Excel 2007 and later will default to a file format other than .xls when saving files. Therefore, users of Excel 2007 and later will need to select file format .xls when saving their file before trying to upload. Other Excel file formats (e.g. .xlsx, .xlt, .xla, .xlsb, .xlsm) are also not accepted.
General File Specifications
- Only Microsoft Excel spreadsheet files with a file format of .xls will be accepted.
- The file will contain only data; no headers, titles, or footers of any kind are to be entered.
- The data must be on the first Worksheet in the Workbook.
- The Worksheet within the file must contain exactly five (5) columns as described below. The data in some columns will be ignored if the filer type is inappropriate for that type of information.
- The rows are to be contiguous; no empty rows are allowed.
- Hidden columns are not allowed.
- Formulas are not to be used.
For Withholding form 941ME
- Employee’s Social Security number (SSN).
- Maine income tax withheld.
- Employee’s name. (maximum of 70 characters)
For your convenience, Maine Revenue Services has prepared a preformatted spreadsheet. Available to be downloaded from the MRS web site; see above.
Please note that if you copy your data from one Excel file to paste into another Excel file, you should highlight only the cells you want to copy; do not highlight the entire worksheet as doing so may create hidden formatting errors.
Specifications for Each Column
Column A- SSN
Column A contains the Social Security numbers of employees. IMPORTANT: Be sure this column is formatted as text before any entries are made. To do this, highlight Column A and then in your Excel toolbar click "Format" and then "Cells". You will then need to click "Text" and then "OK". It is important this is done in advance, otherwise any entries you make which start with zero (e.g. 001223333) will drop the leading zeroes. Numbers can be entered with or without hyphens (e.g. 001223333 or 001-22-3333). If you don't know the social security number for a particular employee enter 999999999. Generally, Column A cannot contain the same Social Security number for an employee more than once. However, duplicates are allowed in the case of unknown SSN (999999999) as described above.
Column B- leave blank
Column C- Maine Income Tax Withheld
Enter the amount of Maine income tax withheld for this employee. Enter numbers only; do not include a dollar sign. Either whole numbers or numbers containing dollars and cents are acceptable. If the data has cents to report then the cents must be preceded with the decimal point and the value may not contain embedded spaces.
Column D- Employee Name
This column must contain a valid name. Enter each employee last name, first name, and middle initial. Commas are not necessary and will be ignored if included. The maximum field length is 70 characters.
Column E- leave blank
For more information about calculating the amount to report for each employee, see the instructions to the form 941-ME. Forms and instructions are available on Maine Revenue Services website at www.maine.gov/revenue. For additional assistance completing your return or filing your return over the internet contact Maine Revenue Services Withholding Unit by phone at 207-626-8475, press 1 for touchtone phones.