You can import 1042-S data in bulk. To download a sample spreadsheet:
1. On the left-hand side, click on Imports. or Import 1042-S CSV button on the dashboard.
2. Click on New Import.
3. A sample spreadsheet file is linked to download.
In the 1042-S import spreadsheet all 1042-S fields can be imported along with other identifying information.
To help you prepare your 1042-S import file, please see the list below with all fields:
| Import column | 1042-S field | Acceptable value | Mandatory | Note |
| Recipient Type | Recipient type | individual/business | Yes | To identify the 1042-S recipient is an individual or entity. |
| 1042-S Recipient email | Recipient's email | Yes | The recipient's email. | |
| Recipient ID | 1042-S Recipient ID | Recipient's ID | No | An ID you wish to assign for each 1042-S recipient. |
| Unique Form Identifier (UFI) | Box UFI | Up to 10 numerics different than 10 zeroes | Yes | If import with less than 10 digits, for example you import '123', the system will automatically add zeroes at the front to create a 10 digit UFI. |
| Amended Form Indicator | Box Amended | 1/true/yes or blank | No | If you wish to mark a form as amended, please mark it as such with '1', 'true' or 'yes'. |
| Amendment Number | Box Amended Number | numeric or blank | No | If you have marked a form as amended, please enter the digit that corresponds to the number of amendment for this particular form. |
| Income Code | Box 1 Code | Exactly 2 numerics | Yes | Enter the income code for the specific payment (for more information, please check 1042-S Income Codes. |
| Gross Income | Box 2 Amount | Up to 12 numerics | Yes | Negative amounts are not accepted. |
| Chapter Indicator | Box 3 Number | 3/4 | Yes | The Chapter indicator must be '3' or '4'. |
| Chapter 3 Exemption Code | Box 3a Code | Accept one or two numerics | Yes | If a single numeric, Sprintax will add the leading zero. Check Form 1042-S instructions for applicable exemption codes. |
| Chapter 3 Tax Rate | Box 3b Number | X/XX/XX.XX | Yes | The tax rate must fit the format 'XX.XX'. Examples for valid entries are: X; X.XX; 00.00; 5; 5.00; 05.00; 10; 10.00; 12.5; 12.50; 30; 30.00, etc. |
| Chapter 4 Exemption Code | Box 4a Code | Accept one or two numerics | Yes | If a single numeric, Sprintax will add the leading zero. Check Form 1042-S instructions for applicable exemption codes. |
| Chapter 4 Tax Rate | Box 4b Number | X/XX/XX.XX | Yes | The tax rate must fit the format 'XX.XX'. Examples for valid entries are: X; X.XX; 00.00; 5; 5.00; 05.00; 10; 10.00; 12.5; 12.50; 30; 30.00, etc. |
| Withholding Allowance | Box 5 Amount | Up to 12 numerics or blank | No | Enter up to 12 numerics. Negative amounts are not accepted. |
| Net Income | Box 6 Amount | Up to 12 numerics or blank | No | Enter up to 12 numerics. Negative amounts are not accepted. |
| Federal Tax Withheld | Box 7a Amount | Enter up to 12 numerics | Yes | Enter up to 12 numerics. Negative amounts are not accepted. |
| Tax not deposited with the IRS pursuant to escrow procedure | Box 7b Check box | "1" or blank | No | Enter '1' if you'd like to check the box. |
| Withholding occurred in subsequent year with respect to a partnership interest | Box 7c Check box | "1" or blank | No | Enter '1' if you'd like to check the box. Enter '1' only if withholding agent is a partnership that is reporting withholding which occurred in a subsequent year under regulation sections 1.1441-5. |
| QI/WP/WT revising its reporting on Form 1042-S to report to a specific recipient | Box 7d Check box | "1" or blank | No | Enter '1' if you'd like to check the box. |
| Tax withheld by other agents | Box 8 Amount | Up to 12 numberics | No | Enter up to 12 numerics. Negative amounts are not accepted. |
| Overwithheld Tax Repaid to Recipient | Box 9 Amount | Up to 12 numberics | No | Enter up to 12 numerics. Negative amounts are not accepted. |
| Total withholding credit | Box 10 Amount | Up to 12 numberics | No | Enter up to 12 numerics. Negative amounts are not accepted. Should be the sum of boxes of 7a through box 9. |
| Tax paid by withholding agent (amounts not withheld) | Box 11 Amount | Up to 12 numberics | No | Enter up to 12 numerics. Negative amounts are not accepted. |
| Recipient's First Name or Business name line 1 | Box 13a Name | See note | Yes | Enter the First Name of individual or Business Name Line 1 if the recipient is a business (English letters only). For recipient type 'Individual', enter up to 20 letters. For recipient type "Business", enter up to 75 alphanumeric characters. The only valid characters for electronic filing are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), apostrophe (’), forward slash (/), pound (#), period (.), and the percent (%). The percent [% (used as “in care of”)] is valid in the first position only. |
| Recipient's Middle Name | Box 13a Name | Up to 20 letters | No | Use up to 20 letters for Recipient's Middle Name. |
| Recipient's Last Name or Business name line 2 | Box 13a Name | Up to 20 letters | No | Mandatory if recipient is 'individual'. |
| Recipient's Country Code (Tax Residence) | Box 13b country code | Country name or abbreviation | Yes | For a list of countries, please see 1042-S Country Codes. |
| Recipient's US Street Line 1 | Box 13c US Address | See note | No | Enter up to 35 alphanumeric. Enter the mailing address of the recipient. The street address should include the number, street, apartment, or suite number (use a PO Box only if mail is not delivered to a street address). Abbreviate as needed. Valid characters are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), apostrophe (’), forward slash (/), pound (#), period (.), and the percent (%). The percent [% (used as “in care of”)] is valid in the first position only. |
| Recipient's US Street Line 2 | Box 13c US Address | See note | No | Enter up to 35 alphanumeric. Enter the mailing address of the recipient. The street address should include the number, street, apartment, or suite number (use a PO Box only if mail is not delivered to a street address). Abbreviate as needed. Valid characters are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), apostrophe (’), forward slash (/), pound (#), period (.), and the percent (%). The percent [% (used as “in care of”)] is valid in the first position only. |
| Recipient's US City | Box 13d US City | See note | No | Enter up to 40 alphanumerics. Enter the mailing address City of the recipient. Valid characters are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), apostrophe (’), forward slash (/), pound (#), period (.), and the percent (%). The percent [% (used as “in care of”)] is valid in the first position only. |
| Recipient's US State | Box 13d US State | State name or abbreviation | No | Required if US address. Spell out the name of the state or enter 2-character abbreviation. |
| Recipient's US Zip | Box 13d US ZIP Code | 5/9 numerics | No | Mandatory if US address. 5 or 9 numerics. |
| Recipient's NUS Address Line 1 | Box 13c Address (if foreign address) | See note | No | Enter up to 35 alphanumeric. Enter the mailing address of the recipient. The street address should include the number, street, apartment, or suite number (use a PO Box only if mail is not delivered to a street address). Abbreviate as needed. Valid characters are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), apostrophe (’), forward slash (/), pound (#), period (.), and the percent (%). The percent [% (used as “in care of”)] is valid in the first position only. |
| Recipient's NUS Address Line 2 | Box 13c Address (if foreign address) | See note | No | Enter up to 35 alphanumeric. Enter the mailing address of the recipient. The street address should include the number, street, apartment, or suite number (use a PO Box only if mail is not delivered to a street address). Abbreviate as needed. Valid characters are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), apostrophe (’), forward slash (/), pound (#), period (.), and the percent (%). The percent [% (used as “in care of”)] is valid in the first position only. |
| Recipient's NUS Address City | Box 13d City (if foreign address) | See note | No | Enter up to 40 alphanumerics. Enter the mailing address City of the recipient. Valid characters are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), apostrophe (’), forward slash (/), pound (#), period (.), and the percent (%). The percent [% (used as “in care of”)] is valid in the first position only. |
| Recipient's Canada Province Code | Box 13d Canadian province code | Province name or abbreviation | No | Required if Canadian address. Spell out the name of the province or enter 2-character abbreviation. |
| Recipient's NUS Address Province | Box 13d Other foreign province | 17 alphanumerics + allowed special characters | No | 17 alphanumerics + allowed special characters. |
| Recipient's NUS Address Country | Box 13d Country (if foreign address) | Country name or abbreviation | Yes | For a list of countries, please see 1042-S Country Codes. |
| Recipient's NUS Address Postal Code | Box 13d Foreign postal code | Up to 16 alphanumerics | No | Up to 16 alphanumerics (spaces included). |
| Recipient's Mailing Address Type | US or Foreign | US/Foreign | No | If you import both address, select which one to be printed on the 1042-S form(s). |
| Recipient's U.S. TIN | Box 13e Recipient's US TIN | 9 numerics | No | Enter 9 numerics with or without the hyphens in the format XXX-XX-XXXX. |
| Recipient's Chapter 3 status code | Box 13f Code | Accept one or two numerics | Yes | If a single numeric, Sprintax will add the leading zero. Check Form 1042-S instructions for applicable exemption codes. |
| Recipient's Chapter 4 status code | Box 13g Code | Accept one or two numerics | No | Mandatory if Box 3 is '4'. If a single numeric, Sprintax will add the leading zero. Check Form 1042-S instructions for applicable exemption codes. |
| Recipient's GIIN | Box 13h GIIN | 19 numbers, letters and dots | No | Format XXXXXX.XXXXX.XX.XXX |
| Recipient's Foreign Tax ID | Box 13i Foreign TIN | 50 alphanumerics | No | Enter up to 50 alphanumerics. Valid characters are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), apostrophe (’), forward slash (/), pound (#), period (.) |
| LOB code | Box 13j LOB Code | 1 or 2 numerics | No | Valid LOB codes are'02' to '12'. |
| Recipient's account number | Box 13k Account Number | 30 alphanumerics | No | Up to 30 symbols including alphanumerics, single space, or allowed special characters. |
| Recipient's DOB | Box 13l DOB | 8 numerics m(m)/dd/yyyy | No | Use the format m(m)/dd/yyyy. |
| Primary Withholding Agent Type | Withholding Agent's type | individual/business | No | Mandatory if withholding agent's is to be added. |
| Primary Withholding Agent's Name (if applicable) | Box 14a Name | See note | No | Mandatory if withholding agent's is to be added. For a primary withholding agent who is an individual, enter up to 35 alphanumeric characters. For business - up to 150. The only valid characters for electronic filing are alpha, numeric, blank, ampersand (&), hyphen (-), comma. |
| Primary Withholding Agent's EIN | Box 14b EIN | 9 numerics | No | A valid EIN must have the format XX-XXXXXXX, all numerics. |
| Pro-rata Reporting | Box 15 check | 1/true | No | To check the box enter '1' or 'true', else leave blank. |
| Intermediary or FTE's Type | Intermediary or FTE's Type | individual/business | No | Mandatory if withholding agent's is to be added. |
| Intermediary's or flow-through's EIN | Box 15a EIN | 9 numerics | No | A valid EIN must have the format XX-XXXXXXX, all numerics. |
| Intermediary's or FTE's Chapter 3 Status Code | Box 15b Code | Accept one or two numerics | No | If a single numeric, Sprintax will add the leading zero. Check Form 1042-S instructions for applicable codes. |
| Intermediary's or FTE's Chapter 4 Status Code | Box 15c Code | Accept one or two numerics | No | If a single numeric, Sprintax will add the leading zero. Check Form 1042-S instructions for applicable codes. |
| Intermediary's or FTE's Name | Box 15d Name | See note | No | Mandatory if Intermediary or FTE is to be added. For an Intermediary or FTE who is an individual, enter up to 35 alphanumeric characters. For business - up to 150. The only valid characters for electronic filing are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), apostrophe (’), forward slash (/), pound (#), period (.) |
| Intermediary's or FTE's GIIN | Box 15e GIIN | 19 numbers, letters and dots | No | Format XXXXXX.XXXXX.XX.XXX |
| Intermediary's or FTE's Country Code | Box 15f Code | Country name or abbreviation | No | For a list of countries, please see 1042-S Country Codes. |
| Intermediary's or FTE's Foreign Tax ID | Box 15g FTIN | Up to 50 alphanumerics + allowed special characters | No | Enter up to 50 symbols. The only valid characters for electronic filing are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), apostrophe (’), forward slash (/), pound (#), period (.). |
| NQI/FLW-THR/PTP Street Line 1 | Box 15h US Address Line 1 | Up to 35 alphanumerics + allowed special characters | No | Enter up to 35 symbols. The only valid characters for electronic filing are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), apostrophe (’), forward slash (/), pound (#), period (.), and the percent (%). The percent [% (used as “in care of”)] is valid in the first position only. |
| NQI/FLW-THR/PTP Street Line 2 | Boc 15i US Address Line 2 | Up to 35 alphanumerics + allowed special characters | No | Enter up to 35 symbols. The only valid characters for electronic filing are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), apostrophe (’), forward slash (/), pound (#), period (.), and the percent (%). The percent [% (used as “in care of”)] is valid in the first position only. |
| NQI/FLW-THR/PTP City | Box 15i US City | Up to 40 alphanumerics + allowed special characters | No | Enter up to 40 symbols. The only valid characters for electronic filing are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), apostrophe (’), forward slash (/), pound (#), period (.), and the percent (%). The percent [% (used as “in care of”)] is valid in the first position only. |
| NQI/FLW-THR/PTP US State Code | Box 15i US State | State name or abbreviation | No | Required if US address. Spell out the name of the state or enter 2-character abbreviation. |
| NQI/FLW-THR/PTP Foreign Province | Box 15i Foreign province | Up to 17 alphanumerics + allowed special characters | No | Enter up to 17 alphanumerics. Allowed special characters are space and hyphen. |
| NQI/FLW-THR/PTP Postal Code or US ZIP Code | Box 15i Postal or Zip Code | Up to 16 numerics | No | Enter up to 16 numerics. Allowed special characters are space and hyphen. |
| Payer Type | Payer Type | individual/business | No | Mandatory if withholding agent's is to be added. |
| Payer's Name | Box 16a Payer's name | See note | No | Mandatory if payer is to be added. For a payer who is an individual, enter up to 35 alphanumeric characters. For business - up to 150. The only valid characters for electronic filing are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), apostrophe (’), forward slash (/), pound (#), period (.) |
| Payer's TIN | Box 16b Payer's TIN | 9 numerics | No | A valid EIN must have the format XX-XXXXXXX, all numerics. |
| Payer's GIIN | Box 16c Payer's GIIN | 19 numbers, letters and dots | No | Format XXXXXX.XXXXX.XX.XXX |
| Payer's Chapter 3 Status Code | Box 16d Chapter 3 code | Accept one or two numerics | No | If a single numeric, Sprintax will add the leading zero. Check Form 1042-S instructions for applicable codes. |
| Payer's Chapter 4 Status Code | Box 16e Chapter 4 code | Accept one or two numerics | No | If a single numeric, Sprintax will add the leading zero. Check Form 1042-S instructions for applicable codes. |
| State income tax withheld | Box 17a state tax withheld | Up to 15 numerics | No | Enter up to 15 numerics, whole dollars only. |
| Payer's State Tax Number | Box 17b State tax mumber | Up to 25 alphanumerics | No | Up to 25 alphanumerics |
| Name of State | Box 17c name of state | State name or abbreviation | No | Spell out the name of the state or enter 2-character abbreviation. |