Business Taxes

Full UST-1 File Upload

Overview

A new “Full UST-1 File Upload” capability will be added to the to the OBG menu beginning on (or about) Feb. 1, 2009. This functionality allows the taxpayer/practitioner to upload all UST-1 line items from a file, eliminating the need to enter any data manually (providing the file format and data uploaded passes all OBG UST-1 business rules). 

Instructions

1

In order to  take advantage of the “Full UST-1File Upload” capability, you will first need to format your UST-1 data file properly. There are two format that will accepted:  TXT and CSV. The file format specifications are provided at the end of this document.

2

After signing into OBG, navigate to the Upload a UST-1 Sales Tax Return option. You will then be guided directly to the “Full UST-1File Upload” screen.

3

From the “Full UST-1File Upload” screen:

a.

Select the type of file you wish to upload.
The file may be a .CSV file using the MS Excel template provided by the Ohio Department of Taxation. Or the file may be a .TXT file.

b.
Browse to (or enter the fully specified path) of the file you wish to upload.
c.
Select the "Next" button. 

4

The system uploads the file and populates a screen with the entire UST-1 from the file onto the form.

5

The application will display any error or warning messages that may include file format errors or data claculation errors.

6

Manual changes may be made to eliminate errors/warnings or make other corrections to the return.

7

When satisfied that the UST-1 is correct, select the "Next" button and follow the on-line instructions to complete the filing.

File Upload Formats

Submitted files must be in comma delimited text format (.CSV or .TXT) and adhere to the file format guidelines below.

  • After formatting  your full UST-1 file, you can now test  your file format (before attempting to to file on OBG) by going to the following link.

 

CSV File Rules/instructions:

  1. Download the MS Excel Full UST-1 Filing Template from the Ohio Department of Taxation’s Web site.
  2. Enter all UST-1 data in the Excel spreadsheet in the non-shaded fields.
  3. Type must be either “Original” or “Amended”.  If “Amended” the "Discount" amount is the original amount.
  4. Zeros (0.00) are the default for all fields that do not apply.  
  5. DO NOT change the format of the Excel file. 
  6. DO NOT use commas, dashes, dollar signs or any special characters within the fields. 
  7. Decimals are required to separate the whole dollars from the cents (100 = 100.00) .
  8. Negative numbers may be used, as long as the total sales and liability lines are positive.
  9. Save the file to be uploaded as “CSV (Comma delimitated)” format, as shown below.
  10. After uploading the file to OBG, you will have the opportunity to review the UST-1 before submitting it. OBG will perform validations on the data uploaded and advise of any data errors.
  11. Semi-annual returns that include two different rates for the same county can be accommodated within the data file by adding the applicable County Code, Taxable Sales, and Tax Liability at the bottom of the spreadsheet. The period (quarter) with the original rate will have a “2” in front of the county number. For example:

Hancock County:  July 1 – Sep 30, 2008  Tax Rate:  6.0%   County Code = 232
Hancock CountyOct 1 – Dec 31, 2008  Tax Rate:  6.75%  County Code = 32

OBG Full UST-1 .CSV (from Excel) File Format
Sample (ODT Prescribed) Excel File

Example

TXT File/Instructions Rules:

  1. This bulk file process is not valid for periods before calendar year 2008.
  2. Only fields indicated in bold below can be changed. The format below must be strictly followed.
  3. Report start and end dates must by in the MMDDYYYY format (01012009 = Jan 1, 2009) .
  4. Use a carriage return (Enter key) at the end of each data set.
  5. DO NOT use dollar signs, dashes or any special characters within the file.
  6. Decimals are required to separate the whole dollars from the cents (100 = 100.00).
  7. Data for only one report can be contained in each file.
  8. Negative numbers may be used (-100.00, -7.05), as long as the total sales and liability lines are positive.
  9. File extensions must be “.TXT”.
  10. Type must be either “Original” or “Amended”.  If “Amended” the “Discount” is the original discount amount.
  11. County sales data sets do not need to be listed in numerical order by county number.
  12. Only data for counties that have taxable sales need to be included in this file.
  13. Multiple data sets for the same county are accepted. The application will total the sets up and combine them into one single count data set within the application.
  14. After uploading the file to OBG, you will have the opportunity to review the UST-1 before submitting it. OBG will perform validations on the data uploaded and advise of any data errors.
  15. Semi-annual returns that include two different rates for the same county can be accommodated within the data file. The period (quarter) with the original rate will have a “2” in front of the county number. For example:

Hancock County:  July 1 – Sep 30, 2008  Tax Rate:  6.0%   County Code = 232
Hancock CountyOct 1 – Dec 31, 2008  Tax Rate:  6.75%  County Code = 32

OBG UST-1 .TXT (comma-delimitated) Full UST-1 File Format

Example