Electronic Provisional Tax File Format Specification. 30 August 2017
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1 Electronic Provisional Tax File Format Specification 30 August 2017 Christina Singh Fiji Development Bank 4/12/2017
2 Electronic Provisional Tax 2017 Contents Overview Electronic Provisional Tax File Format Specification: Normal EPT File Submission File Specification Header Details Footer EPT File Naming Convention EPT File Formulas & Explanation Header Details Footer Sample EPT File with specifications Header Details Footer Sample EPT File Electronic Provisional Tax File Format Specification: Nil EPT File Submission: Nil File with No Contractors for a particular month File Specification EPT Nil File Naming Convention EPT File Formulas & Explanation Sample File with specifications Sample EPT File Sample EPT Nil File with Contractors for a particular month Header Details Footer Sample EPT File EPT Reconciliation Process Fiji Revenue and Customs Service
3 Electronic Provisional Tax 2017 Overview Electronic Provisional Tax has been introduced from FRCS electronic file submission service offers Contractees (Payer s) a secure and convenient method of filing EPT monthly Schedules. There are two types of files: Normal and Nil Files. Normal files formats are used if there are Contractors (Payee s) for a month with PT amount being deducted. Nil file format is used if there are no Contractors (Payee s) for a particular month or if there were Contractors (Payee s) but no Provisional Tax was deducted. 2 Fiji Revenue and Customs Service
4 1 Electronic Provisional Tax File Format Specification: Normal This document provides the detailed specifications for the file format technical interface. 1.1 EPT File Submission Electronic Provisional Tax file will be sent on a monthly basis to FRCS. Submission method of the file will be through and all files submission can be directed to: ept@frcs.org.fj Contractee (Payer) EPT file is filed monthly. The due dates for the EPT files will be the last day of the coming month. 1
5 1.2 File Specification The EPT file format will be divided into 3 parts which are the header, details and footer. The header will primarily contain details of the Contractee (Payer) and EPT file submission periods. Details will contain information of the individual Contractors (Payee s) and deductions. Footer will contain details of the aggregate of all the deductions and other information Header Field Name Type Length Optional Data Format Description 1 Indicator Alphanumeric 1 No H Header Record 2 Summary Type Alphanumeric 4 No CONT 3 PT Summary Year Numeric 4 No YYYY 4 Summary Month Numeric 2 No MM 5 Contractee (Payer) Tin Alphanumeric 9 No CONT Summary Tax Identification Number (TIN), eg Contractee (Payer) Branch Number Numeric 3 No 099 Branch Number Must be entered For PT Contractor 7 Filler 231 No 231 Space 8 Filler Numeric 1 No 0 2
6 1.2.2 Details Field Name Type Length Optional Data Format Description 1 Indicator Alphanumeric 1 No D Detail Record 2 Contractor (Payee) TIN Alphanumeric 9 No Tax Identification Number (TIN), E.g Contractor (Payee) Gross Amount Numeric 11 No Left Padded by Zeros (0) & last 2 digits are cents e.g will be Contractor (Payee) PT Amount Numeric 11 No Left Padded by Zeros (0) & last 2 digits are cents eg will be Filler 222 No 222 Space 6 Filler Numeric 1 No 0 3
7 1.2.3 Footer Field Name Type Length Optional Data Format Description 1 Indicator Alphanumeric 1 No T Footer Record Left Padded by 2 Count Details Numeric 7 No 7 Zeros (0) 3 Total Gross Amount Numeric 11 No 11 Left Padded by Zeros (0) & last 2 digits are cents eg will be Total Provisional Tax Numeric 11 No 11 Left Padded by Zeros (0) & last 2 digits are cents eg will be Filler 224 No 224 Space 6 Filler Numeric 1 No 0 4
8 1.3 EPT File Naming Convention The notepad flat files have this naming convention: < CONT><TIN>-<Branch No>-<Summary Year>-<Summary Month>-<Sequence No>.txt Example: An employer with the following information: TIN = Branch = 099 Summary Year = 2017 Summary Month = 07 Sequence No = 1 Note: Sequence Number for the monthly flat file should be incremental starting from 1, 2, 3...etc. Expected file name generated: CONT txt 5
9 1.4 EPT File Formulas & Explanation Information below is a guideline for the required data format, calculations and values Header Field Name Formulas and Explanation 1 Indicator Indicator will always have the Data value "H" for a normal file 2 Summary Type Summary Type will always the Data value "CONT 3 PT Summary Year Summary Year is the Return year For the Assessment 4 Summary Month Summary month is the Return month For the Assessment 5 Contractee (Payer) TIN Valid Payer TIN 6 Contractee (Payer) Branch Number Employer Branch Number should be valid and data value range of ( ) 7 Filler 231 space 8 Filler Filler will always have the Data value "0" Details Field Name Formulas and Explanation 1 Indicator Indicator will always have the Data value "D" 2 Contractor (Payee) Tin Valid Payee TIN 3 Contractor (Payee) Gross Amount Left Padded by Zeros (0) & last 2 digits are cents eg will be Contractor (Payee) PT Amount Left Padded by Zeros (0) & last 2 digits are cents eg will be Filler 222 space 8 Filler Filler will always have the Data value "0" 6
10 1.4.3 Footer Field Name Formulas and Explanation 1 Indicator Indicator will always have the Data value "T" 2 Count Details Left Padded by Zeros (0). Contain the Aggregate number of Contractor's Detail record 3 Total Gross Amount Left Padded by Zeros (0) & last 2 digits are cents eg will be Contain the Aggregate of all Gross Amount from Contractor's Detail record 4 Total Provisional Tax Left Padded by Zeros (0) & last 2 digits are cents eg will be Contain the Aggregate of all PT Amount from Contractor's Detail record 7 Filler 224 space 8 Filler Filler will always have the Data value "0" 1.5 Sample EPT File with specifications Header Details 7
11 1.5.3 Footer 1.6 Sample EPT File 8
12 2 Electronic Provisional Tax File Format Specification: Nil This document provides the detailed specifications for the file format technical interface for Nil files. 2.1 EPT File Submission: Nil File with No Contractors for a particular month Electronic Provisional Tax file will be sent on a monthly basis to FRCS. Submission method of the file will be through and all files submission can be directed to: ept@frcs.org.fj Contractee (Payer) EPT file is filed monthly. The due dates for the EPT files will be the last day of the coming month File Specification The EPT file format will be divided into 3 parts which are the header, details and footer. The header will primarily contain details of the Contractee and EPT file submission periods. Details will contain information of the individual Contractors and the Gross Amount. Footer will contain details of the aggregate of all the deductions and other information Header Field Name Type Length Optional Data Format Description 1 Indicator Alphanumeric 1 No N Header Record 2 Summary Type Alphanumeric 4 No CONT CONT Summary 3 PT Summary Year Numeric 4 No YYYY 4 Summary Month Numeric 2 No MM 5 Contractee (Payer) Tin Alphanumeric 9 No Tax Identification Number (TIN), eg Contractee (Payer) Branch Number Numeric 3 No 99 Branch Number Must be entered For PT Contractor 9
13 7 Filler 231 No 231 Space 8 Filler Numeric 1 No Detail Field Name Type Length Optional Data Format Description 1 Indicator Alphanumeric 1 No D Detail Record 2 Contractor Tin Alphanumeric 9 No Tax Identification Number (TIN) E.g Contractor Total Gross Payment Amount Numeric 11 No Left Padded by Zeros (0) & last 2 digits are cents e.g will be Filler 233 No 233 Space 5 Filler Numeric 1 No Footer Field Name Type Length Optional Data Format Description 1 Indicator Alphanumeric 1 No T Footer Record Left Padded by 2 Count Details Numeric 7 No 7 Zeros (0) 3 Sum Gross Payments Numeric 11 No 11 Left Padded by Zeros (0) & last 2 digits are cents eg will be Filler 235 No 235 Space 5 Filler Numeric 1 No 0 10
14 2.1.2 EPT Nil File Naming Convention The notepad flat files have this naming convention: < CONT><TIN>-<Branch No>-<Summary Year>-<Summary Month>-<Sequence No>.txt Example: An employer with the following information: TIN = Branch= 099 Summary Year = 2017 Summary Month = 07 Sequence No = 1 Note: Sequence Number for the monthly flat file should be incremental starting from 1, 2, 3...etc. Expected file name generated: CONT txt EPT File Formulas & Explanation Information below is guideline for required data format, calculation and values Header Field Name Formulas and Explanation 1 Indicator Indicator will always have the Data value "N" for a NIL file 2 Summary Type Summary Type will always the Data value "CONT 3 PT Summary Year Summary Year is the Return year For the Assessment 4 Summary Month Summary month is the Return month For the Assessment 11
15 5 Contractee (Payer) TIN Valid Payer TIN 6 Contractee (Payer) Branch Number Employer Branch Number should be valid and data value range of ( ) 7 Filler 231 space 8 Filler Filler will always have the Data value "0" Details Field Name Formulas and Explanation 1 Indicator Indicator will always have the Data value "D" 2 Contractor (Payee) Tin Valid Payee TIN 3 Contractor (Payee) Gross Amount Left Padded by Zeros (0) & last 2 digits are cents eg will be Filler 233 space 5 Filler Filler will always have the Data value "0" Footer Field Name Formulas and Explanation 1 Indicator Indicator will always have the Data value "T" 2 Count Details Left Padded by Zeros (0). Contain the Aggregate number of Contractor's Detail record 3 Total Gross Amount Left Padded by Zeros (0) & last 2 digits are cents eg will be Contain the Aggregate of all Gross Amount from Contractor's Detail record 4 Filler 235 space 5 Filler Filler will always have the Data value "0" 12
16 2.1.4 Sample File with specifications Header Details Footer Sample EPT File 13
17 2.2 Sample EPT Nil File with Contractors for a particular month Header Details Footer 14
18 2.2.4 Sample EPT File 15
19 3 EPT Reconciliation Process EPT files will be submitted on monthly basis to FRCS. These files will be validated and uploaded in FRCS system. EPT Summary information will be reconciled for nil files. EPT Summary information will be reconciled with the Provisional Tax Payments for normal files, Payments need to be done before files are submitted to avoid rejection. 16
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