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Ohio Department of Taxation Scannable Tax Forms
1. Introduction:
The Ohio Department of Taxation (ODT) prescribes the format of Ohio tax returns and forms.
The department’s primary objective is to ensure that the tax forms are compatible with the
department’s automated remittance processing systems and can be processed in an efficient,
accurate and economical manner.
These guidelines are for computerized tax processors, software developers, computer
programmers, commercial printers, and others who develop and use substitute and reproduced
tax forms.
2. Definitions:
2.01 Substitute Tax Forms –
A form other than the official ODT form that is computer-produced, computer-programmed
or commercially typeset and printed. ODT must be able to process substitute tax forms
in the same manner as the official forms. Substitute tax forms that are electronically
produced must duplicate the appearance and layout of the official form including size of
margins, special keying symbols and line numbers.
2.02 Facsimile (Text Mode) Forms –
For filing purposes, ODT does not accept dot matrix facsimile signature returns and
schedules. They do not contain the data-entry symbols and other requirements necessary
for processing. Companies must clearly print in the top margin of electronically processed
text mode forms: “DO NOT FILE THIS FORM.”
2.03 Scannable Tax Forms –
The computer-prepared scannable forms are similar to the official ODT tax forms with
the following exceptions: 1) the taxpayer-entity information layout and 2) a scanline that
contains the taxpayers’ tax data.
2.04 Reproduced Tax Forms –
Reproduced tax forms are photocopies of the official ODT forms. ODT accepts
reproductions of official forms if the reproductions are:
1) Facsimiles of the official form produced by photo-offset, photoengraving, photocopying
or other similar reproduction processes;
2) Printed in black ink on white paper of substantially the same weight, texture and quality
as the official forms;
3) Legible in both the original text of the form and the filled-in data; AND
4) The same dimensions as the official form, including the paper and the image produced on it.
ODT accepts one-sided reproduced forms even if the official form is two-sided. However,
ODT prefers two-sided reproduced forms that result in the same page arrangements as
the official form. You may not file reproduced tax forms that do not meet the preceding
guidelines. Reproduced tax forms that deviate from the official forms are considered
substitute tax forms.
2.05 ID Field –
The area where the name, address, account number/Social Security number (SSN) are printed.
2.06 Intelligent Character Recognition (ICR)-Readable Fields –
Fields read using ICR technology.
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