PDF document

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  Scan Speciﬁ cations for the 

           2016 Ohio IT 1041ES

                          Important Note 

         The following document (2016 IT 1041ES) contains grids for place-
         ment of information on this speciﬁ c tax form. To accurately print, 
         do not reduce the size, rotate or center this document. Doing so 
         will jeopardize the integrity of the grid. When printing from Adobe 
         Reader, please select “None” for  “Page Scaling,” which is under 
         “Page Handling.”

                                  Ohio Department of Taxation

        4485 Northland Ridge Blvd.

        Columbus, OH 43229                       

                                   tax.ohio.gov

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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 efﬁ cient, 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 ofﬁ cial 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 ofﬁ cial forms. Substitute tax forms that are electronically produced must
duplicate the appearance and layout of the ofﬁ cial 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 ofﬁ cial 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 ofﬁ cial ODT forms. ODT will accept
reproductions of ofﬁ cial forms if the reproductions are:
1) Facsimiles of the ofﬁ cial 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 ofﬁ cial forms;
3) Legible in both the original text of the form and the ﬁ lled-in data; AND
4) The same dimensions as the ofﬁ cial form, including the paper and the image produced on it.

ODT will accept one-sided reproduced forms even if the ofﬁ cial form is two-sided. However,
ODT prefers two-sided reproduced forms that result in the same page arrangements as the
ofﬁ cial form. If you cannot reproduce and print two-sided for the IT 941 and SD 101, please
instruct the end-user of your software to retain the second page for their records. They
should only mail in the front side. You may not ﬁ le reproduced tax forms that do not meet the
preceding guidelines. Reproduced tax forms that deviate from the ofﬁ cial forms are considered
substitute tax forms.
2.05 ID Field –
The area where the name, address, account number/Social Security number are printed.

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2.06 ICR Readable- Fields –
All ﬁ elds that will be read using Intelligent Character Recognition (ICR) technology.
2.07 Line Item Text –
The text, including item numbers, specifying the information to be entered into a data ﬁeld.
2.08 OCR-Readable Field –
The scanline ﬁeld that will be read using Optical Character Recognition (OCR) technology.
2.09 Record Layout –
A 6-line-per-inch vertical (row) and 10-characters-per-inch horizontal (column) spacing grid,
specifying the exact placement of all ﬁ elds and characters on the facsimile form, is provided
with each form speciﬁ cation to assist in proper spacing and alignment.
2.10 Data Field –
The speciﬁ c space on the form where a numeric ﬁgure is entered.

3. Speciﬁcations:
3.01 Field Length –
Each form must contain the exact number of ID ﬁ elds, line item texts and data ﬁelds, as the
department-issued form.
3.02 Signature –
The signature, title and date area must be formatted in the same manner as the department-
issued form.
3.03 Name and Address –
Name and address must be placed in the row and column speciﬁ ed in the grid format provided
with each form.
3.04 Account/Social Security Number –
The account or Social Security numbers must be printed with spaces in the exact locations
speciﬁ ed in the record layout.
3.05 Scanline Font –
The OCR scanline must be printed using a ﬁ xed 10-pitch, OCR-A (12-point size) font. The use
of Courier or OCR-B font is not permitted.
3.06 Scanline Position –
ODT remittance scanline reads from right to left. The bottom of the characters in the scanline
must be 2 of an inch (with the exception of form SD 101, which is 3 of an inch) from the
bottom edge of the form and 1- 2inches from the right edge. See grid layout and Scanline
Speciﬁ cations Format for exact location of scanline.
3.07 ICR –
Dollar signs ($) are not permissible in ICR-readable ﬁ elds. Commas and periods are not
allowed as separators between the digits in ICR-readable ﬁ elds. ICR ﬁ elds are deﬁned in the
record layout of each form.
3.08 Total Remittance Field –
This is the remittance line on the form that shows the tax due amount and payment submitted
with the form. This ﬁ eld is read by the Courtesy Amount Reader (CAR) on our remittance-
processing equipment and requires a dollar sign ($) followed by a space preceding the remitted
amount. The total remittance ﬁ eld must also include a decimal point to separate the dollar and
cents digits. (Example: $ 12345.00)

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3.09 OCR/ICR Fields –
Underlining or enclosing OCR/ICR readable data ﬁ elds is not acceptable nor are vertical bars to
be used to separate dollar and cents ﬁelds.
3.10 Finished Form Size –
Form size is as speciﬁ ed in the grid layout for each form. Extraneous borders are not permitted.
Edges MUST be trimmed to meet speciﬁ cations. DO NOT HAND-CUT BOTTOM OR RIGHT
SIDE OF FORM.
3.11 Paper Requirement –
The paper must be white, high-quality bond paper with a minimum weight between 20 and 24
pounds.
3.12 Back of Form –
Forms must be printed on one side only, unless the form is a two sided form. If two-sided, see
section 2.04.
3.13 Inks –
Forms must be printed using black ink, non-MICR (non-ferrous) ink or toner.
3.14 Shading –
The use of shading or solid black areas for sidebars, headings or other areas is not permitted
unless speciﬁ ed on tax return samples.
3.15 Reference Marks –
On all scannable returns and vouchers there are target marks on the form. Exact locations of the
target marks are listed on the grid layout for each form. Target marks must be a solid black box
and should be .2”W x .167”H.
3.16 Software Scanline Developer Identiﬁ cation –
The software developer identiﬁ cation is a three-letter vendor registration number (VRN) that
will be assigned to each developer who prints a scanline on a tax form. The identiﬁ cation will
be assigned to you by the Ohio Department of Taxation. The three-digit VRN refers to the
developerwho designs the software to perform the tax calculations and to the developer who
designs the form templates. The VRN must be printed on each document in the exact area
speciﬁ ed on the form grid. The use of a standard font size is acceptable.

4. Testing:
All documents must be tested on ODT equipment before production runs. The ODT requests a certain
amount (see section 8 for quantities) of test samples (cut to exact size) with the appropriate scanline and
all data ﬁelds ﬁ lled. Test documents must be submitted for approval to:

Ohio Department of Taxation
Forms Unit
4485 Northland Ridge Blvd.
Columbus, OH 43229

Note: When submitting your forms for approval, please attach form STF – Approval Request for
Scannable Tax Forms with your order. This will allow us to communicate any required changes to a
contact person within your organization.

5. Approval Process:
After you have submitted approval form STF, the Forms Unit will conﬁ rm receipt. Allow at least two
weeks for the Forms Unit to review and approve your order. You will receive written conﬁrmation
when your submittal has been approved.

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6. Check Digit Routine (Modulus 10) For Scanline 
 1) Multiply each digit of the number by 1 or 2, starting from the left and going to the right.  You will 
  start with a 1 then 2, and continue this pattern to the end of that number. 
 2) Add all the digits together. Do not add the sum of the totals. For example, if your numbers are 1, 
  3, 4 and 19 your answer will be: 1 + 3 + 4 + 1 + 9 = 18. 
 3) Divide the total from the digits by 10. 
 4) Subtract the remainder from 10. The answer is your check digit. Note: If your remainder is zero, 
  your check digit will always be zero.

 Note:  This same procedure is followed for all check digit calculations throughout these                                           
 speciﬁcations.

Example: 

Check digit calculation for Social Security number and school district number: 
 
Step 1 – Multiply each digit in the number by weights 121212. 
    1 2 3 4 5  6  7  8  9                  (Social Security number)    2  5   0                         9 (school district number) 
 X  1 2 1 2 1  2  1  2  1                                            X 1  2   1                         2
    1  4  3  8  5  12 7 16 9                                           2 10  0 18 

Step 2 – The digits of the individual products are summed.

     1 + 4 + 3 + 8 + 5 + 1+ 2 + 7 + 1 + 6 + 9 = 47                   2 + 1 + 0 + 0 + 1 + 8 = 12 

Step 3 – Divide the sum by the modulus (10): 

                                           4 (quotient)                                               1 (quotient) 
                     (Modulus) 10 47                                                      10(Modulus)  12 
                                           40                                                         10
                                            7 (remainder)                                  2               (remainder) 

Step 4 – To compute the check digit: 

  Modulus – Remainder = Check Digit                                  Modulus – Remainder = Check Digit

  10 - 7 = 3 (This is your check digit.)                             10 - 2  =  8  (This is your check digit.) 

Step 5 – Append a space and the check digit to the right of the number: The complete form for the 
Social Security number is 123456789 3 and for the school district number is 2509 8.

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                                                                             0                                          8                                          7                                          0                                          8                                                                                                  1                                   9                                   7                                   5                                   3                                   1                                         4                                               2                                                                                         6                                   4                                   4                                   0                                   0                                   6                                   4                                   6 

                                                Check Digit 

                                                Period                       0316 - Sept. 15, 2016                      0416 - Jan. 17, 2017                       0515 - April 18, 2016                      0316 - Third Quarter                       0416 - Fourth Quarter                                                                              070016 - Jul 2016                   080016 - Aug 2016                   090016 - Sep 2016                   100016 - Oct 2016                   110016 - Nov 2016                   120016 - Dec 2016                         150016 - Jul - Sep 2016                         160016 - Oct - Dec 2016                                                                   073116 - 07/31/16                   083116 - 08/31/16                   093016 - 09/30/16                   103116 - 10/31/16                   113016 - 11/30/16                   123116 - 12/31/16                   093016 - 09/30/16                   123116 - 12/31/16 

                                                Form                                                                                                               IT 40XP & SD 40XP 

                                                                             4                                          2                                          7                                          4                                          2                                                          5                                       4                                   2                                   0                                   8                                   5                                   3                                         9                                               7                                               4                                         9                                   1                                   5                                   5                                   0                                   0                                   5                                   0 

                                                Check Digit 

                                                Period                       0116 - April 18, 2016                      0216 - June 15, 2016                       0515 - April 18, 2016                      0116 - First Quarter                       0216 - Second Quarter                                      0615 - April 18, 2016                   010016 - Jan 2016                   020016 - Feb 2016                   030016 - Mar 2016                   040016 - Apr 2016                   050016 - May 2016                   060016 - Jun 2016                         130016 - Jan - Mar 2016                         140016 - Apr - Jun 2016                         002016 - Jan - Dec 2016                   013116 - 01/31/16                   022916 - 02/29/16                   033116 - 03/31/16                   043016 - 04/30/16                   053116 - 05/31/16                   063016 - 06/30/16                   033116 - 03/31/16                   063016 - 06/30/16 

7. Check Digit for Scanline Payment Period      Form                         IT 1040ES & SD 100ES                                                                  IT 40P & SD 40P                            IT 1041ES                                  IT 1140ES             IT 4708ES          IT 1041P          IT 1140P              IT 4708P          IT 501                              (Monthly)                                                                                                                                                                                 IT 501                                          (Quarterly)                                     IT 941 & IT 3                             SD 101                              (Monthly)                                                                                                                                                                           SD 101                              (Quarterly)

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8. Scanline Speciﬁ cations Format: Form: 2016 IT 1041ES Size: 8.5” X 3.667”

Number Character
Description of Positions Length

Federal Employer Identiﬁ cation Number (FEIN) 1-10 9
Check Digit for FEIN 11-12 1
Quarter and Year 13-17 4
Check Digit for Quarter and Year 18-19 1
SSN of Decedent and Trust or Estate 20-29 9
Check Digit for SSN of Decedent 30-31 1
Tax Type 32-34 2
Form Type 35-37 3

Placement of the Scanline: Will start on line 63 at position 34 and end at position 70. Blank spaces
must be as noted. Print zeros in ﬁ elds that contain no data. The scanline font is OCR-A (12-point size),
10 pitch (pica spacing).Example:123456789 3 0116 4 987654321 3 01 419

1 2 3 4 5 6 7 8

1. Federal Employer Identiﬁ cation Number (9 digits and a space)
2. Check Digit for FEIN (1 digit and a space)
3. Period: Quarter and Year
1st Quarter = 0116 (4 digits and a space)
2nd Quarter = 0216
3rd Quarter = 0316
4th Quarter = 0416
4. Check Digit for Quarter and Year
1st Quarter = 4 (1 digit and space)
2nd Quarter = 2
3rd Quarter = 0
4th Quarter = 8
5. SSN of Decedent: If not applicable or unavailable, zeros will be placed in these ﬁelds ( 9 digit and a space).
6. Check digit for SSN of Decedent (1 digit and a space).
7. Tax Type: 01 = Trust and 02 = Estate.
8. Form Type: This will remain a constant “419” on all coupons.

Note: The ICR-readable ﬁ elds will be the FEIN, for payment periods, SSN of Decedent and Trust or
Estate tax. All periods must be represented in a minimum of 4 test samples for Estate and 4 test samples
for Trust (20 test samples is the total maximum amount). The nine-digit postal bar code for this form is
432181616.

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 r  
 
3216-2619. 
4th Qtr X and mail to OHIO  OH 4
S,

X COLUMBU
3rd Qtr Return this coupon with check o
419 
 
2nd Qtr X  01 
 P.O. BOX 2619, 
 OHIO TREASURER OF STATE N,  3
For Payment Period (Check Only One) 1st Qtr X 
$ 12345678.00 

S COUPON. DO NOT SEND CASH. 
987654321
Payment Amount DO NOT STAPLE OR OTHERWISE ATTACH YOUR CHECK OR CHECK STUB TOT HI money order made payable to DEPARTMENT OF TAXATIO
 4 

2016 
TRUST ESTATE  0116
3 
For Taxable Year Beginning In X X 

check 
Do NOT fold or coupon. 123456789

OH 12345-2345 

Rev. 7/15 

ABC 

IT 1041ES Vendor’s Registration Number 
E STREETXXXXXXXXXXXXXXXXXXXXXXX 
Estimated Income Tax 
9  10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 
8 
7 OHIO Ohio Payment Coupon For Estates and Trusts Federal Employer I.D. Number 12 3456789 (3) Social Security Number of Decedent (estates only) 987 65 4321 (3) ANY TRUSTXXXXXXXXXXXXXXXXXXXXXXXXXX SECOND NAMEXXXXXXXXXXXXXXXXXXXXXXXX 123 ANYTOWNXXXXXXXXXXXXX,
6 
5 
4 
3 
2 
1 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66

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4th Qtr X and mail to OHIO 

X
3rd Qtr Return this coupon with check or 
419
 
2nd Qtr X

 OHIO TREASURER OF STATE  3 01 
For Payment Period (Check Only One) 1st Qtr X
$ 12345678.00

987654321
Payment Amount DO NOT STAPLE OR OTHERWISE ATTACH YOUR CHECK OR CHECK STUB TO THIS COUPON. DO NOT SEND CASH. money order made payable to DEPARTMENT OF TAXATION, P.O. BOX 2619, COLUMBUS, OH 43216-2619. 
 4 

2016 
TRUST ESTATE 0116
 
For Taxable Year Beginning In X X  3 

check 
Do NOT fold or coupon. 123456789

Rev. 7/15 

ABC 

Vendor’s Registration Number 

OHIO IT 1041ES Ohio Estimated Income Tax Payment Coupon For Estates and Trusts Federal Employer I.D. Number 12 3456789 (3) Social Security Number of Decedent (estates only) 987 65 4321 (3) ANY TRUSTXXXXXXXXXXXXXXXXXXXXXXXXXX SECOND NAMEXXXXXXXXXXXXXXXXXXXXXXXX 123 E STREETXXXXXXXXXXXXXXXXXXXXXXX ANYTOWNXXXXXXXXXXXXX, OH 12345-2345

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and mail to OHIO 
4th Qtr

3rd Qtr Return this coupon with check or 

2nd Qtr 
 OHIO TREASURER OF STATE 

For Payment Period (Check Only One) 1st Qtr 

Payment Amount DO NOT STAPLE OR OTHERWISE ATTACH YOUR CHECK OR CHECK STUB TO THIS COUPON. DO NOT SEND CASH. money order made payable to DEPARTMENT OF TAXATION, P.O. BOX 2619, COLUMBUS, OH 43216-2619. 

2016 
TRUST ESTATE 

For Taxable Year Beginning In 

check 
Do NOT fold or coupon. 

Rev. 7/15 

Vendor’s Registration Number 

OHIO IT 1041ES Ohio Estimated Income Tax Payment Coupon For Estates and Trusts Federal Employer I.D. Number Social Security Number of Decedent (estates only)

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