Appendix E: Handling .csv files

File Template Information

This example of a ready-to-upload .csv file can be used as a guide.

The above represents a typical single-return .csv file that is ready for upload. Here are the details for what needs to be in this file (and where) to help make sure each upload is successful.

Any file can be used for one or more than one return.

All returns need four sections to be considered valid:

Section 1

¨ The first line will have the phrase TID in the first cell.

¨ The second cell in the first line will have a numeric TID value

¨ When putting multiple returns into the same file, the TID row needs to be repeated at the top of each return.

¨ The next line has three cells

- Col A: must contain the phrase “QUARTER” [not case sensitive]

- Col B: enter the quarter (1 – 4)

- Col C: [could be left blank] contains ONLY the first 2 digits of the year in YYyy format.

- Col D: enter only the first 2 digits of the year YYyy OR only the last 2 digits of the year (yyYY) OR if the first of the 2 last digits is zero, then only the last digit could be entered (yyyY) OR enter the year in full YYYY

Section 2

This section holds detailed information about the number of mile and gallons by fuel type.

¨ The first line of section two is optional, to identify Totals by Fuel Type

¨ The header names must appear in the exact order as shown here.

- Col A: Fuel Type à must be a TWO- (2) lettered valid fuel type according to the following conventions: [Diesel (DI) Gasoline (GA) Methanol (MH) Gasohol (GH) Liquid Natural Gas (LN) Compressed Natural Gas (CN) A-55 (A5) Propane (LP) Bio-diesel (BD) M-85 (M8) Other (OT)]

- Col B: Total Miles

- Col C: Total Gallons

- Col D: MPG à Miles Per Gallon

Section 3

This section details the miles and gallons consumed per jurisdiction. The first line is the OPTIONAL phrase “Totals by Jurisdiction” to identify the section.

The header names must appear in the exact order as shown here.

- Col A: Jurisdiction à must be a TWO- (2) lettered valid state [Example: Indiana (IN), Michigan (MI)]

- Col B: Fuel Type à must be a TWO- (2) lettered valid fuel type according to the following conventions: [Diesel (DI) Gasoline (GA) Methanol (MH) Gasohol (GH) Liquid Natural Gas (LN) Compressed Natural Gas (CN) A-55 (A5) Propane (LP) Bio-diesel (BD) M-85 (M8) Other (OT)]

- Col C: Total Miles

- Col D: Total Trip Miles

- Col E: Taxable Miles

- Col F: Tax Paid Gallons

- Col G: Surcharge($)

- Col H: Base Tax/Credit($)

- Col I: Interest($)

Note: Cols C-I [if left blank, it will be considered zero]

Section 4

Enter the tax due, penalty, interest, etc.

The first line will have TWO (2) mandatory columns (cols)

- Col A: must be the phrase “Total Base Tax/Credit($)”

- Col B: enter the base tax or credit amount

The next line will have TWO (2) mandatory columns (cols)

- Col A: must be the phrase “Total Interest($)”

- Col B: enter the interest amount

The next line will have TWO (2) mandatory columns (cols)

- Col A: must be the phrase “Penalty($)”

- Col B: enter the penalty amount

The last line will have TWO (2) mandatory columns (cols)

- Col A: must be the phrase “Total Tax Due/Credit($)”

- Col B: enter the net tax or credit amount