1. How do we send data electronically to DOR?
  2. Is there any limit to how large the XML file can be?
  3. Can files be compressed to save space?
  4. What is the deadline for sending data electronically to DOR?
  5. Can we wait until after April 15th to send files to DOR so that we don't have to send a separate file for corrections? What if we can't meet the deadline?
  6. What about update files after April 15th? Is it okay to send these updates quarterly?
  7. For corrections and updates, should the data be a "full load" or just changes?
  8. If a Subscriber's address changes should the address change be sent to DOR?
  9. What would happen if a carrier transmits an empty file because there was no data to send DOR?
  10. Can vendors who administer plans on behalf of insurance carriers send XML files directly to DOR, or do these files have to come from the carriers?
  11. When will DOR be ready to receive Form MA 1099-HC production files from the carriers? Can carriers continue to send test files after that date?
  12. Does DOR accept any other type of file besides XML for electronic 1099-HC data? What if we can't create one?



1. How do we send data electronically to DOR?

The most recent E-Filer Registration and Transmission Guide is available on the DOR website. It contains instructions for sending data electronically to DOR.

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2. Is there any limit to how large the XML file can be?

No. However, DOR recommends keeping the file size under 4 GB.

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3. Can files be compressed to save space?

Yes. DOR supports ZIP and GZIP compression.

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4. What is the deadline for sending data electronically to DOR?

The deadline is January, 31st for the initial data. Corrections and updates should be sent by April 15th.

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5. Can we wait until after April 15th to send files to DOR so that we don't have to send a separate file for corrections? What if we can't meet the deadline?

January 31st is the deadline. However, DOR will work with transmitters to overcome technical difficulties wherever possible.

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6. What about update files after April 15th? Is it okay to send these updates quarterly?

There is no set schedule for updates after April 15 th. Corrections and updates can be sent quarterly, or on a frequency that works best for the transmitter.

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7. For corrections and updates, should the data be a "full load" or just changes?

For corrections and updates, DOR would prefer just the data that changed. Refer to the XML schema and related instructions for details.

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8. If a Subscriber's address changes should the address change be sent to DOR?

Addresses are optional in the file, therefore corrections to addresses are optional as well.

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9. What would happen if a carrier transmits an empty file because there was no data to send DOR?

An empty file would just error off as "Could not identify file type."

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10. Can vendors who administer plans on behalf of insurance carriers send XML files directly to DOR, or do these files have to come from the carriers?

Vendors can transmit directly to DOR. They would have to first register with DOR just like any other transmitter.

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11. When will DOR be ready to receive Form MA 1099-HC production files from the carriers? Can carriers continue to send test files after that date?

Unless otherwise noted, DOR will be ready to receive and process Form MA 1099-HC production files for the current tax year on January 1st. Carriers who will be sending test files on or after January 1st will be required to identify these files as test files by adding the extension .test to the file name. Refer to the most recent E-Filer Registration and Transmission Guide for testing procedures.

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12. Does DOR accept any other type of file besides XML for electronic 1099-HC data? What if we can't create one?

The official 1099-HC XML schema is the file type DOR will accept for electronic Form MA 1099-HC data. This filing method is best suited and recommended for carriers and others submitting 1099-HC data with more than 500 records.

In addition, there is another method for reporting up to 500 records. This new application called, 1099HC Mapped Data Upload can be accessed through DOR's site.

To learn more about the 1099HC Mapped Data Upload method for filing 1099 data, view the tutorial video.

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