Section 50IAC26-20-2. Instructions

   (a) Data format instructions:

(1) Each file must have a header record and a trailer record in the exact specified format with designated "FILENAME" and the word "TRAILER" in uppercase.

(2) All fields are fixed length.

(3) Left justify all alphanumeric fields.

(4) All numeric fields must have leading zeros if field value does not utilize all available spaces.

(5) Assume no decimal precision for all numeric fields without format clarification.

(6) All decimal precision is implied. For example, for format 3.2, send 12345. It will be read as "123.45".

(7) Yes/No fields must have "Y" or "N".

(8) All date fields must be in mm/dd/yyyy format, and entries must contain a valid date.

(9) All fields that reference a code list should contain a value from the lists provided in the Property Tax Management System Code List Manual. This document is available on the department's website located at www.in.gov/dlgf/

(10) Place a negative sign "-" at the far left of the field for all negative numbers.

(11) Note all format requirements specified at the field level.

(12) When capturing data as designated by a code list, the item must adhere to the designated code list. If a county needs a code list to be modified they must notify the department and the legislative services agency for consideration.

(13) Phone number extensions may be replaced with spaces if no extension exists. Format required is ###-###-#### ##### (e.g., 317-555-5555 44444)

(14) Postal code format is expected to be xxxxx-xxxx. However, the space allocated should accommodate international postal codes. If no + 4 for the postal code is available, fill with 0000.

  (b) Submission instructions:

(1) The submission must include data for the entire county. Each file must include all data for all townships.

(2) Data must be submitted on CD-ROM, by e-mail, or other designated depository as specified by the department and the legislative services agency at a later date.

(3) Send CD-ROM to:

(A) Legislative Services Agency, Office of Fiscal and Management Analysis, 200 W. Washington St., Suite 301, Indianapolis, IN 46204 Attention: Director, Office of Fiscal and Management Analysis; or

(B) e-mail the dataset to [e-mail].

(4) The state will validate that your data submission meets the defined file structure format. In the event that your data submission does not meet the required standards, you will be notified of noncompliance issues and asked to resubmit your data.

(Department of Local Government Finance; 50 IAC 26-20-2; filed Jan 28, 2011, 3:07 p.m.: 20110223-IR-050100165FRA)