Rev. 7/27/22

Scan Specifications for the 

2023 Ohio SD 100ES

Important Notes

The following document (2023 SD 100ES) contains grids for placement 
of information on this specific tax form. To accurately print, do not re-
duce the size, rotate or center this document. Doing so jeopardizes the 
integrity of the grid. When printing from Adobe Reader, select “None” 
for “Page Scaling,” which is under “Page Handling.”

The 2023 SD 100ES vouchers must be initially submitted by August 
31, 2022 and approved no later than Oct. 14, 2022. 

                        Ohio Department of Taxation

                        4485 Northland Ridge Blvd.

                        Columbus, OH 43229

                        tax.ohio.gov

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  Scannable Tax Forms
Software generated scannable forms are similar to the official ODT tax forms with the 
following exceptions: 1) the taxpayer-entity information layout, 2) a scanline that contains 
the taxpayers’ tax data, and 3) a variable data 2D barcode that contains the taxpayer's data.

2.02 Substitute Tax Forms 
Software generated substitute forms are exact replicas of the official ODT tax forms. 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.

2.03 Demographic Fields 
The area where the name, address, account number/Social Security number (SSN) are printed.
2.04 Static Text 
The text, including item numbers, specifying the information to be entered into a data field. 
Static text must not go into capture areas.
2.05  OCR-Readable Field 
The scanline field that will be read using Optical Character Recognition (OCR) technology. 
Subsequent OCR fields include the SSN fields, three character last name fields, school 
district number, and payment amount.
2.06  Record Layout 
A 6-line-per-inch vertical (row) and 10-characters-per-inch horizontal (column) spacing 
grid,  specifying the exact placement of all fields and characters on the facsimile form, is 
provided with each form specification to assist in proper spacing and alignment.

2.07  Capture Area
The specific space on the form where an OCR-Readable field is captured.

3. Specifications:
3.01 Field Length
Each form must contain the exact number of Demographic Fields and Capture Areas as 
the department-issued form.

3.02  Name and Address 
Name and address must be placed in the row and column specified in the grid format 
provided with each form.

3.03  Account/SSN 
The account or SSN(s) must be printed with spaces in the exact locations specified in 
the record layout. 

3.04  Scanline Font 
The OCR scanline must be printed using a fixed 10-pitch, OCR-A (12-point size) font. No 
boldface or italicized font. No special characters. 

3.05  Scanline Position 
The bottom of the characters in the scanline must be ½ of an inch from the bottom edge of 
the form and 1 inch from the right edge. See grid layout and Scanline Specifications Format 
for exact location of scanline.

3.06  Total Remittance Field 
This field is read by our remittance-processing equipment and requires a dollar sign ($) 
followed by a space preceding the remitted amount. The total remittance field must also 
include a decimal point to separate the dollar and cents digits. (Example: $ 12345.00)

3.07  OCR 
Underlining or enclosing OCR readable data fields is not acceptable nor are vertical bars 
to be used to separate dollar and cents fields.

3.08  2D Barcode (PDF 417)
2D barcodes will consist of the "Tax Year", "Form Identifier", "VRN", and certain taxpayer 
specific variable data within the scanline. Both the Schema and the 2D Barcode Instructions 
provided must be referenced for data guidelines and placement within the 2D barcode. The 
PDF 417 barcode will measure 1.75" wide X 1.25" high, follow grid layout for positioning.

3.09  Back of Form  
Vouchers must be printed on one side only. 

3.10  Shading 
The use of shading or solid black areas for sidebars, headings or other areas is not 
permitted unless specified on tax return samples.

3.11  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 circle and should be .2” in diameter.

3.12 Software Developer Identification 
The software developer identification is a two-digit vendor registration number (VRN) 
that will be assigned to each developer. The identification will be assigned to you by the 
Ohio Department of Taxation. The two-digit VRN refers to the developer who 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 specified on 
the form grid. The use of a standard font size is acceptable. This is the same two-digit 
number assigned to you on your full-page scannable forms.     For any questions or 
VRN assignments, email: Forms@tax.state.oh.us
3.13 Date Generated 
Indicates the date the voucher was generated.

4. Testing:
4.01 Pre-release testing
All documents must be tested on ODT equipment before production runs. ODT will 
accept PDFs of voucher submissions. Testing instructions and information can be 
found on the “2D Barcode Instructions” page.  

4.02 Printed Voucher
All non-applicable fields on the printed voucher must be left blank. The same   
guidelines do not apply to the scanline. Vendors must reference the scanline section of 
these specifications for additional information.

5. Approval Process:
The Forms Unit will confirm receipt of the submission by e-mail. The Forms Unit will send
notification of your approval status by e-mail when your submittal has been reviewed and
tested. Allow up to 10 business days for the submission to be completely reviewed.

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. 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 SSN and school district number:

Step 1 – Multiply each digit in the number by weights 121212.

      1  2  3  4  5   6   7   8   9 (SSN)                  2   5    0    9                    (school district number)
X  1  2  1  2  1   2   1   2   1                               1       X X 1  22   1   1   220
      1  4  3  8  5  12  7  16  9                            2 2   10  10   0 0   1818

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 (sum)                                                 10   12   (sum)
                                    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 SSN is 123456789 3 and for the school district number is 2509 8.  

7. Check Digit for Scanline Payment Period

Form          Period                        Check Digit

202 3IT 1040ES012 3- April 18, 202        3 0

              022 3- June 15, 202         3 8

              032 3- Sept. 15, 202        3 6

              042 3- Jan. 16, 202         4 4

202 3SD 100ES 012 3- April 18, 202        3 0

              022 3- June 15, 202         3 8

              032 3- Sept. 15, 202        3 6

              042 3- Jan. 16, 202         4 4

202 2IT 40P   052 2- April 18, 202        3 3

202 2SD 40P   052 2- April 18, 202        3 3

202 2IT 40XP  052 2- April 18, 202        3 3

202 2SD 40XP  052 2- April 18, 202        3 3

8. Scanline Specifications Format:              2023 SD 100ES       Size: 8.5” X 3.667”

                                                                 Number                                    Character 
Description 
                                                                 of Positions                              Length

SSN                                                                1-10                                    9
Check Digit for SSN                                                11-12                                   1
Voucher and Year                                                   13-17                                   4
Check Digit for Voucher and Year                                   18-19                                   1
Spouse’s SSN 
(if single return or married filing separately, zero fill field)   20-29                                   9 
Check Digit for Spouse’s SSN                                       30-31                                   1 
School District Number                                             32-36                                   4
Check Digit for School District Number                             37-38                                   1
Form Type                                                          39-41                                   3

Placement of the Scanline:      Start on line 63 at position 35 and end at position 75. Blank spaces 
must be as noted. Print zeros in fields that contain no data. The scanline font is OCR-A (12-point 
size), 10 pitch (pica spacing). 

Example: 123456789X3X0123   0 987654321 3 2801 9                   100

               1             2  3   4             5        6   7 8 9
1. SSN (9 digits and a space)
2. Check Digit for SSN (1 digit and a space)
3. Voucher and Year (4 digits and a space):
                                                                   Important Note: 
   > Voucher 1 (April 18, 2023)                 =    0123
   > Voucher 2 (June 15, 2023)                  =    0223          Make sure that there 
   > Voucher 3 (September 15, 2023)             =    0323          is no masking of 
   >Voucher 4 (January 16, 2024)                =    0423          numbers any place 
4. Check Digit for Voucher and Year (1 digit and a space):         on the vouchers.
   > Voucher 1               =    0
   > Voucher 2               =    8
   > Voucher 3               =    6
   > Voucher 4               =    4
5. Spouse’s SSN – print zeros in field if single or married filing separately return (9 digits and a space)
6. Check Digit for Spouse’s SSN (1 digit and a space)
7. School District Number (4 digits and a space)
8. Check Digit for School District Number (1 digit and a space)
9. Form Type: This will remain a constant “100” on all vouchers. (3 digits and a space)

Note: The Cature Areas will be the tax year, first three characters of the taxpayer's last name, 
first three characters of the spouse's last name, taxpayer’s SSN, spouse’s SSN, school district 
number and amount.  

            2D Barcode (PDF 417) Instructions
                                General Information

• The Ohio SD ES must be enabled for a PDF 417 2D barcode to include variable taxpayer
  data
• A form enabled for 2D barcode must not allow users or practitioners the option to turn off/on
  the 2D barcode function
• The minimum error correction code level is 4
• Optimal dpi level is 300 dpi. The mimimum dpi level is 200 dpi
• Refer to schema and specifications on field length and character guidleines.
• Spouse fields will be left blank on single or married filing seperate taxpayer vouchers

                         Size and Placement on the Form
• 2D barcode must be placed in the designated area indicated in the grid layout
• The 2D barcode will be PDF 417 with a maximum size of 1.75 inches wide by 1.25 inches
  in height. The 2D barcode must fit within the designated space in the grid layout
• 2D barcode must not be bigger than the allocated area
                                Barcode Layout
• Data included in the 2D barcode can be broken down into three general sections

  Header
  Tax Year
        • Will always be 23 for the 2023 SD ES
  Form Code
        • Will always be 100 for the SD ES
  Vendor Number
        • 2 digit Vendor Registration Number assigned by ODT

  Tax Year
  Tax Year
        • Q1 = 0123; Q2 = 0223; Q3 = 0323; Q4 = 0423
  Form Specific Data – Please see encoding schemas for form specific data

  Primary SSN
        • 9 digit Social Security Number of the Primary Taxpayer
  Spouse SSN
        • 9 digit Social Security Number of the Spouse
        • Leave blank for single or married filing seperate taxpayer vouchers
  School District Number
        • 4 digit school district number (valid, taxing school district)
  First Three Letters of the Primary Taxpayer’s Last Name
        • First three letters of the Primary Taxpayer’s last name. Omit special characters.
  First Three Letters of the Spouse’s Last Name
        • First three letters of the Spouse’s last name. Omit special characters.
        • Leave blank for single or married filing seperate taxpayer vouchers
  Amount of Payment
        • Amount of the payment, including cents.  Numeric only, up to 11 characters total.
        • Must be greater than one dollar

Examples of 2D Barcode data streams

    Header                                           2310099 <CR>
    Year                                             0123 <CR>
    Primary Taxpayer’s SSN                           123456789 <CR>
    Spouse’s SSN                                     987564321<CR>
    School District Number                           2801<CR>
    First Three Letters of Primary Taxpayer’s SSN    CIT <CR>
    First Three Letters of Spouse’s SSN              PUB <CR>
    Amount of Payment (including cents)              12345678900 <CR>                      
                                                     *EOD* <CR>

                             Submission Process

• The deadline for 2023 Ohio SD ES voucher approval is October 14th, 2022
• Vouchers may be submitted by email to Forms@tax.state.oh.us
• The email subject line must include the vendor number, product name, tax year and 
  voucher number in that order e.g. 12_ABCTax_ 23_100
•  Submissions must include
  • One (1) full field sample in a PDF format
  • Five (5) test scenarios for the Ohio SD ES voucher provided by the Ohio Department of 
    Taxation. 
•  Each test scenario must be in a separate PDF using the following naming convention: 
  vendor number, product name, tax year, voucher number, test number 12_
  ABCTax_23_100_Test 1
• An emailed confirmation is sent to the vendor indicating the packet was received
•  Submissions missing any of the items above will be rejected

                             Testing Process

• Testing of Ohio SD ES voucher commences on July 25th, 2022. 
• Vouchers are reviewed in three (3) content areas - printed forms, 2D barcode data, and 
  scanline data
•  A submission is approved in its entirety once all sample documents pass in all areas

Printed forms
• Vendor full field matches template provided in the specifications
• All fields are present, formatted properly and aligned with grid layout
• Test scenarios contain values specified by Ohio Department of Taxation

2D Barcode Data
• Barcodes read as valid
•  All test scenarios can be decoded and match test scenario data exactly

Scanline Data
• Must meet requirements specified in scanline guidleines section of these specifications

                                  Notifications

• Communications regarding submissions are sent from Forms@tax.state.oh.us to the 
  vendor email address(es) on file for the product
• If forms are released prior to approval, vendors must ensure that the users cannot print 
  vouchers containing 2D barcodes and must include a visual indicator to alert the taxpayer 
  that the voucher cannot be filed
• An emailed confirmation is sent to the vendor indicating the voucher was approved
• An email confirmation is sent to the vendor for packets that are rejected
• Feedback is provided regarding the errors found
• Resubmissions of vouchers must include all test scenarios
• After the third submission of test materials, the department cannot guarantee timeliness of 
  the review
• Vouchers will be tested with applicable long form submissions. If a voucher changes before 
  January 1, 2023, long form test scenarios will be updated to reflect the changes. Vendors 
  will be notified of applicable changes and required to submit revised vouchers within their 
  long form test packets

   1 2 3 4 5 6 7 8 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
                                                                                                                                                      •  Do NOT send cash
45         OHIO SD 100ES                                                            88 88 88                               Tax Year                   •  Do NOT fold, staple,                   School district
46
47         School District Estimated Income Tax                                                                                                          or paper clip                                number

48         (Voucher 1) Due April 18, 2023                                                                               2023                                                                          2801
49
                                                                                                                                                                                 Use UPPERCASE letters
50         John Q. CitizenXXXXXXXXXXXXXXXXXXXX                                                                                                                                to print   the first three letters      of
51
52                                                                                                                                                                               Taxpayer’s                 Spouse’s last name
53         Jane E. PublicXXXXXXXXXXXXXXXXXXXXX                                                                                                                                   last name                     (if filing jointly)

54                                                                                                                                                                                  CIT                              PUB
           1234 Any StreetXXXXXXXXXXXXXXXXXXXX
55
56
           Any CityXXXXXXXXXXXX, US 12345-2345
57                                                                                                                                        Taxpayer’s SSN
                                                                                                                     99                                                             123 45 6789
58         Make payment payable to: School District Income Tax
59         Mail to: Ohio Department of Taxation,                                                                                             Spouse’s SSN
                                                                                                                                          (only if joint filing)
60         P.O. Box 182389, Columbus, OH  43218-2389                                                                                                                                987 65 4321
61                                                                                                                         Amount of
                                                                                                                              Payment                          $ 123456789.00
62
63                                                                                           123456789   3 0123   0 987654321 3 2801 9 100
64
65
66

                                                            •  Do NOT send cash
OHIO SD 100ES                          88 88 88    Tax Year •  Do NOT fold, staple,        School district
School District Estimated Income Tax                          or paper clip                      number

(Voucher 1) Due April 18, 2023                     2023                                          2801
                                                                               Use UPPERCASE letters
John Q. CitizenXXXXXXXXXXXXXXXXXXXX                                          to print the first three lettersof
                                                                             Taxpayer’s          Spouse’s last name
Jane E. PublicXXXXXXXXXXXXXXXXXXXXX                                          last name                 (if filing jointly)

1234 Any StreetXXXXXXXXXXXXXXXXXXXX                                             CIT                        PUB

                                                            Taxpayer’s SSN
Any CityXXXXXXXXXXXX, US 12345-2345
                                                   99                           123 45 6789
Make payment payable to: School District Income Tax
Mail to: Ohio Department of Taxation,                       Spouse’s SSN
                                                      (only if joint filing)        987 65 4321
P.O. Box 182389, Columbus, OH  43218-2389
                                                   Amount of
                                                   Payment              $ 123456789.00
                                       123456789   3 0123   0 987654321 3 2801 9 100

                                                            •  Do NOT send cash
OHIO SD 100ES                                      Tax Year •  Do NOT fold, staple,      School district
School District Estimated Income Tax                         or paper clip                     number
(Voucher 1) Due April 18, 2023                     2023

                                                                               Use UPPERCASE letters
                                                                           to print the first three lettersof
                                                                           Taxpayer’s          Spouse’s last name
                                                                           last name                 (if filing jointly)

                                                            Taxpayer’s SSN
Make payment payable to: School District Income Tax
Mail to: Ohio Department of Taxation,                       Spouse’s SSN
                                                   (only if joint filing)
P.O. Box 182389, Columbus, OH  43218-2389
                                                   Amount of
                                                   Payment