Tax Guide for Motor Fuels Online Filing
Filing Templates

The CDTFA has developed Excel templates for several fuel tax forms. The template converts schedule/transaction records entered on a worksheet into a FLT (flat) file format. The CDTFA's Excel template was designed for smaller business entities that may not have an Information Technology department and may be used without a complete understanding of the FLT file format; and CDTFA staff is available for assistance.

Important Note: If you receive an error message when opening your template using our Online Services system, you may click “Yes” to open or switch your internet browser to Google Chrome to open the template and avoid this error message.

Downloadable Excel Templates – Instructions

• The applicable Excel templates are available when you log in to file your return or report online.
• Read the General Information and Template Instructions before completing the schedule.
• Save the Excel file to your computer once you complete it. We recommend saving the file to your desktop or designated file/folder. If you are using an Apple computer, you will need to save the file in Numbers then Export To as an Excel file.
• Go back to the Online Services File Attachment screen and click the Add button on the right-hand side of the screen, to bring up the dialog box.
• Select the Type of file from the drop down and provide a description/name and then select the Choose File button in the dialog box to find the saved file on your desktop or designated file/folder.
• Select the Save button in the dialog box to attach your file.
• View our online services webpage and select the Tutorials page to view our “How To” videos.

Filing Methods

The list of tax forms that may be filed via FLT or EDI can be found in the chart below.

1. IRS EDI is the v. 4030 file format as published by the IRS.

IRS EDI Formats: The Terminal Operator Report and Common Carrier Report may both be filed online with the CDTFA in the IRS EDI format. EDI X12 v.4030 is ANSI ASC X12 Standards Release Version 4030. Files containing only California data may be submitted using this format as described in the Motor Fuels FLT and EDI Filing Guide. Files submitted to the CDTFA in this format must meet the requirements as published by the IRS.

Flat file is the text file format standard developed by the CDTFA. Files may be submitted using this format as described in the Motor Fuels Flat (FLT) and EDI Filing Guide in the section, FLT under the heading, CDTFA FLT (Flat file) Specifications.

If you file CDTFA-770-DVW, Diesel Fuel Tax Claim for Refund — Sales to Ultimate Purchasers online, you must also file the required CDTFA-770-DV, Diesel Fuel Ultimate Vendor Report/Claim for Refund online.

Online Tax Form Filing

To file CDTFA-501-DB, Exempt Bus Operator Diesel Fuel Tax Return and CDTFA-501-DG, Government Entity Diesel Fuel Tax Return online, you will enter values for the face of the return. For the CDTFA-501-DB, Exempt Bus Operator Diesel Fuel Tax Return, you will also attach the CDTFA-501-DB2A, Receipt Schedule. You can save a blank copy of Schedule DB2A for future use so you won’t need to download it each time you file.

Valid Transmission Methods

The CDTFA will only accept tax forms in acceptable formats transmitted via the Internet. Files formatted in XML, Excel, Word, or other format not identified as accepted by the CDTFA will not be accepted. No magnetic tape filing or data stored on a compact disc will be accepted.

Software

You may develop your own filing solution or purchase off-the-shelf file translation software for preparation of your tax information. The CDTFA is not responsible for software-related problems. All software problems should be directed to the vendor from whom the software was purchased.