X12 826 is used to electronically exchange tax information between organizations. Typically, tax administrators, employers, financial institutions, or other entities required to report tax data send this transaction set to tax authorities, payroll processors, or other authorized recipients in response to requests for tax documentation or as part of routine tax reporting compliance. The BTI (Beginning Tax Information) segment initiates the exchange and provides context for the transmission, while the TIA (Tax Information and Amount) segment carries specific tax data elements such as amounts, codes, and related values. The DTM (Date/Time Reference) segment establishes relevant dates, such as tax period dates or report submission deadlines.

ABC Corporation’s payroll department sends an X12 826 transaction to the State Tax Authority containing W-2 wage and withholding information for all employees. The transmission includes a BTI segment identifying the report as annual wage reporting, multiple TIA segments detailing each employee’s gross wages and state income tax withheld, and a series of N1 loops containing employee names and addresses along with REF segments cross-referencing Social Security numbers and employee IDs. The DTM segment specifies the tax year as 2024, and accompanying YNQ segments answer compliance questions about data verification. The State Tax Authority receives and processes this standardized electronic submission in lieu of paper W-2 forms.