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    E-file your State W-2s from QuickBooks

    Article ID: 1000844

    Overview

    Most states do not offer direct E-Filing for state W-2s, but with your Enhanced Payroll Subscription and Microsoft Excel 2003 or higher, QuickBooks has a feature that will help you create a file that can be uploaded to their website (or sent via electronic media).

    To know the type of your payroll subscription, go to Employees > My Payroll Service > Manage Service Key.  To upgrade to Enhanced Payroll, see Migrate or change your payroll subscription.

    Details

    If you are in Georgia, Illinois, Indiana, Virginia or Wisconsin, you can file your W-2s directly from QuickBooks. Go to Employees > Payroll Tax Forms and W-2s > Process Payroll Forms.

    Process Payroll Forms can also be accessed from the Payroll Center.  If you have QuickBooks 2014 from the Payroll Center click the File Forms tab.

    Click on Employees > Payroll Tax Forms & W-2s > Create State W-2 E-file.

    On the Welcome window, click Continue.
    Note: Verify the Tax Year you are filing for is available.

    On the QuickBooks Payroll state W-2 Filing window, click Continue.

    Next to Select State, chose the state from the drop-down menu, click Get QuickBooks Data.

    On the QuickBooks Payroll State W-2 filing - Updated window, click OK.

    Correct any errors or add missing information into the file.

    Click the Add-Ins tab to to locate the QuickBooks Payroll State W-2 drop-down menu. Click Start Interview.

    Select the I understand that I must review my data and answer the following questions checkbox, click Next.

    Note the file name and location. Click Next.

    IMPORTANT: THIS IS THE FILE YOU SEND TO THE STATE. FOLLOW THE SPECIFIC AGENCY'S INSTRUCTIONS TO SUBMIT THE FILE.

    Answer the questions in the interview and verify any autopopulated information. Click Next until you reach the End of Interview window.

    Click Create W-2 File.

    On the State W-2 File Created window click OK.
    Note: The name and location of the file you will send to the state is located in the file information box for your convenience.

    When the Save Workbook window open, click Yes to save the Excel workbook for your records.

    IMPORTANT: THIS IS NOT THE FILE YOU SUBMIT TO THE STATE. THIS IS FOR YOUR RECORDS.

    24 comments

    Kirsten4/1/2013

    30

    I am trying to e-file for the state of Oregon and I have two employees who have TINs not SSNs so QB won't let me file until this is fixed. How do I fix this?

    Thanks.

    Reply

    FRAN2/14/2013

    10

    I am frustrated because I cannot find any info on how to send my w-2's electronically. I have completed the process, but cannot send the w-2's as I cannot find anything when I go to the State Agency, which is AZ.

    Reply

    Kriz2/21/2013

    20

    Hi Fran,

    I'm from Intuit and saw your comment. I know it can be frustrating not to complete filing your tax forms because of a missing step. I found an article specific to your state for e-filing state W-2. Arizona State W-2 E-file Help should provide the information that you need to complete e-filing your state W-2s.

    I hope this helps. We appreciate you posting a comment!

    Christi3/28/2013

    11

    I'm from MS. when it try to upload the file, the MS website says it must be saved as a txt. or zip file. however when I try to save the file from quickbooks these are not an option

    Reply

    Mary Jane2/17/2013

    01

    I have an Enhanced Payroll subscription and am using QB Pro 2007, but GA does not apear in the drop down list.

    Reply

    Kriz2/22/2013

    Hi Sallie and Mary Jane,

    I'm an Intuit employee and saw your comments. For QuickBooks Payroll to work, you must be using a supported QuickBooks version (2010 or higher). You can file your W-2s directly from QuickBooks without going through the QuickBooks Payroll State W-2 e-filing window. The article Georgia state W-2 e-file help has the instructions on how to e-file W-2s specific to your state. Thank you for posting a comment!

    Cynthia2/5/2013

    In the instructions above "to create a file to submit to your state", when I click on Employees, I do not have a tab titled: Payroll Tax Forms & W-2's or a tab "Create State W-2 E-file".

    Reply

    Jo Ann2/6/2013

    Hi Catherine,

    I am an Intuit employee and saw your comment. It sounds like you may have a Basic Payroll subscription. In order to use our E-file and E-pay system to file your tax forms you need to have an Enhanced Payroll subscription. You can use the article "Enter or edit your payroll service key/disk delivery key" http://payroll.intuit.com/support/kb/1000077.html to check which Service you have. If you decide you would like to upgrade to an Enhanced Payroll subscription so you can E-file you can use the article "Migrate or change your payroll subscription" http://payroll.intuit.com/support/kb/1001060.html to upgrade. I hope this helps. Thank you for posting a comment.

    Mei 2/8/2013

    My computer has Excel Starter and I have difficulties to create state W-2 E-file. Does California require W-2 filing? I didn't see this option last year.

    Reply

    Kriz2/21/2013

    Hi Mei,

    I'm from Intuit and noticed your comment. Not all QuickBooks versions are designed to work with Starter editions. The article Micrsoft Office FAQ would provide more information on the compatibility of your Excel version to QuickBooks.

    On the other hand, the state of California does not require employers to e-file W-2s.

    I hope this answers your question. Thank you for posting a comment.

    Sallie2/16/2013

    I am in Georgia. When I get to the "QuickBooks Payroll State W-2 Filing" window, it shows GA in the box. When I click "Get QuickBooks Data", I get an error message - Invalid State. Am I doing something incorrectly, or is there a problem?

    Thanks!

    Reply

    Susan2/21/2013

    I keep getting this error when filing for Vermont.

    Your file must conform to the Federal Standard Format and must include the Vermont specific RS State Record.

    Your file will be validated for proper format and any errors will be displayed to you for correction.

    Reply

    Kriz2/25/2013

    Hi Susan,

    I work for Intuit and I wish I have read your comment sooner. I hope you have already e-filed your W-2 to your state.

    The article Vermont State W-2 E-file help has instructions specific to your state. I hope this helps. Thank you for posting a comment!

    Penny2/21/2013

    How do I know what type of payroll subscription I have?

    Reply

    Kriz2/25/2013

    Hi Penny,

    I work for Intuit and saw your comment. To know what type of payroll subscription you have, just go to Employees > My Payroll Service > Manage Service Key.

    I have update the article with this information. I hope this helps. Thank you for posting a comment!

    Crystal2/22/2013

    When I try to create the Excel worksheet I get an error message that says it could not connect to QuickBooks.

    Reply

    Kriz2/26/2013

    Hi Crystal,

    I work for Intuit and saw your comment. It appears from your comment that you could not open payroll reports in excel because of an error. This error can be caused by two possible reasons:

    1. The Excel version installed on your computer is not compatible with QuickBooks. The compatible versions are Microsoft Excel 2003 or higher.

    2. There is an issue with the connection between QuickBooks and Excel. The article Error: Cannot connect with QuickBooks company file, when running payroll summary or report has instructions on how to resolve this error.

    I hope this helps. Thank you for posting a comment!

    Robin2/25/2013

    We submitted our W-2 online through quickbooks and I see the "status" is "Submitted to agency". Will that change or am I done?

    Reply

    Kriz3/1/2013

    Hi Robin,

    After you e-filed your W-2, the status of the e-file in your QuickBooks would update automatically. I found the article Check E-filing or E-payment Status to be a good reference for this type of concern. I hope this is helpful. Thanks!

    Rosana2/25/2013

    I'm from California and I just need to issue one W-2 to an employee and from what I read above the state of California does not require a copy to be e-filed, so does that mean I just give a copy of the W-2 to the employee only and that's it?

    Reply

    Kriz2/28/2013

    Hi Rosana,

    I work for Intuit and your comment. You are right when you said that the state of California do not require employers to e-file employee W-2s. I hope this answers your question. Thank you for posting a comment!

    Katie2/27/2013

    The report is missing 3 random employees. So I have to manually enter their data?

    Reply

    Violet3/1/2013

    Hi Katie,

    I am an Intuit employee and I saw your comment.

    You can verify the payroll data you entered in QuickBooks for employees that are missing on your report by creating a Payroll Detail Review Report.

    The article also has steps on how to do adjustments to enter missing information for employees.

    I hope this helps and thank you for your comments.

    Dorothy3/7/2013

    I thought these fields automatically updated as time was used. Am I not understanding correctly? Does the Sick and Vacation Available have to be updated manually?

    Reply

    Comments can not be added at this time.

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