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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.

    1 comment

    Kelly4/11/2013

    Our employer SUI annual limit is incorrectly listed at $8500, but should be $8000. The $8500 is standard for Pennsylvania, but since we are a governmental agency we have a different annual limit. How do I correct this amount to reflect the correct annual limit?

    Reply

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