Important AlertsE-file your State W-2s from QuickBooks
Article ID: 1000844
PrintOverview
This article answers some of the most frequently asked questions about creating and filing a state W-2 file.
Assumptions
You have an active, up-to-date version of QuickBooks and you have an Enhanced Payroll Subscription.
Expected Outcome
You can create the file required by your state agency for e-filing W-2 forms.
Details
Does QuickBooks help me file my W-2 forms electronically?
Yes, QuickBooks customers with an Enhanced Payroll subscription can fileW-2s electronically to both federal and state agencies.
You can e-file directly from QuickBooks for federal W-2s as well as state W-2s in Indiana, Virginia, and Wisconsin. To access this feature: choose Employees > Payroll Tax Forms and W-2s > Process Payroll Forms.
For states that do not offer direct e-filing, you can take advantage of a new feature for state W-2 e-filing. This feature creates a file in the format prescribed by the agency. You can upload your files to a web site or copy them to electronic media and send them to the agency. To access this feature: choose Employees > Payroll Tax Forms and W-2s > Create State W-2 E-file.
Please click on your state, listed under the FAQ titled 'What states are supported for W-2 e-filing and what are my state's specific requirements', to get more specific information
What states are supported for W-2 e-filing and what are my state's specific requirements?
All states that require W-2 forms and offer an e-filing solution are supported in QuickBooks.
Indiana, Virginia, and Wisconsin offer the capability to e-file directly from QuickBooks. To access this feature: choose Employees > Payroll Tax Forms and W-2s > Process Payroll Forms and then select your state. For specific information on your supported state, click the following links:
Indiana, Virginia, and Wisconsin offer the capability to e-file directly from QuickBooks. To access this feature: choose Employees > Payroll Tax Forms and W-2s > Process Payroll Forms and then select your state. For specific information on your supported state, click the following links:
- Alabama
- Arizona
- Arkansas
- Colorado
- Connecticut
- Delaware
- District of Columbia
- Georgia
- Idaho
- Illinois
- Indiana
- Kansas
- Kentucky
- Louisiana
- Maine
- Maryland
- Massachusetts
- Michigan
- Minnesota
- Mississippi
- Missouri
- Montana
- Nebraska
- New Mexico
- North Carolina
- North Dakota
- Ohio
- Oregon
- Pennsylvania
- Rhode Island
- South Carolina
- Utah
- Vermont
- Virginia
- West Virginia
- Wisconsin
What do I need to know before using the Create State W-2 E-file feature?
You must use Excel 2003 or higher to create a State W-2 e-file. You can access the feature by choosing Employee > Payroll Tax Forms & W-2s > Create State W-2 E-file. Then follow the prompts to create your file.
Important! Although you use Excel to review data that will be included in the file you ultimately send to the state, do NOT send the Excel file to the state. As you go through the process you will be asked to select a location to save the file you will submit. This file is formatted based on each state's requirements. You can save the Excel worksheet for your records, but it will not be accepted if you submit it to the agency.
Important! QuickBooks does not send state W-2 files. You must complete the e-filing according to your state's instructions, either by uploading the file to the agency web site or copying the file to electronic media and submitting it to the agency.
Some of the the less-used functionality is not included in this feature. Items not supported include third-party sick pay and foreign addresses.
As with any feature in QuickBooks, it is important to make sure you have the latest updates to your forms and payroll tax tables.
Important! Although you use Excel to review data that will be included in the file you ultimately send to the state, do NOT send the Excel file to the state. As you go through the process you will be asked to select a location to save the file you will submit. This file is formatted based on each state's requirements. You can save the Excel worksheet for your records, but it will not be accepted if you submit it to the agency.
Important! QuickBooks does not send state W-2 files. You must complete the e-filing according to your state's instructions, either by uploading the file to the agency web site or copying the file to electronic media and submitting it to the agency.
Some of the the less-used functionality is not included in this feature. Items not supported include third-party sick pay and foreign addresses.
As with any feature in QuickBooks, it is important to make sure you have the latest updates to your forms and payroll tax tables.
What are the steps to create a State W-2 E-file?
- Click on Employees > Payroll Tax Forms & W-2s > Create State W-2 E-file.
- On the Welcome window, click Continue.
- 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.
- NOTE: THIS WILL BE THE FILE YOU SEND TO THE STATE.
- NOTE: THIS WILL BE THE FILE YOU SEND TO THE STATE.
- 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.
- When the Save Workbook window open, click Yes to save the Excel workbook for your records.
- NOTE: THIS IS NOT THE FILE YOU SUBMIT TO THE STATE.
- NOTE: THIS IS NOT THE FILE YOU SUBMIT TO THE STATE.
