How do I know if my state W2 and W 3 were filed by quick books

Thanks for posting here, @marilynpayne.

Let me share insights about when QuickBooks files your W-2 and W-3 tax forms.

If the Automated Taxes and Forms option is ON, the W-2 will become available in your product by January 15. There's nothing you need to do. QuickBooks will file the W-2s for you and send copies to your employees if they opt for a paper copy.

However, if it's turned off and you're set up to pay and file electronically through QuickBooks, e-file your W-2s before 5:00 PM PT by January 30 so they can be processed by the next day. 

Once we've processed your filing, an email will let you know it's complete. Here's how to check the status of your filing: 

1. Go to Taxes, then Payroll Tax.
2. Select Filings.
3. Select Filter and choose the form or report you want to see. Or scroll down to the filings under Done. You'll see the status next to the tax name. Select Archived forms and filings if you don't see your filing on this screen.

You can also refer to these tax filing statuses:

• Not Transmitted: You did your part, but we haven't sent it to the IRS, state, or local tax agency yet.
• Transmitted: We sent the form to the agency. But the agency hasn't processed it yet. The IRS generally processes forms within a few weeks. State agencies can take anywhere from a few days to a few weeks.
• Accepted: The agency has received and accepted the form.
• Rejected: The receiving agency has received and rejected the form.  Review the rejection letter emailed to you for the specific reason.

Concerning to W-3 tax form, there's no need to file it. If we file your W-2s, or you file them electronically with our payroll services.

Feel free to read these articles for more details: 

• File your W-2 and W-3 forms.
• Check the status of your payroll tax payments of filings send through QuickBooks Payroll.

To help you wrap up this year's payroll and prepare for the next. You can read this article: Year-end Checklist for QuickBooks Online Payroll.

For additional questions about filing your payroll tax forms in QuickBooks, don't hesitate to reply to this post. I'll be willing to lend a hand. Keep safe and have a good one.

Where does it state that it went to the state?

Great to see you taking steps to ensure your state W2 and W3 forms were filed through QuickBooks, nding. I’m here to help you confirm that they were successfully submitted.

To confirm that your forms have reached the state, you can follow these steps in QuickBooks Online:

1. Go to the Taxes tab, then click on Payroll Tax.
2. Under the Filings section, click on Filter and select the specific form W2 or W3 you want to check.
3. You can now view the status of your filings. If the status is listed as Accepted, this means that the form has been received and accepted by your state tax agency.

Moreover, if the status is Transmitted, it signifies that QuickBooks has sent the forms to the agency, but they haven't confirmed processing yet. Keep in mind that processing times can vary from a few days to a few weeks depending on the state agency.

For your future reference, check this article: Check the status of your payroll tax payments or filings sent through QuickBooks Payroll.

If your payroll e-file and e-pay were rejected, you can read this article: Handle Payroll e-file and e-pay rejections.

If you need any more assistance or have further questions, feel free to reply here in the community. We are here to help ensure your payroll processes are smooth and stress-free. Have a great day!

We went to file our W-2's today and for the federal forms the status is "submitted" and for the state forms (Michigan) the status is "filed".  What is the difference and how do I know if both were filed ok?  TIA

I appreciate your focus on your filings, Larharmon. Let’s clarify the filing status so you have a complete understanding moving forward.

The Submitted status for your federal W-2 forms means that QuickBooks has received your forms but has not yet sent them to the Social Security Administration (SSA). This indicates that your information is in the system but is still being finalized for submission.

On the other hand, the Filed status for your state forms means that they have already been sent to the state agencies and officially filed. This indicates that the state has accepted your filings.

You will receive notification emails at each stage of the filing process, to keep you informed about updates or confirmations related to your submissions.

Additionally, I'll share this valuable article to ensure you remain compliant with tax requirements and reduce the risk of penalties due to late or incorrect filings: Year-end checklist for QuickBooks Online Payroll.

I also recommend using the QuickBooks Payroll platform to access certified experts for any payroll tax concerns and streamline your payroll processes. This allows you to focus on your core business while ensuring your payroll tax obligations are managed accurately and efficiently.

Thank you for the opportunity to connect with you here, Larharmon. If there’s anything else on your mind or you need assistance with your fillings or payroll matters, let us know in this thread. Your commitment to staying organized is impressive, and I look forward to helping you navigate this tax season smoothly.

Thanks for your help.  Just a point of clarification.  You indicated that the "filed" status on our state forms indicate that they have been sent to the IRS and officially filed and that the state has accepted our filings.  Does that mean that they were sent to the state (Michigan) and they have accepted our filings?  Being sent to the IRS for the state forms is confusing to me.  Sorry, this is my first time doing this.  Thanks

There is no indication anywhere that any of the w2s or the w3 went to the state. 

Lucky you have something that says state forms. This is a circus.

I do not have a status on my federal and I don't have anything indicating 'state'. I can view my w3 but not see any status, nor did I receive an email that it's been transmitted or accepted.

Let me guide you through how taxes and forms work in QuickBooks Online Payroll, @ndingwell.

If you have QuickBooks Online (QBO) set up to automatically handle your taxes and forms, it will file W-2s for you and send copies to employees who request paper versions. W-2s are sent to the address in the employee profile and there's no need to file Form W-3, as we handle that if we file your W-2s or you file them electronically with our payroll services.

If you file it manually then form W-3 depends on how your W-2s are filed with the Social Security Administration (SSA). And if you mail the W-2 copy A to the SSA, you'll need to file Form W-3 along with the W-2 copy A.

Moving forward, you can maximize the efficiency of your financial processes by collaborating with our Explore QuickBooks Payroll team. They're veterans in the field, known for smoothing out financial operations and offering insights tailored to your business. One-click connects you to a more prosperous financial path.

Also, check this article for an overview of how payroll taxes and forms that QBO Payroll handles: Understand the taxes and forms that QuickBooks payroll submits for you.

Additionally, to assist you in closing out this year's payroll and getting ready for the upcoming one, please refer to the article: Year-end Checklist for QuickBooks Online Payroll.

If you have any more questions or need further assistance regarding taxes and forms in QBO Payroll, feel free to reach out. Wishing you a smooth and successful payroll management experience with QuickBooks Online!

So my W2's filed electronically as they should have. I had a to do pop up to manually file them with the state. if they get filed federally aren't they automatically filed with the state? I guess this would explain why I didn't have a state status?

Accurately completing your W-2 filings is a top priority for us, ndingwell.

When filing the W-2 form electronically using QuickBooks Online, you'll receive a prompt to manually file these forms because your state doesn't support electronic filings through QuickBooks Online Payroll. This is why you haven't seen any state status updates in your account.

Consequently, you'll need to generate your W-2s and submit them to your state manually.

If you encounter issues uploading your W-2s to your state agency's website, I recommend contacting them directly. They can confirm that your file meets their requirements and provide you with the necessary filing information.

For more insights into the process of submitting your state W-2s, you can explore the article: File your W-2 and W-3 forms.

If you notice any errors before filing your W-2s, refer to this resource for instructions on how to correct them: Fix an incorrect W-2 and W-3.

Moreover, to help you conclude this year’s payroll and prepare for the next, you can read this article: Year-end Checklist for QuickBooks Online Payroll.

This thread is always available for any additional queries you have when managing payroll tax filings in your account. Keep us posted, and we'll be around to help. Stay safe.