How can I get my W-2s into EFW2 format?

Hi there, mhitchcock!

EFW2 means electronic W2. We do electronic filing in QuickBooks Online for W2 forms. You can take advantage of it. Check out the detailed steps in this article: File W-2 forms.

Please let me know if if you have other questions about W2s.

I need to upload an EFW2 file to the City of Philadelphia.  I have QB Desktop Enhanced.  How do I create one?

I'm here to ensure you're able to create an EFW2 file in QuickBooks Desktop (QBDT) Payroll Enhanced, @Theresa S. This way, you can upload one to the City of Philadelphia's agency website.

You can manually create an EFW2 file through the following steps:

1. Go to the Employees menu,
2. Choose Payroll Tax Forms & W-2s, and then create State W-2 E-file.
3. Click Continue twice, then select your state from the drop-down, then select Get QuickBooks Data.
4. Select OK. 
5. Choose the Add-Ins tab to locate the QuickBooks Payroll State W-2 drop-down. Then, select Start Interview.
6. Check the box I understand that I must review my data and answer the following questions. Then, select Next.
7. Note the file name and location. Select Next.
8. Answer the questions in the interview and review any auto-populated info. Then, click Next until you reach the End of Interview.
9. Choose the Create W-2 File option, then select OK.
10. Select Yes to save the Excel workbook for your records.

Once done, open a web browser and go to the City of Philadelphia's agency website. From there, follow the instructions to upload the EFW2 file to complete the process.

Additionally, to make sure you comply with the state's payroll tax regulations, I'd recommend checking out this article: Pennsylvania Payroll Tax Compliance. It includes topics about tax forms, withholdings, unemployment, and e-file/pay information, to name a few.

Let me know in the comments below if you have other payroll and W-2 concerns. I'm just around to help. Take care always.

I've tried that method.  Our business is in New Jersey. 

New Jersey is not one of the states on my drop down list.  I cannot get any further. 

I manually add the Philadelphia data to my W-2s as we are a NJ based company and only work sporadic jobs in the City of Philadelphia.

Any suggestions?

Hello there, Theresa S.

The New Jersey should be one of the states on your drop-down list. We may need to update your tax table. This ensures to have the most current and accurate options for supported states and federal tax tables, payroll tax forms, e-file, and payment options. 

Here are the steps on how to do it:

1. Go to the Employees menu
2. Select Get Payroll Updates.
3. Choose the Download Entire Update checkbox.
4. Click on Download Latest Update.
5. Once done, a window appears when the download is complete.

Also, you can check out this link for additional reference when preparing your year-end tasks: QuickBooks Desktop Year End Prep and Resources.

Let me know if you have other questions. Take care and stay safe always.

Tried the update.  Still no NJ on the drop down list.

What do I do now?  It's supposed to be there?  But it is not.

Hello there, @Theresa S.

Some states require to file W-2s directly to their website. You're unable to select the New Jersey (NJ) state on the drop-down list because they require you to upload and submit a W-2 file to their agency.

You can pull up the Payroll Summary report instead to get all the necessary details you need in filing your state W-2s. Here's how:

1. Go to the Reports menu.
2. Select Employees & Payroll.
3. Choose Payroll Summary.
4. Set the correct date in the Dates field.
5. Click the Print button to print if needed.

Once done, follow the steps provided in this article to successfully file your NJ state W-2s: Specifications for Reporting W-2 Information via Electronic Filing.

To learn more about state W-2s, you can check out this article: Get answers to your W-2 questions. It answers the most frequently asked questions about the said topic.

Let me know if you have other W-2 concerns in QuickBooks. I'm just around to help. Take care always.

Do you understand what I need? 

I have NO PROBLEM filing in NJ.  I have been doing that online for years without the help of Quickbooks. This year I had to type in my W-2 data directly to the NJ website.  There was no issue.  

I need a properly formatted W-2 to upload to the City of Philadelphia.  We do work over there occasionally and need to pay non-resident city wage tax.  I manually add these numbers in.  The QB program properly adds them and they show on the W-3. 

I need a EFW2 formatted file to upload to the City of Philadelphia.  How do I get that?  I was hoping that if I could create the NJ State file, I could add the Philadelphia Wage data to the file.  What can you do about this dilemma?  I have to file online with the City.

---

@Theresa S wrote:

I've tried that method.  Our business is in New Jersey. 

 

New Jersey is not one of the states on my drop down list.  I cannot get any further. 

 

I manually add the Philadelphia data to my W-2s as we are a NJ based company and only work sporadic jobs in the City of Philadelphia.

 

Any suggestions?

---

Yes, as I read the instructions on the Philadelphia city website, you would NOT be required to withhold Philly city tax unless you maintain a physical nexus within the city (an office, warehouse, store) and your employees would instead have to submit and pay on their own

But despite the easy way out, what you can do is download the state format guidelines from www.etides.state.pa.us and play with your data.   But I will give you a heads up, even for we PA only companies, QB's downloaded EW2 spreadsheet still needs about an hour's worth entering additional zeros or proofing the result just to upload to the state

Why are you telling me I don't need to pay city wage tax?

I do, that is why I am asking. 

So basically, Quickbooks has nothing for me.  We do not have Pennsylvania residents as employees, so there would be no PA data.  E-tides is for the STATE. 

I need the CITY OF PHILADELPHIA.  I have to manually add payroll data for days worked in the city of Philadelphia. I have done this for years and mailed paper copies to the city. This year they want it online.

I do not understand why Quickbooks cannot generate the data that is in my payroll into an EFW2 file no matter what state I live in. 

What am I supposed to do?  So far, none of QB's "solutions" work.

Hey, @Theresa S. 

Thanks for reaching back out to the Community. This isn't the impression I want to leave you with. It's my priority that you're able to get the data generated in your payroll for an EFW2 file. 

Since you've tried all the steps above, I recommend contacting our Customer Support Team. They have additional tools to help walk you through some more steps to help resolve this problem. Here's how: 

1. Go to the Help menu. 
2. Pick the QuickBooks Desktop Help option. 
3. Press the Contact Us hyperlink. 
4. Give a brief description of the issue and hit Let's talk. 
5. Scroll down and choose to Get a callback. 

That's all there is to it. In addition, here's an article that may be able to help you and your business in the future: E-file Federal W-2 Forms. 

Let me know how it goes. I want to make sure that you're able to get back to running your business. I'm only a few clicks away if you need me. Bye for now!

how do i convert quickbook desktop w2 to efw2 format.. I am in Texas and texas is not in the drop down list

Let me help you with your payroll concern, JohnD47.

We'll have to update your tax table. It'll help you download the new updates or payroll releases. You can follow SarahannC's steps. 

If you're still unable to see Texas on the list, you'll want to submit it manually. You can follow Rea_M's steps.

Get back to this thread if you have additional questions. We'll reply as soon as we can. Keep safe!

Is there a way to create an EFW2 file for a previous year? I need to upload 2018 and 2020 to the City of Philadelphia's agency website.

Good to have you joined this thread, @SunCantRun.

Yes, there is. You'll have to create your W-2s from previous years and manually upload them in your state agency website..

E-filing W-2s from previous years isn't possible in QuickBooks Desktop (QBDT) as the system uses the new 2021 form. Thus, manually uploading them is the only workaround. I'll show you how.

1. Go to the Employees menu, then select Payroll Tax Forms & W-2s.
2. Click Create State W-2 E-file, and select Continue twice.
3. Select your state from the dropdown, click Get QuickBooks Data, and select OK. 
4. Select the Add-Ins tab to locate the QuickBooks Payroll State W-2 drop-down and choose Start Interview.
5. Check the box I understand that I must review my data and answer the following questions. Then select Next..
6. Answer the questions in the interview and review any auto-populated info.
7. Select Next until you reach the End of Interview, and choose Create W-2 File.
8. Click OK, and select Yes to save the Excel workbook for your records.

You can also check out these links for more details:

• File your state W-2s with Quickbooks Desktop Payroll Enhanced
• File your W-2 forms

I'd also recommend working with your accountant or a tax expert for guidance in other ways to record this. This way, you'll be able to upload your W-2s file and ensure your accounts are well accounted for.

Furthermore, I'm adding this link that consists of steps on how to let your employees view their pay stubs online: Invite your employees to QuickBooks Workforce to see pay stubs, W-2s and more.

If you have any other questions about W-2s or with your QuickBooks, you're always welcome to tag me in your reply. I'm always here to back you up. Happy holidays and keep safe!

I am in the same situation here in indiana with more than 150 employees. Should I get a software that can do that only to send these W-2s? Hard to enter manually..

I have QuickBooks Pro Desktop 2021 with Basic payroll service. I have 182 W-2's this year and am required to file electronically to the SSA & IRS. How do I create an EFW2 format so that I can upload to these agencies?

Michele

Let me help you file W-2s to your state agencies, Mangel.

Since you have the basic payroll service, you need to  file your Federal, state W-2s, and W-3 manually by January 31. Check out this link as your guide: 2021 IRS W-2 filing instructions.

I'm also adding this link to learn about answers to your most common W-2 questions so you’re prepared for tax season: Get answers to your W-2 questions.

Don't hesitate to get back to me by commenting below if you have additional questions about creating an EFW2 format. I'm always glad to provide insights about it.

I have enhanced payroll, can I do this on the desktop version?

I tried to do that. We are in WI and our state is not on the list...I didn't know that I had to efile and they are due today..help!!!

I'm here to make sure that you can file the form, @beekbeek1.

Yes, you are correct. Today is the deadline for filing the payroll forms like W-2s. Don't worry, you can easily e-file your W-2s in QuickBooks.

To get started, you'll have to set up your W-2 E filing. Just follow the steps below:

1. Select Employees, then Payroll Center.
2. Open the QuickBooks Desktop Payroll Setup.
3. From the Payroll Center, select the File Forms tab.
4. From the Other Activities list at the bottom, select Change Filing Method.
5. Select Continue.
6. Select Federal Form W-2/W-3 from the list of forms, then select Edit.
7. Select E-file, then Finish. This will open the enrollment instructions that you can read and print.
8. Close the View Enrollments window.
9. Hit Finish Later.

Once done, you can now electronically file your W-2s through QuickBooks.

1. Select Employees, then Payroll Tax Forms & W-2s, and then Process Payroll Forms.
2. In the File Forms section, select your state worksheet.
3. Review the Select Filing Period year and change it if you need to.
4. Select Ok.
5. Fill out the W-2 worksheet and select Check for errors to make sure everything is correct before e-filing.
6. When you’re ready, select E-file.
7. Enter your email address and contact phone number.
8. Hit Submit.

See these articles for more information:

• File your state W-2s with QuickBooks Desktop Payroll Enhanced
• File your W-2 forms

 Also, you can contact our Customer Support Team if you need further assistance in preparing and filing your form. Just click this link on how to reach them: Contact QuickBooks Desktop support.

You can visit this link to find details on tax forms, withholdings, unemployment and other tax, e-file and pay information, general state and agency information, and employer registration. Just click your state below: Payroll Tax Compliance Links.

I’d also suggest updating your tax table to the latest release to ensure your payroll is up to date. Additionally, let me share with you these articles for additional guidance in preparing and filing your W-2s:

• W-2 General form and filing information
• W2 form boxes explained
• How to print W-2s forms

I want to ensure that this gets taken care of for you, so please feel free to update me by posting a comment below. Stay safe and have a good one, @beekbeek1.

I am following the directions for the EFW2 filings...I have been all week.  Today they won't populate in the

format and no add-ins available, no payroll w-2 info is populating in the excel.  Keep getting error

message...Why and what happened since yesterday?

I tried everything I could find for enable macros to restarts etc...

What can I do?

Hello, chefsusie.

I want to get to the bottom of this but I would need some information about the issue. 

What error message did you encounter when filing the EFW2? Also, did you enable the automatic payroll tax payments and form filings in your settings? Finally, what add-ins are you referring to? 

More details would definitely help me come up with a resolution for your EFW2 issue. 

I already know how to go to employees, payroll tax forms, create state w-2 efile.

I have been doing this all week for my clients and it has been successful.

After the last update from quickbooks, it does not work.  I keep getting

error message "compile error in hidden module: default report"

and then "compile error in hidden module: module 1"

excel want macros enabled and I did that too.

What can I do?  I have already followed all instructions on excel and

in quickbooks for error, but nothing works.