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Level 1

W2 E File to IRS

We are needing to Electronically file the W2's to the IRS.

Can you guide us where to look for instructions on how to send them?

Solved
Best answer 01-08-2019

Best Answers
QuickBooks Team

W2 E File to IRS

Good day, @BJSchickling63.

 

Welcome to the Intuit Community. I'm the right person to help you e-file your W-2 form to IRS.

 

Are you already enrolled in the electronic filing service in QuickBooks Desktop? If yes, you can proceed to the next steps. If not, here's how to set up Federal W-2s for e-file:

  1. Click Employees.
  2. Choose Payroll Center.
  3. Choose the File Forms tab.
  4. Under Other Activities, click Change Filing Method.
  5. Click Continue.
  6. Select Federal Form W-2/W-3 from the list of forms and select Edit
  7. Choose the E-file radio-button.
  8. Click Finish.
  9. Close the View Enrollments window.
  10. At the lower left of the QuickBooks Desktop Payroll Setup window, click Finish Later.

 

Here's how to e-file the W-2s:

  1. Click Employees.
  2. Choose Payroll Center.
  3. Choose the File Forms tab.
  4. Highlight Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal.
  5. Click the Create Form button.
  6. Select the employees.
  7. Enter the necessary fields.
  8. Once you're on the filing method window, make sure to select E-File Federal Forms.
  9. Enter the Phone Number and the E-mail address of your company on the login screen. We use that information to notify you about the submission process.
  10. Click Submit.

 

For more information, you can use this article as a reference: E-file W-2 and W-3 in QuickBooks Desktop.

 

That should help you e-file your W-2, BJSchickling63.

 

Just let me know if you have more questions about payroll and forms. I'm always here to help. Have a good one!

View solution in original post

12 Comments
QuickBooks Team

W2 E File to IRS

Good day, @BJSchickling63.

 

Welcome to the Intuit Community. I'm the right person to help you e-file your W-2 form to IRS.

 

Are you already enrolled in the electronic filing service in QuickBooks Desktop? If yes, you can proceed to the next steps. If not, here's how to set up Federal W-2s for e-file:

  1. Click Employees.
  2. Choose Payroll Center.
  3. Choose the File Forms tab.
  4. Under Other Activities, click Change Filing Method.
  5. Click Continue.
  6. Select Federal Form W-2/W-3 from the list of forms and select Edit
  7. Choose the E-file radio-button.
  8. Click Finish.
  9. Close the View Enrollments window.
  10. At the lower left of the QuickBooks Desktop Payroll Setup window, click Finish Later.

 

Here's how to e-file the W-2s:

  1. Click Employees.
  2. Choose Payroll Center.
  3. Choose the File Forms tab.
  4. Highlight Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal.
  5. Click the Create Form button.
  6. Select the employees.
  7. Enter the necessary fields.
  8. Once you're on the filing method window, make sure to select E-File Federal Forms.
  9. Enter the Phone Number and the E-mail address of your company on the login screen. We use that information to notify you about the submission process.
  10. Click Submit.

 

For more information, you can use this article as a reference: E-file W-2 and W-3 in QuickBooks Desktop.

 

That should help you e-file your W-2, BJSchickling63.

 

Just let me know if you have more questions about payroll and forms. I'm always here to help. Have a good one!

View solution in original post

Level 1

W2 E File to IRS

Thank you for your quick response. This is exactly the information we were looking for.

Level 1

W2 E File to IRS

If I printed the W-2's and I efiled both Soc Security and the Wisconsin State Dept of Revenue with Intuit, do I still need to go to the WDOR website to enter the W2 information as well?

 

Thank you

Laura

QuickBooks Team

W2 E File to IRS

Good day, Laura.

 

You no longer need to go to your state agency's website to enter the W-2 information. Since you've used our E-file feature, our system submitted the W-2 form directly to them already.

 

If you have other payroll concerns, don't hesitate to drop by anytime. 

 

Level 1

W2 E File to IRS

I have followed all of these instructions.  I am set up to efile in the payroll settings.  but when I click submit form and finish......nothing happens.  What's wrong?

QuickBooks Team

W2 E File to IRS

Hi there, @PHB CPAs,

 

Thanks for following this thread. I'd want to make sure you're able to e-file your W2's.  

 

To e-file in QuickBooks Desktop Payroll, ensure that you're using a supported version of QuickBooks, an internet connection, and the most recent payroll update.

 

If you're all set with this and have hit the Submit button, check the filing status in your Online Payroll account. If it displays "Submitted" or "In Progress, then you're good to go. If it isn't, I'd appreciate it if you can tell me what's your filing status now? Also, have you received an error code/message when you click submit? Any additional information about your concern would be of great help for me to research on this matter. 

 

Additionally, some states require to send the copy 1 of form W-2 to the employee's tax agency with the annual return. Check out this help article: E-file your state W-2s with Quickbooks Desktop Payroll Enhanced. It has lists of states that require specific W-2 and annual return filing information and its instructions. 

 

I'll be looking forward to hearing again from you. Feel free to message again and we're always around to guide you. 

Level 2

W2 E File to IRS

Due to the fact that we have payroll totaling over 10,000,000, we have to do our payroll in batches.  Is there any way to still efile though we aer having to do it in batches?

QuickBooks Team

W2 E File to IRS

Regardless of how you process payroll, you should be able to Efile all your employee's tax forms at once, cmadis01. 

 

Though, having a large volume of payroll data my trigger latency in completing the whole process. To maintain your best electronic service experience, make sure to acquire the following requirements:

 

  • An Enhanced Payroll subscription
  • A supported version of QuickBooks Desktop
  • An internet connection
  • The most recent payroll update

Check this out to learn more about this service: Understanding the E-File and E-Pay services.

 

Drop by again here if there's anything else you'd like to ask. 

Level 2

W2 E File to IRS

The problem is that QB Payroll doesn't allow for more than $9,999,999.99 worth of payroll. It stops there and since we have more, it seems that we have to batch.  I really need some help with this.

QuickBooks Team

W2 E File to IRS

Hey there, @cmadis01. Thanks for updating us.

 

As my colleague previously mentioned, you will still be able to E-File Tax Forms via QuickBooks in one form based on your payroll. That being said, there is a limitation to the amount of payroll you can process at one time. You will need to continue to do your payroll in batches at this time.

 

Please reach out if there's anything else I can do to help, I'm determined to be your number one resource for QuickBooks Desktop Payroll. Have a great day!

Level 2

W2 E File to IRS

Interesting - so are you saying that I can efile even though the W3 does not properly represent the dollar amount of payroll in our system, but it will still be efiled properly?

QuickBooks Team

W2 E File to IRS

Hello cmadis01,

 

If you electronically file your W-2 forms in QuickBooks, you'll no longer need to submit a W-3 form. The SSA will just create the W-3 data based on the W-2 forms you send. We've stated this in the article about filing W-2 forms. The Where are the W-3 forms? section. This is also stated in the first item of the list of helpful hints from the SSA website.

 

Please continue posting on this thread if you have some follow-up questions about filing W-2 forms.

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