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

by Intuit Updated 5 months ago

Learn how to send your state W-2s to your state agency using QuickBooks Desktop Payroll Enhanced.

Depending on your state, you can either create your W-2s and upload Copy 1 directly to your state agency, or file them electronically with QuickBooks Desktop Payroll Enhanced.

Do you have a different payroll product?
If you use a different QuickBooks Payroll service, your state W-2s are automatically sent to the state when your Federal W-2s are filed.

Note: Not sure which payroll service you have? Here's how to find your payroll service.

If you're in any of the states listed here

ArizonaKansasMississippiRhode Island
ArkansasKentuckyMissouriSouth Carolina
ConnecticutMaineNew MexicoWest Virginia
District of ColumbiaMassachusettsOklahoma

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Step 1: Create your W-2s to send to your state

Follow these steps for creating the file you'll send to the state.

  1. Select Employees, then Payroll Tax Forms & W-2s, and then create State W-2 E-file.
  2. Select Continue twice.
  3. Select your state from the dropdown, then select Get QuickBooks Data.
  4. Select OK. If you need to, fix any errors or add missing info.
  5. Select the Add-Ins tab to locate the QuickBooks Payroll State W-2 dropdown and choose 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.
  9. Select Next until you reach the End of Interview.
  10. Choose Create W-2 File, then select OK.
  11. Select Yes to save the Excel workbook for your records.

Step 2: Go to your state agency website

Open a web browser and go to your state agency website. If you need help finding your state agency website, see our Payroll Tax Compliance Links.

Step 3: Upload your state W-2s

Once you’re on your state agency website, follow their instructions to upload your file. Some states have specific file requirements, so make sure your W-2 file meets them.

If you're in any of the states listed here

GeorgiaIndianaNorth CarolinaWisconsin
IllinoisNew JerseyVirginia

You can electronically file your W-2s through QuickBooks.

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

If you're in California or New York

You don’t need to file a separate state W-2. It’s included with your Federal W-2 file.

If you're in any of the states listed here

AlaskaNew HampshireTexas
FloridaSouth DakotaWashington

You don’t need to file any state W-2s, as your state doesn’t have any state withholding tax.

QuickBooks Payroll Enhanced

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