Upload W2's to Maryland's new web portal

Uploading W-2 forms to state agencies is important to ensure that employees' income and tax withholdings are reported accurately to the state, @elainetc. I'd be glad to help you accomplish this process.

When you encounter the "file extension is incorrect" error while trying to upload your W-2 files to the Maryland Tax Connect portal, it generally indicates that the file format or extension isn't supported by your state portal.

Before creating the proper file format for your W-2s, let's update your tax table first. This crucial step guarantees that you remain compliant with both federal and state tax regulations, minimizing the possibility of errors in your filings:

1. Go to the Employees tab and select Get Payroll Updates.
   
   
   
   
2. To identify if the number next to You are using tax table version is the correct version, see the latest payroll news and updates.
3. Also, you can select Payroll Update Info to find more details on your tax table version.
4. To get the latest tax table, select Download Entire Payroll Update. Then select Update.
   
   
   

If you encounter errors when you update the payroll tax table, please check this resource for complete guidance: Get the latest tax table update in QuickBooks Desktop Payroll.

After successfully updating your payroll tax table, we can now proceed with creating accurate W-2 forms through the program. The file extension you're creating should be a .txt. It is an EFW2 file, also referred to as a W2REPORT file, which is the one you'll submit to your state portal.

Additionally, you can contact the state agency to gather more information regarding the file extensions they accept. This will help confirm that your submissions meet their specific requirements and streamline your filing process.

Learn the steps to take if you or one of your employees identify an error on the W-2 form or the W-3 summary. The course of action will depend on your payroll service and whether the W-2s and W-3s have already been submitted. In some cases, you may be able to correct the mistake yourself, while in others, we can assist you in making the necessary adjustments to ensure accuracy.

Uploading the correct file extension will facilitate smooth filing processes and we'll make sure you'll achieve this. Do you still require further questions about managing your W-2s? Kindly leave a reply below, so I can provide you the assistance you deserve.

I am using the latest version 22501.  I am still getting the same error message when trying to upload the file.

Hi there, @elainetc.

I appreciate your effort to return to this forum for updates after my colleague's response. Since you're getting the same error after verifying the file extension downloaded from QuickBooks Desktop (QBDT), I suggest troubleshooting your company file to identify any data problem that has made it unsupported.

We can start by performing the Verify and Rebuild Data function that assists users in maintaining the integrity of their data files. This option is essential when users encounter data issues or suspect data corruption. Before that, please back up your company file. Then, proceed with the steps below: 

Verify Data:

1. Press the File menu.
2. Choose Utilities from the drop-down option.
3. Select Verify Data.
4. Tap Ok to continue.

Rebuild Data:

1. Click the File tab at the top.
2. Select Utilities from the drop-down option.
3. Choose Rebuild Data.
4. Click Ok on Rebuild has completed.

However, if you still experience the same issue afterward, you can contact your state agency to confirm what file type their website is accepting or whether there is ongoing maintenance regarding filing through their website.

Additionally, if your employees have registered for QuickBooks Workforce, they can access copies B, C, and 2 of their W-2 forms by January 31st. Moreover, historical tax forms have been available for the past two years. For more detailed information, please refer to this article: View and print your W-2s in QuickBooks Workforce.

To learn more about how your employees can access their pay stubs and W-2s, see the following guide: Invite your employees to QuickBooks Workforce to see pay stubs and W-2s if you use QuickBooks Deskto....

I've included some resources that tackle processing federal and state forms, including the status of your tax payments: 

• E-file and e-pay state forms and taxes
• E-file and e-pay federal forms and taxes
• Check the status of your payroll tax payments or filings sent through QuickBooks Payroll

Feel free to reach out to me again if you have additional concerns about filing your W-2s and other payroll forms, @elainetc. I'm always around the corner to lend a hand for help.