W-2 efiling

When the W-2's are e-filed, are they also transmitted to the state? I'm in NJ. 

Hello there, @WendyAmramp.

When you e-file your federal W-2s through QuickBooks Desktop (QBDT) Payroll, your state forms won't automatically be transmitted. The state of New Jersey (NJ) requires you to electronically file your state W-2s directly to their website. You can check out this article for the complete instructions: Specifications for Reporting W-2 Information via Electronic Filing (page 3).

You'll first need to generate the W-2 report in QBDT. But before doing so, please make sure to download the latest payroll tax table. Whenever you're ready, here's how:

1. Go to the Employees menu.
2. Choose Payroll Tax Forms & W-2's.
3. Select Tax Form Worksheets in Excel.
4. Click Annual W-2/W3.
5. Select Last Year in the Dates section.
6. Click Create Report.

I'm also adding this article to ensure you comply with the state payroll tax regulations: New Jersey Payroll Tax Compliance. It includes details about tax forms, withholdings, unemployment, and e-file/pay information, to name a few.

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

Thanks for joining this thread and for sharing some clarifications with us, @Anonymous.

Allow me to chime in and share some insights in acquiring your PIN to E-file your W-2.

Once you enroll in IRS to E-file your federal forms and W-2, the agency will send you a unique 10-digit pin that can take up to 45days. You’ll need this PIN every time you make an e-payment. For more details about this, you can refer to this article: Set up your Federal Forms 940, 941 and 944 for e-file in QuickBooks Desktop.

If the 45-day timeframe has elapsed, I suggest contacting the IRS to follow up on your unique 10-digit PIN.

When everything is all good, you can follow the steps shared by my colleague above in e-filing your W-2. You can also check this article for more details: E-file Federal W-2 Forms.

Additionally, you can utilize this link for guidance in case you need to print your W-2 in QuickBooks Desktop (QBDT): Print W-2 and W-3 forms.

Know that you’re always welcome to post a reply in this thread if you have other questions about e-filing your W-2s. I’ll be around ready to help you. Have a good one and keep safe!

It sounds like you are saying when the W2's are electronically filed, they are going to the IRS first and then to the SSA?   We have always mailed paper copies to the SSA and never anything sent to the IRS - at least from us.

Thanks for joining this thread and sharing your concern in QuickBooks, @HEB2.

Allow me to chime in and share some insights about your concern. As mentioned by MonicaM3 once you submit your W-2 electronically it will be sent to the SSA and IRS. That said, it will not send to the first, and all the information will be the same.

When you submit your W-2 forms electronically through your QuickBooks Desktop Payroll account, Copy A and W-3 forms are included in the electronic file. Also, here's a breakdown of which copies go to the agency, to the employee, and to the employer:

• Copy A - Social Security Administration (SSA)
• Copy B - Employee (filed with employee's federal tax return)
• Copy C - Employee (copy for employee's records)
• Copy D - Employer (copy for your records)
• Copy 1 - State, City, or Local tax department
• Copy 2 - Employee (filed with employee's state, city, or local tax return)

I also recommend you check the following articles about how to check the status of your filing on the status page, how your employees receive W-2 and guidelines in preparation for the year-end: 

• W-2 General form and filing information
• E-file Federal W-2 Forms
• Year-end checklist for QuickBooks Desktop Payroll

If there's anything else that I can help you with, please let me know by leaving any comments below. I'll be here to lend a hand. Have a good one, @HEB2.