Electronically File Your W-2s

Before you can do this, make sure you have set up an account.

If you use Payroll, you can electronically file a copy of your W-2s to the IRS.

  1. On the Transactions tab, click End of Period > Tax E-File.
  2. Click the E-File Tax Forms tab.
  3. Under Select Employer, select the employer whose W-2s you want to file.
  4. We recommend testing totals before filing. Beside W-2 E-File, click Run Yearly Test Totals.
  5. Click W-2 E-File.
    Note: You must select a W-3 Kind of Employer in the Tax Options section of the Employer window before you can continue.
  6. If you want to print information in Box 14 of the W-2, enter the account numbers to look for in the employee's QTD & YTD totals. For each account, enter a description of what you want printed on the W-2 next to the YTD amount.
  7. Click Save.
  8. The Report wizard displays. If you want to preview or print your W-2s before e-filing, click Preview Report or Print Now.
  9. Once you exit the report wizard, you can continue the e-filing process by clicking Yes. A webpage loads in your Internet browser.
  10. A list of employees who receive a W-2 displays. By default, the W-2 is selected for e-filing. If you do not want to file a particular W-2, clear the checkbox.
  11. Under Services, select a filing option. If you are unsure which option to select, click the question mark icon.
  12. To pay to e-file the W-2s, click Add to Cart. All selected W-2s are added to your cart. If you need to e-file multiple forms, you can wait until all items are in your cart before paying.
    Note: At any point, in Ledger/Payroll, click Launch the Dashboard to view forms you have started but not yet submitted to the IRS.
  13. Review the items in your cart. At this point, you can view reports of the information you are about to file. Do this to double-check names, amounts, and other information. Click Reconciliation Report or Summary Report.
  14. Click Next, enter your payment information, and click Next.
  15. Select to accept the terms, and click Confirm & Submit.

Once you confirm and submit your payment information, the form is e-filed with the IRS.