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Tax E-File

Electronically File Your W-2s

  • Before you can do this, make sure you have set up an account.
  • You must select a W-3 Kind of Employer in the Tax Options section of the Employer window.

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 PDS Tax E-File 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.
  6. For W3 Contact Name, enter the name of the person at your church responsible for the payroll information on the W-3 form.
  7. If you want to print a description and amount in Box 14 on the W-2, enter the accounts to look for in the employee's QTD & YTD totals window. For each account, enter a description, which will display on the W-2 next to the YTD amount.
  8. We recommend you clear the checkbox for Automatically Calculate FFCRA Box 14 Amounts.
    Note: You no longer need to account for FFCRA on a day-to-day basis. The federal mandate for FFCRA paid leave and associated tax credits expired in 2021, so it's no longer an active calculation in your payroll cycles.
  9. Click Save.
  10. The Report wizard displays. If you want to preview or print your W-2s before e-filing, click Preview Report or Print Now.
    Tip: Need to include another field on the form? See the Tax Setup section for information on things like tracking employee benefits, employer benefits, and allowances for Box 12 on the W-2.
  11. Once you exit the report wizard, you can continue the e-filing process by clicking Yes. A webpage loads in your Internet browser.
  12. 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.
  13. Under Services, select a filing option. If you are unsure which option to select, click the question mark icon.
  14. 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 PDS Tax E-File Dashboard on the General Information tab to view forms you have started but not yet submitted to the IRS.
  15. 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.
  16. Click Next, enter your payment information, and click Next.
  17. 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.

Ledger Payroll

Last updated: January 16, 2026

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