Guide to W-2s for 2020 taxes

If you’re in any of the states listed here: 

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

• Create the file you’ll submit to the state by following these measures.
• Employees, Payroll Tax Forms & W-2s, and State W-2 E-file are the options.
• Continue should be selected twice.
• Select Get QuickBooks Data from the dropdown menu after selecting your state.
• Choose OK. If necessary, correct any errors or add the missing information.
• Choose Start Interview from the QuickBooks Payroll State W-2 dropdown on the Add-Ins tab.
• Select the checkbox. I am aware that I must review my information and respond to the following questions. Then choose Next.
• Make a mental note of the file’s name and location. Next should be selected.
• Answer the interview questions and double-check any auto-populated details.
• Continue pressing Next until you hit the End of Interview screen.
• Select OK after selecting Create W-2 File.
• To save the Excel workbook for your documents, choose Yes.

Step 2: Go to the website of your state department: Go to the website of your state department in a web browser.

Please note that if you live in Hawaii, you must submit your W-2s to the department.

Step 3: Upload your W-2s from each territory: Follow the directions on your state agency’s website to upload your file. Make sure your W-2 file complies with any state-specific file specifications.

If you live in one of the following states: Georgia, Illinois, Indiana, Montana, North Dakota, Utah, Virginia, or Wisconsin,

QuickBooks allows you to register your W-2s electronically.

• Open the QuickBooks Desktop software.
• Employees, Payroll Tax Forms & W-2s, and Process Payroll Forms are the options.
• Pick your state worksheet from the File Forms section.
• Examine the Select Filing Period year and make any necessary changes.
• Choose OK.
• Until e-filing, fill out the W-2 worksheet and select Check for errors to ensure everything is correct.
• Select E-file when you’re finished.
• Please include your email address as well as a phone number where you can be reached.
• Choose Submit.

If you live in the state of New Jersey: To file your state W-2s, follow the instructions given by the State of New Jersey.

If you live in California, Iowa, or New York, you don’t need to file a separate W-2 for each state. It’s part of your federal W-2 file.

If you live in one of the following states: Alaska, Florida, Nevada, New Hampshire, South Dakota, Tennessee, Texas, Washington, or Wyoming,

Since your state does not have a state withholding tax, you do not need to file any state W-2s.

How to create your W-2 forms: 

• Go to Payroll Tax Forms and W-2s, then Employees.
• Select Process Payroll Forms from the drop-down menu.
• Select Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal from the File Forms section and click Create Form.
• Use the scroll bar to scroll down the list to find the type.
• If the form does not appear in the list, it may be inactive.
• Choose to Make a New Form Active from the Forms drop-down arrow to trigger the form. Choose Federal from the State drop-down arrow. Add Form after selecting the W-2 form. In the File Forms section, you should now be able to locate and choose the W-2 format.

How to submit your W-2s:

• To file by batch, go to the Process W-2s page and pick All Employees or Employee’s Last Name (choose From and To).
• In the Select Filing Period portion, select the year of the form you’re filing and click OK.
• Pick the employees you’re filing for in the Select Employees for Form W-2/W-3 window. You may also choose Mark All to pick all of the employees on the screen.
• Select E-File Federal Forms from the drop-down menu.
• On the login page, enter your company’s phone number and email address. We use your email address to inform you when the agency has approved your request.
• Submit the form.