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12373: W2 State e-Filing in CWU


CWU States Generally

CWU: W2 State e-Filing in CWU

For some states that permit it, CWU includes a state W2 e-file option that is separate from the federal e-file process. State e-filing is available for W2s created under the Payroll function, Live or ATF, as well as for W2s created on the fly.

The current state e-file list (06/08/2016) appears in the table below. State W2s are not e-filed when you e-file federal W2s. They are e-filed separately to the appropriate state agency. You must first visit the state agency site and register to e-file before you can upload one of the state files listed below.

  • Your computer must be set to display all file name extensions, or a reject may result when you upload a state file for which the state requires a file name extension. To make this adjustment, see KB article "Set Your Computer to Display All File Name Extensions (CWU)" in Related Links at the bottom of this page.
  • Caution: Don't upload the federal W2 file to a state.
    • When you create a W2 upload file, you create both a federal and a state file (for the states listed below). A pop-up like this advises you of the federal file name and path, which is different from the state file name and path:
           
    • There is no pop-up for the state file. The state upload file names and locations are shown in the table below.

The report created for state e-filing is saved in folder C:\CWU20YY\Clients\[Client ID]\XX_W2Report (where “XX” is the state code) and named W2Report. It meets the state specification for electronic submission. To e-file a state W2 report, log in to the appropriate state site and follow instructions to upload the report.

The CWU setup for the State W2 electronic submission can vary from state to state. The table below shows setup for the individual states. Other states may be added as state information becomes available for programming. For information about preparing a state W2 report for e-filing, see "Generate and E-file W2/W3 Using Payroll Function (CWU)" in Related Links at the bottom of this page.

Summary of states for which W2 e-filing is enabled in CWU
Note: CWU does not print state-specific W2 or W3 forms,
but some states will accept the Federal Copy 1 W2 and the Federal W-3.

CWU e-files W-2s to these states.

You must complete these additional state data entry fields at
Setup > Client Information > Contact Information
CWU creates CWU e-filed state W2 satisfies state w3 requirement
This file for upload to the state Located inside this folder at C:\CWU20YY\ Clients\[ClientID]\
Alabama State Employer Account Number W2REPORT AL_W2REPORT Yes
Arizona State Employer Account Number W2REPORT AZ_W2REPORT Yes
Arkansas State Employer Account Number W2REPORT AR_W2REPORT Yes
Colorado State Employer Account Number
and
State Control Code
W2REPORT_[ClientID].TXT CO_W2REPORT Yes
Connecticut State Employer Account Number W2REPORT_[ClientID].TXT CT_W2REPORT Yes
District of Columbia No additional information needed W2REPORT.TXT DC_W2REPORT Yes
Georgia* No additional information needed W2REPORT.CSV GA_W2REPORT Yes
Illinois State Employer Account Number W2REPORT.TXT IL_W2REPORT Yes
Indiana Employer Taxpayer ID
and
Employer TIDLocation
W2REPORT.TXT IN_W2REPORT Yes
Kansas State Employer Account Number
and
State Control Code
W2REPORT.TXT KS_W2REPORT Yes
Kentucky No additional information needed W2REPORT KY_W2REPORT Yes
Louisiana State Employer Account Number W2REPORT.TXT LA_W2REPORT Yes
Maine Maine Withholding Account Number W2REPORT.TXT ME_W2REPORT Yes
Minnesota Minnesota Tax ID Number W2REPORT MN_W2REPORT Yes
Mississippi State Employer Account Number W2REPORT.TXT MS_W2REPORT Yes
Montana State Employer Account Number W2REPORT.TXT MT_W2REPORT Yes
Nebraska No additional information needed W2REPORT.TXT NE_W2REPORT Yes
New Jersey Taxpayer Identification Number W2REPORT NJ_W2REPORT No
North Carolina State Employer Account Number W2REPORT NC_W2REPORT Yes
North Dakota No additional information needed W2REPORT ND_W2REPORT Yes
Ohio State Employer Account Number
and
Employees > Employee Setup > State/Local Tax Status >
State/ Locality Information > Tax Table > Ohio >
(adds School District Code and Type fields)
W2REPORT.TXT OH_W2REPORT Yes
Oregon State Employer Account Number W2REPORT.TXT OR_W2REPORT Yes
Pennsylvania State Employer Account Number W2REPORT_[ClientID].TXT PA_W2REPORT Yes
Rhode Island State Employer Account Number W2REPORT.TXT RI_W2REPORT Yes
South Carolina State Employer Account Number W2REPORT_12.TXT SC_W2REPORT Yes
Utah No additional information needed W2REPORT UT_W2REPORT Yes
Vermont State Employer Account Number
and
State Control Number
W2REPORT.TXT VT_W2REPORT Yes
Virginia State Employer Account Number W2REPORT.TXT VA_W2REPORT Yes
West Virginia State Employer Account Number W2REPORT.TXT WV_W2REPORT Yes
Wisconsin Wisconsin Tax Account Number W2REPORT.TXT WI_W2REPORT Yes

            *GA - for information about the G-1003, see Related Links below.

Example: When a state is selected (on the Contact Information tab at Setup > Client Information) for which e-file is available, CWU displays the necessary data entry fields:


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