Learn how to transmit your W-2 forms to states.

1. Go to Transmit > Transmit on the side menu.
2. Click Create transmittal files.
3. In the State forms section, select W-2 State Originals.
4. Select data to transmit.
   1. Select which forms to transmit.

      Payers and forms

      All payers and forms are selected by default. If you don't want to include a payer or form, click the Arrow icon and clear the checkbox.

      Include forms with errors

      We recommend fixing errors in your data before transmitting. If you want to ignore errors in your data and transmit the forms anyway, select this checkbox.

      Note: If selected, forms with errors and forms whose recipient has errors will be transmitted.

   2. Download reports.

      • Click Forms included in transmit to download an Excel file with all the records included in the transmittal. The records match the criteria you selected in the Data selection section.

      • Click Payers with missing state IDs to download an Excel file that includes which payers are missing state IDs. Read the article on adding a payer for more details on state IDs.

   3. If you are transmitting to Idaho, Maryland, or West Virginia, you may need to add their annual withholding reconciliation forms.
5. Click the Edit icon to review your W-2 output settings.

   W-2 employment code

   Select the code that identifies the type of employer.

   • A: Agricultural employers (Form 943).

   • X: Railroad employers (CT-1).

   • R: Regular employers (Form 941). This is the default option and most common employment code. It covers payroll employers and all others not covered by the other specific codes.

   • Q: Government employers reporting employees who have wages subject to Medicare tax only, not Social Security (Form 941).

   • M: Military employers filing Form 941 for full-time active duty service members whose wages are covered by Social Security.

   • H: Household employers who file Schedule H with their personal tax return.

   • F: Small employers who file Form 944 annually instead of Form 941 quarterly.

   Common pay agent

   If your organization is a pay agent, or reporting agent, who is authorized to file W-2 forms on behalf of one or more employers, select your common pay agent code.

   • 2678 Agent: Your organization is a Certified Professional Employer Organization (CPEO) that has been certified by the IRS to file W-2s under your own EIN, not the client's.

   • Common Paymaster: Your organization acts as the paymaster and pays wages for multiple related corporations that share the same employees.

   • 3504 Agent: Your organization is a payroll service provider that files W-2s under the client's EIN.

   Mark W-2 records as resubmitted

   Select this if the IRS rejected an earlier W-2 transmittal and you need to replace it.

   W-2 third-party sick pay participation

   Select this if your organization participates in this program.

6. Click the Arrow icon next to W-2 Control Totals to expand the section and review your control totals.

   • Control totals typically include the sum of all payment amounts and withholding amounts and the total number of forms being transmitted. The control totals are based on the criteria you selected in the Data selection section.

   • In the control totals section, there are control totals for every field and every state, with states displayed in separate rows. Each state requires a separate transmittal file. If there are three state rows, you will have three transmittal files. Scroll to the right to view all columns.

   Tip: If the Refresh control totals button is enabled, the displayed control totals displayed are outdated. Click this button to get the most recent control totals.
7. If the control totals look accurate, click Create transmittal file.
8. On the pop-up, enter a person's name, email, and phone number we can contact if the filing fails. Then click Confirm transmit to finish creating your state transmittal files.