Oregon is requiring employers with over 250 employees for the year to electronically file W-2's beginning with the 2009 reporting year. Will QuickBooks be able to support that? More info @ https://secure.dor.state.or.us...
We are investigating a solution for e-Filing State W-2's. I'll post an update here when there is news.
This new rule also effects ALL payroll services large and small.
All Oregon payroll service providers are required to file W2s electronically for 2009. There must be a lot of accountants using QB who provide this service for clients. Surely Intuit is working to give us a solution before the deadline -- there is a stiff failure to file penalty. Does anybody know any 3rd party software companies that can take a QB payroll file and create the W2 electronically for transmittal to Oregon?
Spent 1 hour with QB (proadvisor) technical support and learned the following. If you go into Employees; Payroll Tax Forms & W-2s; you will see a new option called Create State W-2 File (Beta). You will see a number of states listed. Unfortunately Oregon is not one of the states listed. The representative I spoke to said that she would kick this item into the emerging issues process. I have faith that with all the QB payroll users in Oregon this issue will be resolved before the filing deadline.
QB has come through for us. This morning I checked and there are now many more states for W-2 e-file, including Oregon. Thank you QB. I will be checking it out this morning to make sure it works correctly.
Using QuickBooks 2007 – 2010 you can now create an EFW2 file for tax year 2009. This feature is available to Enhanced Payroll subscribers and works with 32 states for e-filing W-2s. This includes almost all states that have an e-Filing requirement and some that don’t.
These States are supported:
AL, AR, AZ, CO, CT, DC, DE, GA, ID, KS, KY, LA, MA, MD, MI, MN, MO, MS, MT, NC, ND, NE, NM, OH, OR, PA, RI, SC, UT, VA, WI, WV
To get the tax year 2009 version of this feature select Get Payroll Updates from the Employees menu and then restart QuickBooks. After restarting, pick Employees | Payroll Tax forms & W-2s | Create State W-2 E-file from the QuickBooks menu to launch the feature.
On a related matter, I posed the following question to the Seattle SSA Employer Liaison Officer:
Since we have the electronic W-2 file for Oregon, I wondered if I could use the same file for filing with the SSA. This way I do not have to mail the paper W-2s to the SSA. I am signed up with BSO and ran a test file with about 40 employees through the 2009 Accuwage software provided by the SSA. Accuwage reported no errors. This is encouraging and leaves me with the question: can I file electronically to the SSA using the Oregon file?
Here is what he answered:
Oregon is using SSA’s standard electronic W2 file format for its resumed state reporting, so the same file that you send to SSA should work for Oregon. You were wise to use the AccuWage test utility to confirm that the W2 file your software generated meets SSA standards. This positive result tells you that we will be able to process the W2 file.
We are accepting 2009 W2 file submissions now, but you have until 3/31/10 to submit the electronic 2009 W2 file.
I have started using the Oregon W-2 efile, but it is not processing the S-corp Medical Plan ( for 2% shareholders) correctly. The excel file that is created shows the amount deducted from the gross wages in the federal column. The state wages are shown correctly. I can manually correct the excel file by replacing the fed gross wages with the correct amount, but don't know where the S-corp Medical Plan amount should go. This amount would be on line 14 of the W-2, but I don't see a column for this item in the W-2 e-file excel file. The printed W-2 in QB handles this item correctly.
I have discussed this with Pro-advisor technical support and asked them to "kick this issue upstairs". We still have time because we won't have to file these W2 for a while.
We are now working on a resolution to the S-Corp issue and the fix should be available in the next payroll update.
Im not finding this option - I have Enhanced for Accountants ... I live in Oregon and need to efile what are my options?
It is likely that you need to get the latest payroll download installed and then go out of QuickBooks and back into it. This enhancement came out later in the month last month.
Then look under Employees: Payroll Tax Forms & W-2's. It should be the second item in that sub-menu, right under 'Process Payroll Forms'
