The E-File service lets you electronically file your W-2, 941, and 1099 information to state and federal agencies. In just a few steps, you can submit your information and email your employees or vendors so they can access their W-2s or 1099s online.
Benefits
- Save time by electronically filing W-2, 941, and 1099 information with the appropriate Federal agency (IRS or SSA).
- Print and mail copies of forms to employees or vendors via U.S. Postal Service First Class mail.
- Email employees or vendors a link to access their W-2s or 1099s online.
- Provide fulfillment according to each state's required method of filing.
- Bundle services together for cost savings.
Payroll - W-2 E-File
Select the E-File option when you run W-2s, and click Run Report. A screen displays informing you that you will be redirected to manage your e-filing, and Financials automatically opens the E-File website in a pop-up window. You can then log in if you already have an account, click the Forgot Password link if you have forgotten your password, or click the Create Account link to create a new account. You need to create an account if this is your first time using E-File.
Note: Enable pop-ups on your Financials site if the E-File window does not display.
After creating an account, you can select the services you want, select the records you wish to file, proceed through the State Reconciliation process (if applicable), and submit payment.
Forgot Password
Click the Forgot Password link if you need to reset your password. Enter your email address and click Send Me My Password. This email address must be the same one you used when you first registered with E-File.
Create New Account
Click the Create Account link to access the User Information page. Fill out the form (fields with asterisks are required), then click Confirm to create your account, or click the Cancel link to return to the main E-File screen.
The Confirm Information page lets you review all your account information before creating your account.
Click Edit to change your contact information, or click Create Account to finalize the creation of the account.
Note: To change your email address or password, finish creating your account, then go to the Manage Account section described later in this article.
Forms in Progress - Select Services
On the left side of the Forms in Progress page, you can select the Bundle or à la carte services that you want. Click the blue question mark icon by any option to see exactly what you get with the service.
The Bundles let you take advantage of all the E-File options. The only difference between the bundles is that one includes State E-Filing and the other does not. Both bundles submit your Federal returns electronically, send W-2s to your employees, and give you the option of emailing links for online W-2 retrieval. The à la carte services let you select only the services you are interested in.
Note: The bundles are discounted. Selecting all à la carte service options results in a higher cost.
The Subtotal shows your total cost based on the selected services and the number of employees you selected to file for. Click Price List for more information.
Forms in Progress - Select Records
The grid displays a header for each Payer (Company) that you have exported to E-File. In the grid, remove the check from any employee you do not want to electronically file for. In the State Filing column, the employee record's state abbreviation (if any) is displayed. If you are not filing state taxes, the state abbreviation is grayed out with no check mark. The Recipient Copy column has a check if you are using that service.
Note: There is no state W-2 for California or Oklahoma, so they do not show up in the State Filing column.
Click Unselect All to deselect all employees. When ready to move forward, click Next.
Note: A check in a column means that you are selecting to perform that service. A folder icon in a column means that particular service has already been performed for that employee.
If you click Next without selecting a service option that includes state filing and you have at least one employee in the grid that pays state taxes, you receive the following message:
Click Cancel to go back and change your service selection, or click OK to move forward in the process.
State Reconciliation
You are prompted to fill out and confirm state reconciliation forms for any states you have selected that require them. State Reconciliation forms are not required for the following states: Arkansas, California, Colorado, Delaware, Washington DC, Illinois, Indiana, Kentucky, Maine, Massachusetts, Michigan, Minnesota, Mississippi, New Mexico, North Dakota, Oklahoma, Oregon, South Carolina, and West Virginia. Click Next when finished to continue the process.
Tip: Click the Help icon to view IRS help documentation regarding any line for which you have a question.
Submit Forms - Review Cart
On the Submit Forms screen, you can review your selections before moving on. The grid displays a header for each Payer (Company) that you have exported to E-File. For each employee, the grid displays a check in the column for the services that apply to that record. The column does not contain a check if you are not using that particular service (for example, Recipient Copy).
From this screen, you can:
- Click Preview Forms to download a PDF preview of your W-2 forms.
- Click Summary Report to download the report in PDF form. The Summary Report summarizes all forms currently in your forms cart or in your submitted forms section. The reports are separated by Payer (Company) and Form Type.
- Click Detail Report to download a report in comma-separated values (.csv) format, which opens in Microsoft Excel. This report contains all details for the forms you are submitting.
- Click Remove Payer to confirm whether you want to delete the payer/company from Submit Forms or move it back to the Forms in Progress page. Make your selection and click OK.
- Click Add/Edit Emails to verify or edit the email addresses of employees to whom you want to send a link to their W-2s. If the employees have an email address in Financials, it is automatically uploaded.
Enter your Promo Code if applicable and click Apply Code to update the TOTAL.
Click Next to move forward in the process.
Submit Forms - Payment Details
Enter your payment details in the fields provided, then click Next.
Submit Forms - Review & Confirm
On the left side of the screen, review your Cart, including the name of your payers (companies) and the total amount. Click Edit Cart to return to the Review Cart screen.
On the right side of the screen, review your Payment Details. Click Edit Payment Details to return to the Payment Details screen.
You can review the Electronic Filing Terms & Conditions and License Agreement by clicking the appropriate link at the bottom of the screen. Click Previous to return to Payment Details, or click Confirm & Submit to submit your payment and continue.
Filing Complete
A summary of your completed process is displayed along with a Confirmation #. You also receive an email confirmation. For those using the email service, any employees for whom you specified an email address receive a link to access an online copy of their W-2s.
In the What We Do For You section, E-File breaks down what is going to take place automatically now that you have finalized your submission. Click the More Info links for more information on each item. You can also view or print the Summary Report.
In the What You Are Responsible For section, E-File breaks down your responsibilities now that you have completed the electronic filing process.
From this screen, you can:
- Print Page: Prints the confirmation page.
- Print Forms: Accesses the Form Filing History page (see Form Filing History later in this article).
- Print Receipt: Downloads a PDF receipt of your paid services provided by E-File.
When finished, click Return To Your Filing Home.
Payroll - 941 E-File
Select the E-File option when you run 941s. This option is on the Options tab. Click Run Report. A screen displays informing you that you will be redirected to manage your e-filing, and the program opens the E-File website in a pop-up window. Many of the steps are the same as when processing W-2s. Refer to the Payroll - W-2 section above for assistance with Forgot Password, Create Account, and Add/Edit Recipient Emails.
Note: Enable pop-ups on your Financials site, or the E-File window will not display.
Forms in Progress - Select Services
On the left side of the Forms in Progress page, you can select Federal E-Filing for your 941. Click the blue question mark icon by any option to see exactly what you get with the service.
The Subtotal shows your total cost based on the selected service. Click Price List for more information.
Federal E-Filing is your only option for E-Filing the 941.
Forms in Progress - Select Payer
The grid displays a header for each Payer (Company) that you have exported to E-File. In the grid, remove the check from any payer you do not want to electronically file with.
Click Unselect All to deselect all payers. When ready to move forward, click Edit/View.
Note: A check in a column means that you are selecting to perform that service. A folder icon in a column means that particular service has already been performed for that payer.
Forms in Progress - Employer or Reporting Agent
If you are an Employer, click I'm an Employer With a PIN or I Need a PIN, as applicable. If you are a Reporting Agent, click I'm a Reporting Agent.
- I'm an Employer With a PIN: Takes you to a screen where you can verify your information and enter and confirm your PIN. Click Continue to move forward, or click Cancel to return to Your Filing Home.
- I Need a PIN: Takes you to a screen where you can request a PIN using an online form. Allow 45 days for the PIN Registration Process. You will receive the PIN via US Mail within 7-10 days after the PIN Registration Process is complete. After receiving a PIN, you have 10 days to sign and return a statement acknowledging receipt of the PIN before it is activated for use.
- I'm a Reporting Agent: Takes you to a screen where you must check a box confirming you are a reporting agent and have filed the 8655 form with the IRS. You must also enter your PIN and Electronic Filer Identification Number (EFIN).
941/Schedule B
When prompted to select a period, make your quarter selection and click Continue.
Fill out the 941 form. Click the Help icon next to any line you have a question about to view IRS help documentation. The form has three tabs: Data Entry Pg. 1, Data Entry Pg. 2, and Data Entry Sch. B. You can also click Edit Quarter to change the quarter on which you are reporting. The Edit Signature Info button lets you edit the information about the person preparing or submitting the 941.
Note: If you change the signature info, you must re-enter and confirm your PIN.
Click Next after making sure the information on all three pages is correct. This returns you to the Forms In Progress page, where you can click Next to continue filing your 941.
Submit Forms - Review Cart
On the Submit Forms screen, you can review your selections before moving on. The grid displays a header for each Payer (Company) that you have exported to E-File. For each Payer, the grid displays a check in the column for the services that apply to that company.
From this screen, you can:
- Click Preview Forms to download a PDF preview of your 941 report.
- Click Detail Report to download a report in comma-separated values (.csv) format, which opens in Microsoft Excel. This report contains all details for the forms you are submitting.
- Click Remove Payer to confirm that you want to delete all of your submissions from that Payer (Company), or continue without deleting. Make your selection and click OK.
If you have a Promo Code, enter it here and click Apply Code.
Click Next to move forward in the process.
Submit Forms - Payment Details
Enter your payment details in the fields provided, then click Next.
Submit Forms - Review & Confirm
On the left side of the screen, review your Cart including the name of your payers (companies) and the total amount. Click Edit Cart to return to the Review Cart screen.
On the right side of the screen, review your Payment Details. Click Edit Payment Details to return to the Payment Details screen.
You can review the Electronic Filing Terms & Conditions and License Agreement by clicking the appropriate link at the bottom of the screen. Click Previous to return to Payment Details, or click Confirm & Submit to submit your payment and continue.
Filing Complete
A summary of your completed process is displayed along with a Confirmation #. You also receive an email confirmation.
In the What We Do For You section, E-File breaks down what is going to take place automatically now that you have finalized your submission. Click the More Info links for more information on each item.
In the What You Are Responsible For section, E-File breaks down your responsibilities now that you have completed the electronic filing process.
From this screen, you can:
- Print Page: Prints the confirmation page.
- Print Forms: Accesses the Form Filing History page (see Form Filing History later in this article).
- Print Receipt: Downloads a PDF receipt of your paid services provided by E-File.
When finished, click Return To Your Filing Home.
Accounts Payable - 1099 E-File
Select the E-File option when you run 1099s. Click Run Report, and the program opens a pop-up window that takes you to the E-File website. Many of the steps are the same as when processing W-2s. Refer to the Payroll - W-2 section above for assistance with Forgot Password, Create Account, and Add/Edit Recipient Emails.
Note: Enable pop-ups on your Financials site, or the E-File window will not display.
Forms in Progress - Select Services
On the left side of the Forms in Progress page, you can select the Bundle or à la carte services that you want. Click the blue question mark icon by any option to see exactly what you get with that bundle or service.
The Bundle lets you take advantage of all of the E-File options. The bundle electronically submits your Federal 1099s, sends 1099s to your vendors, and gives you the option to email links for online 1099 retrieval. The à la carte services let you select only the services you are interested in.
Note: The bundle is discounted. Selecting to do part of the process à la carte and then coming back later for the other part results in a higher cost.
The Subtotal shows your total cost based on the selected services and the number of vendors you selected to file for. Click Price List for more information.
Forms in Progress - Select Records
The grid displays a header for each Payer (Company) that you have exported to E-File. In the grid, remove the check from any vendor you do not want to file electronically for. The Recipient Copy column has a check if you are using that service.
Click Unselect All to deselect all vendors. When ready to move forward, click Next.
Note: A check in a column means that you are selecting to perform that service. A folder icon in a column means that particular service has already been performed for that vendor.
Submit Forms - Review Cart
Click Next on the Add/Edit Recipient Emails screen (for more information, see the Payroll - W-2 section above). On the Submit Forms screen, you can review your selections before moving on. The grid displays a header for each Payer (Company) that you have exported to E-File. For each vendor, the grid displays a check in the column for the services that apply to that record. The column does not contain a check if you are not using that particular service (for example, Recipient Copy).
From this screen, you can:
- Click Preview Forms to download a PDF preview of your 1099 forms.
- Click Summary Report to download a summary report in PDF form. The Summary Report summarizes all forms currently in your forms cart or in your submitted forms section. The reports are separated by Payer (Company) and Form Type.
- Click Detail Report to download a report in comma-separated values (.csv) format, which opens in Microsoft Excel. This report contains all details for the forms you are submitting.
- Click Remove Payer to confirm that you want to delete all of your submissions from that Payer (Company), or continue without deleting. Make your selection and click OK.
- Click Add/Edit Emails to add or edit email addresses for any users to whom you want to send a link to their 1099s.
If you have a Promo Code, enter it here and click Apply Code.
Click Next to move forward in the process.
Submit Forms - Payment Details
Enter your payment details in the fields provided, then click Next.
Submit Forms - Review & Confirm
On the left side of the screen, review your Cart, including the name of your payers (companies) and the total amount. Click Edit Cart to return to the Review Cart screen.
On the right side of the screen, review your Payment Details. Click Edit Payment Details to return to the Payment Details screen.
You can review the Electronic Filing Terms & Conditions and License Agreement by clicking the appropriate link at the bottom of the screen. Click Previous to return to Payment Details, or click Confirm & Submit to submit your payment and continue.
Filing Complete
A summary of your completed process is displayed along with a Confirmation #. You also receive an email confirmation. For those using the email service, any users for whom you specified an email address receive a link to access an online copy of their 1099s.
In the What We Do For You section, E-File breaks down what is going to take place automatically now that you have finalized your submission. Click the More Info links for more information on each item. You can also view or print the Summary Report.
In the What You Are Responsible For section, E-File breaks down your responsibilities now that you have completed the electronic filing process.
From this screen, you can:
- Print Page: Prints the confirmation page.
- Print Forms: Accesses the Form Filing History page (see Form Filing History later in this article).
- Print Receipt: Downloads a PDF receipt of your paid services provided by E-File.
When finished, click Return To Your Filing Home.
Filing Home
The Your Filing Home page lets you view which part of the process you are in (in case your progress was interrupted) and access Form Filing History. Any messages are listed in the Message Center.
Form Filing History
The Form Filing History page displays all of your E-File history broken down by calendar year. For each listing, the grid displays the confirmation number, submission date, and the type of submitted form. From this page, you can check the status of any previous filings, view and print forms, and email recipients.
Note: For W-2 filing, if you have some employees who had state forms to file and some who did not, you have two listings and two confirmation numbers in the grid.
Form Filing History - Check Status
Click the Clock icon on the Form Filing History page to access the Check Status screen. The current status of each service you purchased is displayed in the grid.
The names of your employees or vendors, along with the forms submitted for them, are listed below the grid. Click the Return to Form Filing History link to return to the Form Filing History screen.
Form Filing History - View and Print Forms
Click the Print icon on the Form Filing History page to access the View and Print Forms screen. Select the employees or vendors for whom you want to print forms. Click Unselect All to deselect all individuals in the grid. Click Next when finished.
Select the Form/Reports you wish to print, then click Download to download the items you have selected.
Click the Return to View and Print Forms link to return to the previous screen, then click the Return to Form Filing History link to return to Form Filing History.
Form Filing History - Email Recipients
Click the Mail icon on the Form Filing History page to access the Email Recipients screen. For any employees or vendors in the grid, enter an email address in the field provided and click Send Email to send them a link to access their W-2 or 1099 forms online.
Note: If you previously entered email addresses for your employees or vendors this year during the submission process, they are automatically populated in this grid.
Additional Information
Click the How It Works link at the top of the page for an overview of the process and pricing. You can also access Help and Manage Account.
Help
Click the Help link at the top of the page to access the Contact Us and Technical Support screen. Click the Frequently Asked Questions & Answers link for answers to common questions about E-File services. The Knowledgebase of Answers link lets you access help with technical issues. You can also view the License Agreement.
Fill out the form on the right side of the page and click Submit if you are unable to find the answer to your question. We will reply by email as soon as possible.
Manage Account
The Manage Account link takes you to a screen with three options:
- Update Password: Enter your Current Password, then enter your new password in the New Password and Confirm Password fields. Click Update to change your password, or click Cancel to return to the Manage Account screen.
- Update Email Address: Your Current Email Address is displayed. Enter your new email address in the New Email Address and Confirm Email Address fields. Click Update to change your email address, or click Cancel to return to the Manage Account screen.
- Update Account Information: Update your information, then click Update to save your changes, or click Cancel to return to the Manage Account screen.
Note: Passwords must be at least eight characters.
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