State EFW2 and 499R-2 Workfiles

You can use electronic filing to report year-end information to state governments, including Puerto Rico. Some states require that year-end information be reported on electronic filing if the total number of forms for a company exceeds a specified number for the year.

Many states accept year-end information in the same format as the federal government. For these states, you can submit a copy of the federal W-2 electronic filing to the state.

For more information about state electronic filing requirements, contact the state IRS office.

To create state W-2 or 499R-2 electronic filing workfiles (F07865xx, where xx is the state code), you first build federal W-2 electronic filing workfiles using the EFW2 format. After you have generated the federal workfile, you can process state-specific programs to create files for each state to which you must report. To create a workfile for 499R-2s, you process program R897869PR after creating the federal workfile.

After you create federal and state workfiles, you can copy them to an accepted type of media, if appropriate for that state. You then send them to the appropriate taxing authority. Alternatively, you can electronically submit the workfile to the state taxing authority. For information about transmitting electronic filing workfiles, contact the system administrator.

Note:

The postal codes, or Federal Information Processing Standard (FIPS) codes, are noted in the second description of user-defined code (UDC) table 06/SC.

Additionally, Puerto Rico now requires that the Social Security number of an employee's spouse be printed on the 499R-2 form. For the system to print this information correctly, the employee's spouse must be set up in the Dependent/Beneficiary Entry program (P08901). Additionally, you must verify that the UDC table 08/RL contains codes H (husband) and W (wife).

Also, if you want the State EFW2 to run locally, verify that the electronic filing program for that state and B0701420 are mapped locally. Contact your system administrator for assistance.