Table of Contents

W-2 E-Filing: Utah

Nina Tchistiakova Updated by Nina Tchistiakova

Due date

January 31

E-filing threshold

It is mandatory to file all W2's electronically. 

Filing options

Electronic filing

Transmittal form

Two separate uploads are required. Upload W-2's to Utah through “e-file/MagMedia Create W-2/W-2C Files” Module, steps 4 and 5. Then also Upload File Form TC-941R, located in CFS Payroll System under “W-2/1099 Information Returns”.

Required file name

Any name with “.txt” at the end. 

E-filing website

https://tap.tax.utah.gov/TaxExpress/_/

Submitting files

The submitter’s EIN must be the same as the EIN that was registered for TAP login.

TAP Registration Register for TAP at tap.utah.gov. On the TAP main page, click Create a TAP Login. The rest of the registration process depends on how you will use TAP. You will get an email from tapsupport@utah.gov with an authorization code and link to fi nish registering.

Business owner who wants to manage a business’s withholding account: To fi le new and view past returns, forms, correspondence, payment activity, etc., for your own withholding tax account, you need your withholding tax account number (ending in WTH) and either your Withholding Tax PIN or the tax amount from the last return posted to your account.

Tax preparer managing a client’s tax account: To file returns for your client and to view your client’s past returns, correspondence and payment activity, you need your client’s withholding tax account number (ending in WTH) and either their Withholding Tax PIN or the tax amount from the last return posted to their account.Choose option 3 - Manage my client’s (3rd Party account(s). You must first sign up for TAP access using your own Federal EIN or SSN (not your client’s). Get your client’s account information from your client. Log in to TAP as yourself, and click Add Access to an Account.

Note: Your client must already have a TAP logon for you to add access to their withholding tax account.

Choose one of the following options:

1. My business account(s) - if you are registered with Utah under a Federal EIN; or

2. My sole proprietor business account(s) - if you are registered with Utah under your Social Security number.

File returns with NO account access (business owner or tax preparer): If you do not need to see historical withholding tax account information, choose option 4 - Submit my client’s Withholding returns/documents and/or Mineral Production Withholding. You do not need a withholding tax account number or PIN to register using this method, and your client does not need a TAP logon. Sign up under your own FEIN.

Follow these steps to upload W-2 data:

1. Log onto TAP. Click on the File Withholding Returns, W-2s, TC-675Rs & 1099s link (located in the upper right hand corner under I Want To).

2. Select the form you wish to file. See the Quick Tip section at the top of each web page for more instructions.

3. Choose Fixed Length File Upload.

4. Click Add next to Attachments.

5. Select the type of W-2 data you are submitting from the dropdown menu.

6. Enter a description of your file.

7. Click Choose File to find your .txt file.

8. Double click on your file and click Save. The system will process and validate your file.

9. If there are errors, the first 25 will be displayed. Correct the errors, and then re-validate your file and click Save.

10. If there are no errors, you will see your file(s) under Attachments.

11. Check the Legal Disclaimer box and click Submit.

12. Enter your password and click OK.

13. You will get a confirmation of your submission to print for your records.

If you upload a W-2 file in error and need it withdrawn, you must contact Utah before 4:30 P.M. Mountain Time on the same business day. Call Utah at 801-297-2727.

Annual Reconciliation TC-941R - Located in CFS Payroll System under “W-2/1099 Information Returns”. Open TC-941R and make sure the data is correct and save the file. Click on UT TC-941R - File Upload to Tap and follow the instructions to create the file to upload.

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