Table of Contents

W-2 E-Filing: Iowa

Nina Tchistiakova Updated by Nina Tchistiakova

Due date

January 15

E-filing threshold

It is mandatory to file all W2's electronically. 

Filing options

Electronic filing

Required file name

IAW2- TransmitterBEN-FileDateTime ".txt"

E-filing website

https://tax.iowa.gov/efile-pay 

Submitting files

If businesses did not withhold any Iowa taxes, filing is not required.

A transmitter must use its own BEN (explained below) to access eFile & Pay as a Bulk Filer, just as Payroll Service Providers do. Transmitters must register with the Iowa Department of Revenue in order to become an Iowa eFile & Pay Bulk Filer. Files uploaded by a transmitter are subjected to the same rules applied to files uploaded by Payroll Service Providers.

Iowa only accepts prior year filing for 2018 and later.

APPLICATION FOR EXTENSION OF TIME TO FILE IOWA W-2 WAGE STATEMENTS,

Business eFile Number (BEN) The Iowa Department of Revenue assigns a BEN to every business tax entity registering with the Department to withhold Iowa tax. The BEN is used by filers (employers/payers) and bulk filers (transmitters and payroll service providers) to log into Iowa eFile & Pay. A bulk filer must use its own BEN to log into eFile & Pay and must report the respective filer’s (employer/payer) BEN on RV and K records when the filer withheld Iowa tax. A BEN is optional for filers who have not withheld Iowa tax, provided that they file through a transmitter or service provider.

Electronic Filing of W2 and 1099: https://tax.iowa.gov/electronic-filing-w-2-wage-statements-and-1099-information-returns

Bulk Filer Information Transmitters registered as Bulk Filers with the Iowa Department of Revenue must use their own eFile & Pay credentials to upload withholding returns, wage and tax statements, and information returns on behalf of their software subscribers.

Payroll Service Providers registered as Bulk Filers with the Iowa Department of Revenue must use their own eFile & Pay credentials to upload withholding returns, wage and tax statements, and information returns on behalf of their clients.

Companies registered to file Iowa withholding returns use their existing eFile & Pay credentials to upload wage and tax statements and information returns for their own company if their software company does not otherwise provide transmitter service.

Still have Questions? Contact (515) 281-3114 or idr@iowa.gov

Companies registered to file Iowa withholding returns use their existing eFile & Pay credentials to upload wage statements and information returns for their own company.

For each W-2 file Iowa receives, Iowa posts a corresponding results file, distinguished by the same filename as original W-2 file, but appended with "results". e.g. IAW2-12345678-2021001results.txt. If there are issues with your data, the results file will report why your file (or parts of it) was rejected; error messages will be listed accordingly. You will need to correct the errors and resubmit a new file.

Log in: Go to Iowa eFile & Pay https://tax.iowa.gov/efile-pay . Log in using the same credentials that you use to e-file your Iowa withholding tax return.

Demo: If you intend to test, click the DEMO ON/OFF button on the Main Menu. When in DEMO mode, any file you upload will be checked without actually being filed. Uploading in DEMO mode will still generate a results file but will not issue confirmation numbers.

Upload: Select the option for uploading W-2 wage statements or Information Returns file.Only taxpayers with a withholding permit and bulk filers have this option. Select "File for Your Clients" to upload files. Select the Browse button on the File Upload page, select the file you wish to send, and click the CONTINUE button. Wait for the file to upload; the screen will show progress.

Check results: Select the option for viewing uploaded W-2 wage statement or Information Return results. Select the link corresponding to the file you uploaded.

A results file may contain a mixture of employers that pass and fail Employer-level rules. Those listed with confirmation numbers have passed Employer-Level rules and should not be retransmitted; those listed with rule violations must be corrected and retransmitted.

Because of the pass/fail system for individual payers, CFS recommends filing each payer individually.

For each W-2 file Iowa receives, Iowa posts a corresponding results file, distinguished by the same filename as original W-2 file, but appended with “results”. e.g. IAW2-12345678-2017001results.txt.

Warning: If the results file doesn’t appear, remember to click the “REFRESH” button. Large files take longer to process, delaying the results file. An extremely large file containing many errors may cause the system to time out. If this happens to you, try uploading a smaller file in an effort to identify a common error existing in multiple records, then fix that error everywhere that it occurs in the large file before uploading it.

How to File Corrected W-2s

Option 1: Create and upload a new file with the corrected W-2s.

Create original file with a new W2 for the employee. It will show up as an added W2 on Step 4.

Option 2: Use the W-2 Key & Send feature on eFile & Pay to submit the corrected W-2 information.

*The Department will use the most recent uploaded file for data purposes and will discard duplicate submissions

How did we do?

W-2 E-Filing: Indiana

W-2 E-Filing: Kansas

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