Illinois W2 E-File Requirements & EFW2 Text Format | IL Electronic Transmission Upload

Illinois W2 Electronic Filing Common Questions and Answers

Does Illinois mandate filing W-2s electronically?

As an Illinois employer you are required to file electronically.

What is the name of the publication that defines Illinois W2 E-Filing format and details?

Refer to "Form W-2/W-2-C Electronic Filing Specifications".

What software can I use to generate Illinois W2 E-File submissions?

You can use our W2 Mate software to create W2 E-File submissions that comply with Illinois requirements. To learn more about W2 Mate and download a demo you can visit

https://www.realtaxtools.com/W2-Mate.html

Can I mail my W2 E-File submission on a CD or other formats of magnetic media to Illinois?

Illinois no longer accepts magnetic media submissions.

Does Illinois follow the EFW2 format defined by the SSA?

Yes, Illinois follows the "Specifications for Filing Forms W-2 (EFW2)" as defined by the SSA, but the state also has its own special requirements.

How can I submit the Illinois DOR-EFW2 (W2 E-File) Withholding file attachment to Illinois?

You will need to register with the State of Illinois and obtain a Logon ID and passwords. These credentials are valid from year to year.

Do you need to include the RV (State Total) record as part of the Illinois W2 E-File Submission?

Yes, this record is mandatory and has to be included.

Do you need to include the RS (State Wage) records as part of the Illinois W2 E-File Submission?

Yes, this record is mandatory and has to be included.

Does Illinois have a special file naming convention for W2 E-File submissions?

No, the state does not have any special requirements; however it's a good idea to have the company name included in the file name and to have .txt as the file extension.

Is the Illinois W2 Electronic Filing submission attachment an ASCII text file?

Yes, the submission is a text file that follows the specifications of both the SSA EFW2 format and the Illinois requirements defined by "Form W-2/W-2-C Electronic Filing Specifications".

Does Illinois have any requirements for Social Security Number (SSN)?

Use the number shown on the original/replacement SSN card. Omit hyphens.

How do I know if my submission was successful?

You will not know the results of your file transmission unless you retrieve the results. The acknowledgement of an accepted file is proof of filing. Select the W-2 Transmission Acknowledgement link on the Electronic W-2 web page and log in using your ETIN and password you used to transmit the files.

How do I contact Illinois with questions about my W2 E-File submission?

Call the Electronic Commerce Division (866) 440-8680.

The electronic filing engine available inside our W2 Mate® software gives Illinois employers and tax professionals the ability to e-File W2s with both the state of Illinois and the Social Security Administration’s (SSA). To learn more about W2 Mate visit https://www.realtaxtools.com/W2-Mate.html , email sales@realtaxtools.com or call 1-800-507-1992.