Pennsylvania W2 E-File Requirements & EFW2 Text Format | PA e-Tides Upload

Pennsylvania W2 Electronic Filing Common Questions and Answers

Does Pennsylvania mandate filing W-2s electronically?

As a Pennsylvania employer you are only required to file electronically when you have 250 or more W2 forms. You will need to check with the state annually, since this threshold is subject to change.

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

Refer to "Specifications for Filing Forms W-2 Electronically (EFW2)".

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

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


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

Pennsylvania no longer accepts magnetic media submissions by CD.

Does Pennsylvania follow the EFW2 format defined by the SSA?

Yes, Pennsylvania 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 Pennsylvania DOR-EFW2 (W2 E-File) Withholding file attachment to Pennsylvania?

You will need to log into e-Tides at www.etides.state.pa.us in the upload menu select PA W-2 Wage Records (EFW2) under choose file to upload.

Do you need to include the RT (Total) record as part of the Pennsylvania 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 Pennsylvania W2 E-File Submission?

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

Does Pennsylvania 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.

Does Pennsylvania have any requirements for money fields?

Money fields must contain only numbers. Right-justify and zero fill to the left. Any money field that has no amount to be reported must be filled with zeros, not blanks.

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

Use the number shown on the original/replacement SSN card. If there is no SSN available for the employee, enter zeros (0) in positions 10 - 18 of the RS Record.

How do I know if my submission was successful?

After a submission to Pennsylvania e-Tides, you will receive a successful upload message.

If the file was successfully uploaded, it will appear under the Employer Withholding Files available for import into e-TIDES of the Upload Menu screen.

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

Call 717-783-6277

The electronic filing engine available inside our W2 Mate® software gives Pennsylvania employers and tax professionals the ability to e-File W2s with both the state of Pennsylvania 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. 

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