Washington DC W2 E-File Requirements & EFW2 Text Format | DC MyTax Upload

Washington DC W2 Electronic Filing Common Questions and Answers

Does Washington DC mandate filing W-2s electronically?

As a Washington DC employer you are only required to file electronically when you have 25 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 Washington DC W2 E-Filing format and details?

Refer to DC Office of Tax and Revenue "Specifications for Filing Forms W-2/W-2C (EFW2/EFW2C)".

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

You can use our W2 Mate software to create W2 E-File submissions that comply with Washington DC 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 Washington DC?

Washington DC no longer accepts magnetic media submissions by CD-ROM or any other media for filing.

Does Washington DC Follow the EFW2 format defined by the SSA?

Yes, Washington DC follows the "Specifications for Filing Forms W-2/W-2C (EFW2/EFW2C)" as defined by the SSA, but the state also has its own special requirements.

How can I submit the DC OTR-EFW2 (W2 E-File) Withholding file attachment to Washington DC?

You must file electronically via the web portal, MyTax.DC.gov. You must have a MyTax.DC.Gov web logon in order to access the electronic submission features.

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

The RV record is not utilized by Department of Revenue and is optional information.

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

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

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

Use the number shown on the original/replacement SSN card. Omit hyphens. SSNs may NOT begin with a 666 or 9. If there is no SSN available for the employee, enter zeros (0) in positions 10 - 19 of the RS Record. DO NOT enter a fictitious SSN (for example, 111111111, 333333333 or 123456789).

How do I know if my submission was successful?

After a successful submission the website will automatically populate the webpage with a confirmation. It's very important that you print this page for your records.

The status of your W-2 submission will appear on the Submission History page. The statuses may be as follows:

" PENDING " A request was submitted, but the system has not yet picked it up for processing. At this stage, the request can be deleted.

" PROCESSING " A request was submitted, and the system is processing the file, no changes can be made.

" COMPLETED " The system has successfully processed the file, no changes can be made.

" DELETED " The request has been withdrawn by the submitter, no changes can be made.

" NOT SUBMITTED " A request is in progress and has not yet been submitted. At this stage, the request can be either edited or deleted.

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

Office of Tax and Revenue's (OTR) e-Services Unit

Call (202) 759-1946

Email e-services.otr@dc.gov

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