W2
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      Importing W2: EFW2 Files & Additional Data

      The first step in uploading W2 forms is to verify that your site is on the latest build that supports the latest W2 files. The most current year available will usually be on a build that comes out in late December or early January. If you’re unsure, you can contact support by emailing support@teamkeeper.com or calling us at (866) 380-4146 ext. 2.

      NECESSARY CHECKLIST

      Below is a checklist of things you’ll need before uploading W2 forms.

      • Social Security Number – In order for the W2 data to link with the employees’ profile, the customer will need to enter each employee’s social security number in their profile. If a SSN is not entered in an employee’s profile, the W2 will not import successfully for those employees.
      • EFW2 file - You will get this standard IRS file from your pay roll company/software. This file is formatted in a way that is recognized by the W2 import process in TeamKeeper. This is not a file that TeamKeeper provides. Normally HR personnel or someone form the Accounting Department may be familiar with this file. It’s possible that the file has either a .EFW2 or .TXT extension. Both are acceptable.
      • Additional Data File – If you also need to import state or local tax data, or additional comments that will need to be added to boxes 14 – 20 of the W2 form, please skip to the ADDITIONAL DATA IMPORT SAMPLE FILE AND INSTRUCTIONS section first before returning to the UPLOADING EFW2 FILE section. IMPORTANT: The additional data file must be imported first before importing the EFW2 file. The Additional Data import adds data to the specified boxes that are not included in the original federal EFW2 file such as state and local taxes, etc.
      • Viewing W2 Forms through TeamKeeper - From the W2 Forms menu option located in the Employee tab, employees can consent to or withdraw from viewing their W2 forms. Employees will be prompted with an option to consent to viewing their W2 forms electronically when viewing for the first time.

      UPLOADING EFW2 FILES

      1. Open the W2 From Import menu option: Accounting > W2 Forms > W2 Form Import
      2. If this is your first time importing, there will be no need to check box the Overwrite Previous W2. If you are wanting to overwrite a previous incorrect import, you can check this option.
      3. Select the EFW2 file year this will be imported from the dropdown. (If the previous year is not in the dropdown and you have the most current build, clear your browser cache and try refreshing the page)
      4. Browse for the EFW2 file. Once the file is located from where the file was saved, select it.
      5. Once the correct file is selected, select the Upload EFW2 File button to begin the upload. A message with the number of files imported successfully will be displayed.

      VIEWING W2 FORMS

      From the Employee tab select the W2 Forms menu option. A list of all W2 Forms available to select from will be displayed. Select the year of the form that needs to be viewed.

      ADDITIONAL DATA IMPORT SAMPLE FILE AND INSTRUCTIONS

      You may need to use this option if you are importing state or local tax data, or additional comments that will need to be added to boxes 14 – 20 of the W2 form.

      The sample additional data import file can be accessed here:
      Additional Data Import

      Below is a screen shot of a sample additional data document filled out. A description of what should be entered in each field is described below:

      1. Employee SSN - Employees social security number will need to be entered without dashes in TeamKeeper and on the document. (Leading zeros are usually removed by Excel so watch out for errors related to SSN with leading zeros)
      2. Field Name - This will be the Box number that data will be inserted into
      3. Field Description - The text that will be displayed in the box. (Box 14 can fit more characters whereas box 15 may only allow a few characters, such as a states’ abbreviation)
      4. Field Value - This will be the dollar amount that corresponds to the box number specific to the row where the entry is being made
      5. W2 Year - the year of the W2 information that is being uploaded
      6. EIN - The tax ID number of the customer. Must be entered without the dash and is a required field. If there is no data in the EIN field all other data entered in that row will not import. IMPORTANT: The EIN field is limited to 10 characters. If more than 10 characters are used, an error will be generated after importing the file.
      7. State - The state abbreviation entered in 2 characters

      Below is a sample screenshot of the line: Sick leave wages subject to the $511 per date that was imported first to add to box 14:

      Here is an example of data for all boxes 14 - 20:

      Below are the descriptions for boxes 14 - 20 for informational purposes:

      • Box 14: The Employer can report additional tax information in this box. If any amounts are reported in Box 14, it will usually include a brief description of what the additional tax information is for.
      • Box 15: This box contains the employer's state and state tax identification number.
      • Box 16: This box reports the total amount of taxable wages you earned in that state.
      • Box 17: This box reports the total amount of state income taxes withheld from your paychecks for the wages reported in Box 16.
      • Box 18: This box reports the total amount of wages subject to local, city or other state income taxes.
      • Box 19: This box reports the total amount of taxes withheld from your paychecks for local, city, or other state income taxes.
      • Box 20: This box provides a brief description of the local, city or other state tax being paid. The description may identify a particular city, or it may identify a state tax.