Detailed State-Wise W-2 Filing Guide for Employers
Attention Employers: Stay Compliant with State-Specific W-2 Filing Requirements!
As the federal Form W-2 filing deadline approaches, don’t forget to check state-specific filing requirements. Some states require additional W-2 submissions, while others have no such mandates. Here’s a detailed breakdown to guide you:
W-2 Filing Requirements by State
States Requiring W-2 Filing
Alabama (AL): W-2 required; deadline January 31. Submit to the Alabama Department of Revenue.
California (CA): W-2 required; deadline January 31. Include W-2 data in quarterly wage reporting.
Illinois (IL): W-2 required; deadline January 31. File through MyTax Illinois.
New York (NY): W-2 required; deadline January 31. Necessary if state income tax was withheld.
Virginia (VA): W-2 required; deadline January 31. File electronically with the Virginia Department of Taxation.
States Without Income Tax (No W-2 Filing Required)
Alaska, Florida, Nevada, South Dakota, Texas, Washington, Wyoming: No state income tax means no W-2 filing is required.
Other Notable States
Pennsylvania (PA): W-2 required for local tax purposes. Verify local filing requirements.
Massachusetts (MA): W-2 required if state income tax is withheld; deadline January 31.
General Filing Tips for Employers
1️⃣ Check State-Specific Portals: Each state may have its own filing system (e.g., MyTax Illinois, NYS Online Services).
2️⃣ Match Deadlines with Federal Timelines: Most states align with the federal W-2 deadline of January 31.
3️⃣ E-Filing Is Preferred: Many states mandate electronic W-2 submission, even for small businesses.
4️⃣ Use SSA Business Services Online (BSO): Some states partner with the SSA for combined federal and state filings.
Why Compliance Matters
Timely and accurate W-2 submissions not only keep your business penalty-free but also help employees file their tax returns without delays.
