Electronic Filing of W-2 Wage Statements and 1099 Information Returns

• W-2/1099 Filing Requirements 
• 2019 Software Vendor List 

W-2 and 1099 File Upload Instructions
Troubleshooting W-2 & 1099 Error Codes 
Application For Extension of Time to File Iowa W-2s or 1099s

W-2 and 1099 Filing Questions and Answers

About W-2 and 1099 Filing
Businesses are required to electronically file W-2s and 1099s containing Iowa tax withholding for tax year 2019. Employers may include W-2s and 1099s without Iowa withholding; however, they are not required.

Was my File Accepted?
Click the Download Results link after submitting your file to confirm if it was Accepted or Rejected.

​

After clicking Download Results, a new window will open to confirm if your file was Accepted. If your upload was successful, the Results file will state "Accepted." Example:

​

This entry means that Iowa accepted the filing for the 1st Employer with EIN 521132611 and issued a Confirmation Number of 6350200001. 

Only files that show Accepted are received by the Department. If your Results do not show Accepted, then your file contains errors and needs corrected. If the upload was Rejected, refer to Troubleshooting W-2 and 1099 Errors for assistance with correcting your file.  

How to File Corrected W-2s
Option 1: Create and upload a new file with the corrected W-2s.
Option 2: Use the W-2 Key & Send feature on eFile & Pay to submit the corrected W-2 information.
*The Department will use the most recent uploaded file for data purposes and will discard duplicate submissions.

How to File Corrected 1099s
Create and upload a new file with the corrected 1099s
*The Department will use the most recent uploaded file for data purposes and will discard duplicate submissions.

Businesses Without Withholding Permits
If you do not have Iowa tax withholding, you are not required to file W-2s or 1099s. Note: Businesses must register for a withholding permit if you are withholding Iowa taxes on behalf of employees/payees.

About Business eFile Numbers (BENs)
BENs are only required when the filer withheld Iowa tax.

Creating a File
If you have the means to create your file, the formatting requirement and specifics are available in IDR publication 44-082. The IDR file format is unique to IDR. Uploading the
same file you uploaded to the Social Security Administration will result in a file rejection.

If you do not have the means to create the file internally, you will need to contact a vendor. Software vendors who have registered and tested their products with IDR will be listed on the IDR website. If your software provider is not listed, you will need to contact your provider to confirm if your software is capable of creating a W-2 or 1099 file for the state of Iowa.

We recommend using one of the approved software vendors listed on our website to ensure compliance.

About VSPs
IDR is still accepting paper Verified Summary of Payments (VSPs) for tax year 2018 and 2019. If changes are made to future tax years, IDR will advise of those changes.

Resolving Common Error Codes

Information for Bulk Filers
eFile & Pay Application to Become a Bulk Filer 78-004
W-2 and 1099 Common Questions 
Troubleshooting W-2 & 1099 Error Codes 

Bulk Filer Questions & Answers

Creating a File
If you have the means to create your file, the formatting requirement and specifics are available in IDR publication 44-082.

If you do not have the means to create the file internally, you will need to contact a vendor. Software vendors who have registered and tested their products with IDR will be listed on the IDR website. If your software provider is not listed, you will need to contact your provider to confirm if your software is capable of uploading W-2 wage statements to the Iowa Department of Revenue.

We recommend using one of the approved software vendors listed on our website to ensure compliance.

The IDR file format is unique to IDR. Uploading the same file you uploaded to the Social Security Administration will result in a file rejection.

Bulk Filer Client Data Files
If you are set up as a bulk filer, you can upload the files of your clients, as well as your own firm.  To upload data for multiple clients in one file, click the link "File For Your Clients" after logging in to eFile & Pay. 
 
Bulk Filer's Firm Files
If you use your bulk filer BEN to upload client files and a separate BEN to upload a file on behalf of your firm, you can only see the uploaded files associated with each BEN.
 
About VSPs
IDR is still accepting paper Verified Summary of Payments (VSPs) for tax year 2018 and 2019. If changes are made to future tax years, IDR will advise of those changes.

• 2019 IA W-2 1099 e-File Vendor Registration Form 44-047
• Electronic Reporting of Wage Statements and Information Returns 44-082

Video Recording: Nov. 13 Webinar of Electronic Filing of W-2 and 1099s for tax year 2019 (coming soon)
PDF Slides: Electronic Filing of W-2 and 1099s Presentation for tax year 2019
Sign up for email updates on Electronic Filing of W-2s and 1099s

Still have questions?