Troubleshooting W-2 & 1099 Error Codes: Bulk Filers

  • When you upload the W-2/1099 file to the eFile & Pay system it generates a Results file to confirm if the system accepted or rejected the file. Bulk Filers may have a mixture of Employers/Payers that are accepted and rejected in the Results file. The Department only receives files that show Accepted. Those listed as Accepted were successfully uploaded; nothing else is needed. Those listed as Rejected or that show an error code must be corrected and resubmitted. If the W-2/1099 file contains errors, the Results file will list the error(s), identify what is causing the error(s), and specify where the error(s) is located. 

    Below is an example of a Results file for a Bulk Filer containing two Employers. The 1st Employer record was accepted; therefore, nothing else is needed for the 1st Employer. The 2nd Employer record was rejected; therefore, the 2nd Employer record needs corrected based on the error codes referenced in the “Results” file and then resubmitted.

  • All W-2/1099 files go through a two-level verification process to determine if a file is accepted or rejected: 

    1. File Level: Verifies the formatting of the file is correct.
    2. Employer/Payer Level: Verifies the Employer/Payer data is complete and accurate (i.e. BEN #, Iowa Withholding Permit #, Wage Totals, State Tax Withheld Totals, etc.).

    If the file is rejected for failing the File-Level verification, then the results are presented in the following sequence: Record Sequence Number; Error; Error Description

    • Record Sequence Number: The line number where the error is occurring. 
    • Error Code: The error code causing the rejection (i.e. IAW232, IAIR32).
    • Error Description: Explanation of error in the file

    For example:

    This entry means Iowa rejected the file due to unacceptable or missing characters on line number 34. Refer to “How to Fix W-2/1099 Error Codes” (make this a link) below for assistance on correcting this error. 

    If the file is rejected for failing the Employer/Payer-Level verification, then the results are presented in the following sequence: File Status; Employer/Payer Record Number; Employer/Payer EIN; Record Sequence Number; Employee SSN; Error Code; and Error Description

    • File Status: Confirms if the file was accepted or rejected.
    • Employer/Payer Record Number: The record number relating to the Employer. If your W-2 file contains ten (10) Employers, then you will have Employer Record Numbers ranging from 1 through 10. 
    • Employer/Payer EIN: The Employer Identification Number of the company where an error has occurred. 
    • Record Sequence Number: The Employee/Payee record number where the error is occurring (i.e. 1 = first employee, 2 = second employee, etc.).
    • Employee SSN: The Social Security Number of the Employee/Payee record that contains an error. 
    • Error Code: The error code causing the rejection (i.e. IAW232, IA32).
    • Error Description: Explanation of error in the file

    For example:

    This entry means Iowa rejected the 2nd Employer with EIN 421421933. The 1st Employee record with SSN 302005847 received error code IAW232 requiring the Iowa Withholding Permit Number to belong to the BEN Number reported within the file. This error is repeated for all 15 Employees. Refer to How to Fix W-2 & 1099 Error Codes below for assistance on correcting this error.

  • W-2 Error
    Codes

    1099 Error Codes

    Error Level

    Resolutions

    IAW201 IAIR01 File

    W-2 filenames must follow this pattern: IAW2, hyphen, log-in BEN, hyphen, Control #, period, and “txt"

    1099 filenames must follow this pattern: IAIR, hyphen, log-in BEN, hyphen, Control #, period, and “txt”

    Note: The Control # equals the current calendar year (not Tax Year) followed by a three-digit sequence number OR file creation date and time (military time).

    Examples: 

    In the first example, we use a Control # that equals the current calendar year followed by a three-digit sequence number. This example is the first file uploaded in 2020: 

    IAW2-12345678-2020001.txt

    IAIR-12345678-2020001.txt

    In the next example, we use a Control # that equals file creation date and time. This example depicts January 23, 2020 2:30 pm: 

    IAW2-12345678-202001231430.txt

    IAW202 IAIR02 File

    The BEN number in the file name must match the BEN used to log into eFile & Pay. Correct the BEN number within the filename and re-upload the file. 

    Note: If you’re a Bulk Filer using your company’s eFile & Pay account to submit files on behalf of your clients, then your BEN # must be listed in the file name. 

    IAW203 IAIR03 File

    Each file name must be unique. If you’re uploading a new file, then you must change the 3 digit sequence number or the creation date/time at the end of the file name. 

    For example:

    Original file name = IAW2-12345678-2020001.txt 
    Corrected file name = IAW2-12345678-2020002.txt 

    OR

    Original file name = IAW2-12345678-202001231530.txt
    Corrected file name = IAW2-12345678-202001231535.txt

    IAW204, IAW205,
    IAW206, IAW207,
    IAW208, IAW209,
    IAW210, IAW211,
    IAW212, IAW213, IAW214, IAW215, IAW216
    IAIR04, IAIR05,
    IAIR06, IAIR07,
    IAIR08, IAIR11, IAIR12, IAIR13, IAIR15, IAIR16
    File

    These errors advise the formatting of the file is incorrect. This is common when the software being used does not support electronic filing of W-2s/1099s to Iowa or your software has a programming flaw. Contact your software provider and confirm if your software version supports electronic filing of W-2s/1099s to Iowa. If it does, then advise them of the error code message you received. They may need to walk you through creating the file for Iowa. 

    If they’re unable to assist you, then the software vendor will need to contact the Department at idr1099w2developer@iowa.gov for assistance in resolving their programming issue(s).

    IAW217 IAIR17 File The Submitter’s Employer Identification Number (EIN or TIN) is incomplete or missing within the file. Contact your software provider for assistance. They will confirm where to update this information within your software program to correct your file. 
    IAW218 IAIR18 File The Submitter’s Name is missing within the file. Contact your software provider for assistance. They will confirm where to update this information within your software program to correct your file. 
    IAW219 IAIR19 File The Contact Name for the Submitter (Bulk Filer) is missing within the file. Contact your software provider for assistance. They will confirm where to update this information within your software program to correct your file. 
    IAW220 IAIR20 File The Contact Phone for the Submitter (Bulk Filer) is incomplete or missing within the file. Contact your software provider for assistance. They will confirm where to update this information within your software program to correct your file. 
    IAW221 IAIR21 Employer / Payer The Tax Year listed within the file is invalid or missing. Iowa only accepts files for tax years 2018 and 2019. Confirm your file is for a tax year of 2018 or 2019 within your accounting/payroll system. If correct, then contact your software provider for assistance as the data is not being transferred to your file correctly.
    IAW222 IAIR22 Employer / Payer The Employer EIN / Payer TIN is incomplete or missing within the file. Confirm the Employer EIN / Payer TIN within the company profile of your accounting/payroll system. If the EIN/TIN is listed correctly, then you will need to contact your software provider for assistance as the data is not being transferred to your file correctly. 
    IAW223 IAIR23 Employer / Payer The Employer/Payer Name is missing within the file. Confirm the Employer/Payer Name within the company profile of your accounting/payroll system. If the Employer/Payer name is correct, then you will need to contact your software provider for assistance as the data is not being transferred to your file correctly.
    IAW224 IAIR24 Employer / Payer

    The Social Security Number for the record referenced is incomplete or missing within the file. Confirm the Employee’s/Payee’s social security number within your accounting/payroll system. If the social security number is correct, then contact your software provider for assistance as the data is not being transferred to your file correctly. 

    Note: If the Employee/Payee does not have a social security number, then enter zeros (000-00-0000) in the Employee’s/Payee’s profile of your accounting/payroll software, recreate the file, and attempt a new upload.

     

    IAW225, IAW226 IAIR25, IAIR26 Employer / Payer

    The Employee/Payee First or Last Name for the record referenced is missing within the file. All Employee/Payee records must have a first and last name listed. Confirm there is a first and last name listed for the Employee/Payee record referenced within your accounting/payroll system. If correct, then contact your software provider for assistance as the data is not being transferred to your file correctly. 

    Note: If you have an Employee/Payee that does not have a first or last name, then type an “X” in the name field that is blank.

    IAW227 IAIR27 Employer / Payer

    The State Code listed for the referenced Employee/Payee is incorrect or missing within the file. State Code numbers must be between 01 and 56. This error is common when an Employee/Payee has an address located outside of the United States. Verify the address for the Employee/Payee referenced within your accounting/payroll system. If the Employee/Payee address is a foreign country, then change the state to Iowa. If the Employee address is within the United States, then contact your software provider for assistance as there is a flaw with the software programming. 

    If you’re software vendor is unable to assist you, then the software vendor will need to contact the Department at idr1099w2developer@iowa.gov for assistance to resolve the issue. 

    Note: For a listing of state names and applicable state codes visit https://www.ssa.gov/employer/efw/19efw2.pdf#zoom=100 (page 98).

    IAW228, IAW229, IAW230 N/A Employer / Payer These error codes are programming issues with your W-2 software. Contact your W-2 software provider for assistance. If they’re unable to assist you, then the software vendor will need to contact the Department at idr1099w2developer@iowa.gov for assistance to resolve the issue.
    IAW231, IAW232 IAIR31, IAIR32 Employer / Payer

    The Employer/Payer BEN number or Employer/Payer Iowa Withholding Permit number is incorrect. If either of these two fields is incorrect the system will give an error message for every W-2/1099 record within the file. The majority of these errors are caused by data entry mistakes (i.e. the user erroneously inputting the Employer Identification Number (EIN) or BEN # into the State ID Number field of the company profile within the accounting/payroll system). 

    *The Iowa Withholding Permit Number should be listed in the State ID Number field of your accounting/payroll software. 

    Confirm the Iowa Withholding Permit Number is correctly listed in the State ID Number field of your accounting software. The permit number is 12 digits long (i.e. 123456789001 or 123456789002). Do not key in hyphens or dashes (-) unless your accounting/payroll system requires them. If you do not know the Iowa Withholding Permit Number, then contact Iowa Department of Revenue Customer Service at 1-800-367-3388. A power of attorney must be on file to obtain this information. 

    Note: Bulk Filers must upload W-2s/1099s using the “File For Client” link. If the Iowa Withholding Permit Number and BEN Number are correct, then you may have used the wrong upload link. Simply rename the file and upload using the “File For Client” link. 

    IAW233, IAW234, IAW235, IAW236 IAIR34, IAIR35, IAIR36 Employer / Payer The records referenced do not contain values between 0 and 9 in the specified positions of the file. These error codes are programming issues with your software. Contact your software provider for assistance. If they’re unable to assist you, then the software vendor will need to contact the Department at idr1099w2developer@iowa.gov for assistance to resolve the issue.
    IAW237, IAW238, IAW239 IAIR37, IAIR39 Employer / Payer

    These error codes are programming issues with your software. They typically occur when 1 or more Employee/Payee records are left off the file or contain the wrong State ID Code, but are included on the State of Iowa Totals record. 

    For example: You have an Employee/Payee with a Florida address and your software does not list their W-2/1099 within the file, but it includes their Iowa Taxes Withheld in the company’s total Iowa taxes withheld.

    Contact your software provider for assistance. If they’re unable to assist you, then the software vendor will need to contact the Department at idr1099w2developer@iowa.gov for assistance to resolve the issue.

    IAW240 IAIR40 Employer / Payer The Confirmation Number must equal zeros within the file. This error code is due to programming issues with your software. Contact your software provider for assistance. If they’re unable to assist you, then the software vendor will need to contact the Department at idr1099w2developer@iowa.gov for assistance to resolve the issue.
    IAW241, IAW242 IAIR41, IAIR42 Employer / Payer The Employer/Payer BEN number is not listed within the file. This is typically caused by the user missing a step when creating the file. Contact your software provider to confirm where to input your BEN number when creating the file. 
    IAW243 IAIR43 Employer / Payer

    The Iowa Withholding Permit Number for the Employee/Payer record is missing. This error code will populate with error codes IAW231 and IAW232 for W-2 files, and IAIR31 and IAIR32 for 1099 files. Correcting the Iowa Withholding Permit Number within your accounting system will resolve all 3 error codes.

    *The Iowa Withholding Permit Number should be listed in the State ID Number field of your accounting/payroll software.

    Confirm the Iowa Withholding Permit Number is correctly listed in the State ID Number field of your accounting software. The permit number is 12 digits long (i.e. 123456789001 or 123456789002). Do not key in hyphens or dashes (-) unless your accounting/payroll system requires them.

    If you do not know the Iowa Withholding Permit Number, then contact Iowa Department of Revenue Customer Service at 1-800-367-3388. A power of attorney must be on file to obtain this information.