If you do not have software that will create a file in the EFW2/Form 10 format, you can download the CREATE W-2 IMPORT FILE.xls to create a W2REPORT file to upload your W-2s (and/or 1099s with Alabama income tax). You must have Microsoft Excel to utilize this program.
NOTE: DO NOT ATTEMPT TO UPLOAD THIS SPREADSHEET. THE SPREADSHEET IS ONLY A TOOL TO CREATE YOUR W2REPORT FILE.
Use the following steps to use the program:
- Download the program. Right click on the following link CREATE_W-2_IMPORT_FILE.xls (Updated: 04/10/2012) select Save Target As and choose a location where to save the program on your computer.
- Select Open
- Enable Macros
To enable macros in Excel 2007, Click the Microsoft Office Button
and then click Excel Options. Select Trust Center, Trust Center Settings, Macro Settings and then select Enable All Macros.
For older versions of Excel a Security Warning will appear, select Enable Macros.
If the Security Warning screen does not appear, you will need to follow these instructions to change the security setting in either Excel or Word:
From the Menu select Tools, Macro, then select Security.
Select the Security Level tab, then select the Medium option and click OK.
After changing the setting reopen the file and select Enable Macros.
- Enter All of your W-2 (and/or 1099s only with Alabama income tax) information into the spreadsheet according to the sample shown. All fields are REQUIRED fields except for Employee Middle Name/Initial. Be sure to remove the sample data before creating your W2REPORT file.
- Click in the red area to create your W2REPORT file.
NOTE: If the program does not create a file, check each record for missing or incorrect information. All fields, except the employee middle name/initial, must be populated with data. If you do not withhold from other income (1099, etc.) you must enter zero in Other Income field.
- Type or select a location where to save the W2REPORT file. You can use the dropdown arrow to select a location to save the W2REPORT file..
When the file is created you will receive a message telling you the location of your W2REPORT.txt file.
- Logon to the Department of Revenue’s website at http://www.revenue.alabama.gov/withholding/efiling.html and select that you are filing Form A-3. Be sure to follow all of the steps noted on the Upload Status page to upload your file and complete the process. You must complete and submit Form A-3 and receive a confirmation number before your information will be processed by the Department.
NOTE: DO NOT SEND PAPER COPIES OF YOUR WAGE AND TAX INFORMATION TO THE DEPARTMENT IF YOU ELECTRONICALLY FILED YOUR INFORMATION AND RECEIVED A CONFIRMATION.
TROUBLESHOOTING
If you receive the error message “Error Method Worksheet of Object...” then you did not properly save the Create W2 Import File.xls program before entering your information. To save the spreadsheet without losing your data, select File, Save As and then select a location where you want to save the spreadsheet on your computer. Open the copy of Create W2 import File.xls program and click in the red area to create your W2REPORT file.
If you receive the log on window below then you did not select Enable Macros before entering your data. To save the spreadsheet without losing your data, select Cancel and then choose a location where you want to save the Copy of Create W2 Import File.xls program on your computer. Open the saved program, Select Enable Macros and then click in the red area to create your file.
If the file will not create and the red area is outlined then you did not Enable Macros before entering your data. To save the spreadsheet without losing your data, select File, Save As and select a location where you want to save the Create W2 Import File.xls program on your computer. Open the saved program, Select Enable Macros and then click in the red area to create your file.
Check your data for formatting errors if you receive the message “Error Type Mismatch occurred - Program Canceled”. In the example below a dash was entered in the FEIN field, stopping the program from creating a W2REPORT. Each field has a set number of spaces that cannot be altered.
If you receive an error “SA File Up Error: Error occurred when moving cached file to final destination” contact the Department of Revenue @ 334-242-1300 to report this technical error.
