First Middle Last

SSN Suffix Address City State Zip code Box 1 Box 2 Box 3 Box 4
name initial name
1 home
123-45-6789 John A Smith San Jose CA 95000 40,000 4,000 40,000 1,000
road
1 river
999-99-9999 Jenny Carter Reno NV 89000 30,000 3,000 30,000 800
lane

Instructions: (Delete the instructions and all lines below before you save the worksheet to create a clean data file)

This template is provided for you to prepare and submit W-2 data file for eSmartPayroll to process and e-File. In addition to regular e-file charge,

a data processing fee will be computed based on your file size. Printing and mailing services can be requested upon data upload.

** Contact eSmartPayroll at Support@eSmartforms.com or (408) 935-8468 if you have questions about the Excel format.

A) How to prepare the data file using Excel worksheet

1. Each column represents a data field on a standard W2 form.

2. You can delete the columns that you do not use (no data) to make the worksheet smaller.

3. Each row is a W2 record.

4. Make sure First name, middle initial and last name are separated into 3 data fields (required for e-file)

5. For Box 13 check box, enter "1" for statutory employee, "2" for retirement plan or "3" for 3rd party sick pay.

For example, no entry indicates "None", an entry of "123" indicates all are checked.

6. Delete the instructions and save a clean Excel worksheet with W-2 data only.

7. Open the saved worksheet and save it as a Text(Tab delimited) file. This Text file will be used for upload to e-file.

B) How to Upload the Text data file to e-File (Mapping data fields)

1. Log into your account at www.eSmartPayroll.com

 2. Select "e-File using Data Upload" under Quick Access at the left hand side.

3. Choose "W2 Mapping"

4. Select the company (employer) for this W-2 file (or create a company for 1st time user).

5. Complete the employer information required for W2 filing (see section C below).

6. At data mapping page, make sure your data file columns are matched to the corresponding data fields on a W-2 form.

7. If you request printing and mailing service, we will contact you to confirm.

C) Company information required for W2 filing

Employer name, address, city, state, zip

Employer ID (Federal tax ID)

Employer State

Employer State ID

Employment Type: Regular, Agriculture, Household, Military, Medicare qualified government employment or Railroad

Has the business been terminated during the tax year? (year or no)

If prepared by an agent, enter the Agent code (2678 Agent or Common Pay Master) and Agent EIN (tax ID)

** Contact eSmartPayroll at Support@eSmartforms.com or (408) 935-8468 if you have questions about the Excel format.
 Bo Co Bo Co Bo
Box 11 Box 11
Box 5 Box 6 Box 7 Box 8 Box 9 Box 10 Code 12a Box 12a Code 12b x de x de x Box 13
code amount
12b 12c 12c 12d 12d
40,000 500 c 500

30,000 400
 Bo Bo Bo
Bo Bo Bo
x x x
x x x
14 14 14
Box 14 Box 14 14 14 14
am am am Box 15 State ID Box 16 Box 17 Box 18 Box 19 Box 20
item 1 amount 1 ite ite ite
ou ou ou
m m m
nt nt nt 39-
2 3 4 CA 40,000 800
2 3 4 049499
NV 894949