The Medlin Payroll Software E-File W-2 Generating Program is designed to generate a file for submission to the Social Security Administration (SSA).

The Medlin Payroll Software E-File W-2 Generating Program can also be used to generate a file to submit to certain states.

Payroll data created with the current version of Medlin Payroll Software is used to create the EFW2 file.

Support for this program is provided only by email, and is only for those who are being required to file electronically.  If you are not required to file electronically, print the forms on paper (you can use plain paper!) and submit the forms through the mail.

  • Have a question?
    • Send all questions regarding e-filing to our e-mail address as shown on the left side of this page.
  • Should I E-File my W-2's?
    • Only if required to by the taxing agency.
    • E-File does not relieve you of the obligation to print forms.  Not only do you still have to print forms for the employees, you should be printing a set to keep in your files for at least 4 years.
    • E-File takes more time (in most cases) than printing an additional set of forms.
    • Don't forget, since tax year 2001, when using Medlin Software, you have the ability to print W-2 and W-3 forms on plain paper, and they will be accepted by SSA
  • Filing State returns
    • Medlin EFW2 Software may also prepare state filing information (see below).  Inquire by e-mail for details if your state is not listed at the bottom of this page.
  • How to I install and run the Medlin E-File program?
    • The Medlin EFW2 Software program is available only by downloading.  To request the download link, click here.
  • Why do I need a User ID?
    • The SSA needs to know who is sending the data and who the 'responsible party' is.  When applying for a User ID, the SSA checks to see your Social Security Number (SSN) you give matches your name and that you work for the company submitting the W-2's.
  • How do I get a User ID from the SSA?
  • How can I test the file before I send it to the SSA?
    • The SSA makes a testing program available.  It is called "AccuWage".  AccuWage can be downloaded from www.ssa.gov/employer/accuwage/
    • Remember: Garbage In, Garbage Out.  Make sure the information you have entered is correct.  Print paper W-2 and W-3 forms and compare (as well as to keep to comply with record keeping regulations).  Compare the totals to a Payroll Tax Summary for the year.
  • Limitations of the Medlin E-File software
    • Can only be used by employers and only for employees in the 50 US states and the District of Columbia
    • Medlin EFW2 Software was designed specifically for use with data from Medlin Payroll Software.
    • For creating a state file, all employees in a particular data folder must be using the same State Tax Table, and the State Tax Table must match the Employer's address.
    • Only items tracked within Medlin Payroll Software can be reported.
    • "Corrected" forms are not supported.
    • Medlin Software does not submit the file for you, you submit the file to the SSA and/or your state.
  • Electronic Filing of State Wage Report (subject to change)
    • AL - Annual - 50 or more active employees
    • AR - Annual - 250 or more active employees
    • CA - Quarterly DE9 - 250 or more active employees
    • CO - Annual - 250 or more active employees
    • CT - Annual - 25 or more active employees (All, beginning TY 2014)
    • DC - Annual - 25 or more active employees
    • DE - Annual - 250 or more active employees
    • FL - Quarterly RT6 - 10 or more active employees
    • GA - Annual - 250 or more active employees, or if required to make deposits electronically
    • ID - Annual - 250 or more active employees
    • IL - Annual - 250 or more active employees
    • IN - Annual - 25 or more active employees
    • KS - Annual - 51 or more active employees
    • KY - Annual - 100 or more active employees
    • LA - Annual - 150 or more active employees (100 beginning 2014, 50 beginning 2016)
    • MA - Annual - 50 or more active employees
    • MD - Annual - 25 or more active employees
    • ME - Annual - 250 or more active employees
    • MI - Annual - 250 or more active employees
    • MN - Annual - 11 or more active employees
    • MO - Annual - 250 or more active employees
    • MS - Annual - 25 or more active employees
    • NC - Annual - 250 or more active employees
    • ND - Annual - 250 or more active employees
    • NE - Annual - 51 or more active employees
    • NY - Quarterly - 250 or more active employees for four consecutive quarters
    • OH - Annual - 250 or more active employees
    • OR - Annual - All employers
    • PA - Annual - 250 or more active employees
    • RI - Annual - 25 or more active employees
    • SC - Annual - 250 or more active employees; UI Quarterly
    • TX - Quarterly - 10 or more active employees (QuickFile)
    • UT - Annual - 250 or more active employees
    • VA - Annual - All employers
    • WI - Annual - 50 or more active employees
    • WV - Annual - 50 or more active employees