How to Import Your W-2 for Your Taxes

A W-2, or Wage and Tax Statement, is a tax document employers provide to their employees and the IRS each year. It summarizes your annual wages and the taxes withheld from your paychecks. Importing this form into tax preparation software offers convenience and accuracy. This digital method reduces manual entry errors, streamlining federal and state income tax returns.

Key Information for W-2 Import

To import your W-2 data, specific information from the form is required. The Employer Identification Number (EIN) is an identifier found in Box B of your W-2. This nine-digit number acts as a unique federal tax ID for your employer, similar to a Social Security Number for an individual. Tax software uses the EIN to identify your employer and determine if your W-2 is eligible for direct import.

Another piece of information necessary for importing is the Control Number, located in Box D of your W-2. This number is assigned by your employer’s payroll software and uniquely identifies your specific W-2 within their records. While not all W-2s include a control number, and the IRS does not mandate its reporting, it can be essential for digital import. If your W-2 lacks a control number, the tax software may prompt you to manually enter the information.

How to Import Your W-2

The process of importing your W-2 begins within your chosen tax preparation software. After navigating to the income section, you will find an option to add a W-2. The software will then prompt you to enter your employer’s EIN from Box B. If the software recognizes the EIN as belonging to a participating employer, it will offer an option to import your data directly.

You may also be asked for the Control Number from Box D as an additional security measure, especially if your payroll provider requires it. Upon successful authentication, the software automatically populates the relevant fields with your wage and withholding information. This method reduces manual data entry, helping to prevent typographical errors.

Some employers or payroll service providers, such as ADP or Paychex, offer direct integration with tax software. This means you may be able to log in to your employer’s payroll portal through the tax software or download a specific file from their site for import. The IRS is also developing direct file options that can import W-2 wage information. If direct import isn’t possible, tax software provides an alternative to manually enter the W-2 information.

Confirming Your Imported W-2 Data

After importing your W-2, it is important to carefully review the populated fields against your physical W-2 form or a PDF copy. Compare key figures such as the wages reported in Box 1, federal income tax withheld in Box 2, and any state or local wages and taxes. This verification step ensures all information, including your Social Security number and employer details, has been transferred accurately.

Any discrepancies, even minor ones, should be addressed before filing your tax return. Incorrect information on a W-2 can lead to processing delays or potential IRS penalties. If you discover an error, most tax software allows you to edit the imported data. If the error is on the W-2 itself, you should contact your employer for a corrected Form W-2c.