Cloud/Desktop/Laptop Payroll Software by Medlin

Cloud/Desktop/Laptop Payroll Software by Medlin can be used to create annual "W-2" type files to submit to the Social Security Administration (SSA), and to state tax agencies. Open Medlin Payroll, click W-2, then click the Create eFile button.  NOTE: You can use Payroll Software by Medlin to directly print all copies of W-2 and W-3 forms on plain paper using black ink/toner.  Payroll Software by Medlin prepared W-2 and W-3 forms are approved and accepted by the SSA.

SSA (Federal Wage Reports)
Payroll Software by Medlin can be used to create an EFW2 formatted file for submission to the SSA. You will first have to register with SSA to obtain a 'User ID'. After creating the SSA file, test your file by using the AccuWage software - provided free by the SSA.

Federal 940, 941, 943, 944 (often referred to as 94x)
Medlin Payroll prints these forms on plain paper. You are obligated to print and retain paper copies for several years. You can also print and mail a copy to the tax agency. As of Winter 2023, NO employer is required to file these forms electronically (because there is no self serve free method available), and there is no known other free method of e-filing these items. Paper forms are acceptable, sent via regular mail, or private carrier. Until there is a free method of e-filing, paper forms remain the cheapest method, and is still as reliable as it has been for decades. Should if the IRS open a free e-file method, we will be one of the first to offer it. We are hoping these forms eventually get handles like the new 1099 e-file, but no one at the IRS has said when or if it will happen. Note, from what others have shared and via our own research, it seems to be about $5 per form to file at present, so one employer would be spending at least $25 per year for their 940 and 941 efiling.

State Specific Reporting
Payroll Software by Medlin can be used to create many state specific quarterly and end of year report files, which you can then upload or import using your state's online filing system.  State specific quarterly reports are accessed directly from the Report screen.

Important Notes
Only applies to employers in the 50 US states.
All active employees must be set for the same State Tax Table.
Only items tracked within Medlin Payroll can be reported.
Creating a "corrected" file is not supported.
If the item you wish to eFile is not currently supported, contact us.
Support for eFile may be limited to those who are required to eFile, or for when there is no paper form available within Medlin Payroll.

Remember
Medlin Payroll creates the properly formatted data file, then you upload the file using a method allowed by the tax agency. eFile regulations may change without notice. If your file is not accepted, please contact us for assistance.

The following information is provided as a courtesy. Check with the tax agency for their latest requirements.

Description	Comments
Federal W2 / W3	Required when there are 10 or more active employees.  You can use Payroll Software by Medlin to print SSA approved W2 and W3 forms directly on plain paper using black ink/toner!
Alabama UI	Quarterly wage report file
Alabama	Annual wage report file
Alaska	No state withholding tax to report
Arizona UI	Quarterly wage report file.
Arizona	Annual wage report file
Arkansas	Annual wage report file
California DE9/DE9C	Quarterly wage report file.
California	Annual reporting is not required. CA obtains wage information from quarterly reports
Colorado Qtr	Quarterly wage report file & CO FAMLI
Colorado	Annual wage report file
Connecticut	Annual wage report file
Delaware	Annual wage report file
District of Columbia	Annual wage report file
Florida RT6	FL quarterly unemployment report file
Florida	No state withholding tax to report
Georgia UI	Quarterly wage report file
Georgia	Annual wage report file
Hawaii	Annual eFile not required
Idaho	Annual wage report file
Idaho UI	Quarterly report file
Illinois UI	Unemployment tax, monthly and quarterly files
Illinois	Annual wage report file
Indiana UC5	Quarterly wage report file
Indiana	Annual wage report file
Iowa UI	Quarterly wage report file
Iowa	Annual wage report file
Kansas UI	Quarterly UI report file
Kansas	Annual wage report file
Kentucky UI	Quarterly UI report file
Kentucky	Annual wage report file
Louisiana UI	Quarterly UI report file
Louisiana	Annual wage report file
Maine	Annual wage report file
Maine UI	Quarterly UI report file
Maryland UI	Quarterly unemployment tax file
Maryland	Annual wage report file
Massachusetts UI	Quarterly unemployment tax file
Massachusetts	Annual wage report file
Michigan UI	Quarterly unemployment report file
Michigan	Annual wage report file
Minnesota UI	Quarterly UI report file
Minnesota	Annual wage report file
Mississippi	Annual wage report file
Missouri UI	Quarterly wage report file
Missouri	Annual wage report file
Montana	Annual eFile not required
Montana	Quarterly UI report file
Nebraska UI	Quarterly wage report file
Nebraska	Annual wage report file
Nevada	No state withholding tax to report
Nevada	Quarterly UI report file
New Hampshire	No state withholding tax to report
New Jersey UI	Quarterly wage report file
New Jersey	Annual wage report file
New Mexico	Annual wage report file
New Mexico UI	Quarterly wage report file
New York NYS-45	Quarterly wage report file
New York	NY obtains annual wage information from the fourth quarter NYS-45
North Carolina UI	Quarterly wage report file
North Carolina	Annual wage report file. All employers must eFile by Jan 31.
North Dakota	Annual wage report file
North Dakota	Quarterly UI report file
Ohio UI	Quarterly wage detail and summary file
Ohio	Annual wage report file
Oklahoma UI	Quarterly wage report file
Oklahoma	Annual wage report file
Oregon Qtr Wage	Quarterly files for importing into Oregon's OTTER software
Oregon	Annual wage report file
Pennsylvania UC2	Quarterly wage report file
Pennsylvania	Annual wage report file
Rhode Island	Annual wage report file
South Carolina UI	Quarterly unemployment report file
South Carolina	Annual wage report file
South Dakota	No state withholding tax to report
Tennessee UI	Quarterly unemployment report file
Tennessee	No state withholding tax to report
Texas TWC	Texas Workforce Commission
Texas	No state withholding tax to report
Utah	Annual wage report files
Utah	Quarterly UI report file
Vermont	Annual wage report file
Virginia FC20, FC21	Quarterly wage report file
Virginia	Annual wage report file
Washington UI	Quarterly UI report file
Washington	No state withholding tax to report
West Virginia	Annual wage report file
Wisconsin UI	Quarterly contribution and wage files
Wisconsin	Annual wage report file
Wyoming	No state withholding tax to report