W-2s and iWire filing
How will the new statewide transit tax be reported in iWire?
As with prior years, there will still be three separate W-2 filing options (manual entry, spreadsheet import, and bulk file).
Manual entry—There will be two new fields: "Statewide Transit Taxable Wages" and "Statewide Transit Tax Withheld." These fields will be labeled as "Box 14" in addition to the regular "Other" Box 14 where other information can be entered.
Spreadsheet import—The updated spreadsheet template option will have two new columns in the Form W-2 worksheet labeled "Box 14": "Statewide Transit Wage" and "Statewide Transit Withholding."
Bulk file—The updated bulk file specifications are available under "File Specifications" on the right-hand side of this page.
Where does the new statewide transit tax get reported on the Form W-2?
There isn't currently a requirement to report the statewide transit tax on the Form W-2. We're analyzing the impact of adopting an administrative rule that requires statewide transit tax wages and withholding to be reported in Box 14 of the W-2. This prospective rule change would be part of our fall 2018 rulemaking process. The draft rule would be posted on our website for review, and there would be the opportunity for public comment on the potential impacts of this requirement.
The deadline for filing W-2s and 1099s where miscellaneous income is reported (Box 7) is January 31, 2018. Other forms 1099-MISC, 1099-R, 1099-G, and W-2G are due on March 31, 2018. Oregon’s laws require that our deadlines mirror similar federal deadlines, and the federal government moved their deadline from March 31 to January 31 in 2017 in Public Law 114-113. Check out Section 201 on page 836 for the details.
We've made some changes to iWire
We’re getting a lot of phone calls and emails this year from filers with questions. Before reaching out to us, please review these frequently asked questions. If you still have questions, please email us at firstname.lastname@example.org or call us at (503) 945-8127. Thanks for your patience!
Q: I want to make a correction to my submission. How do I get back into it?
A: If your file has already processed, you'll have to make a new submission with the correct information. After submitting the correct information, send an email to email@example.com:
- iWire-spreadsheet.xlsxIf you're a logged-in user, please send us the confirmation numbers for both the old and new submissions.
- If you're a non-logged-in user, please send us the request codes for both the old and new submissions.
Once we get that information, we'll remove the incorrect records from our system.
If your submission hasn't processed yet, you can retrieve your submission and select Edit to make changes.
Q: I can’t access my Revenue Online account. What am I doing wrong?
A: If you're trying to recover your password and you haven't heard from us, you most likely don’t have an account set up yet. To use our non-logged-in option:
- Go to Revenue Online.
- Select File W-2s and 1099s using iWire under Quick Links.
You can also can set up your Revenue Online account and file from there.
Q: I started a submission but didn’t complete it. How do I get back in to submit?
A: To find your submission:
- If you're a logged-in user, look under Requests in the Activity Center.
- If you're a non-logged-in user, click on Look up request code under the Quick Links tab on the Revenue Online main page.
Please be sure to click Edit rather than View if you're looking to add records or submit them.
Q: I’m trying to submit the same .txt file I sent last year but I’m getting an error saying it is not a supported file type. Do you still accept this file type?
A: We do still accept these files, but you may have selected the incorrect filing option. To upload the formatted text files, you need to select Upload bulk submissions.
Q: I’m trying to upload an Excel spreadsheet, but it’s not working. What am I doing wrong?
A: There are two possibilities:
- On the Filing Options screen, you selected Upload bulk submissions instead of Manually enter information from individual forms or import a spreadsheet from a template. Please select the second option and then press the Import button.
- You didn’t use our spreadsheet template. Our template is available in the Resources tab to the right.
When submitting a spreadsheet, please be sure to include your information beginning in the third row of the sheet. The first two rows will be ignored. There are also some helpful tips within the spreadsheet itself on the sheet titled "Review this first."
Q: I want to see what I submitted. How do I retrieve my submission?
A: You should be able to view your previous submissions online if you manually entered them or used the spreadsheet.
- If you're a logged-in user, you should log in and look under Requests in the Activity Center.
- If you're a non-logged-in user, please click on Look up request code under the Quick Links tab on the Revenue Online main page.
If you uploaded from .txt files, that information won’t be available online. If you need a list of the businesses you submitted, please let us know.
Q: We are a third-party CPA firm and file for many clients. How should we file our clients’ records in the new iWire system?
A: As a third party, you can file all the iWire submissions through your own account if you're a business, or through your client if you're an individual. If you're uploading a bulk file, you can include multiple businesses in a single file or submit separate files for each business. If you're manually entering the information, be sure to check the box for "Payer different from submitter," and then enter your client’s business information. You can also use the non-logged in option to file for your clients.
Q: I’m trying to manually enter W-2s but am unable to enter any information. I clicked “add/delete,” but there’s nowhere for me to enter the data.
A: When you click Add/Delete/Edit W-2s, it pops up another summary screen. To add a W-2, click the blue tab that says Add W-2 in the top right corner.
Q: I’m trying to manually enter records, but I can’t type in the number of records in the listed box. What do I do?
A: Click the Add/Delete/Edit button for the records you’re trying to enter. That listed box is just a count of the records you’ve entered, not a field for entry.
Q: I’m entering my BIN and the system keeps telling me it is incorrect, but I know it is correct. What’s the problem?
A: Our new system uses a full nine-digit identifier. If you left-fill your BIN with zeros, it will work fine. Example: If your BIN is 1234567-8, it should be entered as 01234567-8.
Q: I’m getting an error because my state wages don’t match my federal wages.
A: You’re most likely getting this error because you haven’t entered all of the state information from the bottom portion of the Form W-2. You must enter the wages earned in each state. The sum of the entries in Box 16 should equal the number in Box 1. Once it does, the error message will go away.
Q: I issued fewer than 11 1099s. Do I have to file them electronically? Do I have to mail them?
A: Beginning with tax year 2017 (the 2018 filing season), all 1099s will need to be filed with us electronically.
What's new in iWire?
In late 2016, we rolled out a completely revamped version of iWire, the web application used to electronically submit W-2s and 1099s. There are several new and helpful features, so we wanted to give you a preview and describe some of these features.
iWire is now in Revenue Online.
You can now use iWire from your Revenue Online account. Revenue Online will allow you to log in and view prior submissions, and you won’t have to type in as many pieces of information manually. In future years, you’ll be able to load employee information from previous years, saving you more time.
You can also use iWire without logging in, but you have more options for modifying and monitoring your submission if you log into your Revenue Online account. To access iWire without logging in, go to Revenue Online and click on "File W-2s and 1099s using iWire" in the "Quick Links."
You have three options to file: manual entry, bulk file upload, and spreadsheet import.
We first offered the option to use a spreadsheet to create a bulk file in 2016, but the new system allows you to upload a spreadsheet directly into iWire. iWire uses that data to create W-2 and 1099 entries for you to review.
Manual entry is more user friendly in the new system, and the forms look quite similar to your paper copies.
Errors in bulk files pop up instantly, rather than via email.
If you’re a bulk filer, the new system detects and helps you fix errors in your text files. You don't have to wait for an email identifying any errors. The system also tells you exactly where the error was in your file. You can also call us at (503) 945-8127 if you need help fixing any errors in your submission.
You can save your progress if you can’t finish filing all at once.
Instead of having to break up submissions or worrying about your system crashing, you can save your progress in the middle of filing, even if you’re using the non-logged in submission method. After saving, you’ll get a simple, secure confirmation code sent to your email that you can use to resume your submission at your convenience.
If you're using iWire as a logged-in user, you can retrieve your saved submission by logging back in. If you're using iWire without logging in to Revenue Online, go to Revenue Online and click "Look up request code" under “Quick Links” to retrieve your saved submission.
Every page now has a link to detailed instructions.
Confused about what you're seeing? Click on the link that says, Having trouble? Click here for assistance at the top right of the window. It will take you to a PDF with detailed instructions about the fields and what we're looking for.
What is iWire?
iWire is an online portal where employers submit W-2s and 1099s to us electronically. With iWire you can either upload a W-2 or 1099 text file, or manually enter the information.
Electronic filing requirements
Businesses and payroll service providers must submit all W-2s electronically using iWire. Businesses that issue 1099s must also submit their information returns using iWire*. We don't accept information returns in any other format.
We may assess penalties of up to $25,000 for not filing electronically, filing incorrect W-2s or 1099s, or filing late.
*Required 1099s are the 1099-G, 1099-MISC, 1099-R, and W-2G. Other 1099s—including 1099-DIV and 1099-INT—are not required.