TaxBandits Knowledge Base

How do I bulk upload Form W-2?

To upload your W-2 data in bulk, follow these simple steps:

Step 1: Sign in to your TaxBandits account.

Step 2: Navigate to the 1099/W2 Dashboard

 

Step 3: Click 'Start New Form'>> 'Select Form W-2.'

 

Step 4: Select the tax year for which you need to file the W-2 form.

Step 5: Navigate to the 'Bulk Import' option and choose the 'Employee Data with Form Fields' option to import the respective information.

 

Step 6: Select the importing method as 'Use Our Standard Template'. You can download our CSV template and fill in the data by following the instructions.

General Instructions

File Specifications File Format: Ensure the file is saved as .CSV (Comma-Separated Values). Other formats like .xls or .xlsx are not supported. See how to convert other file formats to CSV File Size: The file size should not exceed the specified limit (e.g., 15 MB). Split large files into smaller ones if necessary. Row Limit: Rows exceeding 20,000 entries should be split into multiple files to ensure smooth processing. Encoding: Use UTF-8 encoding to avoid errors with special characters or unsupported languages.

Data and Input Specifications Mandatory Fields: Fields marked as required or mandatory must be filled for every record. Empty Fields: If a value is not applicable, leave the field blank rather than using placeholders like 'N/A' or 'NULL.' Comma in Values: If any of the values contain commas, enclose them in double quotes (EX. 'Brown, Davis & Partners'). Headers & Column Order: Headers can be edited as needed.  Do not change the order of columns, as the system maps data based on column position. Duplicate Records: Duplicates can cause errors or inconsistencies in the submission process. Therefore, ensure that each record is unique by removing any duplicate rows. Predefined Values: For fields with fixed-choice options, ensure you use values exactly as defined in the template instructions.  Special Characters: All special characters are allowed except < > ; { } [ ] _ \ ! : ? = (These characters will be removed before upload.) If any text has a dot followed by letters, a space will be added after the dot.

Step 7: Once you fill in all the information on the downloaded template, upload the file or drag and drop it. Note that only CSV files are supported. Then, click 'Continue.'

 

Step 8: Based on the information, some of your data has been mapped to the appropriate fields. For the remaining fields, use the dropdown or drag and drop from 'Unmapped Columns,' then click the 'Continue to Preview' option.

Note: This field mapping format will be saved as a template, so you won't need to map the data each time you file. The next time you upload form data, select this template, and our system will auto-map the data to the appropriate fields.

Step 9: You’ll get a preview of the form. Once you have checked all the details, click 'Continue to Process.'

 

Step 10: You can review the summary of forms that are ready for federal filing. 

• You have the option to export the draft versions of the form as either PDF or CSV files. If errors are found, make the necessary changes in the CSV file and upload it back to our system using the bulk import option. 
• Use the 'Share with Client' option to share the forms with your clients via BanditConnect for their review.

 

Step 11: You can find your state filing requirements on this page based on the information you reported. You can choose to select or de-select states you want to file with. Ensure you promptly follow the instructions to complete any additional state filing requirements.

 

Step 12: Proceed to 'Form Distribution,' select the type of form you want to be distributed, and continue. TaxBandits provides you with four options to send recipient copies:

• BanditComplete - Both postal mailing and BanditShare (Online Access) will be enabled for the recipients. 
• Postal Mailing - We will print and deliver copies of the form to the recipients via postal mail.
• BanditShare (Online Access) - The recipients will be granted access to a secure online portal to view and download their form copies. 
• Advanced Distribution - Customize how many recipients receive postal mail or online access based on your needs.

If you prefer to manage the form distribution on your own, choose 'I will print and distribute myself' and proceed further.

 

Step 13: Click 'Continue to Form Summary' and review the form. You’ll have the following options here.

• Validations: You can opt for add-on services such as TIN Matching and USPS Address Validation.
   
  • TIN Matching: Validate your vendor/payee TINs against IRS data to ensure accurate 1099 filings and prevent potential penalties.
     
  • USPS Address Validation: Verify all addresses entered on your forms through USPS Address Validation to confirm accuracy.
     
• Schedule Filing: You can either transmit the forms immediately or schedule them for a later date. If you schedule your forms, you’ll have the option to edit the information until the scheduled date.

 

Step 14: Proceed to payment and transmit the form. After transmission, track the status of your return in the 1099/W-2 dashboard. 

By following these steps, you can effortlessly use our standard template to upload your data to file Form W-2 with TaxBandits.