W-2 Text File Generator

How to Use the W-2 Text File Generator

• 1

  Step 1. - Instructions

  Access the W-2 Text File Generator from the NCDOR website, open the excel file, and save it to a folder that you have easy access to.  This is where the .txt file will be saved.  Remember to read the instructions by clicking on the Instructions tab once you open the excel file.

  Some important things to keep in mind:

  • Turn on Caps Lock; all letters must be entered as capital letters.
  • Enter dollars and cents using a decimal on the W2 sheet for amounts.
  • If you do not use a field, leave it blank.  Required fields are marked with a red asterisk.
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  Step 2. - Employer Information

  Click on the Employer tab to begin filling out the required employer information.  Required fields are marked with a red asterisk.

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  Step 3.

  Select the appropriate tax year by clicking on the dropdown box.

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  Step 4.

  Enter the Employer/Agent identification (EIN) number.

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  Step 5.

  Enter the employer name.  Remember to use capital letters.

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  Step 6.

  For an address in the United States: Enter the employer address and city.  Remember to use capital letters.  Select the state from the dropdown box.  Enter the 5-digit zip code, and 4-digit zip code extension (if known).

  For a foreign address: Enter the employer address, city, and Foreign State/Province.  Remember to use capital letters.  Enter the Foreign Postal Code and Country Code.

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  Step 7.

  Enter a value for the Third-Party Sick Pay Indicator.  Enter "1" for a sick pay indicator, otherwise, enter "0" (zero).  Enter a NC State Withholding ID Number.

• 8

  Step 8. - W-2 Information

  Click on the W-2 tab to enter employee information.

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  Step 9.

  Verify that the employer information you entered is correct.

• 10

  Step 10.

  Enter each employee's information in the cells provided. The following information is required for each employee:

  • Social Security Number: 9 digits, no dashes.
  • First name and Last name: Use capital letters.
  • Amount of North Carolina wages, tips, and other compensation earned: Enter number as a decimal.
  • Amount of North Carolina state wages, tips, etc. earned: Enter number as a decimal.
  • Amount of North Carolina state income tax withheld: Enter number as a decimal.

  Important: Do not skip lines when entering W-2 information.

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  Step 11. - W-2 Summary

  Click on the W-2 Summary tab.

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  Step 12.

  Review the information.

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  Step 13. - Export Tab

  Click on the Export Tab.

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  Step 14.

  Click on the Create and Export W-2 Text (.txt) File button.  This will generate a .txt file in the same location/path where the Excel template is stored. 

  After the W-2 text file has been generated, a message box will appear - click the OK button to close message.

  You are now ready to test and then upload the .txt file to the eNC3 and Information Reporting Application (eNC3 Portal). For information on how to test and submit files, use the following step-by-step guides:

  • How to Test File Formats Using the eNC3 Portal
  • How to Upload and Submit files Using the eNC3 Portal

  Note: If you encounter an error when using the W-2 Text File Generator, it may be due to your system settings.  We recommend that you enter at least one W-2 record and test that the .txt file can be generated from the Export tab.  If you are unable to use the Text File Generator, there are other filing options available to help you meet the electronic filing requirement.