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Indiana Department of Revenue

DOR > Business Tax > WH-3 Withholding Tax Electronic Filing  > Software Developers Software Developers

As a software developer, you will want to make sure that you are registered with the Department. You will then want to follow the forms approval process outlined in Departmental Notice 4. See below for frequently asked questions regarding W-2 and WH-3 electronic filing.

W-2 and WH-3 Electronic Filing FAQs

What do I need to tell purchasers of my software preparation package about my substitute WH-3s?

Effective July 1, 2010, any employer that files more than 25 W-2s in a calendar year is required to file the WH-3 and their wage statements electronically. This new law (IC 6-3-4-16.5) applies to W-2s filed after Dec. 31, 2010.

What do we as a software developer need to do to help our customers electronically file their W-2s and WH-3s?

If your product will upload files on behalf of your clients through batch upload, you will need to be certified with the Indiana Department of Revenue. To become certified you will need to follow the steps below:

Step 1: Register for INtax at www.intax.in.gov/
Step 2: Batch Upload Your W-2s.

Batch upload submitters must be pre-registered and certified to use the system. To submit a file to the Department’s Bulk Upload Web site, you must do all of the following:

  • Have a valid Indiana Taxpayer Identification number (TID) for each return
  • Have a text file in the prescribed SSA EFW2 format (www.in.gov/dor/files/w-2book.pdf)
  • Be registered in INtax if you are a service provider ( the clients included in the file do not have to be registered)
  • Use PGP encryption software to encrypt file before sending them (www.pgpi.org/)
  • Use the following software to connect to the secure FTP site: https://myshare.in.gov/Pages/sftp.aspx
  • Successfully complete an upload of two test files
  • Find more information about uploading a bulk file at www.in.gov/dor/4002.htm

Where can I find more information regarding how to upload a file to the Indiana Department of Revenue?

You will need to be certified with the Indiana Department of Revenue to upload files. To find out more information about how to electronically file forms with the Department, please go here.

What if my product does not allow for bulk upload, but purchasers of my product don't want to manually enter each W-2 and WH-3?

Have your customers register for INtax at www.intax.in.gov/ Once registered in INtax, they can upload a text file in the required format. To do this, they must do the following:

  • Have a valid Indiana Taxpayer Identification number (TID) for each return.
  • Have a text file in the prescribed SSA EFW2 format. See instructions in the Department’s W-2 Handbook.
  • If you are a service provider, you must register all clients included in the file through INtax.
  • Remember that each file has a limit of 2,000 W-2s.
  • Find more information about uploading a bulk file at www.in.gov/dor/4002.htm