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The Oregon W-2 form serves as a crucial document for employers and employees alike, outlining essential wage and tax information for the state of Oregon. Employers must comply with specific filing requirements set forth by both the Social Security Administration (SSA) and the Oregon Department of Revenue. This includes the necessity for electronic filing, which must be completed by January 31 of the following year. The form includes various records such as the RA submitter record, RE employer record, RW employee wage record, and the RS state record, among others. Each record has designated fields that must be accurately filled out, including employee details, taxable wages, and withholding amounts. Notably, Oregon mandates the reporting of Statewide Transit Tax information for businesses with employees working in Oregon or Oregon residents working outside the state. Failure to adhere to these specifications can result in penalties, emphasizing the importance of accuracy and compliance in the filing process. The information must be submitted in a specific format, ensuring that all records align with state and federal guidelines. For further assistance, employers can refer to the Oregon Department of Revenue's resources available online.

Common mistakes

  1. Incorrect Social Security Number (SSN): Many individuals mistakenly enter an incorrect SSN. This can lead to delays in processing and potential penalties. Always double-check the number against the original Social Security card.

  2. Missing Required Records: Failing to include all necessary records, such as the RS and RV records, can result in the entire submission being rejected. Each record plays a crucial role in accurately reporting wages and taxes.

  3. Incorrect Formatting: The state of Oregon requires specific formatting for electronic submissions. For instance, money fields must be numeric and right-justified. Ignoring these formatting rules can lead to rejections.

  4. Omitting Statewide Transit Tax Information: If employees worked in Oregon or are Oregon residents working outside the state, it's essential to report the Statewide Transit Tax. Missing this information can lead to compliance issues.

  5. Filing After the Deadline: W-2 forms must be filed by January 31 of the following year. Late submissions can incur penalties, so it’s vital to be mindful of this deadline.

  6. Improper Use of Blanks: Some individuals mistakenly leave fields blank instead of filling them with zeros. This is particularly important for money fields that have no reported amount, as they must be zero-filled.

  7. Not Following Electronic Filing Specifications: Oregon mandates that W-2 forms be filed electronically according to specific guidelines. Failing to adhere to these guidelines can result in the submission being rejected.

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Listed Questions and Answers

  1. What is the Oregon W-2 form?

    The Oregon W-2 form is a wage and tax statement that employers in Oregon must file for their employees. This form reports the wages paid to employees and the taxes withheld during the year. It follows the guidelines set by the Social Security Administration (SSA) but includes specific requirements unique to Oregon. Employers must ensure that all information is accurate and submitted electronically by January 31 of the following year.

  2. Who is required to file the Oregon W-2 form?

    All employers and payroll service providers with employees working in Oregon are required to file the Oregon W-2 form. This includes businesses with employees who perform work in Oregon or Oregon residents who work outside the state. It is essential for employers to comply with filing requirements to avoid penalties.

  3. What are the penalties for failing to file the Oregon W-2 form?

    Oregon law allows the Department of Revenue to impose penalties for failing to file an information return, including the W-2 form. Penalties can also apply for submitting incorrect or incomplete information. Employers who knowingly fail to file or provide false information may face additional consequences. It is crucial to ensure that all filings are accurate to avoid these penalties.

  4. What are the specific filing requirements for the Oregon W-2 form?

    Employers must file W-2 information electronically, adhering to the specifications set by the SSA. The required records include the RA, RE, RW, RS, RT, RV, and RF records, among others. Each record must be formatted correctly, and the file must be in .txt format, not exceeding 150MB. Employers should also report statewide transit tax information if applicable, which must be included in specific positions within the RS and RV records.

  5. Where can I find more information about filing the Oregon W-2 form?

    For additional details, employers can visit the Oregon Department of Revenue website at www.oregon.gov/dor/business. This site provides resources, including electronic filing specifications and a troubleshooting guide. Employers can also reach out via email for technical questions regarding electronic filing.

Form Specifications

Fact Name Details
Filing Deadline All W-2 forms must be filed by January 31 of the following year.
Electronic Filing Requirement Employers and payroll service providers are mandated to file W-2 information electronically, adhering to SSA specifications.
Governing Law ORS 316.202 allows penalties for failing to file or for filing incorrect W-2 forms.
Format Specifications Oregon requires specific formats for RS and RV records, as outlined in OAR 150-316-0359.
File Size and Format The file must be in .txt format, not exceeding 150MB. Magnetic media is not accepted.
Statewide Transit Tax Reporting Employers must report statewide transit tax information on RS and RV records, following specific character positions.