Third-party services: Payroll programs and services are available for purchase from third-party vendors which will automate this process for you.
If you choose to submit your file through third-party software or services, you do not need to read the following technical instructions for transmission. However, some third-party software or services will only create the file to transmit but do not transmit it for you. In these cases, you must register and transmit the file yourself.
W-2G and 1099 Transmittal Program
Register – Obtain your Filing transmitter ID and test and production passwords.
Click here to register as a W-2G/1099 Transmitter. Note: If you are using a third-party service or program you may not need to register to transmit. Check with your payroll service or software program to see if it includes W-2 file transmission.
Create your file to transmit. Develop the file following the
Internal Revenue Service (IRS) Publication 1220, Specifications for Electronic Filing of Forms 1097, 1098, 1099, 3921, 3922, 5498, and W-2G,
- the additional Illinois requirements in our
Form W-2G and 1099 Electronic Filing Specifications - FIRE Format
(Important: PDF files or spreadsheet files, such as Excel, are not accepted.) and
- the following Illinois FIRE Specifications:
Specifications and Record Layouts: Form W-2G and 1099 Illinois FIRE Specifications
Transmitting the file to Illinois - Gateway Method: Write your own custom code for automated processing or run our
HttpsPost utility program to transmit your file. See
instructions and system requirements (
download SSL certificates). Bulk filers and third-party payroll programs and services may prefer to transmit W-2G and 1099 files by interfacing directly with Illinois Department of Revenue's (IDOR) Gateway.
Transmit your file for test and production data.
Test data –We will begin accepting test transmissions of the current year’s W-2G and 1099 data on November 1. When online registration was completed, a W-2 and 1099 transmitter ID, test password, and production password were provided to you. Use the test password to transmit your test file to IDOR. Any information transmitted using the test password will be treated as test data and is
not considered “live” data. To obtain your test results, you must reenter the system at least 30 minutes after your transmission to retrieve the message (see “Retrieve your transmission acknowledgment” below).
Production data –Transmit your production data with the same transmittal method used in your successful test transmission. Use the production password provided to you during registration. To obtain your transmission results, you must reenter the system at least 30 minutes after your transmission to retrieve the message (see “Retrieve your transmission acknowledgment” below).
Retrieve your transmission acknowledgment* (proof of filing)
- If you transmit with your own custom code or the HttpsPost utility program, you may also use
your own custom code or the HttpsPost utility program to retrieve an acknowledgment file which contains information about whether the file was accepted or rejected. To read the content of the acknowledgment file, please see the Form W-2G and 1099 Illinois FIRE Specifications.
Important note about proof of filing:
You must retrieve your transmission acknowledgment
within 60 days . The Illinois Department of Revenue will not send the acknowledgment to you.
Your filing requirements are
not met until you receive an “Accepted” transmission acknowledgment from Illinois.
Do not transmit W-2G or 1099 data prior to January 2 of the year following the year of the withholding. Prior year Forms W-2G and 1099 cannot be transmitted at this time.
W-2Gs and 1099s must be submitted to the Illinois Department of Revenue no later than
January 31 of the year following the year of the withholding.
Any time a due date falls on a weekend or state recognized holiday, we adjust the due date to the next business day.
Businesses that make a reasonable and good faith effort to comply with the deadline will not be penalized.
General record-keeping requirements
You must maintain employee Forms W-2, W-2c, W-2G, 1099 series, or other withholding tax records for a period of three years from the due date or payment date, whichever is later.