This article explains how PEO Client can provide year-end data for medical benefits via a validated template upload in Deel so W-2s can be generated correctly and on time.
It also outlines compliance and tax deadlines for submission.
In this article:
Who needs to do this and deadlines
What data you’ll need and the template
How to upload your file (per entity)
Fixing validation errors and re-uploads
Who needs to provide the year-end data and deadlines
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Eligibility: Data upload is required for PEO clients with client-administered (non-Deel) benefit plans for US PEO employees who receive W-2s.
If your organization uses Deel-sponsored benefits, no action is required.
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Why this is required: This information is needed to ensure employer contributions and imputed income are included in W-2 forms as required by IRS regulations.
Missing or inaccurate data can lead to incorrect W-2s, delayed filings, and potential tax penalties.
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Deadline: Submit your completed file by the year-end submission deadline assigned to your company.
We strongly recommend submitting early to allow time to fix validation errors.
What data you’ll need and the template
You must upload one file per legal entity/EIN using the validated template available in the Year-end task.
Supported file types: CSV.
Typical fields in the template include:
Deel employee identifier
Coverage month or applicable tax period
Employer-paid amount (USD, two decimals)
Optional notes
Best practices:
Export data from your benefit administration system.
Ensure employee identifiers match the employee IDs in Deel.
Do not enter negative amounts.
Avoid duplicate rows.
Do not add, rename, or delete template columns.
How to upload your file (per entity)
Step 1 - Navigate to Tasks
You will receive an email notification to submit the year-end data. Log in to your Deel account and navigate to Tasks > year-end.
Alternatively, you can also navigate to Payroll > Tax Documents > PEO Employees to submit the data.
Step 2 - Download the Template
Click Download template, then complete all required fields. Add the contribution data in the template file.
Step 3 - Upload the Contributions CSV
Select Upload file and choose your completed template. To submit the data successfully, please ensure that the formatting guidelines are followed when populating the CSV file.
Step 4 - Review the validation results
Fix any errors and re-upload the corrected file. When your file passes validation, select Submit for that entity.
Fixing validation errors and re-uploads
The system validates your file for structure, formatting, and data accuracy.
Common validation rules:
Required columns must be present.
File must be CSV.
Employee identifiers must match active US PEO employees in Deel.
Amounts must be numeric and non-negative.
No duplicate rows for the same employee, type, and period.
If your file contains errors:
Correct your file (e.g., fix IDs, remove duplicates, reformat dates) and re-upload.
If you receive a “File not following the template” error, try exporting your completed file from Google Sheets as a CSV.
Editing and locking:
You may replace your upload until you submit the task or until Deel locks the file for processing. After submission, contact your CSM to request changes.
Frequently Asked Questions
[ACCORDION] Who needs to upload this data?
PEO clients with external, client-administered benefits. Clients using Deel-sponsored benefits do not need to upload anything.
[ACCORDION] Will employees see this data?
No. It is only used by Deel for W-2 preparation.
[ACCORDION] What happens if I miss the deadline?
W-2s may be delayed or inaccurate, and filings may incur penalties. Contact Support or your CSM immediately.