Employer W-2 Filing Resources

You must register to use Business Services Online – Social Security’s suite of services that allows you to file W-2/W-2Cs online and verify your employees’ names and Social Security numbers against our records.

This service offers fast, free, and secure online W-2 filing options to CPAs, accountants, enrolled agents, and individuals who process W-2s (the Wage and Tax Statement) and W-2Cs (Statement of Corrected Income and Tax Amounts).

The Social Security Number Verification Service allows employers to verify the names and Social Security numbers of current and former employees for wage reporting purposes only.

 

Forms W-2/W-3 Instructions

Specifications for Filing Forms W-2 and W-2c Electronically (EFW2/EFW2C)

Electronic W-2/W-2c Filing Handbook

Social Security has a free electronic filing option available for small businesses that allows you to prepare and submit up to 20 W-2s (per report) over a
secure Internet service. When you register to file electronically, here’s what you get:
Freedom from buying paper forms;
W-2s for your employees and for your records;
Electronic receipts you can use as proof that you filed on time;
andUntil March 31 to file

Helpful Hints to Electronic W-2c/W-3c Filing

  • File Forms W-2c (Corrected Wage and Tax Statement) and W-3c (Transmittal of Corrected Wage and Tax Statement) as soon as possible after you discover an error. Also, provide a Form W-2c to the employee as soon as possible.
  • To correct a Form W-2 you have already submitted, file a Form W-2c with a separate Form W-3c for each year needing correction.
  • File a Form W-3c whenever you file a Form W-2c, even if you are only filing a Form W-2c to correct an employee’s name or Social Security number (SSN).
  • Follow the General Instructions for Forms W-2c/W-3c.
  • If you use your own software to prepare and submit paper Forms W-2c, follow the instructions in Social Security’s Information for Software Developers.
  • If you expect to file 250 or more W-2cs during a calendar year, you are now required to file them electronically. (W-2cs for years before 2002 are not counted for purposes of the new threshold.) Submitters must follow the formatting specifications in Social Security’s Specifications for Filing Forms W-2 Electronically (EFW2). If you believe the 250 threshold requirements (published in Internal Revenue Service (IRS) Pub. 1223) will create a hardship, contact the IRS Employer Call Site in Martinsburg, West Virginia, toll-free at (866) 455-7438 about the possibility of a waiver.
  • If any item shows a dollar amount change and one of the amounts is zero, enter “-0-”. Do not leave the box blank.
  • If you reported your EIN incorrectly, please file a W-3c to correct it.
  • Make sure you use the Employer Identification Number (EIN) issued by IRS on all Forms W-2c/W-3c. Note: The same EIN number should be used on the Form 941-x, Supporting Statement to Correction Information, when applicable.
  • When you discover an error on a previously filed Form 941, you must:
    • Correct that error using Form 941-X;
    • File a separate Form 941-X for each Form 941 you are correcting;
      and
    • File a Form 941-X separately. Do not file a Form 941-X with a Form 941.

 

AccuWage Software 2013

Accuwage software 2013 download links

Main Accuwage download page

A new Informational alert will display if the Submitter EIN (RA or RCA Record) and Employer/Agent EIN (RE or RCE Record) fields are matching. This is an informational only alert. If you intended for the fields to match and there are no other errors in the file to correct, please leave AccuWage/AccuW2C and go to the BSO Webpage to upload your file. You will not receive the pop-up to go directly to the BSO Webpage from AccuWage/AccuW2C TY13 if you received the informational alert.

AccuWage/AccuW2C is free software from Social Security.

  • AccuWage is for use with Electronic Filing W-2 – EFW2
  • AccuW2C is for use with Electronic Filing W-2c – EFW2C

The software allows you to check W-2 (Wage and Tax Statement) and W-2c (Corrected Wage and Tax Statement) reports for correctness before you send them to Social Security.

After downloading and installing AccuWage/AccuW2C software on your PC specify the directory where your W2REPORT or W2CREPORT file is located. AccuWage/AccuW2C reads the file and informs you of any errors it detects.

The AccuWage/AccuW2C software identifies most of the common format errors in wage submissions. Using this software greatly reduces submission rejections. Please be aware that even if no errors are identified by AccuWage/AccuW2C, your submission could be returned because of other errors.

AccuWage Software 2012

In order to run the Java version of the AccuWage/AccuW2C software, you must have the necessary Java Runtime Environment (JRE) files on your PC. Most users already have these files on their systems because Java applications are used in a wide range of computers and networks and are compatible with nearly every platform.

Accuwage software 2012 download links

Main Accuwage sotware download page

AccuWage/AccuW2C is free software from Social Security. It allows you to check W-2 (Wage and Tax Statement) and W-2c (W-2 correction) reports for correctness before you send them to Social Security. Using AccuWage and AccuW2C greatly reduces submission rejections. Download the latest version of AccuWage software as you prepare your wage reports each year.

AccuWage and AccuW2C software for 2012 are designed to test wage reports in the current EFW2 – EFW2C formats. The most current versions of AccuWage and AccuW2C work with current and prior year wage submissions.

    • A new version of AccuWage and AccuW2C software for 2012 (1.1.0) are now available for download.

 

      • This version corrects the problem in the RA records for the Contact E-mail/Internet field. If an invalid E-mail address comprised of over 35 characters was entered in the field, the software could potentially run in endless loops.

 

    • This version also corrects the problem in the RE records for the three keyboard characters ‘[‘, ‘ ]’ and ‘\’. The fields that allow keyboard characters were receiving error messages when any of the keyboard characters were used.
  • Previous versions of the AccuWage and AccuW2C software have been removed from the AccuWage website. We recommend that wage submitters uninstall prior versions of AccuWage and AccuW2C before they download the software for the current tax year.

The AccuWage application allows the Annual Wage Report (AWR) submitters to test the format accuracy of wage reports prior to sending them to the Social Security Administration (SSA) for processing. The AccuWage application checks the W-2 wage reports to ensure they comply with Publication 42-007: Specifications for Filing Forms W-2 Electronically (EFW2) and provides reports listing all errors found in the wage report. The wage report cannot be edited using the AccuWage software. The submitter can create a new EFW2 test file or correct the existing EFW2 test file that generated the errors. The wage report can be repeatedly retested until all the errors have been corrected.

The AccuWage application identifies many, but not all, wage submission errors. For example, AccuWage does not verify names and Social Security Numbers (SSNs). The likelihood of submission rejection, though not eliminated, is greatly reduced when using this application.

Source

 

Tax year 2011 Specifications for Filing Forms W-2 and W-2c Electronically

Electronic Filing
For tax year 2011, Business Services Online (BSO) filers may upload their files beginning December 5, 2011.
For tax year 2011, Electronic Data Transfer (EDT) filers may transmit their files beginning January 2, 2012.

Filing Deadlines
The Internal Revenue Service (IRS) deadline for electronic filing is April 2, 2012.
You may owe a penalty for each Form W-2 that you file late. (Refer to IRS 2011 Instructions for Forms W-2 and W-3 for information concerning late filing penalties and terminating a business.)

Record Changes

A new field, Cost of Employer-Sponsored Health Coverage, has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309). This field is not valid for Puerto Rico or Northern Mariana Islands employees.
A new field, Designated Roth Contributions Under a Governmental Section 457(b) Plan, has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159). This field is not valid for Puerto Rico or Northern Mariana Islands employees.
Other Changes
The Social Security Wage Base for tax year 2011 will remain at $106,800.
The employer tax rate for Social Security will be withheld at 6.2 percent (up to $6,621.60).
The employee tax rate for Social Security will be withheld at 4.2 percent (up to $4,485.60).
Medicare taxes continue to be withheld at 1.45 percent on all wages.
The 2011 Social Security and Medicare coverage threshold for Household wages will remain at $1,700.
Section 5.0 User Identification (User ID)/Password Registration Information: A new question, “What information do I need to request Employer Services?” and answer have been added.

 

Filing Deadline
Submit an EFW2C file as soon as possible after you discover an error.
Provide Form W-2c to employees as soon as possible.

Electronic Filing
For tax year 2011, Business Services Online (BSO) filers may upload their files beginning on
December 5, 2011.
For tax year 2011, Electronic Data Transfer (EDT) filers may transmit their files beginning on
January 2, 2012.

AccuWage Software 2011

AccuWage/AccuW2C is free software from Social Security.

  • AccuWage is for use with Electronic Filing W-2 – EFW2
  • AccuW2C is for use with Electronic Filing W-2c – EFW2C

The software allows you to check W-2 (Wage and Tax Statement) and W-2c (Corrected Wage and Tax Statement) reports for correctness before you send them to Social Security.

Accuwage software 2011 download links

Main Accuwage sotware download page

Download AccuWage Java – 2011 Tax Year
Download AccuW2C Java – 2011 Tax Year
Download AccuWage Visual Basic – 2011 Tax Year
Download AccuW2C Visual Basic – 2011 Tax Year
EFW2 – EFW2C
AccuWage 2011 Java Help Guide
AccuW2C 2011 Java Help Guide
AccuWage 2011 Visual Basic Help Guide
AccuW2C 2011 Visual Basic Help Guide
Installation Guide
Troubleshooting

First, you need to download and install AccuWage/AccuW2C software on your PC. Then, specify the directory where your W2REPORT or W2CREPORT file is located. AccuWage/AccuW2C reads the file and informs you of any errors it detects.

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