How To File

Social Security Number Verification Service (SSNVS)
Verifying all names and SSNs with SSNVS before you submit can speed the processing of your submissions. Correct names and SSNs on W-2 wage reports are the keys to the successful processing of your annual wage report submission.

Electronic Filing

There are three ways to file electronically:

1. Upload a Wage Report – the software used to create reports that are uploaded to Social Security Administration (SSA), must be formatted to SSA’s Specifications for Filing Forms W-2 Electronically (EFW2/EFW2C). Check your wage reporting format with the AccuWage test tool prior to submitting. It allows you to check wage reports for correctness before you send them to Social Security.
   
   
2. W-2 Online - Complete up to 20 Forms W-2 right on your computer, electronically submit them to SSA and print copies suitable for distribution to your employees. No software is needed.
   
   
3. W-2c Online – Complete up to 5 Forms W-2c on your computer, electronically submit them to SSA and print copies suitable for distribution to your employees. No software is needed.

• It is free, fast and secure.
• It saves time and reduces filing burden.
• It offers a later filing deadline (electronic filers have until the last day of March vs. the last day of February for all other filers).
• It provides an immediate receipt for proof of filing.

1. Register to file (Registration is required).
   From the BSO website, select Registration. A User ID will be issued immediately. At that time you choose your own password. Third-party preparers need only register once in their own firm’s name.
   *Check your wage reporting format with AccuWage prior to submitting.
   *Verify names and SSNs with SSNVS prior to submitting.
2. Return to the BSO website and Login using your User ID and password.
3. Select “Submit a W-2 Wage File” or one of the options under “Create Forms W-2 Online.”

How to File Correction Forms

Electronic Data Transfer Option for Federal and State Agencies

Additional e-Filing Resources

Paper W-2 Filing

• IRS Instructions for Forms W-2 W-3
  
• IRS' Publication 1141, General Rules and Specifications for Substitute Forms W-2 and W-3 Laser Printed Forms - SSA accepts laser printed Forms W-2/W-3 as well as the standard red drop-out ink. Both the laser forms and the red drop-out ink forms must comply with IRS Publication 1141. Laser printed forms require pre-approval from SSA. Follow the instructions in Pub. 1141 above. For a printed copy of the publication, call IRS at 1-800-829-3676.
  
• Employer's Guide to Filing Timely and Accurate Form 499R-2/W-2PR Wage Reports on Puerto Rico Sited Employees
  Helpful information for preparing Forms W-2 for Puerto Rico Sited Employers.
  
• Printed Forms W-2/W-3 can be obtained for free from IRS by calling 1-800-829-FORM
  (1-800-829-3676).
  
• See the Where to File page for the address to mail paper Forms W-2/W-3 to SSA.

Magnetic Media Filing

If you use off-the-shelf software to prepare your wage reports and it does not offer electronic filing, contact the software company.

Also visit SSA's Vendor List for a list of companies that offer wage reporting services and/or products.