Annual Wage Reporting

Annual Wage Reporting

This regional wage reporting web site serves employers in Iowa, Kansas, Missouri, and Nebraska. In addition, we have a national site for Employer W-2 Filing Instructions & Information. Some of the topics covered on the national site include:

• General W-2 Filing Information
• Tips for Better W-2 Reporting
• Electronic Filing of W-2's
• New Specifications for Electronically Filing Forms W-2/W-2c
• Instructions on Filing Paper Forms W-2/W-3
• Employer Reconciliation Process
• Obtaining Forms & Publications
• Tax Forums and Speaking Engagements

Why Should I file my W-2s electronically?

• 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.
• It is completely paperless process (no Forms 6559 needed), and more.

The first step in filing electronically is to register for a User ID and PASSWORD.

To learn more about filing W2 electronically, go to the How to File page of our Employer W-2 Filing Instructions & Information site, or visit the links below.

• BSO Electronic W-2 Filing Handbook
• Video - Software demonstration
• Tutorial

Free Annual Wage Reporting Test Software

To test your electronic submission format, we offer free AccuWage software. Many employers have found this to be a valuable tool that assists them in submitting accurate wage report data.

Have You Heard About the Social Security Number Verification Service?

There are two Internet verification options you can use to verify that your employee names and Social Security numbers match Social Security's records. You can:

• Verify up to 10 names and SSNs (per screen) online and receive immediate results. This option is ideal to verify new hires.
• Or you can upload overnight files of up to 250,000 names and SSNs and usually receive results the next government business day. This option is ideal if you want to verify an entire payroll database or if you hire a large number of workers at a time.

Go to Verifying Social Security Numbers Online for information on registering and using our Social Security Number Verification Service (SSNVS). You may also read the SSNVS Handbook.

Why Should I Verify Names and SSNs Online?

• It results in more accurate wage reports
• It saves you processing costs
• It reduces the number of W-2cs
• It allows Social Security to properly credit your employees' earnings record, which will be important information in determining their Social Security benefits in the future, and more.

DHS/SSA Basic Pilot

Would you like to verify Social Security numbers for all newly hired employees and also verify employment eligibility through a personal computer? If you answered yes to this question, you may be eligible to participate in a pilot sponsored jointly by the Social Security Administration and the Department of Homeland Security that enables you to complete these processes. If you want more information, go to the Employment Eligibility Verification Program.

News for Employers

• SSA/IRS Reporter
• W-2 News - Subscribe Today!
• SSNVS News
• e-Newsletter for Small Businesses

Regional Contact

Kelli Chappelow is the Kansas City Region's Employer Services Liaison Officer. She can be reached by phone at 816-936-5657, by fax at 816-936-5951 or by e-mail via the Internet at Kelli.Chappelow@ssa.gov.

She welcomes any questions employers, payroll services, bookkeeping services, or payroll software providers may have about W-2 annual wage reporting. Specifically, she can assist employers with:

• W-2 filing procedure -- paper and electronic.
• Notices from IRS and SSA about discrepancies between W-2 totals and employer tax return totals.
• Problems with missing or incorrect W-2 reports.
• Employee name and Social Security Number verification procedures.

Because Internet email is not secure, please do not send any personal information, especially Social Security numbers, in your feedback. Tax questions should be directed to the Internal Revenue Service at 1 (800) 829-4933 or visit the IRS website. In addition, contact the IRS for assistance with forms that are filed with the IRS, such as forms 945, 1098, 1099, or W-2G.

Other Web Sites of Value to Employers

A list of other web sites that have helpful information for employers is also available on our national site. This list is provided for filer information only, and in no way implies an endorsement of these products or services by the Social Security Administration.