Electronic W-2s

The IRS requires electronic filing of W-2s for all employers with more than 250 employees. There are also many states that require electronic filing. In many cases, you have the option to submit one file for multiple clients. Before creating files, you must be registered with the Social Security Administration. There is a link to the Instructions to Efile W-2s on the Social Security Admin Links page in the Bulletin Board pane of the Virtual Office™.

To create an electronic W-2 File:

1. Select Reports>Electronic Tax Reports>W2.
2. Select Federal or the desired state. (Only states with file formats which differ from the federal file will be listed. If a desired state is not listed, submit the federal file. Specific instructions for some states are at the bottom of this page.)
3. Select the desired Year and select OK. (The first available year is 2015. If the desired year is not available, a program update is required.)
   
   
4. Verify that all employees are selected. (Right Click and Select All)
5. Select OK.
   
   
6. Select the Kind of Payer from the drop-down list (941(944) or 943) and select OK.
7. Verify directory.
   Note: The default path is the program directory. Browse to change the location. The name of the file will always be W2REPORT.
8. Select Create or Append.
   Note: If this is the first client you are exporting W-2 records for, leave Create in the File Mode field. Select Append if you are adding to an existing file. (Append is not available for some states.)
9. Click Next.
   
   
10. Check the Resubmit box if you are resubmitting information for this client.
11. Enter the number provided by SSA in the Resub WFID if you are resubmitting information for this client.
12. The system will use the Accountant’s EIN, PIN, Company Name, Address and Contact information as they are entered on the Accountant tab in Setup>System Options. Change the information in these fields as desired.
13. Select the appropriate Preparer Code from the drop-down list.
    
14. Click Next to continue.
15. Verify the Employer Information.
16. Check Terminating Business box if this is a final return.
17. Click Next.
    
    
18. Verify the employee count.
19. Enter any missing information (SSN, Location, City, State, Zip code).
20. Click Finish.
    
21. Test file before submitting to the Social Security Administration.

Verify File with AccuWage Before Filing:

The Social Security Administration provides free software which identifies the most common formatting errors in wage submissions. Using this application greatly reduces submission rejections. Please be aware that even if no errors are identified by AccuWage, the submission could be returned because of other errors. A link to this software is provided in the Virtual Office.

To run AccuWage: 

Click here to open the AccuWage Online 2021 Help Guide.

1. Sign in to Social Security Business Services Online.
2. Select the 'Report Wages to Social Security' link and follow the prompts.
   
3. Correct any reported errors.
4. Submit the W2Report file to the Social Security Administration only if there are no errors found.

If it is necessary to recreate information for an individual company, delete the existing records in Reports>Electronic Tax Reports>W-2 Delete Records.

Information contained in the W2Report file may be reviewed in Reports>Electronic Tax Reports>W2 Summary Report.

State specific instructions:

GA—Enter the desired filename for the W-2 file. If you enter JohnsTowW2, a related G—1003 file will be created with the name JohnsTow1003.csv Both files need to be uploaded to the GA website.

IA—The file name must follow specific instructions from the state of Iowa or they will reject it.  Specific instructions are in the Electronic File W-2 Export window. 

NC—The state of North Carolina requires 2 separate files. One file has the W-2 information for all employees. The other file has the NC3 Return. These files must have specific file names to be accepted. Name the file W2Report.txt, W2Report_01.txt, W2Report_02.txt, etc. For each W-2 report that you create, the program will create a related NC3Return.txt file. (NC3Return_01.txt, NC3Return_02.txt, etc.) You cannot append to a North Carolina file.

OK—The state of Oklahoma requires a specific filename. It must be in the following format W2_001_2016_999999999.txt. In the example shown, 001 is the sequence number, 2016 is the tax year, and 999999999 is the the transmitter EIN (the EIN of the company that logged into the OK website).