Upload W2 data file to SSA

New for Tax Year 2023: All filers who will be filing a combined total of 10 or more W-2s and 1099s are required to electronically file all infomation returns.



Registration is Required: Prior to uploading W-2 files you will need to create an account on the Social Security Business Services (BSO) website

• To create and account on the Social Security Business Services Online (BSO) website


• Click here to access the BSO website http://www.socialsecurity.gov/employer/
• Click the Business Services Online link on the right side of the page
• On the Business Services Online page, scroll down and select Create Account in the Employers box.
• Click on Create Account on the left side of the BSO page under Employers
• You must have either a Login.gov account or and ID.me account


• Click either Login.gov or ID.me
• On the following screen either login or click on Create an account


• Allow a minimum of 2 weeks for the registration process to be completed.



• Enter and verify all W2 data




• Enter the Submitter Information


• Click E-file Direct > Submitter Information
• Submitter information is person uploading the file
• SSA User ID is issued during the registration process on the SSA website
• Contact information is the Firm information preparing the W-2s



• Create the data file to upload


• Click E-file Direct > Create W-2 Files > SSA (Federal Only)
• Select a submitter
• Resubmission information is entered if a previous file was rejected by SSA
• Upload file information is the name and location of the file being created. You will need this information during the upload process.
• Click the [Create File] button to create the upload file.



• Log on to the SSA website


• http://www.socialsecurity.gov/employer/
• Click on Business Services Online on the top right of the page
• Click on Log in on the left side of the BSO page under Employers
• Select the type of Sign in depending on which type of log in you have





• Enter your login credentials
• Check the I agree to the Terms of Service box on the bottom left of the page
• Click the [Next] button on the bottom left
• Click the [Next] button on the bottom left of the Privacy Act Statement page
• Select your User ID from the list and click Next


• Click the Report Wages To Social Security in the center of the page




• Click the I [Accept button] on the User Certification for Electronic Wage Reporting Page









• Verify the data file


• It is recommended that you verify the data file using the SSA AccuWage program
• Click on the AccuWage Online tab
• Click on AccuWage Online on the top left below the tabs





• Select Submission Type as W-2(Regulars) and click the [Start Testing] button
• A file explorer dialog box will open, locate and select the file created with the W2/1099 Filer
• A report will display showing if there are any errors in the file
• Click the [Return to EWR Home] button to return to upload the file
• THE FILE MUST STILL BE UPLOADED (see Upload the data file below)



• Upload the data file


• Click on the Upload Formatted Wage File tab
• Click on Submit a Formatted Wage File





• Select W-2/W-3 forms for Tax Year 2023 or previous tax year (EFW2)
• Click the [Browse] button to open the File Upload window





• Use the File Upload window to browse and locate the file created with the W2/1099 Filer
  • 1. Select file location - By default the files created will be in C:\TAS\23W21099\Efile\CompanyName\SSA
  • 2. Select the file
  • 3. Click [Open] button to close the window
  
  
  
  
  
  • Click [Upload File] under the choose file dialog
  • After upload a File Summary screen will be dispayed
  • This screen will include a wage file identifier (WFID).
  • The WFID should be saved as proof of your file’s submission
  
  
  
• Check the Status of uploaded files


• From the Electronic Wage Reporting home screen click on View Submission Status
• Use the Select drop down list to select the search dates
• A submission Status page will be displayed
• Use this screen to verify that your file has been accepted