The SSA requires that copy A of Form W-2 be filed using the Internet whenever the total number of forms required to be filed by a single employer exceeds a specified minimum. In 2008 this level was 250. The SSA also encourages Practitioners, Service Bureaus and companies that report several payrolls to use magnetic media when the aggregate exceeds 250 forms.
Electronic filing offers several advantages, not the least of which is an extended filing deadline. The filing date for forms W-2 using the internet has been March 31 for the past few years. Please confirm this each year.
Another advantage is the availability of the processing status of your file. Generally, files will be processed within 120 days of receipt by SSA. The status of your file will be available on the BSO site.
Internet filing is so much faster than paper filing that we recommend you use it if at all possible. The SSA does not refuse submissions of less than 250 aggregate W-2’s. You can even submit a file with one W-2 on it.
CCIS Payroll can properly file Copy A of form W-2 via the Internet using the SSA specifications contained in SSA Publication MMREF-1.
Magnetic media filing of state W-2 information may also be available at extra cost.
Approvals and the PIN
You do not require permission to file W-2 information using the internet with the Social Security Administration. You do require a PIN that uniquely identifies your submittals. PIN’s are issued by SSA on their Business Services Online web site (see below).
One thing to be careful of is your password expire date. You assign your own password and it is only good for 1 year. You must remember to log on and change your password before the year passes. If you fail to do that, your Registration is cancelled and you have to re-register.
CCIS Payroll will not prepare a file without a PIN. You will need to provide the following information:
• The EIN of your own company.
• Your Social Security Number.
• Your name (first name, middle initial or name, and last name) as shown on your Social Security Card.
• Information about how SSA can contact you in case of a problem, such as your telephone number and e-mail address.
To get a PIN:
1. Log on to the SSA employer page @ http://www.socialsecurity.gov/employer/
2. Select Electronically File your W-2’s.
3. Choose the Register button and follow the rest of the screens.
Before issuing your PIN, SSA will match your name and SSN against their records. They will then check to see that you work for the company submitting the wage reports.
Some states require pre-notification of your intent to use magnetic media. Please check with your state coordinator.
Preparing the submission
A W-2 electronic submission consists of:
a. An identifying record.
b. One or many SETS of:
• Client identifying record
• Employee W-2 records
• Client total record
• A final record To prepare the submittal:
1. Carefully check your data. The submission process cannot be stopped and restarted.
2. Choose the Reports link.
3. Choose Year-end Reports from the Reports menu.
4. Choose W-2, then Electronic. The Transmitter/Submitter Header record window appears:
5. The Transmitter is the entity that has the PIN. It does not necessarily have to also be sending its own data. If it is sending its own data, it must also be set up as a Client.
6. The areas that have a blue label are required.
7. The Name and identification information must be exactly the same as was used when you applied for the PIN. Since the Firm is normally the entity that is sending the data, identification information is drawn from the firm file the first time that you display this window. You can make any changes you like to this information. If you click Save, the information is saved in a different file for future W-2 submissions. The Firm information stays the same, unchanged.
8. Select from one of the options in the Notification method group.
9. Choose the option that best describes your relation to the Clients in the Description of Transmitter group.
10. If you are sending a replacement file, Choose "This file replaces …" box. Then enter the WFID from the notice sent by the SSA.
11. The name and location of your file area shows the place CCIS Payroll is storing your submission. You need this information when performing the actual download. You might want to write it down for reference.
12. Use the Select clients to process list box to tell CCIS Payroll which Clients to put in the file.
To select a Client:
• The Clients are in alphabetical order, use the up and down arrows to the right of the list box to scroll through the list to find and select the desired client. When the client is chosen the name will turn blue.
• A checkmark or X (depending on your operating system settings) appears beside each chosen client.
13. The Clients selected area shows the number of Clients that you have selected to send.
14. When you are ready to send the file, choose the Make the file button.
15. CCIS Payroll puts every selected Client into the file.
Sending the W-2 file to SSA
Depending on the size of your file and the speed of your internet connection, you might want to compress your file before sending it. SSA accepts files in the standard ZIP format. ZIP-file creation software is available from several vendors and goes under the names of PKZip, WinZip and others.
These companies all have web sites.
1. Select the Send to SSA button from the preparation window. The SSA-BSO home page opens.
2. Scroll down and choose Log in.
3. Choose Log in.
4. Log in using your PIN and password.
5. Select Report Wages to Social Security.
6. Choose Submit or Resubmit Wage file.
7. Choose Submit a W-2 Wage File.
8. Answer the questions and select Continue.
9. Several advisory screens appear. Accept each one by choosing Continue.
10. Enter the location of your file, or select the Browse button to find it. It is always in ISPAYW/[the year]. The typical location in 2008 is C:\ISPAYW\2008\W2REPORT.
11. Choose Submit.
12. SSA assigns a unique number called a WFID to each file that it receives over the web. You need this number in order to track your file.
13. The file information appears immediately after the download. Please print the page for your records. You will need it.
Testing W-2's using Accuwage
The Social Security Administration (SSA) has developed free software that tests the W-2 magnetic media or electronic files produced by CCIS Payroll.
SSA provides a link to the current year’s ACCUWAGE software on the BSO site http://www.socialsecurity.gov/employer/
Follow the login steps described here until you see this window.
1. Choose the Download Accuwage link (highlighted in yellow in the picture).
2. AccuWage software checks your W-2 submission for over 200 different errors. All you need to do is start AccuWage, point it to your submission and it does the rest.