Annual Wage Reporting
Note: The due date for sending W-2s to Social Security is January 31st, whether employers file electronically or by paper.
- Employers may direct keyup to 50 W-2 forms, per session, for the current tax year and three years prior.
- Employers may access data submitted from the previous tax year to help complete W-2s for the current tax year. Please note, the data is only be available to the same Business Services Online user filing for the same employer.
- We added 2-D barcodes to the PDF files we produce for employers in W2Online. We print 2 forms per page to accommodate the 2-D barcodes.
- Employers may direct key up to 25 W-2c forms, per session, for the current tax year and three years prior.
- Employers will only be able to access AccuWage within Business Services Online, no separate download of the software is available.
Annual Wage Reporting
This regional wage reporting website 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:
- Tips for Better W-2 Reporting
- Electronic Filing of W-2's
- Specifications for Filing Forms W-2 and W-2c Electronically (EFW2/EFW2C)
- 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 provides an immediate receipt for proof of filing.
- It is completely paperless process.
Register today for a User ID and PASSWORD!
To learn more about filing W2 electronically, visit What You Can Do Online or any of the links below.
- BSO Electronic W-2 Filing Handbook
- How to Register for Business Services Online (Video)
- How to File W-2s Online (Video)
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. AccuWage is now a feature in Business Services Online and a separate download is not available.
Have You Heard About the Social Security Number Verification Service?
Employers can verify employee names and Social Security numbers match Social Security's records by:
- Verifying up to 10 names and SSNs online to receive immediate results. This option is ideal to verify new hires; or
- Uploading overnight files of up to 250,000 names and SSNs to 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.
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 credit your employees' earnings record, which will be important information in determining Social Security benefits in the future.
Social Security Number Randomization
The Social Security Administration changed the way we assign Social Security Numbers (SSNs) on June 25, 2011. For detailed information, visit our SSN Randomization page on the SSA employer Web site. The page offers a link to a list of Frequently Asked Questions. You may distribute a fact sheet to interested parties in your company about the change in assigning SSNs.
Would you like to verify Social Security numbers and employment eligibility for all newly hired employees? If yes, you may be eligible to participate in E-Verify, a pilot sponsored jointly by the Social Security Administration and the Department of Homeland Security (DHS). If you want more information, go to DHS’s website and select “E-Verify.”
Employee may set up a my Social Security account and view their earnings statement at my Social Security. We encourage you to let your employees know as another way to identify any wage reporting discrepancies.
News for Employers
For more information on the employer wage reporting process, contact Kelli Chappelow, our Employer Services Liaison Officer at Kelli.Chappelow@ssa.gov or by phone 816-936-5657. You may also fax her information 816-936-5951.
Kelli can assist with questions on:
- The W-2 filing process -- paper and electronic.
- Notices from IRS and SSA on discrepancies between W-2 and 941 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 questions to Kelli.
Direct tax questions to the Internal Revenue Service at 1-800-829-4933 or visit the IRS website and type “Employment Taxes” in the Keyword/Search Terms box. In addition, the IRS operates a centralized customer service site to answer questions about reporting on Forms W-2, W-3, 1099, and other information returns. If you have questions about reporting on these forms, you may call 1-866-455-7438 (toll free), or 1-304-263-8700 (not toll free). The hours of operation are Monday through Friday from 8:30 a.m. to 4:30 p.m., Eastern time.
Other Web Sites of Value to Employers
Visit SSA’s list of other web sites for even more helpful information. SSA provides the list for information only, and in no way implies an endorsement of these products or services by the Social Security Administration.