Darn that groundhog! If it knew what you know about looming W-2 deadlines, it would never come out of its den. Paper W-2s are due to the Social Security Administration (SSA) by the end of the month; e-filed forms are due by April 2. This checklist applies to e-filers who use the SSA’s EFW2 filing specs.
- When logging onto the SSA’s business services online, check your user ID characters. For example, a capital “O” can be mistaken for a zero, or a lowercase “L” can be mistaken for a one. Try the other choice if your first try doesn’t work.
- Make sure that data files are in text format.
- Enter the correct tax year in the Employer Record (Record RE).
- Files may be compressed into the .ZIP format, but compress each file separately.
- Scan files for viruses before submitting them to the SSA.
- Configure your email software’s junk mail filters so messages from the SSA aren't tagged as spam.
- Ensure that the user ID that’s assigned to the employee who is attesting to the accuracy of the W-2 data is included in the Submitter Record (Record RA). Also, include this employee’s phone number and email address; failure to do so may lead the SSA to reject the submission.
- Make sure each data field is complete (Record RA through Record RF).
- Don’t create a file that contains data after the Final Record (Record RF).
- Before transmitting data to the SSA, randomly sample from the beginning, middle and end of an employee record. What should match: the employee’s name, address, Social Security number, wages and taxes.
HELP IS HERE: Contact your SSA Employer Service Liaison Officers if your question is about e-filing or submitting paper Copy A to the SSA.