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Send the groundhog packing! Avoid repeating EFW2 mistakes

by on
in Office Management,Payroll Management

In the movie “Groundhog Day,” the protagonist was destined to repeat the same day over and over again. If you’ll be e-filing your W-2s using the Social Security Administration’s (SSA) EFW2 filing specs, you can avoid repeating filing mistakes by taking a stroll through this checklist.

  √ 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 the numeral 1. Try alternative characters if your first try doesn’t work.

  √ Ensure 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 anti-spam email software 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.

  √ Confirm that each data field is complete (Record RA through Record RF).

  √ Don’t create a file that contains data after the Final Record (Record RF).

  √ Avoid balancing errors by checking that employee wage records begin with RW and RO.

  √ 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.

NEED HELP? Contact your state's SSA Employer Service Liaison Officer for last-minute questions.

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