February’s got the blues, it’s your last chance for W-2s — Business Management Daily: Free Reports on Human Resources, Employment Law, Office Management, Office Communication, Office Technology and Small Business Tax Business Management Daily

February’s got the blues, it’s your last chance for W-2s

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in Office Management,Payroll Management

You can avoid those last-minute W-2 blues if your W-2 e-files are formatted correctly. This checklist applies to e-filers who are using the Social Security Administration’s (SSA) 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 the numeral 1. Try the other choice if your first choice 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 that email from the SSA isn’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 SSA Employer Service Liaison Officer for last-minute questions.

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