SSA Approved. Trusted By Thousands for Over Two Decades.
W2 Electronic Filing: How to E-File W2 W3 Form to SSA
ezW2 software is approved by SSA to print all W-2 forms and W-3 form on white paper. It also generates the EFW2 format efile document that you can upload to SSA and states (see state efile list). The efile document includes both W2 and W3 information.
Part I: Comprehensive Guide for Electronic W-2 Filing:This detailed resource caters to both first-time e-filers and repeat users, guiding you through the entire process of electronic W-2 submission.
Part I: Comprehensive Guide for Electronic W-2 Filing
Step 1: First time efiler - Register for an account and apply for User ID.
Click to view more
You must obtain a User ID before you submit the w2 efile document to SSA site. Please visit SSA site and click the Register button to request your User ID. Usually you can receive it quickly. If you have any questions, please contact SSA office.
1.1 Register for an account:
- Visit the SSA's Business Services Online (BSO) website.
- Register for an account if you don't already have one. This will involve creating a username and password and possibly providing details about your business.
1.2 Apply for and obtain a User ID:
- During the registration process, you'll be required to apply for a User ID, which is necessary for electronically filing W-2 forms.
- Follow the instructions provided on the BSO website to complete this step.
Step 2.2: Set up company information for W2 reporting
You can access this screen by clicking the top menu "Current Company->Company".
You need to enter the general company information for w2 and 1099 forms, such as Company Name, Address, Tax ID and others.
Step 2.3: Set up W-3 information
Click the Next button and enter the information for W3 form.
You need to enter the W-3 control number, W3 Establishment Number, Contact Information and others. This information will be displayed on both forms W-2 and W-3.
Step 2.4: Open W2 List and Fill out W2 Forms
You can click the "Add W2" link below the list to add a new form.
Step 2.5: Generate W2 W3 eFile document
Click the ezW2 software top menu "Current Company->eFile W2" to access eFile screen. In this step, you need to fill in the submitter information and create one .txt file. This file include the W2 forms and the W3 form. You need to upload this file to SSA site.
- Enter submitter information
If you do not have efile User ID(USER IDENTIFICATION), you can apply it from SSA site. You can complete the registration form online and submit your information. The information you submit will be verified against SSA records. Upon successful registration, you will have your User ID and password.
- Enter contact information where correspondence should be sent.
- Select employees (Usually you should select ALL)
- Click the "Create file" button to generate the eFile document
Step 3: Upload W2 & W3 efile document to SSA site
- The efile EFW2 document is .txt file. You need to upload this file to SSA site.
- ezW2 generates one file for each company account.
- If you are a CPA, you should generate one file for each client and upload these files to SSA one by one.
Steps to upload the EFILE document to SSA site
Click to view more
Part 2: More information:
How to upgrade ezW2 if I purchased paper printing version?
Please contact us for the special upgrade link if you need to efile W2 forms but purchased the license key for paper printing version only. We will send you the upgrade link. You need to pay the price difference plus $5 fee. For example: You purchased ezW2 small business version($49). You can pay extra $55 to upgrade it to the ezW2 enterprise version($99).
In your message, please tell us the following information:
1). The email used with your previous ezW2 order. (If you ordered from Amazon, please include the Amazon Order ID)
2). What is the new version you need? (ie: ezW2 single-user enterprise version, ezW2 2-user version or others)
