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Accuwage Validation

What Is Accuwage?

AccuWage is free software provided by the Social Security Administration (SSA) for verifying and validating wage reporting data files. It detects errors in W-2 files before you submit them to SSA, helping you avoid rejections and compliance issues.

Why Use Accuwage?

You must test all W-2 files created by ProPay using AccuWage software before submitting them to SSA. AccuWage validates:

  • File format compliance with MMREF-1 specifications
  • Data integrity and completeness
  • Social Security number validity
  • Required field completion (names, addresses, zip codes)
  • Mathematical accuracy of wage and tax calculations

Testing with AccuWage before submission prevents rejected files and ensures faster processing by SSA.

Accuwage Options

SSA offers two ways to validate your files:

AccuWage Online

Web-based validation through SSA Business Services Online.

Note: SSA discontinued the downloadable desktop version of AccuWage. AccuWage Online is now the only supported validation tool.

Using Accuwage Online

Prerequisites

Before using AccuWage Online, you must:

  1. Register with SSA for Business Services Online access
  2. Obtain your PIN and password
  3. Create a W-2 file using ProPay

Validation Steps

  1. Go to: https://www.ssa.gov/bso/bsowelcome.htm
  2. Log in with your User ID and password
  3. Click the Accuwage Online tab
  4. Select the W-2 type (W-2, W-2c, etc.)
  5. Click Start Testing
  6. Your browser will display a file selection window
  7. Browse to your \PAYSOFT\PROPAY26 folder
  8. Select the W-2??????.TXT file you want to test
  9. Click Open to begin validation

Reviewing Results

After validation completes, AccuWage displays an error report showing:

  • Errors - Issues that must be corrected before filing
  • Warnings - Items to review that may or may not need correction
  • Information messages - General notices about the file

If Errors Are Found

  1. Review the error report carefully
  2. Note the specific employees or data fields with issues
  3. Return to ProPay and make necessary corrections
  4. Generate a new W-2 file
  5. Retest with AccuWage until all errors are resolved

If No Errors Are Found

Your file is ready for submission to SSA.

Common Accuwage Errors

Missing Social Security Number

Error: Employee Social Security number is blank or invalid

Solution:

  1. Go to Employees > Add or Change and select the employee.
  2. Enter or correct the Social Security number.
  3. Regenerate the W-2 file

Missing Zip Code

Error: Employee address is missing zip code

Solution:

  1. Update the employee's address in ProPay
  2. Ensure zip code field is complete
  3. Regenerate the W-2 file

Invalid EIN

Error: Employer Identification Number format is incorrect

Solution:

  1. Verify your EIN in Client Functions > Edit/Change Client
  2. Correct the format (XX-XXXXXXX)
  3. Regenerate the W-2 file

Data Field Mismatch

Error: Wage or tax amounts don't match expected totals

Solution:

  1. Review employee wage and tax records in ProPay
  2. Verify quarterly tax reports match W-2 annual totals
  3. Make necessary adjustments
  4. Regenerate the W-2 file

Name Control Mismatch

Error: Business name control doesn't match SSA records

Solution:

  1. Verify the business name control code assigned by IRS
  2. Update in Client Functions > Edit/Change Client > Tax Filing and Other Info
  3. Regenerate the W-2 file

Best Practices

Test Early

Run AccuWage validation several days before the January 31st deadline to allow time for corrections.

Test Every File

Always validate files, even if you've filed successfully in previous years. Employee data changes annually.

Keep Records

Save AccuWage validation reports showing clean results as proof of due diligence.

Validate After Changes

If you make any corrections after initial validation, always retest the new file before submission.

Check Both Warnings and Errors

Review warnings carefully. Some may indicate issues that need correction even if not technically blocking submission.

Troubleshooting

AccuWage Online Won't Load

  • Clear your browser cache
  • Try a different browser
  • Check if SSA website is experiencing downtime
  • Verify your internet connection

Cannot Find W-2 File

  • Confirm the file was created successfully in ProPay
  • Check the correct folder: \PAYSOFT\PROPAY26
  • Look for files matching pattern: W-2??????.TXT
  • Verify you have proper file permissions

Validation Takes Too Long

  • Large files with many employees may take several minutes
  • Avoid peak times (early mornings, near deadline dates)
  • For very large files, try uploading during off-peak hours

Error Report is Unclear

After Successful Validation

Once AccuWage shows no errors:

  1. Print or save the clean validation report
  2. Proceed to file submission through SSA Business Services Online
  3. Keep validation confirmation with your tax records
  4. Retain the validated file for your records

Additional Resources

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