SSA Filing

SSA W-2 Electronic Filing

This topic covers the complete process for registering with the Social Security Administration (SSA) and submitting W-2 wage files electronically through SSA Business Services Online.

Registration With SSA

Before you can submit W-2 wage information electronically, you must register with SSA to receive access credentials.

Initial Registration

1. Go to: https://www.ssa.gov/bso/bsowelcome.htm
2. Click the registration or sign-up link
3. Complete the registration form with:
• Your personal information
• Business/employer information
• Contact details
1. Follow the identity verification process
2. Create your User ID and password
3. Save your credentials in a secure location

What You'll Receive

After successful registration, you'll have:

• User ID - Your unique identifier for SSA Business Services Online
• Password - Secure password you create during registration
• PIN - Personal Identification Number for electronic filing

Keep these credentials secure and accessible for annual W-2 filing.

Preparing to File

Before Submission

1. Ensure all employee data is accurate and complete in ProPay
2. Create W-2 files using ProPay (see E-file W-2s topic)
3. Validate files using AccuWage (see AccuWage Validation topic)
4. Review and print the AccuWage validation report showing no errors
5. Have your SSA login credentials ready

Timing Recommendations

• Filing deadline: January 31st
• Recommended timing: Wait 2-3 weeks after year-end before filing
• Reason: Allows time for year-end adjustments, bonus processing, and corrections to 4th quarter Form 941

Filing Process

Step 1: Log In to SSA

1. Go to: https://www.ssa.gov/bso/bsowelcome.htm
2. Enter your User ID
3. Enter your password
4. Click Login

Step 2: Access Upload Function

1. Click the Upload Formatted Wage File tab
2. Review any important notices or announcements
3. Click Submit/Resubmit a Formatted Wage File

Step 3: Select File Type

1. Click Continue on the initial screen
2. Ensure New W-2s/W3 is selected (this is the default for annual filing)
3. Click Continue

Note: Only select other options if you're filing corrections (W-2c) or resubmitting after a rejection.

Step 4: Upload File

1. Click the Browse button
2. Go to your \PAYSOFT\PROPAY26 folder
3. Locate the W-2??????.TXT file
• The ?????? represents your client identifier
• Example: W-2ABC123.TXT
1. Select the file
2. Click Open
3. Verify the correct filename appears
4. Click Submit

Step 5: Confirmation

1. Wait for SSA to process your file (may take several seconds)
2. Review the confirmation screen
3. Print the confirmation receipt
4. Note the confirmation number
5. Save or file the receipt with your tax records

Important: The confirmation receipt is your proof of filing. Keep it for at least 4 years.

What Happens After Submission

SSA Processing

After you submit your file:

1. SSA receives and logs your submission
2. SSA performs additional validation checks
3. SSA processes the wage data
4. SSA may send notifications if issues are found

Confirmation vs. Acceptance

• Confirmation receipt: Proves you submitted the file
• Acceptance: SSA has fully processed and accepted your data

Most files are accepted immediately if they pass AccuWage validation. However, SSA may identify issues during processing.

If SSA Rejects Your File

1. You will receive notification of the rejection
2. Review the rejection reason carefully
3. Make corrections in ProPay
4. Generate a new W-2 file
5. Revalidate with AccuWage
6. Resubmit through SSA Business Services Online

Multiple Client Filing

If you're filing for multiple clients:

Option 1: Combined File

Create one file containing multiple clients:

1. Select all clients when creating the W-2 file in ProPay
2. ProPay creates a single file with all client data
3. Submit the combined file to SSA

Option 2: Separate Files

Create and submit individual files for each client:

1. Create W-2 file for first client
2. Submit to SSA
3. Repeat for each additional client

Tip: Combined files are more efficient for high-volume filers.

W-2 File Format

ProPay creates files in SSA's MMREF-1 format, which includes:

Records Included

• RA Record: Submitter record (your information as the filer)
• RE Record: Employer record (client company information)
• RW Record: Employee wage record (one for each employee)
• RS Record: State wage record (state tax information)
• RT Record: Total record (totals for each employer)
• RF Record: Final record (grand totals for entire submission)

File Naming Convention

ProPay names files as: W-2??????.TXT

Where ?????? is typically:

• Client code or identifier
• Numeric sequence
• Tax year indicator

State Filing Coordination

The W-2 file submitted to SSA includes state wage information in the RS record:

• Employee's wages subject to state withholding
• State tax withheld for the year
• Employer's state ID numbers
• Local tax information (where applicable)

State Information Sharing

Many states have agreements with the federal government to exchange W-2 information. Filing with SSA may fulfill your state requirement, but:

• Always verify your state's specific requirements
• Some states require additional or separate filing
• Check state deadlines (may differ from federal January 31st deadline)

See the "State W-2 Filing" topic for state-specific guidance.

Troubleshooting

Cannot Log In

Problem: Login credentials don't work

Solutions:

• Verify you're using the correct User ID (not email address)
• Check that Caps Lock is off
• Use the Forgot Password link to reset
• Confirm you completed registration and received confirmation

File Upload Fails

Problem: Upload times out or fails

Solutions:

• Check your internet connection
• Verify the file format is correct (W-2??????.TXT)
• Ensure file isn't corrupted (revalidate with AccuWage)
• Try uploading during off-peak hours (avoid early morning or near deadlines)
• Try a different web browser

Wrong File Type Selected

Problem: Selected W-2c instead of W-2, or vice versa

Solution:

• Start the upload process again
• Carefully select the correct file type
• New W-2s/W3 is for original annual filings
• W-2c is only for corrections to previously filed returns

Confirmation Receipt Won't Print

Problem: Cannot print the confirmation

Solutions:

• Use your browser's print function (Ctrl+P or Cmd+P)
• Save as PDF if printing fails
• Take a screenshot as backup
• Note the confirmation number manually

Lost Confirmation Number

Problem: Didn't save confirmation receipt

Solution:

• Log back into SSA Business Services Online
• Check your submission history
• Contact SSA Business Services if needed
• Keep better records for future submissions

Best Practices

Before Filing

• Validate with AccuWage first (100% of the time)
• Review wage totals against quarterly Forms 941
• Verify all employee Social Security numbers
• Check that all addresses include zip codes
• Print internal reports for your records

During Filing

• File during off-peak times for faster processing
• Double-check the file being uploaded
• Don't close your browser until you see confirmation
• Print confirmation receipt immediately

After Filing

• Save confirmation receipt with tax year records
• Keep a copy of the submitted file
• Note the filing date on your calendar
• Follow up if you don't receive acceptance within a few days

Security Reminders

Protect Your Credentials

• Never share your SSA User ID or password
• Use a strong, unique password
• Change password periodically
• Log out completely when finished

Secure File Handling

• W-2 files contain sensitive employee data
• Store files in secure locations
• Use encryption if transmitting files electronically
• Delete temporary copies after successful filing

Important Deadlines

• January 31st: Annual W-2 filing deadline (for prior tax year)
• Late filing penalties: May apply if filed after deadline
• Extension requests: Must be filed before the deadline

Additional Resources

• SSA Business Services Online: https://www.ssa.gov/bso/bsowelcome.htm
• SSA Employer W-2 Information: https://www.ssa.gov/employer/
• SSA Help Desk: Available through Business Services Online
• Paysoft Support: https://www.paysoft.com

Related Topics

• E-file W-2s - Creating W-2 Files in ProPay
• Accuwage Validation - Testing Files Before Submission
• Electronic W-2s Overview - General Electronic Filing Information
• State W-2 Filing - State-Specific Requirements
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