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<title>Employer W-2 Filing Instructions & Information</title>
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<!-- PAGE NAVIGATION -->
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<a class="btn-top-menu show-phone hide-print" id="btn-top-menu" href="#nav-top-menu">Employer MENU</a>
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<nav class="nav-top-menu hide-print" id="nav-top-menu" role="navigation">
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<ul>
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<li><a href="/">Home</a></li>
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<li><a href="/employer/navigate.htm">BSO Access and Registration</a></li>
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<li><a href="/employer/">W-2 Filing</a></li>
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<li><a href="/employer/verifySSN.htm">Verify SSNs</a></li>
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<li><a href="/employer/recon/recon.htm">Reconciliation</a></li>
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<li><a href="/employer/returnFilers.htm">What's New 2025</a></li>
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<li><a href="/employer/taxpayer.html">Taxpayer First Act</a></li>
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</ul>
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<!-- PAGE TITLE -->
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<div id="title-bar"><h2>Employer W-2 Filing Instructions & Information</h2></div>
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<!-- PAGE CONTENT -->
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<div id="content" role="main">
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<!-- GRID SYSTEM -->
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<div class="grid">
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<div class="row-12">
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<div class="column-8">
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<!-- ALERT CONTAINER (Insert here) -->
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<div class="container-yellow">
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<h4></h4>
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<p style="text-align:left"><strong>Attention Tax Year 2024 Wage Filers</strong>, wage reports for Tax Year 2024 are now being accepted. Reminder, Tax Year 2024 wage reports must be filed with the Social Security Administration by January 31, 2025.<br><br>
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We appreciate the diligent efforts by all employers and third-party filers to ensure the accuracy and integrity of wage reporting to SSA.
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</p>
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</div>
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<div class="container-yellow">
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<h4>Alert</h4>
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<p style="text-align:left">At this time, SSA has resumed accepting electronic wage reports from Zenwork,
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which submits W-2 reports on behalf of other entities. SSA and Zenwork are partnering together
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to enhance technical cooperation to mitigate the risk of <br>third-party W-2 fraud. SSA is working
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with Zenwork to promote the accuracy of <br>third-party information provided to SSA on Form W-2.
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At this time, individuals and businesses can submit wage and tax statements on forms W-2 for tax
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year 2024 through Zenwork. This action supersedes the December 5, 2024 letter mailed previously
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to Zenwork customers.
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</p>
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</div>
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<!-- ALERT CONTAINER (Insert here) -->
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<div class="container-blue">
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<h4>Alert</h4>
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<p style="text-align:center"><strong>Do you need to submit W-2’s to SSA?</strong><br>
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<span style="text-align:center; "><strong>Business Services Online (BSO) Registration has changed!</strong></span></p>
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<p><strong>What does this mean for you?</strong></p>
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<p>Your BSO User ID and password is no longer used to access BSO employer services. You must use a Social Security online account, ID.me or Login.gov credential to gain access to the BSO application.</p>
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<p>Start at the <a href="https://www.ssa.gov/bso/bsowelcome.htm">BSO Welcome page</a>. You can either log in or create an account from the “Employers” box.</p>
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<p>Extra security is a requirement to access the following BSO employer services:</p>
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<ul>
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<li>Wage file upload</li>
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<li>W-2/W-2C online</li>
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<li>AccuWage online</li>
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<li>Social Security Number Verification Service (SSNVS)</li>
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<li>View wage report name/SSN errors
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</ul>
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<p><strong>You will not be able to use the above services without adding the additional level of security to your account.</strong></p>
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<p>Note: Soon you will no longer be able to sign in with your Social Security username. You will need either a Login.gov or ID.<em>me</em> account.
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Now, when you sign in with your Social Security username, you will be asked to create an account with Login.gov.</p>
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<p><strong>We encourage you to <a href="https://secure.ssa.gov/RIL/bso">sign in</a> to transition your account now - it only takes a few minutes. If
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you already have Login.gov, or ID.<em>me</em> account, you do not have to create another one.
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</strong></p>
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</div>
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<!-- END ALERT CONTAINER -->
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<!-- ALERT CONTAINER (Insert here) -->
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<div class="container-yellow">
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<h4>Alert</h4>
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<!--p style="text-align:center"><strong>Social Security will hold a series of webinars for the Wage Reporting Community.</strong>
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<!-- p style="text-align:center; font-size:16pt"><strong>More dates available!</strong></p -->
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<p>Learn more about Social Security's NEW access and registration process for Business Services Online (BSO).
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You can access the pre-recorded webinar video, presentation, and frequently asked questions on our <a href="/employer/wrcmeetings.htm">Wage Reporting Community Meetings and Webinars</a> webpage.
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</p>
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<!-- p style="text-align:center">If you would like to participate, please follow the link below for more information on the webinar series, available dates, and how to register.</p -->
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<!-- p style="text-align:center">This will be a <strong>virtual</strong> meeting via Microsoft Teams (MS Teams). Login and call-in information will be provided via email after we receive your registration. This meeting will be moderated by SSA staff.</p -->
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</div>
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<!-- <div class="container-yellow">
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<h4>Save the date!</h4>
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<p style="text-align:center"><strong>Social Security will host a virtual webinar on Tuesday, January 14, 2025 from 1-3 p.m.</strong></p>
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<p style="text-align:center"><strong>Webinar Topic:</strong><br>Electronic Filing with Business Services Online (BSO)</p>
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<p style="text-align:center">If you are interested in participating, please register <a href="https://ocomm.gov1.qualtrics.com/jfe/form/SV_2tLK7tBoh6dzSCy">HERE</a>. Registration will be open from
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Tuesday, December 9, 2024, through Thursday, January 9, 2025 at noon.
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</p>
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<p style="text-align:center">This will be a <strong>virtual</strong> webinar via Microsoft Teams (MS Teams). Login and call-in information will be provided via email after we receive your registration. This meeting will be moderated by SSA staff. </p>
|
||
<p style="text-align:center">No Continuing Professional Education (CPE) credits will be given for attending this meeting.<br>
|
||
Please direct all questions or concerns to <a href="mailto:ssa.W2.Webinar@ssa.gov">ssa.W2.Webinar@ssa.gov</a>.</p>
|
||
|
||
</div> -->
|
||
<!-- END ALERT CONTAINER -->
|
||
|
||
|
||
|
||
<!-- ALERT CONTAINER (Insert here) -->
|
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|
||
<!-- END ALERT CONTAINER -->
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|
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|
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|
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<!-- ALERT CONTAINER (Insert here) -->
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|
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|
||
|
||
<!-- END ALERT CONTAINER -->
|
||
|
||
|
||
|
||
|
||
|
||
<h3>Register to Use Business Services Online</h3>
|
||
<p>You must register to use Business Services Online – Social Security’s suite of services that allows you to file W-2/W-2Cs online
|
||
and verify your employees’ names and Social Security numbers against our records.</p>
|
||
<h4>Quick Reference Guides</h4>
|
||
<ul>
|
||
<li><a href="/employer/bsoTransition.pdf">BSO Authentication is Transitioning</a></li>
|
||
<li><a href="/employer/helpFulHintsInfographic.pdf">Helpful Tips</a></li>
|
||
<li><a href="/employer/whatCanWeDo.pdf">Here's what BSO can do for you</a></li>
|
||
<li><a href="/employer/TaxpayerInfographic.pdf">Taxpayer First Act</a></li>
|
||
<li><a href="/employer/documents/howtoregister.pdf">How to Register and Get an Activation Code (New)</a></li>
|
||
|
||
</ul>
|
||
|
||
<h3>File W-2s/W-2Cs Online</h3>
|
||
<p>This service offers fast, free, and secure online W-2 filing options to CPAs, accountants, enrolled agents, and individuals who process W-2s (the Wage and Tax Statement) and W-2Cs (Statement of Corrected Income and Tax Amounts).</p>
|
||
|
||
|
||
|
||
<h3>Verify Employees’ Social Security Numbers </h3>
|
||
|
||
|
||
<p>The Social Security Number Verification Service allows employers to verify the names and
|
||
Social Security numbers of current and former employees for wage reporting purposes only.</p>
|
||
|
||
<p>Social Security also offers the <a href="https://www.socialsecurity.gov/cbsv/enrollment.html">
|
||
Consent Based Social Security Number Verification Service</a>.</p>
|
||
|
||
<p><a href="https://www.socialsecurity.gov/employer/HelpfulHintsEFiling.pdf" target="_blank"><strong>Helpful Hints to Electronic Filing</strong></a><strong>- Updated 10-2023</strong></p>
|
||
|
||
<br class="clear"/>
|
||
|
||
<!-- ACCORDION WIDGET -->
|
||
<div class="accordion">
|
||
|
||
<p><a href="#a2" id="a2">Online Services for Employers, CPAs, Accountants, Enrolled Agents and Individuals</a></p>
|
||
<div>
|
||
<ul>
|
||
|
||
<li><a href="https://www.ssa.gov/employer/what.htm">What You Can Do Online</a></li>
|
||
<li><a href="https://www.ssa.gov/employer/bsohbnew.htm">
|
||
Electronic W-2/W-2c Filing Handbook</a></li>
|
||
<li><a href="https://www.ssa.gov/employer/ssnv.htm">
|
||
The Social Security Number Verification Service</a></li>
|
||
|
||
</ul>
|
||
</div>
|
||
<p><a href="#a3" id="a3">Important Information</a></p>
|
||
<div>
|
||
<ul>
|
||
<li><a href="https://www.ssa.gov/cola/">
|
||
Cost-of-Living Adjustment (COLA) Information</a></li>
|
||
<li><a href="https://www.ssa.gov/employer/accuwage/index.html">AccuWage Software</a></li>
|
||
<li><a href="https://www.ssa.gov/employer/software.htm">Information for Software Developers</a></li>
|
||
<li><a href="https://www.irs.gov/pub/irs-pdf/p15.pdf#page=4" target="_blank" rel="noopener noreferrer">
|
||
Recordkeeping – Using Publication 15</a></li>
|
||
<li><a href="https://www.ssa.gov/employer/EFW2&EFW2C.htm">Specifications for Filing Forms W-2 and W-2c Electronically (EFW2/EFW2C)</a></li>
|
||
<li><a href="https://www.ssa.gov/employer/onlineerror.htm">Online Error Reference Material</a></li>
|
||
<li><a href="https://www.ssa.gov/employer/filetips.htm">File-Edit Tips for W-2</a></li>
|
||
<li><a href="https://www.ssa.gov/bso/securityPolicy.html" target="_blank" rel="noopener noreferrer">Online Security Policy</a></li>
|
||
<li><a href="https://www.socialsecurity.gov/privacyact.htm" target="_blank" rel="noopener noreferrer">The Privacy Act And The Freedom of Information Act</a></li>
|
||
|
||
|
||
</ul>
|
||
</div>
|
||
|
||
<p><a href="#a4" id="a4">Videos, Tutorials & Handbooks</a></p>
|
||
<div>
|
||
<!-- ALERT CONTAINER (Insert here) -->
|
||
|
||
<div class="container-yellow">
|
||
<h4>Alert</h4>
|
||
<p>Please note that as of March 25, 2023, the registration and log in process has changed. Please be patient as we work to update our site with changes to our videos, tutorials and handbooks that reflect this change.</p>
|
||
|
||
</div>
|
||
<!-- END ALERT CONTAINER -->
|
||
|
||
<h4>Videos</h4>
|
||
<ul>
|
||
<li><a href="https://youtu.be/UM0bLBeXE3Y" target="_blank" rel="noopener noreferrer">BSO Registration and Authentication Video</a><strong> - Updated 6-2024</strong></li>
|
||
</ul>
|
||
<h4>Tutorials</h4>
|
||
<p><strong> How to:</strong></p>
|
||
<ul>
|
||
<li><a href="/employer/bsoTransition.pdf">BSO Authentication is Transitioning</a></li>
|
||
<li><a href="/employer/helpFulHintsInfographic.pdf">Helpful Tips</a></li>
|
||
<li><a href="/employer/whatCanWeDo.pdf">Here's what BSO can do for you</a></li>
|
||
<li><a href="/employer/documents/howtoregister.pdf">How to Register and Get an Activation Code (New)</a></li>
|
||
<li><a href="../employer/bsotut.htm">Use BSO (Word and PDF Documents)</a></li>
|
||
<li><a href="/employer/wagereporting/WageFileUpload-Tutorial.pdf">Tax Year 2024 New Wage File Upload Tutorial</a></li>
|
||
<li><a href="/employer/TaxpayerInfographic.pdf">Taxpayer First Act</a></li>
|
||
</ul>
|
||
|
||
<h4>Handbooks</h4>
|
||
<ul>
|
||
<li><a href="../employer/bsohbnew.htm">Electronic W-2/W-2c Filing Handbook</a></li>
|
||
<li><a href="https://www.ssa.gov/employer/bsoregug.pdf#zoom=100" target="_blank" rel="noopener noreferrer">Registration and Access to Services Handbook</a></li>
|
||
<li><a href="https://www.ssa.gov/employer/ssnvs_handbk.htm">SSNVS Handbook</a></li>
|
||
</ul>
|
||
</div>
|
||
|
||
<p><a href="#a5" id="a5">Publications & Forms</a></p>
|
||
<div>
|
||
<ul>
|
||
<li><a href="https://www.irs.gov/pub/irs-pdf/iw2w3.pdf#zoom=100" target="_blank" rel="noopener noreferrer">
|
||
Forms W-2/W-3 Instructions</a></li>
|
||
<li><a href="https://www.irs.gov/pub/irs-pdf/f941.pdf#zoom=100"
|
||
target="_blank" rel="noopener noreferrer">Form 941 - Employer's Quarterly Federal Tax Return Form</a></li>
|
||
|
||
<li><a href="https://www.ssa.gov/employer/ssnv.htm">
|
||
The Social Security Number Verification Service</a></li>
|
||
|
||
<li><a name="a5a" id="a5a" href="https://www.irs.gov/pub/irs-pdf/p15.pdf#page=14"
|
||
target="_blank" rel="noopener noreferrer">Publication 15, (Circular E), Employer's Tax Guide--Reporting Sick Pay</a></li>
|
||
<li><a href="https://www.ssa.gov/employer/randomizationfaqs.html">
|
||
Social Security Number Randomization Frequently Asked Questions</a></li>
|
||
<li><a href="https://www.ssa.gov/pubs/EN-05-10034.pdf"
|
||
target="_blank" rel="noopener noreferrer">Electronic Wage Reporting (Forms W-2)</a></li>
|
||
<li><a href="https://www.ssa.gov/employer/EFW2&EFW2C.htm">Specifications for Filing Forms W-2 and W-2c Electronically (EFW2/EFW2C)</a></li>
|
||
<li><a href="https://www.ssa.gov/employer/subBarCodeStd.pdf" target="_blank" rel="noopener noreferrer">Tax Year 2024 Substitute W-3/W-2 2-D Barcoding Standards</a></li> <!--Test -->
|
||
<li><a href="https://www.ssa.gov/employer/EDTGuide.doc" target="_blank" rel="noopener noreferrer">Electronic Data Transfer Guide</a></li>
|
||
<!--li><a href="https://www.ssa.gov/employer/CPAsleaflet.pdf#zoom=100"
|
||
target="_blank" rel="noopener noreferrer">Wage Reporting for CPAs, Accountants and Enrolled Agents</a></li -->
|
||
<li><a href="https://www.irs.gov/businesses/small/article/0,,id=102767,00.html"
|
||
target="_blank" rel="noopener noreferrer">Apply for an Employer identification Number Online</a></li>
|
||
</ul>
|
||
</div>
|
||
|
||
<p><a href="#a6" id="a6">Wage Reporting Community Meetings and Webinars</a></p>
|
||
<div>
|
||
<ul>
|
||
<!--li><a href="https://www.ssa.gov/employer/priorIssues.htm">Wage Reporting Information - Prior Issues</a></li-->
|
||
<li><a href="wrcmeetings.htm">Wage Reporting Community Meetings and Webinars</a></li>
|
||
</ul>
|
||
</div>
|
||
|
||
</div><!-- end .accordion -->
|
||
|
||
</div><!-- end .column-8 -->
|
||
|
||
<div class="column-4 sidebar">
|
||
|
||
<!-- Right Menu -->
|
||
<div class="pad-left">
|
||
|
||
|
||
<img src="/employer/images/top.jpg" alt="" width="285"/>
|
||
<div class ="bg-dark-blue no-border">
|
||
<div class="align-center"><a class="btn bold no-border" href="https://www.ssa.gov/bso/bsowelcome.htm" aria-labelledby="c a b" id="c" style="background-color:#0e78d5;">Business Services Online</a></div>
|
||
|
||
<div class="align-center" id="a">By selecting this link, you can:<br></div>
|
||
|
||
<div class="indent" id="b">
|
||
• Log In<br>
|
||
• Register or;<br>
|
||
• Complete Phone Registration
|
||
</div>
|
||
<img src="/employer/images/bottom.jpg" alt="" width="285"/>
|
||
</div>
|
||
|
||
|
||
|
||
<h3 >Business Services Online (BSO)</h3>
|
||
|
||
|
||
|
||
<div class="underline">Application Hours of Availability</div>
|
||
<div>Monday - Friday: 4:15 AM - 1 AM ET<br>
|
||
Saturday: 5 AM - 11 PM ET<br>
|
||
Sunday: 8 AM - 11:30 PM ET
|
||
</div>
|
||
|
||
|
||
<h3 >About W-2 Filing</h3>
|
||
|
||
<div class="accordion">
|
||
<p><a href="#" title="Press enter to open up and access three more links">Before You File</a></p>
|
||
<div>
|
||
<ul>
|
||
<li><a href="/employer/firstFilers.htm">First Time Filers</a></li>
|
||
<li><a href="/employer/returnfilers.html">Returning Filers</a></li>
|
||
<li><a href="/employer/cpaFilers.htm">CPAs, Accountants and Enrolled Agents</a></li>
|
||
</ul>
|
||
</div>
|
||
</div>
|
||
|
||
<ul class="divider">
|
||
<li><a href="/employer/empcontacts.htm">Customer Support</a></li>
|
||
<li><a href="/employer/bsohbnew.htm">
|
||
Electronic W-2/W-2c Filing Handbook</a></li>
|
||
<li><a href="/employer/othgov.htm">Helpful Government Resources</a></li>
|
||
<li><a href="http://www.irs.gov/Tax-Professionals/e-File-Providers-&-Partners/Filing-Information-Returns-Electronically-(FIRE)"
|
||
target="_blank" rel="noopener noreferrer">FIRE (1099) Filing Information Returns Electronically</a></li>
|
||
<li><a href="/employer/EWRWS.htm">Electronic Wage Reporting Web Service (EWRWS)</a></li>
|
||
<li><a href="/employer/pub.htm">Publications & Forms</a></li>
|
||
<li><a href="/employer/index.htm">Employer W-2 Filing</a></li>
|
||
</ul>
|
||
|
||
<h3 >W-2 Filing Assistance</h3>
|
||
<ul class="divider">
|
||
<li><a href="/employer/W2checklist.htm">Checklist for W-2 Online Filing</a></li>
|
||
<li><a href="/employer/accuwage/index.html">AccuWage Online</a></li>
|
||
<li><a href="/employer/EFW2&EFW2C.htm">Specifications for Filing Forms W-2 and W-2c Electronically (EFW2/EFW2C)</a></li>
|
||
<li><a href="/employer/paperFormInstr.htm">Paper Forms W-2 & Instructions</a></li>
|
||
<li><a href="/pubs/EN-05-10022.pdf">If You're Self-Employed</a></li>
|
||
<li><a href="https://faq.ssa.gov/en-US/topic/?id=CAT-01150">Frequently Asked Questions</a></li>
|
||
<li><a href="/employer/wage_reporting_specialists.htm">Ask a Wage Reporting Expert</a></li>
|
||
<li><a href="/employer/sem.htm">Tax Forums and Speaking Engagements</a></li>
|
||
<li><a href="https://www.e-verify.gov/"
|
||
target="_blank" rel="noopener noreferrer">E-Verify - U.S. Citizenship and Immigration Services</a></li>
|
||
<li><a href="/employer/empcontacts.htm">Customer Support</a></li>
|
||
<li><a href="mailto:employerinfo@ssa.gov">Employer Feedback</a></li>
|
||
<li><a href="/employer/notices.html" title="Employer Correction Request Notice">Employer Correction Request Notice</a></li>
|
||
</ul>
|
||
|
||
|
||
</div><!-- end .border-left-bg -->
|
||
|
||
|
||
|
||
</div><!-- end .column-4 -->
|
||
|
||
|
||
</div><!-- end .row-12 -->
|
||
</div><!-- end grid -->
|
||
</div><!-- end #content -->
|
||
|
||
|
||
<!-- PAGE FOOTER -->
|
||
<ssa-footer class="print-hide"><noscript><footer class="footer" id="footer" role="contentinfo"><a href="/menu#footer">Footer menu</a></footer></noscript></ssa-footer><script src="https://www.ssa.gov/legacy/components/dist/ssa-footer.js"></script>
|
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|
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|
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|
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