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Payroll End of Year

Export W-2 Information Electronically

You can file your taxes online through the Social Security Administration (SSA) website.

You must save your W-2 information in a format that you can send to the SSA electronically. If an organization has 250 or more employees, electronic filing of W-2s is required; otherwise, it's optional. For more information on these forms and how to file, see the SSA Help on Employer W-2 Filing.
Note: The SSA provides free software called AccuWage that you can use to check W-2 reports for correctness before sending them to the SSA.
  1. On the Payroll tab, click Employees > Reports.
  2. Under Employee Reports, click Listing Reports to expand the list.
  3. Select Electronic W-2 Export, and click Next.
  4. In the Overview window, click Next.
  5. Under Export Properties, enter a location to save the export file to.
  6. In the File Format drop-down list, select the W-2 format for the year for which you are filing. Click Next.
  7. In the W-2 Information window, enter and select the correct employer information.
    • Employer—Select the employer whose tax information you want to file. The program only calculates the wages for the employees that were paid by the selected employer.
    • Employer ID Number—Enter the federal tax ID of the employer, which is issued by the SSA.
    • User ID—Enter the employer's User ID, formerly the Personal Identification Number (PIN). This field acts as your electronic signature.
    • Contact Name—Enter the name of the person at your organization who should be contacted if the SSA has questions about the file.
    • State Numeric Code—Select the state for which the selected employer files taxes.
    • Employment Code—Select the form you use to file taxes for this employer.
  8. Click Next.
  9. Make the appropriate selections.
  10. When you finish, click Build. The export file saves to the location you selected. To file the form, see the SSA Help on Business Services Online.
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Last updated: November 4, 2024