Create an Electronic W2 Submission File for the IRS or State

Step 1: Kind of Employer Setting

Before creating the electronic file, confirm your Kind of Employer setting.

NAVIGATION: SETTINGS menu > Payroll Settings

  1. Select the Contact/Company tab
  2. Choose the correct Kind of Employer from the list:
    1. Federal Government
    2. None Apply (most common)
    3. State/Local Government
    4. State/Local Tax-Exempt Employer
    5. Tax-Exempt Employer
  3. Click SAVE

Step 2: Verify Company Information

NAVIGATION: SYSTEM menu > Company Information

IMPORTANT:  Make sure Address Line 2 contains your Mailing Address (Street or PO#). Your file will be rejected without this information.  Address Line 1 may be blank or contain Attention, Suite, Room, etc.

  1. Enter/edit company name, address, and Federal ID (no dashes).
  2. Important:
    1. Address Line 2 must contain your Mailing Address (Street or PO Box).
    2. SSA will reject your file without it.
    3. Address Line 1 can be used for “Attention,” “Suite,” or “Room” info.
  3. Click SAVE

Step 3: Create IRS W2 Submission File

NAVIGATION:  UTILITIES menu > W2/1099R Processing > Create Submission Files > W2 Submission File

  1. Enter the Tax Year (e.g., 2025)
  2. Fill out IRS contact information:
    1. PIN Number (SSA login ID for Business Services Online)
    2. Contact Name, Email, Phone, and Fax (no parentheses or dashes; use format like 8145357810)
  3. File Path & Name:
    1. Enter where and what to save the file as (max eight characters in file name)
    2. Example: C:\PRW2\W22025.txt
  4. Click CREATE FILE on the Quick Links bar
  5. A confirmation message will appear when the file is created

Recommended Test File (Optional)

  1. The submission file can be tested in Accuwage before submitting to SSA.
  2. The Accuwage program is now on the BSO website.
  3. Go to https://secure.ssa.gov/acu/LoginWeb/loginHandler.do to log in to SSA Business Services Online.
  4. Use Accuwage to test your file before submitting.

Step 4: Create State W2 Submission File

Repeat the steps to create a separate file for your state.

NAVIGATION: UTILITIES menu > W2/1099R Processing > Create Submission Files > W2 Submission File

  1. Enter the same company and contact info as in Step 3
  2. Choose a different file name than the federal file to avoid overwriting Example: C:\HZTEMP\PA2025W2.txt
  3. Select State Code (e.g., PA for Pennsylvania, OH for Ohio)
  4. Enter State Tax ID (8 digits) For PA: You can find it in your MyPATH account
  5. Federal Wages Checkbox:
    1. PA: Do NOT check this box
    2. OH: This box MUST be checked
  6. Click CREATE FILE. Your file will be saved to the path you specified.

Step 5: Submit Electronic File

  1. Submit the IRS file to the SSA site following their directions.
  2. Upload the file to your State using their directions for the EFW2 file format.
    1. For Pennsylvania submit to the MyPATH system at https://www.mypath.pa.gov/

12/2025

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388