Create an Electronic W2 Submission File for the IRS or State

Step 1: Kind of Employer Setting

Before you create the file, you will need to select the correct Kind of Employer in Payroll Settings.

NAVIGATION: SETTINGS menu > Payroll Settings

  1. Select the Contact/Company tab
  2. Select the Kind of Employer you are from the list.  Options are:
    1. Federal Government
    2. None Apply
    3. State/Local Government
    4. State/Local Tax Exempt Employer
    5. Tax Exempt Employer
  4. Click SAVE.

Step 2: Verify Company Information

The first step is to verify the company name, address, and Federal ID (no dashes) are correct for the company.  

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 or change information
  2. 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, i.e., 2023
  2. Enter your Pin Number (assigned by the IRS).
    1. The Pin Number is your login ID for the SSA.gov Business Services Online website.
  3. Enter the Contact Name (name of the person the IRS can contact if they have questions).
  4. Enter the Email Address of the person the IRS can contact.
  5. Enter the Phone Number of the person the IRS can contact.
    1. Do not use parentheses or dashes, i.e., 8145357810.
  6. Enter the fax number for the person the IRS can contact.
    1. Do not use parentheses or dashes, i.e., 8145357810.
  7. File Information/File Name
    1. Enter the path (drive letter and folder name) file name for your submission
    2. Do not make the name longer than eight (8) characters.
    3. For example, C:\PRW2\W22023.txt
  8. On the QUICK LINKS bar, click CREATE FILE.
  9. A prompt will appear when the file is created.

Test File

  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

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

  1. Enter the Company Information and File Parameter section the same as IRS file outlined above.
  2. File Information/File Name:  Make sure the file name is different than the name assigned to the SSA file in the previous step, or you will overwrite the first file created.
    1. For example:  C:\HZTEMP\PA2023W2.txt
  3. Select your state code, i.e., PA for Pennsylvania, OH for Ohio.
  4. State ID:  Enter your company's eight digit State tax ID.
    1. For Pennsylvania companies, you can find your eight (8) digit state ID when you log into the MyPATH website.
  5. Federal Wages: There is a checkbox for INCLUDE FEDERAL WAGES.  
    1. Pennsylvania companies: do NOT check this box
    2. Ohio companies: this box MUST be checked
  6. On the QUICK LINKS bar, click CREATE FILE.
  7. The file will be saved in the location you entered for the file information/file name. 
    1. For example:  C:\HZTEMP\PA2023W2.txt

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/

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