Revised: 11/23/2016
Go to Utilities>>Create Submission Files>>W2 Submission File
This program is used to create W2 electronic submission files for the Social Security Administration or state.
If you have printed Copy A (red preprinted form) of the W2 and will be mailing them to the Social Security Administration there is no need to create an electronic file. You will need a form W3 to mail with the W2 Copy A forms. You may print out a W3 on a preprinted form using the Print W2 Forms program.
Enter any missing company information and review information that is shown for errors.
Enter or review the company name on lines 1 and 2. If not needed, line 2 may be left blank.
Enter or review the company address on lines 1 and 2. Line 1 may be left blank or may contain attention information suite or room information. Line 2 (for 2012) MUST contain your mailing address (street or post office box number). Your file will be rejected if line 2 does not contain your mailing address.
Enter or review the city, state and zip code for the company.
Enter or review the company Federal identification number. Do not enter a hyphen between any of the numbers. The number should be one continuous number with no breaks.
Enter the four digit tax year in a yyyy format.
Enter the Pin number assigned to the company by the IRS. If you do not have one go to http://www.socialsecurity.gov/employer/firstFilers.htm and register for a user ID and password.
Enter the name of the contact person for the company.
Enter the email address for the contact person.
Enter the phone number for the contact person.
Enter the fax number for the contact person.
Enter or select the path to a drive/folder and enter a name, of not more than 8 characters, for the file you are creating, ending the name in .txt.
The folder must already exist.
For example:
C:\ThisFolder\name.txt
When creating a W2 submission for the Social Security Administration, the state fields should be left blank.
To create a state submission file enter the State Code you are reporting the W2 submission file for.
For example:
Enter PA
Enter the State identification number for your company.
Click the Create File button on the Quick Links bar to create a file for submission to the Social Security Administration or to the State. When the file has been created an information box with "File Created" will be displayed. Click OK. The information box will go away but the program will remain open for creation of another submission file if needed.
If you have entered incorrect drive/folder path information the process will still return a File Created information box. If you cannot find your file, create the file again and verify your drive/folder path.