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Social Security Online
Electronic Leaflet
Publications Home SSA logo: link to Social Security Online home

Social Security’s Electronic Wage Reporting (Forms W-2)

SSA Publication No. 05-10034, February 2006, ICN 456208 [View .pdfGet Accessible Adobe Acrobat Reader

Employer website

www.socialsecurity.gov/employer

Image of employer home page

Social Security’s employer website is your first stop for information on W-2s, electronic filing, verification of Social Security numbers, free software, technical specifications and much more.

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Business Services Online (BSO) welcome page

www.socialsecurity.gov/bso/bsowelcome.htm

Image of BSO Welcome page

Companies can use BSO to register for a PIN and password and submit wage reports over the Internet.

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Registration

www.socialsecurity.gov/bso/bsowelcome.htm

Image of BSO Welcome  page with enlarged login and registration  links

A PIN and password are needed to file W-2s electronically. From the Registration link, you can also update registration information, change a password or deactivate a PIN.

A PIN is a personal ID, not a company ID. Each person who files W-2 reports electronically must have a PIN.

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Wage reporting services

Social Security’s BSO system is for registered users only. Employers may use the service to:

  • Upload a wage report file formatted according to Social Security’s Magnetic Media Reporting and Electronic Filing specifications. This option is ideal for any size filer;
  • Complete up to 20 W-2s at one time right on your computer, electronically submit them to Social Security and print copies suitable for distribution to your employees;
  • View the current status of your previously submitted wage report; and
  • Tell us that you have received a resubmission notice.
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e-file graphic

 

Vendor list

www.socialsecurity.gov/employer/vendor.htm

Visit the Internet site above to see a list of companies that provide electronic W-2 reporting products and/or services. This page also contains instructions for adding your company to the list for free.

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Online Tutorial

www.socialsecurity.gov/employer/bsotut.htm

Employers or submitters should visit the Internet site above if they would like to explore services available via BSO before registering.

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Employer reporting service center

Toll Free: 1-800-772-6270

Call the above number for help with wage reporting procedures, information about a particular data submission or to register by phone.

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BSO technical assistance

Toll Free: 1-888-772-2970
Email: eso.support@ssa.gov

Call the above number with questions about using BSO.

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Third parties

If you are a tax preparer, accountant, payroll agent, or you process W-2s on another company’s Employer Identification Number (EIN), you can file on behalf of your clients. You should show your PIN in the MMREF-1, RA Record as the submitter. You only need one PIN (even if you represent more than one company).

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Employer Services Liaison Officers

Social Security’s liaison officers are experts in all aspects of W-2 reporting. Contact the Employer Services Liaison Officer serving your state for one-on-one W-2 reporting assistance.

Atlanta – AL, FL, GA, KY, MS, NC, SC, TN
www.socialsecurity.gov/atlanta/southeast/wr/index.htm

Boston – CT, ME, MA, NH, RI, VT
www.socialsecurity.gov/boston/WageReport.htm

Chicago – IL, IN, OH, MI, MN, WI
www.socialsecurity.gov/chicago/wage.htm

Dallas – AR, TX, LA, OK, NM
www.socialsecurity.gov/dallas/dalwr.htm

Denver – CO, MT, ND, SD, UT, WY
www.socialsecurity.gov/denver/wage.htm

Kansas City – IA, KS, MO, NE
www.socialsecurity.gov/kc/kc_wage.htm

New York – NJ, NY, PR, VI
www.socialsecurity.gov/ny/services-employer.htm

Philadelphia – DE, DC, MD, PA, VA, WV
www.socialsecurity.gov/phila/wage.htm

San Francisco – AZ, CA, GU, HI, NV, AS, NMI
www.socialsecurity.gov/sf/w2/index.html

Seattle – AK, ID, OR, WA
www.socialsecurity.gov/seattle/employer.htm

For general contact information, visit www.socialsecurity.gov/employer/empcontacts.htm.

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Employers can verify names and Social Security numbers online

www.socialsecurity.gov/employer/ssnv.htm

The Social Security Number Verification Service (SSNVS) matches your record of employee names and Social Security numbers with Social Security’s records before you prepare and submit W-2s. Making sure names and Social Security numbers entered on the W-2s match our records is important because unmatched records can result in additional processing costs for you and uncredited earnings for your employees. Uncredited earnings can affect future eligibility for (and amounts paid under) the Social Security retirement, disability and survivors program.For detailed instructions on registering and/or using SSNVS, get a copy of the SSNVS handbook at www.socialsecurity.gov/employer/ssnv.htm.

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Contacting Social Security

Our website is a valuable resource for information about all of Social Security’s programs. There are a number of things you can do online.

In addition to using our website, you can call us toll-free at 1-800-772-1213. We can answer specific questions from 7 a.m. to 7 p.m., Monday through Friday. We can provide information by automated phone service 24 hours a day. (You can use our automated response system to tell us a new address or request a replacement Medicare card.) If you are deaf or hard of hearing, you may call our TTY number, 1-800-325-0778.

We treat all calls confidentially. We also want to make sure you receive accurate and courteous service. That is why we have a second Social Security representative monitor some telephone calls.

 
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