Own a Small Business? File Your W-2s Online

two women on laptop If you’re a small business owner, you know you have to file your Form W‑2 information with Social Security every year. You might not have realized you can save time and avoid errors by filing online.

The filing deadline for tax year 2016 is January 31, 2017. Getting started is easy.  Just register for Business Services Online. It’s free, fast, and secure! Simple fill-in pages guide you through each step of entering your W‑2 information for each employee, and providing it to Social Security. The website automatically totals your entries and creates Form W‑3, Transmittal of Wage and Tax Statements. The site also includes fill-in pages for filing Forms W‑2c, Corrected Wage and Tax Statement.

File up to 50 W‑2s with each online wage report. You can even produce W‑2s for your employees that satisfy state and local tax laws. There’s no reason to hurry when completing the online forms because you can save your reports while they’re in progress. If the website detects a questionable entry, it alerts you on the spot. This can save you time on correcting mistakes down the road. It also helps your employees by reducing errors that could affect their future Social Security benefits.

Larger businesses may prefer to take advantage of our file upload service. Instead of entering your W‑2 or W‑2c information online, this Business Services Online feature lets you upload a file containing formatted wage data. Visit our Employer W‑2 Filing page for file specifications and software you can use to check your data format. Businesses that need to file 250 or more W‑2s may not use paper forms unless the Internal Revenue Service grants them a waiver.

While you’re registering for Business Services Online, consider signing up for the Social Security Number Verification Service. Use this feature to verify employee names and Social Security numbers for wage reporting. Verify up to 10 names and numbers at a time and receive immediate results. For larger quantities, you can upload a formatted data file. We’ll usually have your results the next business day.

Social Security is with the public through life’s journey. This includes joining hands with employers to secure today and tomorrow.


42 thoughts on “Own a Small Business? File Your W-2s Online

    • Thanks for your feedback! Your thoughts are important to us and we’re pleased when feedback is positive. We try hard to provide the best possible service to our customers and your satisfaction is our reward.

    • No, this is new for 2016. You must register now for the w-2’s due ending the end of January 2017. There was no registration for electronic filing for prior years.

  1. Owner, Manager, Accountant or Tax Attorney?

    I browsed the SS business link and find the use of the solicitation of the term “attorney and non-attorney representative” to infringe. The Social Security Act needs to be amended to share back benefits with social worker and non-social worker representatives under Sec. 206 of the Social Security Act 42USC§406. Social security attorneys are invariably sociopathic killers because they are unprofessional, their mind is not representative of social work or law and they are plagiarists to give them full-fledged mens rhea, and that’s just the disability lawyers. Filing W-2 information to SSA for small business is not the work of attorneys in general. Filling W-2’s is the work of owners, managers, accountants and tax attorneys. The SS Business page should be edited to replace the phrase attorney and non-attorney representative to respect ‘owners, managers, accountants and tax attorneys’. I think that covers the gamut of filers and we don’t want to continue our this and non-this debate in Courts of the Social Security Amendments of January 1, 2016 http://www.title24uscode.org/ss1.htm

  2. On 1/3/17 our Quick Books program inadvertently e-file submitted w2/w3, but my system shows no verification of the transaction. How can I find out if the SSA has received them?

  3. Great article. Thanks for letting me know about the online service. I did not realize that I could do up to 50 employee W2 online. Also I love the fact that it saves the info so I can come back and finish it later. So often I start working on it and then someone comes into the store and I have to stop it and come back again later.

    • Hi LaDonna, for tax questions, you will need to contact the IRS. Their toll-free number is 1-800-829-1040. We hope this helps.

    • Hi Richard. If you are referring to a benefit verification letter, we have good news! You can view, print, and save your benefit verification letter using my Social Security online. To get your verification letter, visit http://ssa.gov/myaccount/ to set up a my Social Security account. We hope this helps!

  4. It might be helpful to advise recipients to file W-9’s. This way they could have estimated federal and state income taxes deducted monthly, paid directly for the recipient, and avoid a bill at tax time. I would prefer to do that myself, but I am reluctant to mail a form only to find out much later it was never received. Can W-9 be filed electronically?

  5. I am trying to file W2 and W3’s for a previous year (2015) for a client that her previous accountant neglected to file. Is it possible to do this online for 2015 or do I need to file paper returns?

  6. Quick Books program inadvertently e-file submitted w2/w3, but my system shows no verification of the transaction. How can I find out if the SSA has received them? and for the laptop related help you can go through the https://goo.gl/cjYkTN

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  8. Hey, Ann Clifton

    I’m Michel A cook and writer at buzzcnn.com I really like the article explain well huge information for own Small businesses. I also suggest a local retail business or online business. The online business for sale people need to trust, So I prefer proper info on pages with T&C and let me what’s your opinion for Online business…

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  9. If you find an error in the H R Block online tax program that entitles you to a larger refund (or smaller liability), we will refund the fees you paid us to use our program to prepare that return and you may use our program to amend your return at no additional charge. To qualify, the larger refund or smaller tax liability must not be due to differences in data supplied by you, your choice not to claim a deduction or credit, positions taken on your return that are contrary to law, or changes in federal or state tax laws after January 1, 2019.

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