Online Services, Taxes

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

November 21, 2016 • By

Last Updated: November 21, 2016

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.

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About the Author

Deputy Commissioner, Office of Communications

Comments

  1. Ariana D.

    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

    • Ray F.

      Hello Ariana. Please visit our Frequently Asked Questions web page for information on this topic. Thanks!

  2. MASON D.

    HOW CAN A SMALL BUSINESS OWNER ACQUIRE A COPY OF PAST W3 FILINGS?

    • Vonda V.

      Hi Mason: You will need to contact the IRS. Their toll-free number is 1-800-829-1040 or you can visit their website at http://www.irs.gov/.

  3. Vicki A.

    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?

    • Ray F.

      Hello Vicki, for income tax questions, you will need to contact the Internal Revenue Services (IRS). Their toll-free number is 1-800-829-1040. Thanks!

  4. Jane C.

    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. Jennifer F.

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  6. Richard W.

    Does SS send out anything like a W-2 form to show earnings and deductions

    • Jenna Y.

      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!

  7. LaDonna

    I e filed my W-2’s. what was I supposed to do with the W-3??

    Thank you

    • Ray F.

      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.

  8. Ella

    ___123___Own a Small Business? File Your W-2s Online | Social Security Matterss___123___

  9. Tori

    If inrotmafion were soccer, this would be a goooooal!

  10. Sue

    Immense tips! Thanks for sharing.

Comments are closed.