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. YEFIM ZASLAVSKIY

    Hi! I need form W 2 to pay for property tax.

    • Ann C., Public Affairs Specialist

      Hi, Yefim. Thanks for your comment. For a copy of a W-2, you should contact your employer’s human resource or personnel office. If you are referring to the SSA-1099 showing the amount of benefits paid to SSA beneficiaries during last year, you can request a replacement SSA-1099/1042S for Tax Year 2019 by visiting your personal my Social Security account. We hope this helps.

  2. Lee S.Duncan

    I so hope you can help me.
    I received a notice that I needed to refile my w-2 and 2-3 forms for 2018.
    I apparently didn’t fill in two places correctly, so I received another request to refile those two forms.
    I am not good with the computer, so I emailed a request on how to get the paper forms.
    I was told to call a number, and the man said to get them from the post office.
    I went there today, and they said they did not have any forms.
    One person who worked there told me to go to the library, which I did.
    They don’t have the forms either.
    I tried to register to fill them out on line, but kept going in circles after I set up an account.
    Could you please send me copies of 2018 w-2and w3?
    Thank you so much for your help.

    • Vonda VanTil, Public Affairs Specialist

      Thanks for your question, Lee. See our Frequently Asked Questions web page for information on how to obtain a copy of your W-2. We hope this helps!

  3. melanie carrie

    hi how can i correct/ammend our w2 or w3 online?

    • Vonda VanTil, Public Affairs Specialist

      Hi Melanie, thanks for your question. Employers and third parties can file wage reports with the Social Security Administration electronically or by paper (limitations apply). Register for Business Services Online to file W-2s and W-2Cs online. Social Security accepts laser-printed Forms W-2/W-3, as well as the standard red dropout ink forms.

  4. SANDRA D S JONES

    I am trying to complete a w2 for an employee but the system has not allow me to print the information.

  5. LAVINDA A WILSON

    WHEN MAILING IN OUR BUSINESS’S W2 DO THEY HAVE TO BE A RED COPY LIKE PREVIOUS YEARS?

    • Ann C., Public Affairs Specialist

      Hi, Lavinda. For more information about Employer W-2 Filing Instructions and Information, please visit here. Also, we have established a dedicated Employer Reporting Service Center Hotline. To reach this hotline, please call 1-800-772-6270 (TTY number, 1-800-325-0778), Monday through Friday between 7:00 a.m. and 7:00 p.m. (ET) or email us at employerinfo@ssa.gov. We hope this helps.

  6. Teen

    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.

  7. Michel Joachim

    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…

    Thanks
    Michel Joachim

  8. Pamala Judd

    how can my husband and I get a W2 for 2018?

    • Vonda VanTil, Public Affairs Specialist

      Hi Pamala, thank you for your question. If you’re referring to 2018 W-2s, you would need to contact your employers. If you’re referring to your 2018 SSA-1099s, check out our Replacement SSA-1099 web page for details on how to obtain replacements.

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  10. Laura Berdeen

    When is the earliest I can file W2’s for 2018? Currently I can not access the year 2018 on this site. The latest is 2017.

    • Vonda VanTil, Public Affairs Specialist

      Hi Laura, thank you for the question. For W-2 Filing Instructions and Information, go to our Business Services Online web page.

Comments are closed.