PDF ELECTRONIC W -2/W-2C FILING User Handbook for Tax Year 2018

BUSINESS SERVICES ONLINE

ELECTRONIC W-2/W-2C FILING User Handbook for Tax Year 2022

Social Security Office of Systems Electronic Services

6401 Security Boulevard Baltimore, Maryland 21235

December 2022

Business Services Online Electronic W-2 Filing User Handbook for Tax Year 2022

TABLE OF CONTENTS

1.0 OVERVIEW ..................................................................................................................... 1

1.1 WHAT IS BUSINESS SERVICES ONLINE? .......................................................................1 1.2 NEW FOR TAX YEAR 2022 .............................................................................................1 1.3 SYSTEM REQUIREMENTS ...............................................................................................2 1.4 SECURITY........................................................................................................................2

1.4.1 128-BIT ENCRYPTION ...............................................................................................2 1.4.2 COOKIES ..................................................................................................................3 1.4.3 E-MAIL ....................................................................................................................3 1.4.4 PRIVACY ACT AND PAPERWORK REDUCTION ACT NOTICE ....................................3 1.5 DATES & TIMES..............................................................................................................3 1.5.1 PASSWORDS .............................................................................................................3 1.5.2 DECEMBER 2022 ......................................................................................................4 1.5.3 BEGINNING DECEMBER 05, 2022.............................................................................4 1.5.4 JANUARY 31, 2023 ...................................................................................................4

2.0 GETTING ACCESS ........................................................................................................ 5

2.1 HOW TO REGISTER ........................................................................................................5 2.2 WAGE REPORTING SERVICES FOR EMPLOYERS..........................................................5 2.3 ACCOUNT MAINTENANCE .............................................................................................5

3.0 USING THE SERVICES ................................................................................................ 7

3.1 FORMS W-2/W-3 ONLINE ..............................................................................................7 3.1.1 STATE AND LOCAL DATA ........................................................................................8 3.1.2 RESTRICTIONS..........................................................................................................8 3.1.3 CREATE W-2/W-3 ONLINE ......................................................................................9 3.1.3.1 Before You Create Your Form(s) W-2/W-3 Page .............................................9 3.1.3.2 Employer Information for this Wage Report Page ............................................9 3.1.3.3 Employer Information for this Wage Report (data assist available) Page .......10 3.1.3.4 W-2(s) Available for WFID XXXXXX Page..................................................10 3.1.3.5 Enter W-2 Information Page ............................................................................10 3.1.3.6 W-2 List for this Submission Page ..................................................................11

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Business Services Online Electronic W-2 Filing User Handbook for Tax Year 2022

3.1.3.7 W-3 Preview for this Submission Page............................................................12 3.1.3.8 Print Unsubmitted Form(s) W-2/W-3 for Review Page ..................................12 3.1.3.9 Sign and Submit Page ......................................................................................13 3.1.3.10 Confirmation Receipt--Your W-2/W-3 File Was Received Page.................13 3.1.3.11 Save PDF Page...............................................................................................13 3.1.4 COMMUNICATION DISRUPTIONS............................................................................14 3.1.5 RESUMING WORK WITH UNSUBMITTED REPORTS ................................................14 3.1.6 DOWNLOAD SUBMITTED REPORTS........................................................................14 3.2 FORMS W-2C/W-3C ONLINE .......................................................................................15 3.2.1 STATE AND LOCAL DATA ......................................................................................16 3.2.2 RESTRICTIONS........................................................................................................16 3.2.3 CREATE W-2C/W-3C ONLINE ...............................................................................16 3.2.3.1 Before You Create Your Form(s) W-2C/W-3C Page ......................................17 3.2.3.2 Employer Information for this Wage Report Correction Page ........................17 3.2.3.3 Enter W-2C Information Page .........................................................................17 3.2.3.4 W-2C List for this Submission Page................................................................18 3.2.3.5 W-3C Preview for this Submission Page .........................................................19 3.2.3.6 Print Unsubmitted Form(s) W-2C/W-3C for Review Page .............................19 3.2.3.7 Sign and Submit Page ......................................................................................19 3.2.3.8 Confirmation Receipt--Your W-2C/W-3C File Was Received Page .............20 3.2.3.9 Save PDF Page.................................................................................................20 3.2.4 COMMUNICATION DISRUPTIONS............................................................................20 3.2.5 RESUMING WORK WITH UNSUBMITTED REPORTS ................................................21 3.2.6 DOWNLOAD SUBMITTED REPORTS........................................................................21 3.3 UPLOAD FORMATTED WAGE FILE .............................................................................21 3.3.1 FORMATTED WAGE FILE UPLOAD.........................................................................22 3.3.2 SUCCESS ................................................................................................................23 3.3.3 ERRORS..................................................................................................................23 3.3.4 COMMUNICATION DISRUPTIONS............................................................................24 3.4 SUBMIT A SPECIAL WAGE PAYMENTS FILE ..............................................................24 3.5 CHECK W-2/W-2C WAGE FILES FOR CORRECTNESS ...................................................25 3.6 VIEW SUBMISSION STATUS ..........................................................................................25 3.6.1 SUBMISSION SEARCH PAGE ...................................................................................25 3.6.2 SEARCH RESULTS PAGE.........................................................................................26 3.6.3 SUBMISSION PAGE .................................................................................................26

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Business Services Online Electronic W-2 Filing User Handbook for Tax Year 2022

3.6.4 REPORT PAGE ........................................................................................................27 3.6.5 ERRORS PAGE ........................................................................................................27 3.6.6 ERROR DETAILS PAGE ...........................................................................................27 3.7 VIEW EMPLOYER REPORT STATUS ............................................................................27 3.7.1 EMPLOYER REPORT SELECTION PAGE...................................................................28 3.7.2 SEARCH RESULTS PAGE.........................................................................................28 3.7.3 REPORT SUMMARY PAGE ......................................................................................28 3.7.4 ERROR DETAILS PAGE ...........................................................................................29 3.8 RESUBMISSION NOTICE ...............................................................................................29 3.8.1 REQUEST RESUBMISSION EXTENSION ...................................................................30 3.9 RESUBMIT A FILE AFTER RECEIVING A RESUBMISSION NOTICE ..............................30 4.0 HELP FOR W-2 FILING..............................................................................................31 4.1 USING BUSINESS SERVICES ONLINE HELP .................................................................31 4.2 W-2/W-2C PDF PRINTING PROBLEMS .......................................................................31 4.3 TELEPHONE AND E-MAIL SUPPORT ............................................................................31 4.4 CONTACT THE INTERNAL REVENUE SERVICE ...........................................................32 5.0 CONTACT SOCIAL SECURITY................................................................................32

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Business Services Online Electronic W-2 Filing User Handbook for Tax Year 2022

1.0 OVERVIEW

1.1 WHAT IS BUSINESS SERVICES ONLINE? Business Services Online offers Internet services for businesses and employers who exchange

information with Social Security. This handbook focuses on wage reporting by employers as well as third-party submitters.

As a registered Business Services Online user who selected wage reporting suite of services during registration, you are able to:

? Create/Resume Forms W-2/W-3 Online, ? Create/Resume Forms W-2c/W-3c Online, ? Save Submitted Reports to Your Computer, ? Submit/Resubmit a Formatted Wage File, ? Submit a Special Wage Payments File, ? Check W-2/W-2c reports for formatting accuracy before sending them to Social Security

Administration, ? View Submission Status to check report status, errors, and notice information for

previously submitted wage reports, ? View Employer Report Status to check wage report status or view errors for reports

submitted for your company by a third party, and ? Request an Extension to File a Resubmission. Select User Registration Handbook to view a Portable Document Format (PDF) version of the Business Services Online Integrated Registration Services (IRES) User Registration Handbook. Select Wage Reporting Handbook to view a PDF version of the Wage Reporting Handbook.

1.2 NEW FOR TAX YEAR 2022 The following are new for Tax Year 2022: ? All EWR applications: o Add Tax Year 2022; o Change references from Tax Year 2021 (TY21) to Tax Year 2022 (TY22); o Remove all references related Tax Year 2018 (TY18); o Update Quarter of Coverage (QC); o Update Federal Insurance Contribution Act (FICA) maximum wages; and

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