Table of Contents

W2 E-Filing Module Overview

John Logue Updated by John Logue

Getting Started

Forms W-2 must be completed and saved first using the W-2 – Wage and Tax Statement module in the W-2/1099 program of Payroll System. Be sure to enter any state income or withholding that must be reported to the state. Then the e-file/MagMedia program can create, save, and manage specially formatted electronic files containing the W-2 data.
The user must manually submit the files by uploading them to the Social Security Administration's (SSA) Business Services Online (BSO) website. The status of the submittals must be monitored by the user logging back into the BSO website.
Each state has their own file specifications, filing requirements, and due dates, often different from federal due date. Be sure to review your state's filing requirements both in this help file and on your state's website. Electronic files for state submittals are done separately from the federal (see Steps 4 and 5 of the W-2 E-Filing Module). Do not submit the federal file to your state(s).
  1. A BSO account is required. See Applying for a Business Services Online Account.
  2. Generate the forms in the W2/1099 portion of Payroll System.
  3. Change Select Program To Display to e-file/MagMedia (to purchase, click here).
    If the program displays a pop-up that you are not licensed for that portion of the program, do the following:
    a) Ensure you have purchased the e-file add on (this is sold separately from Payroll System), and
    b) Input the license code from that purchase.
  4. Open the Create W-2/W-2C e-file/MagMedia Files module.
    If instead a dialog appears that the portion of the program is not yet released, either:
    a) wait until its release date (typically in December), or
    b) update the program.

The module has tabs across the top, corresponding to the steps of the e-file process.

Step-by-step procedure

  1. See Step 1: Submitter Data.
  2. See Step 2: SSA File.
  3. See Step 3: SSA Submittal.
  4. See Step 4: State File.
  5. See Step 5: State Submittal.

How did we do?

W-2 E-Filing: Navigating the SSA's old Wage File Upload program (Resubmitting a W2 Wage File)

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