W-2 year-end processing tips

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For payroll compliance (annually licensed)

The following is a list of tasks to follow and resources to use as you prepare for year-end W-2 form processing.

View the relevant W-2 form processing workflows

The workflows provide both an overview and a step-by-step walkthrough of each process.

W-2 form processing workflow

Filing by paper: Order the forms necessary for processing W-2s

Determine the total number of W-2s that you will need for your clients and then order the forms that you'll need. The following resources may assist you.

  • W-2 or 1099 Ordering Worksheet - This article explains how to print this worksheet to calculate the minimum number of sheets needed when it's time to order W-2 and 1099 forms.
  • Ordering forms W-2, 1099, and 1095-CThis article contains information about forms available from Forms CS that can be used for printing Forms W-2, W-3, 1094-C, 1095-C, 1096, and 1099.
  • The Forms CS website (http://www.formscs.com/)
    • Discounts may be offered earlier in the year you order. Contact Forms CS for the latest discounts being offered.

Note: The Social Security Administration (SSA) accepts the black and white facsimile copies for the Copy A and W-3 forms.

Filing electronically: Register to file electronically

Verify that your information is correct

Go to the Verifying client and employee W-2 information article to learn how to review your W-2 data for accuracy before processing the forms.

You can verify your employees' Social Security Numbers by creating and submitting files to the SSA directly from Accounting CS using the Actions > Verify SSN/TIN feature.

Note: Before creating and sending verification files, you must first register with the SSA to be part of the Employee Verification Service. For more information about registering, please contact the SSA at (410) 965-7140 or visit their website at www.ssa.gov/employer/ssnv.htm.

The SSA will provide you with a four-digit requester identification code if you register for diskette filing.

If you registered electronically and will be filing electronically, you will use OEVS as your Requester Identification Code.

Review common Form W-2 processing questions

Creating Federal and state W-2 files

You may find the following articles helpful when creating Federal and state W-2 files.

Use AccuWage Online to verify your W-2 files

Prior to uploading your internet files to the SSA, you may find it useful to verify your W-2  files using the SSA AccuWage Online utility. You can access the utility for free via the Social Security Administration's website at https://www.ssa.gov/employer/accuwage/. AccuWage Online identifies the most common format errors in wage submissions. Using AccuWage Online is easy and it greatly reduces submission rejections.

Correcting W-2 forms

Learn how to create and submit corrected versions of Form W-2 if necessary for you to do so.

Take advantage of training opportunities

Sign up for a year-end seminar.

Verify your version of Accounting CS

Verify that the most recent version of the application is installed  and that all software updates have been applied. For a general estimate of the release dates for payroll tax forms, see When will the new tax forms be available.

You can determine the most current version of the application by viewing the latest release bulletin.

Additional resources

The Payroll tax processing overview contains links to many more articles that may be helpful as you perform your year-end processing.

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