Section 7: Submitting the W-2 Electronic File to the SSA




  • Submit the W2 Electronic File to the SSA via the internet directly from your workstation. If the Electronic File is on your server, but you must submit from a workstation, you should have either moved it to your workstation via CoreFTP (3.0 customers only), or copied it to a diskette when it was created. If you copied it to a diskette, the disk would need to be inserted into your workstation, and then sent via the internet.
  • IMPORTANT:  If you are new to filing W2s and a new account for ID.me or Login.gov has to be created, be sure to request access to Accuwage, SSA filing and any other services you desire at the same time the account is created.  It can take up to 10 days to get access to those services.


URL to www.ssa.gov/bso


Procedure



  1. In OpenRDA, go to HR → Payroll W2 Processing → Print/File tab → Upload Electronic File (in Xpert, go to Payroll → EFW2 Submenu → url www.ssa.gov.bso)
  2. Click Log in. (top right of screen)
  3. USER ID - Enter your User ID.
  4. PASSWORD - Enter your Password.
  5. Click I have read & agree to these terms on the User Certification.
  6. Click Log in.
  7. Click Report Wages to Social Security.
  8. Click I accept. (if prompted to do so)
  9. Click tab labeled Upload Formatted Wage File.
  10. Click Submit/Resubmit a Formatted Wage File.
  11. RECOMMENDED STEP:
    • Run file through AccuWage – This step is optional but recommended. If you want to check your W2s for errors, you can log into the SSA's AccuWage; see NOTE 1 below.
    • Zip your file – If you have more than 500 W-2s or a slow connection, you may want to zip the file, which compresses for faster transmission; see NOTE 2 below.
  12. Click Continue.
  13. Indicate the type of wage report you are sending (New W2s/W3s).
  14. Click Continue.
  15. Click Browse to search for file.
  16. Click the down button to the right of the Look In; that will show a drop-down menu.
  17. Click the slash (/).
  18. Scroll down, locate and double-click rda.
  19. Scroll down, and double-click xpert.
  20. Scroll down to W2FILE, and click to highlight it (check the date to make sure you are choosing the 2015 file).
  21. Click Open.
  22. This will attach the file for submission.
  23. Click Submit; the file is sent, and a timeline displays.
  24. Submission Successful – Click OK when this window displays.
  25. Confirmation Page:
    • Laser Printer users – Click File → Print; print a copy of the confirmation page.
    • Dot Matrix Printer users – Click File → Save Page; save the page in the directory that defaults (rda/mbgui or rda/xpert); name it W2cnfirm2015, and Save.


Comments


  • BSO is a suite of business services for companies to conduct business with the Social Security Administration; services include:
    • Report Wages to Social Security.
    • View File/Wage Report Status, Errors and Error Notices.
    • View Name and Social Security Number Errors.
    • Verify Social Security Numbers Online.
  • You must be a registered BSO user to use these services.


NOTE 1


  • What does AccuWage do?
    • Checks Wage Report format accuracy.
    • Ensures Wage Reports comply with MMREF-1 format.
    • Provides Error Report.
  • What does AccuWage NOT do?
    • Verify SSN.
    • Verify Names.


NOTE 2


  • Zip files if:
    • Over 500 W2s.
    • Slow connection.
  • Only one wage file per zip.