Create all W2 Record(s).
Go to Reports>W2 Corrections>W2C Records and click Create.
Employee - Find from dropdown.
Year - Select appropriate calendar year from dropdown.
Click Create Correction Record.
Enter the employee SSN in the Original SSN field. If the SSN was reported incorrectly, also enter the correct SSN in the Corrected SSN field.
For withholding corrections, in the appropriate 'Original' field enter the value originally reported on the employee's W2 and in the appropriate 'Corrected' field enter the correct value.
For Box 12, Box 14, Other State, and/or Local corrections, do the following:
Click Add Record under each section needed to be corrected.
Enter the the appropriate information in the ‘Original’ field(s) and the ‘Corrected’ field(s).
Click Save.
Create a W2C Report.
Go to Reports>W2 Corrections>W2C Report and Submission.
Save and Recall - Use Default.
Report Title - Defaults to W2C, but can be changed.
Sort Options - Choose from the following:
Employee SSN
Employee Name
Building/Department and Employee Name
Building/Department, Pay Group, and Employee Name
Pay Group
Zip Code and Employee SSN
Zip Code and Employee Name
Check Distribution and Employee Name
Output Type - Report.
Year - Choose the appropriate from the dropdown.
Specific Employees - leave blank to generate a report of all employees.
Click Generate Report.
Verify for accuracy.
Create the W2C Form(s).
Go to Go to Reports>W2 Corrections>W2C Report and Submission.
Save and Recall - Use Default.
Report Title - Defaults to W2C Forms, but can be changed.
Sort Options - Choose from the following:
Employee SSN
Employee Name
Building/Department and Employee Name
Building/Department, Pay Group, and Employee Name
Pay Group
Zip Code and Employee SSN
Zip Code and Employee Name
Check Distribution and Employee Name
Output Type - Forms.
Year - Choose the appropriate from the dropdown.
Specific Employees - leave blank to generate a form for all employees.
Click Generate Forms.
Once the forms have been generated, a message will appear. ‘Info - Generated Forms can be found in the W2C Form Output Files View.’
Go to Reports>W2C Corrections>W2C Form Output Files.
Allows the form(s) to the downloaded for printing.
: Sends the file to the File Archive. The file can be located in Utilities>File Archive>YYYY - Calendar Year Reports.
: Allows the form(s) to the deleted.
Print W2C form for the employee.
Verify the W2C form is in the File Archive.
Create the W2C Submission File.
Go to Go to Reports>W2 Corrections>W2C Report and Submission.
Save and Recall - Use Default.
Report Title - Defaults to W2C Forms, but can be changed.
Sort Options - Choose from the following:
Employee SSN
Employee Name
Building/Department and Employee Name
Building/Department, Pay Group, and Employee Name
Pay Group
Zip Code and Employee SSN
Zip Code and Employee Name
Check Distribution and Employee Name
Output Type - Submission.
Year - Choose the appropriate from the dropdown.
Kind of Employer - Choose appropriate option.
F, Federal Government
S. State and Local Governmental Employer (non 501c)
T, Tax Exempt Employer
Y, State and Local Tax Exempt Employer (501c)
N, None Apply
Type of Software - Choose appropriate option.
In-House Program
Off-the-Shelf Software
Preparer Code - Choose appropriate option.
A - Accounting Firm
L - Self-Prepared
S - Service Bureau
P - Parent Company
O - Other
Is this file being resubmitted?
No - This is the original W2C file.
Yes - If the SSA has reached out to and asked the file be resubmitted, this field should be set to Yes.
If yes is selected, the Wage File Identifier (WFID) is then required. This identifier is included on the notice sent by the SSA.
Contact Name - Enter the appropriate name.
Contact Phone Number - Enter the appropriate phone number.
Contact Phone Extension - Enter the appropriate name.
Contact Fax Number - Enter the appropriate name. (Optional)
Contact Email Address - Enter the appropriate name. (Optional)
Click Generate Submission File.
If your ITC is submitting your information on your behalf, send the file securely per their instructions.
OR
Verify the Federal file is correctly formatted.
Log into the SSA-Business Services Online website.
Click on the Report Wages to Social Security option.
Click on I Accept.
Click on the Accuwage Online tab.
Click on Accuwage Online option.
Under Submission Type click W-2 and then click Start Testing.
Find your W2C.TXT file and run the W2C.TXT file through Accuwage to check for any errors that may be on the file.
Fix errors on the W2C.TXT and re-run through ACCUWAGE until errors are gone.
Upload the Federal file.
Log into the SSA-Business Services Online using your Secure User ID and Password.
Choose the Report Wages to Social Security option.
Choose Upload Formatted Wage File tab.
Click on SubmitResubmit a Formatted Wage File.
Follow the menu options Choosing the New W-2sW-3s for Tax Year 20XX.
Locate your W2C.TXT file that you have zipped and click on the Submit option.
Print out the submission information.
Check back periodically to see the status of the submission.
Print confirmation of submission being accepted.