Go to System>Configuration>W2 Configuration and verify the ‘District Will Submit Own W2 Files’ checkbox is marked correctly. If your ITC is submitting the file on your behalf, the checkbox should be unmarked. If you are submitting your own file, the checkbox should be marked. Please work with your ITC to determine how this field should be marked.
Create the W2 SSN Verification Submission File
Go to Reports>W2 SSN Verification>Create Submission File and click Generate Submission File
Send this file to SSA for Verification
Once file is received back from SSA, go to Reports>W2 SSN Verification>Results Report
Select your Report Format
PDF
CSV
Select your Sort options
Employee SSN
Employee Name
Click on 'Choose File' to upload file from SSA
Once uploaded, click on ‘Generate W2 SSN Verification Results Report’
Review for errors
Create all W2C 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.
If the SSN was reported incorrectly, enter the Original SSN and the Corrected SSN, otherwise leave the Original SSN field blank.
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 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.
Left Icon: Allows the form(s) to the downloaded for printing.
Middle Icon: Sends the file to the File Archive. The file can be located in Utilities>File Archive>YYYY - Calendar Year Reports.
Right Icon: 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.
Verify the submission file is in the File Archive. The file can be located in Utilities>File Archive>YYYY - Calendar Year Reports.
SSA recommends the file to be compressed. To compress you submission file, locate the file and right click. Then, select Send To> Compressed Zip folder.
If your ITC is submitting your information on your behalf, send the file securely per their instructions or for those districts submitting their own files, proceed with Step 6.
Verify the Federal W2C 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-2C and then click Start Testing.
Find your W2C.ZIP file and run the W2C.ZIP file through Accuwage to check for any errors that may be on the file.
Fix errors on the W2C.ZIP and re-run through ACCUWAGE until errors are gone.
Upload the Federal W2C file to SSA.
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 Submit a Formatted Wage File.
Select W-2c/W-3c forms to correct mistakes on previously processed W-2 form (EFW2C).
Locate your W2C.ZIP file and click on Upload File.
Click Print Receipt option. Retain a copy of the confirmation for your records.
Ohio State Tax corrections
For Ohio State Tax corrections, use the 'Other State Corrections' fields. When the W2C Form is created, the updated information will print in the 'State Wages and State Income tax' fields. Ohio doesn't have an option to upload the W2C submission file. The W2C form will need to be sent to Ohio or updated on their site manually.