As an employer you could file your W2s online with the Social Security. If your business has few employees and you have a little time to key in their information, this instruction is for you. You should be able to do it without outsourcing this duty to an accounting professional. Make sure you track all wages you paid to your employees during the year. If you don’t use accounting software, a simple Excel spreadsheet could be used to record payment and withholding throughout the year making your filing a little easier.
Register if you are first timer user. Click on “Business Services Online” in the right-side bar on top and click on Register.
Click on “I accept”.
You would first enter your information and later you would be asked to enter your business information. Just follow the instructions.
After your personal information click next.
After you register, you would be given a User ID.
Once you register, select the function you want to perform which to create W2/W3 online. Below is how to use the Electronic Wage Reporting from SSA Business Online.
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Electronic Wage Reporting (EWR)
Click on Create Form W-2/W-3 online
Follow the instruction and select the year, the employer name, the EIN, and regular W2
Check continue and don’t select the exception part.
That would pull you information you entered to register.
The Enter/Review Employer Information for this wage report would be filled as well as Contact person for this submission.
Fill contact person for this employer.
Your name as the boss and email and phone number.
If you have used another EIN number enter in other information otherwise leave it blank.
Kind of Payer
Select 944 (regular) if you are allowed by IRS to file annual form 944 otherwise, you would select 941 (regular) for quarterly filling.
FICA: Employer:6.2% and 1.45%
Employee:6.2% and 1.45%
Medicare: 2.9% total and SSA is 12.4%. That is a total of $15.3% or 7.65 for employer and 7.65% for employee.
Form 940 FUTA is annual form
944 Employer’s Annual federal Tax Return
Kind of employer
If you are profit business select “None apply”
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Form W-2/W-3 online
a-Enter the employee SSN
e-Employee name
f-address make sure the state is 2 character.
Fill up income line 1-6
Fill up state
Click on Save and go to W3 or save and create a new w2 if more than one employee works in your business. I am the only employee in my business. I am an Officer of my business. My business is an LLC and I requested from IRS to be taxed as an S Corp.
W3: You need to make sure the total on W3 matches what you would have on form 944 FICA.
Select I agree in the middle of the box.
Click continue
Right click on “Print in-submitted w2/w3 and select in the drop box “save as target as” Save the file on your PC.
Click “open” on the download box at the bottom of the screen.
Give a copy to your employee for review.
Click on continue
Select you read and agree
Click on submit this wages report
A page would open asking you to print a copy for your record
Print it out
Also Click on go to save as official pdf. The file is available online for 30 days. Therefore, save it on your pc.
Once you have submitted the form, you don’t need to print the document and send to Social security. You already filed online.
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