How to register with SSA for 2023 W2 Filling?
The Registration with Social Security Administration has multiple steps. You have the option to choose one registration option between Login.gov, ID.me, and your personal social security login account if you created that account before 2021. However, the latter doesn’t give you access to your employer account for W2 filing unless you agree during the login process to add the new security feature to your account which requires a code in the mail. The registration using Login.gov requires at least one activation code SSA will send you by mail. The Login.gov registration process can take more than 1 week to complete. ID.me is a service provided by a third party and used by both IRS and SSA.
I think Login.gov is the default registration process and can be linked to your employer account.
The new registration requirement implemented for the Social Security Administration in 2023, is required for new and existing employers even if you already have an employer account with SSA and filled 2022 W2. If you have not created your account with them after April 2023, chances are you have not completed the new registration process and may not be able to access your employer account to file W2/W3 online with SSA for 2023 using your old login identification.
The registration process could take more than a week. It is important to start the process early.
W2 filling is due by Jan 31. But the Social Security Administration starts the process around December 1st.
To complete the new registration process there is at least 1 if not more activation code(s) SSA will send you by mail and expect about 10 days to receive each one. You cannot request all the ones you need at once. During the registration process each step is completed one at a time. When an activation code is sent you in the mail, you will pause the registration process and wait for the code in the mail to submit it to go to the next step.
For that reason, it is important to start the process ahead of time.
I usually don’t visit SSA website during the year unless I have W2 to file online which starts in December and due by the end of January. I didn’t expect to register with SSA, until December 17, 2023 when I tried to log in to e file W2 for 2023. I found that my old login was no longer valid, and I need to complete the new registration SSA implemented. During the registration process, I needed to wait for the reactivation code in the mail. It arrived after 10 days and when I entered the reactivation code, The registration process continued to a point another activation code was requested to be send in the mail.
They do have a phone contact to reach for help or for immediate attention. I will try to call them to find out more about the 2nd activation code I should expect in the mail.
As a business owner, if there is a government website federal and state likewise that you login in very few times a year on behalf for your business, it might be a good idea to login into these accounts more often to make sure your login access is still valid and everything in the account is as expected.
In the video we share Power Point presentations of the different steps completed through the Login.gov registration process, the submission of the first activation code, and the login process that didn’t go anywhere.
The SSA website has handbooks to guide on how to file W2/W3 them, how to complete the new registration process, and information about the activation code.
Instructions to create an account:
https://www.ssa.gov/employer/documents/howtoregister.pdf
Manual for Login.gov registration process:
https://www.ssa.gov/employer/FirstTimeUserLogingov.pdf
https://www.ssa.gov/employer/StandardAdvancedLogingov.pdf
Activation code process:
https://www.ssa.gov/employer/decodingBSOCodes.pdf
Manual for ID.me registration process:
https://www.ssa.gov/employer/SignToIDmeAccountExtraSec.pdf
Online W2/W3 filling with SSA handbook:
https://www.ssa.gov/employer/bsohbnew.htm
They have a phone number to reach them.
There is a specific time frame when you start the registration process. You cannot access the registration page outside of these hours.
Conclusion: Social Security Administration Employer Registration 2023 Filing 1
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