- Access SSA Business Services Online
- Go to ssa.gov/bso/bsowelcome.htm and log in under the employer section.
- If you don’t have an account, create one. Using ID.me is faster than other options.
- Login and Verify Business Info
- Enter your credentials, verify with a code sent to your phone, and confirm your business EIN.
- Update employer details if needed under Add or Update Employer Information.
- Start Filing Process
- Click Report Wages to Social Security, accept the agreement, then select Create or Resume W-2/W-3 Online.
- Choose the filing year and confirm your business details.
- Indicate whether you file Form 941 (quarterly) or Form 944 (annual) for payroll taxes.
- Enter Employee Data
- If you filed last year, you can prefill data from previous W-2s.
- Otherwise, start a new report and manually enter employee details:
- Social Security number, name, address
- Wages, federal income tax withheld, Social Security and Medicare wages/taxes
- State/local wages and tax info, including state ID number.
- Complete W-3 Summary
- After entering all W-2s, preview W-3 (it totals all W-2 lines).
- Compare W-3 totals with your payroll spreadsheet and reconcile with Form 941/944 before submission.
- Review and Submit
- Print and save draft W-2/W-3 for review.
- Click Continue and Submit Report—printing drafts does not complete submission.
- Save the official confirmation receipt and download the official W-2/W-3 PDFs for your records.
- Distribute Copies
- Provide employees with copies B and C, keep copy D for your records, and file W-3 with SSA.
Key Tips:
- Always verify submission status later to ensure successful filing.
- Use SSA’s online system for free and faster processing.
Reconcile W-3 with IRS forms before final submission to avoid discrepancies.
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