How to File a Business W2 Form

Business owners file a W2 form for each of their employees. A business W2 is used to report taxes withheld for Medicare and social security as well as state and federal taxes. Business owners may elect to file W2 forms electronically or send paper forms to the Social Security Administration (SSA).

Instructions

Difficulty: Easy

Things You’ll Need:

• Names and social security numbers of all employees
• Employer Identification Number (EIN)
• Wage reports
• W2 and W3 paper forms and instructions
• Printer or typewriter with black ink

File W2 Forms Electronically

1. File your business W2 forms electronically to save time. If you are filing fewer than 20 W2 forms, can you can create individual forms without uploading a wage report to the Social Security Administration (SSA).
2. Verify the correct spelling of your employees' names and their social security numbers, as well as your Employer Identification Number (EIN) before you file electronically. Incorrect information can delay the processing of your business forms.
3. Register with the SSA's Business Services Online website (see Resources below). You will receive a username with which to log in. Choose a password you will remember or write it down somewhere.
4. Log in to Business Services online and select the "Create Forms W2 Online" option. Type in each employee's name, social security number and wage information on a separate form. The computer program will prompt you for the information to enter in each box.
5. Follow the directions on the Business Services website to transmit the W2 forms and print out copies for your business use.
6. Upload a wage report to the SSA if you have more than 20 employees who need a W2 form. Your company's payroll department will have software that contains wage information that you can use. Make sure you choose "Submit a W2 Wage File" for this option.

File W2 Paper Forms

7. Order W2 and W3 paper forms and instructions from the IRS at their website (see Resources below). W2 paper forms cannot be downloaded directly from IRS.gov. A W3 form ensures that Copy A of the W2 is transmitted correctly and must be filed at the same time as the W2.
8. Use only black ink to type or print your W2 and W3 forms to ensure proper scanning. The SSA recommends a 12-point Courier font for best results.
9. Enter your employee's social security number in Box a and his name and address in Boxes E and F. Your EIN goes in Box b and your company's name and address in Box c. Leave boxes blank if you do not have any information to enter.
10. Show taxable wage information in Boxes 1, 3 and 5. Taxes withheld belong in Boxes 2, 4 and 6.
11. Send completed W2 and W3 paper forms to the SSA address that is listed in your instruction booklet.

Tips & Warnings

• Do not fill out W2 paper forms by hand unless you have no other alternative way of filing them. Handwritten forms do not scan as well as forms that are typed. Processing time can be delayed if you file handwritten W2 forms.