EBMS Support Center > Year End > Electronic W-2 Filing

Recorded Webinar Step-by-Step Presentation

*Electronic filing for PA users is now available.

The Social Security Administration currently requires employers with over 250 employees to file electronically. Those under 250 employees are also encouraged to make use of those services, and EBMS has a utility to collect the appropriate data and create the file that they are looking for. (**For PA, employers with over 10 employees are required to file electronically.)

We now create a separate file for the SSA and for each state that has a match in File > Company Information [Advanced], but have not evaluated the electronic filing requirements for every state. Other agencies may accept one of these files, but they also have not been evaluated. Uploading to the SSA also takes care of the IRS filing requirements. The ability to send plain paper reports (Form W-2 (Plain Paper) - Employer Copies) varies from agency to agency.

Please see detailed instructions below:

  1. If you have not already done so, go to the SSA website to register.
  2. Click here to run the EBMS W-2 export utility.
  3. Select Run or Open when asked if you want to Run/Open or Save.
  4. Depending on the Operating System and Anti-Virus program of your computer you will need to specifically allow the file to run.
  5. Follow the instructions on the utility. Additional instructions follow:
    a. The W-2 File Path is where the completed files will be stored. End with the name of the file. Example: C:\EBMS\W2Info
    b. The filing year should be 2018.
    c. Resubmission info is blank for original filing
    d. Select a preferred method of receiving communication back from the SSA
    e. Enter your Submitter PIN that was assigned to you on registration in step 1 in the User ID field.
    f. If you are filing for you own company, the Submitting Company, Employer Info, and Submitter Info will be the same. If you are an accountant or third-party filing, change the submitter info (the second one on the right) to your own information. NOTE: The submitter Pin will need match the Name under the Submitter info. These details are defaulted from the Company Information where possible – verify that the information is correct and select OK.
    g. If there are invalid formats entered on EIN or SS numbers, it will ask for a correction. If the employee does not have a social security number, enter 000-00-0000. Please note: this does not verify the validity of the social security number, it only checks standard formatting.
  6. The SSA AccuWage software is now only available online after logging into the Business Services portal. It is recommended that you run the file through AccuWage before submitting to the SSA, to verify that you are submitting the correct file and that there aren't errors to correct before submitting. http://www.ssa.gov/employer/accuwage/index.html

Additional notes and instructions:

  • A W-2 Verification Page is displayed. This is for you to double-check what is being submitted.
  • The plain paper W-2’s can be printed later, or reprinted again in EBMS by going to File -> Reports to the Payroll -> Year End folder, and printing the “Form W-2 (Plain Paper)…” reports.
    NOTE: The employee form is required to be printed on perforated paper (available from Eagle Software) with three on a page. Two pages are printed for one employee. The employer copies submitted to the various agencies and for filing for yourself, does not need to be on perforated paper.
  • A W-3 form is not needed when filing electronically. The W-3 information is uploaded in this same file.
  • Select the Submit a W-2 Wage File link on SSA’s BSO Home Page to submit the electronic file containing annual wage data to Social Security.

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