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KelbyR
Level 2

W-2 efiling

When I go to setup the e-filing for W-2s, at the end of the payroll setup it says that it automatically enrolls with the Social Security Administration.  The Summary link says that there is no need to enroll with the Social Security Administration to e-file W-2s.

 

Is the payroll service enrolling us with the Social Security Administration?  What information is it using?

Is it just a formality description and Intuit submits everything in our company's name?

Solved
Best answer November 03, 2020

Best Answers
MonicaM3
Moderator

W-2 efiling

Hi @KelbyR

 

You are on top of it! Getting ahead of the year-end to-do list already.

 

When you transmit your W-2’s electronically, that information is also required to be sent to the Social Security Administration.

W-2 information is required to be sent to the Social Security Administration via form W-3. When you submit W-2 electronically, that information is in turn sent to the SSA electronically, in lieu of a paper W-3.

Although we don't send the actual form, we provide the necessary information that is acceptable to the agency. The information being sent to the SSA is the exact same as the W-2’s you file with the IRS. So, once you submit your W-2’s electronically, that info is also sent to the SSA, and there is nothing you need to do further.

There isn’t an enrollment for the SSA, they track information based on your EIN. The information the SSA is getting is exactly what is on your W-2.

 

  • Company Name & Address
  • Tax/Employer ID Number
  • Employee’s Names/SSN
  • Wage Information

 

 

I hope this clears things up for you. If you have any additional questions about your year-end forms, or anything else, please feel free to ask. I will be around!

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7 Comments 7
MonicaM3
Moderator

W-2 efiling

Hi @KelbyR

 

You are on top of it! Getting ahead of the year-end to-do list already.

 

When you transmit your W-2’s electronically, that information is also required to be sent to the Social Security Administration.

W-2 information is required to be sent to the Social Security Administration via form W-3. When you submit W-2 electronically, that information is in turn sent to the SSA electronically, in lieu of a paper W-3.

Although we don't send the actual form, we provide the necessary information that is acceptable to the agency. The information being sent to the SSA is the exact same as the W-2’s you file with the IRS. So, once you submit your W-2’s electronically, that info is also sent to the SSA, and there is nothing you need to do further.

There isn’t an enrollment for the SSA, they track information based on your EIN. The information the SSA is getting is exactly what is on your W-2.

 

  • Company Name & Address
  • Tax/Employer ID Number
  • Employee’s Names/SSN
  • Wage Information

 

 

I hope this clears things up for you. If you have any additional questions about your year-end forms, or anything else, please feel free to ask. I will be around!

WendyAmramp
Level 1

W-2 efiling

When the W-2's are e-filed, are they also transmitted to the state? I'm in NJ. 

Rea_M
QuickBooks Team

W-2 efiling

Hello there, @WendyAmramp.

 

When you e-file your federal W-2s through QuickBooks Desktop (QBDT) Payroll, your state forms won't automatically be transmitted. The state of New Jersey (NJ) requires you to electronically file your state W-2s directly to their website. You can check out this article for the complete instructions: Specifications for Reporting W-2 Information via Electronic Filing (page 3).

 

You'll first need to generate the W-2 report in QBDT. But before doing so, please make sure to download the latest payroll tax table. Whenever you're ready, here's how:

  1. Go to the Employees menu.
  2. Choose Payroll Tax Forms & W-2's.
  3. Select Tax Form Worksheets in Excel.
  4. Click Annual W-2/W3.
  5. Select Last Year in the Dates section.
  6. Click Create Report.

 

I'm also adding this article to ensure you comply with the state payroll tax regulations: New Jersey Payroll Tax Compliance. It includes details about tax forms, withholdings, unemployment, and e-file/pay information, to name a few.

 

Let me know if you have other payroll forms or W-2 concerns in QuickBooks. I'm just around to help. Take care always.

Anonymous
Not applicable

W-2 efiling

The information you provided here is contradictory to a help screen I am looking at in QB 2020 Desktop accountant.  It says that when I provide the phone no and email address on the "Enter Agency Login Information screen", it will take 7-10 days to get a PIN by snail mail, so that I can e-file the W-2s.

JasroV
QuickBooks Team

W-2 efiling

Thanks for joining this thread and for sharing some clarifications with us, @Anonymous.

 

Allow me to chime in and share some insights in acquiring your PIN to E-file your W-2.

 

Once you enroll in IRS to E-file your federal forms and W-2, the agency will send you a unique 10-digit pin that can take up to 45days. You’ll need this PIN every time you make an e-payment. For more details about this, you can refer to this article: Set up your Federal Forms 940, 941 and 944 for e-file in QuickBooks Desktop.

 

If the 45-day timeframe has elapsed, I suggest contacting the IRS to follow up on your unique 10-digit PIN.

 

When everything is all good, you can follow the steps shared by my colleague above in e-filing your W-2. You can also check this article for more details: E-file Federal W-2 Forms.

 

Additionally, you can utilize this link for guidance in case you need to print your W-2 in QuickBooks Desktop (QBDT): Print W-2 and W-3 forms.

 

Know that you’re always welcome to post a reply in this thread if you have other questions about e-filing your W-2s. I’ll be around ready to help you. Have a good one and keep safe!

HEB2
Level 1

W-2 efiling

It sounds like you are saying when the W2's are electronically filed, they are going to the IRS first and then to the SSA?   We have always mailed paper copies to the SSA and never anything sent to the IRS - at least from us.

Joesem M
Moderator

W-2 efiling

Thanks for joining this thread and sharing your concern in QuickBooks, @HEB2.

 

Allow me to chime in and share some insights about your concern. As mentioned by MonicaM3 once you submit your W-2 electronically it will be sent to the SSA and IRS. That said, it will not send to the first, and all the information will be the same.

 

When you submit your W-2 forms electronically through your QuickBooks Desktop Payroll account, Copy A and W-3 forms are included in the electronic file. Also, here's a breakdown of which copies go to the agency, to the employee, and to the employer:

 

  • Copy A - Social Security Administration (SSA)
  • Copy B - Employee (filed with employee's federal tax return)
  • Copy C - Employee (copy for employee's records)
  • Copy D - Employer (copy for your records)
  • Copy 1 - State, City, or Local tax department
  • Copy 2 - Employee (filed with employee's state, city, or local tax return)

 

I also recommend you check the following articles about how to check the status of your filing on the status page, how your employees receive W-2 and guidelines in preparation for the year-end: 

 

 

If there's anything else that I can help you with, please let me know by leaving any comments below. I'll be here to lend a hand. Have a good one, @HEB2.

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