EBMS Support Center
Electronic W-2 Filing

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 now has a utility to collect the appropriate data and create the file that they are looking for.

Uploading to the SSA also takes care of the IRS filing requirements. This same file can be used for the state of PA, and with a few modifications, the same process can be used to create a file to send to LCTCB (see bottom for instructions). Other agencies may also accept the file, but they have not been evaluated. Plain paper reports can be sent to any other agency (Form W-2 (Plain Paper) - Employer Copies).

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. If you receive a security warning, select Run.
   
   
    
5. If you have Norton Anti-Virus running, and it warns about a malicious script, choose “Authorize this script” and select OK.
   
   
6. 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 2011.
   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
   f. If you are filing for you own company, the Submitting Company, Employer Info, and Submitter Info will be the same. 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.

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 designed for 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.
• For submitting to PA, the same file can be used as is submitted to SSA.
• For submitting to Lancaster County (LCTCB), you must create another file from step 2 above:
  1. Make sure the ID of the local tax is called LCTCB and not LANC or LOCAL (to change the ID, go to Payroll > Taxes/Deductions and find the Lancaster County tax. Right-click on the Tax ID, and choose Change ID.
  2. On the company information page, in the Submitter name enter the name of the Submitting Company (your company name), rather than the individual who is filing.
• A W-3 form is not needed when filing electronically. The W-3 information is uploaded in this same file.
• The SSA has a downloadable program to double-check formatting issues on your completed file. It is the AccuWage software available at http://www.ssa.gov/employer/accuwage/index.html.
• 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.

Technical Resources (SSA Website)

• Business Services Online Handbook (Electronic W-2 Filing Handbook for Tax Year 2011)
• EFW2 2011 Specifications (Technical information on the Magnetic Media Reporting and Electronic Filing of W-2 Information)

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