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Questions in 'Electronic Filing (SSA)' 
Do you have simple efile instructions for filing with SSA?
Am I able to file for an Extension of Time to file W-2s using Account Ability?
While appending forms to W2REPORT, I accidentally appended a client twice. Is there a way to get rid of the duplicate?
How can I delete an existing W2REPORT file that has not yet been submitted to SSA?
Can I create a W2 wage report for my state?
When I submit my W2 (W2C) forms to the SSA BSO, does it automatically generate a summary Form W3 (W3C), or do I have to generate one separately?
I transmitted a W2REPORT file to SSA BSO. Do I have to send a copy to IRS?
When preparing the W2REPORT file many W2s were omitted. Why?
Where can I find the file to be transmitted to the SSA BSO?
I tried to upload my W2REPORT file to SSA BSO and received the error "The file is invalid or is empty". ACCUWAGE has verified the file. How can I correct this?
What should I do with the WFID that I received from the SSA BSO?
Does the SSA forward my W2REPORT file to my state?
Do I need to apply for a new User ID each year?
Do I need a separate User ID for each client I report electronically?
Will my state accept the SSA EFW2 wage report?
Does Account Ability include electronic filing of Form W-2C?
Answers
Do you have simple efile instructions for filing with SSA?
You will find these instructions at the following link:

How to Create and Upload A W2REPORT Transmittal to SSA Business Services Online

Am I able to file for an Extension of Time to file W-2s using Account Ability?
Filing for an Extension of Time with Account Ability is easy:

1) Start Account Ability.
2) Select 'Client (Filer) Management' from the 'Module' menu.
3) Select 'Extension of Time to File' on the 'Reports' bar.

For easy to use instructions, click the 'Help' button displayed at the bottom of this dialog.
While appending forms to W2REPORT, I accidentally appended a client twice. Is there a way to get rid of the duplicate?
There is a simple way to remove a duplicate client (filer) from an existing transmittal file.

  • From the 'Module' menu, select 'View/Delete Filers from a Transmittal'.
  • Select the W2REPORT transmittal from the submenu.
  • Locate the W2REPORT transmittal and click the 'Open' button.
  • Click on the client (filer) to be removed.
  • Click the delete icon (this is the red dash next to the Close button).

    Account Ability will will prompt you to confirm the deletion (Reply Yes or No).
  • How can I delete an existing W2REPORT file that has not yet been submitted to SSA?
    Open the Electronic Reporting Options (as if you are going to add more returns to the existing W2REPORT file).

    There are two icons at the end of the Destination Folder; a 'Select Folder' icon and an 'Explore' icon.

    Click the Explore icon (the small looking glass)

    This will display the W2REPORT file.

    Right-click the W2REPORT file and select 'Delete' from the popup menu.

    Close the Electronic Reporting Options.
    Can I create a W2 wage report for my state?
    Yes. To create a state transmittal file follow these simple instructions.

    1. Make sure that the State ID for each reporting state is properly recorded in each client's "State ID" table. The State ID table is easily accessed by selecting 'Edit Filer' from the 'File' menu of Form W-2. Refer to your state's Dept. of Revenue procedures for proper formatting of State ID numbers. For your convenience, Dept. of Revenue links are available at the end of these instructions.

    2. From the 'File' menu of Form W-2, select 'Electronic Reporting'.

    3. From the list of "States to Exclude", right-click the state to be reported. From the popup menu, choose the last selection (e.g. "ST" State Reporting).

    4. Click OK to create the file W2REPORT_XXXXXXXX.ST, where XXXXXXXX=CLIENT ID, ST=REPORTING STATE. This file will contain your client's W-2s pursuant to the selected state's EFW2 (formerly MMREF-1) specifications. Refer to the selected state's Dept. of Revenue procedures for proper delivery of this file.

    5. Specific State Tasks - Some states require specific information to be reported, which is not available on Form W-2. Account Ability includes some optional parameters that you can specify in order to fulfill these requirements. These optional parameters can be entered on any line in box 14.

    Kansas
    KPER - Employee contribution to KPERS, KP & F and judges (e.g. KPER 12345.67)

    Kentucky
    KRED - Kentucky Rural Economic Development Assistance (e.g. KRED 12345.67)
    KJDA - Kentucky Jobs Development Act (e.g. KJDA 12345.67)
    KIRA - Kentucky Industrial Revitalization Authority (e.g. KIRA 12345.67)
    KIDA - Kentucky Industrial Revitalization Authority (e.g. KIDA 12345.67)

    Maine
    MPER - Public Employees Retirement System Contributions (e.g. MPER 12345.67)

    Maryland
    WHAL - Number of exemptions claimed on Form W-4 (e.g. WHAL 3)
    Account Ability includes an interface to REQUIRED Form MW508

    New Jersey
    PP# - Private Disability Plan No. (e.g. PP# Plan ID)
    UI/HC/WF - Combined UI, Health Care, Workforce (e.g. UI/HC/WF 12345.67)
    DI - Disability Insurance Withheld (e.g. DI 12345.67)

    If the employer has a private Family Leave Insurance plan approved by the New Jersey Department of Labor, enter the plan ID (FLI PPI #) as the State ID Number for State Code 99 on the State ID page of the employer's client master. You can easily access the State ID page from the 'File' menu of Form W2 by selecting 'Edit Filer...'

    Family Leave Insurance Withheld must be entered in the State Income Tax field on Form W2 for State Code 99. If State Code 99 does not appear on the State ID page, download the latest service pack from the Download page.

    New York
    SUIWG - SUI Wages for Quarter 4 (e.g. SUIWG 1234.56)

    Oregon
    DE - Date First Employed (e.g. DE 12/10/2004)
    DS - Date of Separation (e.g. DS 03/14/2009)

    Dept. of Revenue Links
    When I submit my W2 (W2C) forms to the SSA BSO, does it automatically generate a summary Form W3 (W3C), or do I have to generate one separately?
    Transmittal form W3 (W3C) is not required of electronic filers. The information generally included on Form W3 (W3C) is incorporated into the EFW2 (EFW2C) specifications.
    I transmitted a W2REPORT file to SSA BSO. Do I have to send a copy to IRS?
    No. The W2REPORT file should only be sent to SSA BSO. Clearly, SSA will notify IRS of the W2s you are reporting.

    NOTE: If you accidentally send a W2REPORT file to the IRS FIRE System, IRS will definitely reject it and mark it 'BAD'. In this case, contact IRS/IRB technical support, explain your error, and request that they remove the file from your account. Otherwise, you will be expected to file a REPLACEMENT file within 60 days.
    When preparing the W2REPORT file many W2s were omitted. Why?
    Are all of the 'Efile' indicators checked? If a W2's 'Efile' indicator is not checked the W2 is not included in the W2REPORT file.

    Are any 'VOID' indicators checked? W2s marked 'VOID' are not included in the W2REPORT file.

    Have you excluded any states? The 'Electronic Reporting Options' contains a checklist of 'States to Exclude'. Many users don't see the word exclude.

    If none of the above apply, contact IDMS technical support at 888-IDMSINC.
    Where can I find the file to be transmitted to the SSA BSO?
    The file you send to the SSA BSO is called W2REPORT. Pursuant to SSA Pub. 42-007, a W2REPORT file can contain either W2s or correction W2Cs, but not both, for either a single employer or multiple employers.

    In order to create (or append) a W2REPORT file,

    a) Open the client's W2s (W2Cs) to be reported
    b) Select 'Electronic Reporting' from the 'File' menu
    c) Select a destination folder ("DESTINATION") to be used
    d) Click the OK button.

    This client's W2s (W2Cs) are appended to the file W2REPORT located within the DESTINATION. If a W2REPORT file does not exist, it will be created.

    If you have many clients to report, repeat steps (a)-(d) for each client. When you are all finished, the DESTINATION will contain a file named W2REPORT. This is the file you submit to the SSA BSO. See the selection 'SSA Business Services Online' on the 'Module' menu.

    By default, Account Ability writes the W2REPORT file to the SSA_W2 (SSW_W2C) folder located within the installation folder. For example, if you installed Account Ability for reporting year YYYY to

    C:\Program Files\Account Ability\Tax Form Preparation\YYYY\

    Account Ability writes the W2REPORT file to DESTINATION

    C:\Program Files\Account Ability\Tax Form Preparation\YYYY\SSA_W2\

    or, for W2 corrections,

    C:\Program Files\Account Ability\Tax Form Preparation\YYYY\SSA_W2C\

    IMPORTANT: If you are using Microsoft VISTA or Windows 7 and browse to this folder, the W2REPORT file may not appear. That is because VISTA and Windows 7 do not allow applications to write directly to the Program Files folder. Instead, VISTA and Windows 7 write the file to a Virtual Store. The Virtual Store for Account Ability's SSA folder is located in

    C:\Users\USERNAME\Appdata\Local\Virtualstore\Program Files\Account Ability\Tax Form Preparation\YYYY\SSA_W2\

    or, for W2 corrections,

    C:\Users\USERNAME\Appdata\Local\Virtualstore\Program Files\Account Ability\Tax Form Preparation\YYYY\SSA_W2C\


    If you cannot browse to this folder,

    a) Select 'Organize' from your COMPUTER icon
    b) From 'Organize', select 'Folder and Search Options'
    c) Click on the 'View' tab
    d) Select 'Show hidden files and folders'
    e) Click 'Okay' to save your changes
    f) Now try browsing to the folder again.

    FYI: The Virtual Store is a feature of User Account Control, the centerpiece of Vista’s enhanced security. Applications that try to write to protected system locations, including Program Files, Windows, and HKEY_LOCAL_MACHINE in the registry, are prevented from doing so. Instead, a compatibility feature kicks in, and these applications write to a location in your home directory. Registry entries are written to a special area in HKEY_CURRENT_USER. The application mostly won’t know the difference, though there are limitations and you can get strange results. For example, if an application deletes a file from the virtual store when a file of the same name exists in the real location, the delete appears to succeed but the file still exists. Virtualization also fails (by design) if the application is run under another user account, or using Run As Administrator. The files written to the first user’s virtual store are invisible to these other users.

    NOTE: You can avoid writing to the Virtual Store folder by running Account Ability as an Administrator. To do this, open the 'Properties' for the Account Ability shortcut and select 'Run as an Administrator' on the 'Compatibility' tab.
    I tried to upload my W2REPORT file to SSA BSO and received the error "The file is invalid or is empty". ACCUWAGE has verified the file. How can I correct this?
    Open your 'Internet Options' in 'Control Panel'. Under the 'Security Tab' add https://secure.ssa.gov as a 'Trusted Site'. Try uploading your file again.
    What should I do with the WFID that I received from the SSA BSO?
    Each file you send to SSA BSO is assigned a unique Wage File Identifier (WFID). If you need to replace your original file or contact SSA BSO regarding your file, the WFID will be required. So, save the WFID.

    NOTE: IDMS suggests renaming your original W2REPORT transmittal file to W2REPORT_WFID. This will help associate each transmission with its WFID. Account Ability includes a selection "Rename a W2REPORT (W2) file" on the 'Module' menu to facilitate the renaming of your W2REPORT file.
    Does the SSA forward my W2REPORT file to my state?
    Although most states accept the EFW2 format, the SSA does not forward your file to the state. It is suggested that you first contact your state to see if they will accept the EFW2 format.
    Do I need to apply for a new User ID each year?
    No, but Social Security Administration ('SSA') does require that you change your password periodically. If you log on to the SSA Business Services Online website (see below), the date by which you must change your password is displayed on your account. If you should forget to change your password by such date, SSA will terminate your User ID and require you to apply for another.

    Click here to visit the SSA Business Services Online website
    Do I need a separate User ID for each client I report electronically?
    No. You can file W2s and W2Cs for as many clients as desired using the same User ID.
    Will my state accept the SSA EFW2 wage report?
    Many states will accept the EFW2 (formerly MMREF-1) wage report. Visit the 'State Department of Revenue' links page below and check with your state.

    State Department of Revenue links.
    Does Account Ability include electronic filing of Form W-2C?
    Yes. Account Ability prepares a W2REPORT file pursuant to SSA EFW2C specifications. This file can be submitted electronically via the SSA BSO website.
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