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W2 Electronic Filing: How to E-File W2 Form to SSA

ezW2 Software Quck Start Guide


ezW2 software is approved by SSA to print all W-2 forms and W-3 form on white paper. The latest version can generate the W2 documents for electronic filing purpose. User needs to upload it to SSA sites with his owner account.

In this guide, you will find:
  • Part 1: How to generate the W2 & W3 efile document
  • Part 2: How to upload W2 & W3 efile document to SSA site
  • Part 3: How to upgrade ezW2 software if I need to efile W2 forms but purchased the $39 paper printing version.
  • Part 4: First time e-filer: how to apply User ID to file W2 W3 forms electronically

    Part 1: How to generate the W2, W3 efile document

    Step 1.1: Start ezW2 software.

    Step 1.2: Set up company information for W2 reporting

    You can access this screen by clicking the top menu “Current Company->Company”. You need to enter the general company information for w2 and 1099 forms, such as Company Name, Address, Tax ID and others.

    Step 1.3: Set up W-3 information

    You can access this screen by clicking the top menu “Current Company->W-3 information”. You need to enter the W-3 control number, W3 Establishment Number, Contact Information and others. This information will be displayed on both forms W-2 and W-3.

    Step 1.4: Add W-2 Employees

    You can access employee by clicking the top menu “Current Company->W2 Employee list”. You can add a new employee or edit or delete an existing one easily by clicking the link on this form.

    You can also import Employee information quickly by using W2 import form. You can access this import form by clicking the top menu “Current Company->Import W2”.

    Step 1.5: Fill out W-2 information

    You can access this W-2 editing screen by clicking the top menu “Current Company->Form W-2”.
    - Once you select the employee from the list, the employee information will be filled automatically.
    - Fill in the boxes on the w-2 Form.
    - Click the Question icon or the instructions link to get help.
    - Click the 'save' button to save the W-2 information.

    fill out W2 form

    Step 1.6: Generate W2 W3 eFile document

    Click the ezW2 software top menu "Current Company->eFile W2" to access eFile screen. In this step, you need to fill in the submitter information and create one .txt file. This file include the W2 forms and the W3 form. You need to upload this file to SSA site.

    - Enter submitter information
    If you do not have efile User ID(USER IDENTIFICATION), you can apply it from SSA site. You can complete the registration form online and submit your information. The information you submit will be verified against SSA records. Upon successful registration, you will have your User ID and password.

    - Enter contact information where correspondence should be sent.
    - Select employees (Usually you should select ALL)
    - Click the "Create file" button to generate the eFile document

    efile W2 forms

    save efile document

    Part 2: How to upload W2 & W3 efile document to SSA site

    Step 2.1: Navigate to SSA site and upload this document

    The efile document is .txt file. You can upload this file to SSA site. ezW2 generates one file for each company account.

    If you are a CPA, you should generate one file for each client and upload these files to SSA

    Step 2.2 Click here to view step by step guide on how to upload the EFILE document to SSA site

    Part 3: How to upgrade ezW2 if I purchased paper printing version

    Please contact us for the special upgrade link if you need to efile W2 forms but purchased the license key for paper printing version only. We will send you the upgrade link. You need to pay the price difference plus $5 fee. For example: You purchased ezW2 2019 small business version($39). You can pay extra $65 to upgrade it to the ezW2 2019 enterprise version($99) if you need to efile your forms.

    In your message, please tell us the following information:

    1. The email you used with your previous ezW2 order. (If you ordered from Amazon, please let us know the Amazon Order ID)

    2. What is the new version you need? (ie: ezW2 single-user enterprise version, ezW2 2-user version or others)

    Part 4: How to apply User ID to file Form W2 W3 electronically

    You must get a User ID before you submit the w2 efile document to SSA site. Please visit SSA site and click the Register button to request your User ID. Usually you can receive it quickly. If you have any questions, please contact SSA office.


    1. Form W-3 will be generate automatically based on form W2 information

    2. ezW2 allows user to set up unlimited companies with one flat rate. So if you have multiple companies or you are an accountant, you can add new company by clicking top menu “Company Management->New company”

    3. The .csv file data import feature, PDF print feature and efile feature are available with Enterprise version and Multiple-user version. They are not available with small business version. Click here to view ezW2 feature list)

    3. You can learn more how to apply User ID to file Forms W2 electronically here.

    W2 software ezW2 software can prepare, print and efile forms W2, W3, 1096-misc and 1099.

    Last minute Form 1099 and W2 filing solution. Try it now!

    Please feel free to test drive with no cost and no obligation before purchasing it. This W2 1099 software is compatible with Windows 10, 8.1, 8, 7, Vista and other Windows computers.


    Related Links

  • How can I roll forward my previous ezW2 data to the new version?
  • W2 and 1099 Forms Filing Deadline

    W2 W3

  • How to fill out and print Form W2
  • How to print Form W2 W3 on White Paper
  • How to Print Multiple Copies on the same page for employee
  • How to Print W-2 Data on Red Forms
  • How to convert W2's into PDF format files
  • How to eFile W2 W3 Forms
  • How to print Form W3

    1099-misc, 1096

  • How to fill out and print Form 1099-misc
  • How to eFile 1099-misc Forms
  • How to Print 1099-misc Forms on Red Forms
  • How to Convert 1099-misc Forms into PDF file
  • How to print Form 1096

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