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W2 Checklist:
What Employers Must Know
before the Tax Season?

Attention Tax Year 2025 Wage Filers:

  • If you file 10 or more informational returns, you must file electronically unless the IRS grants a waiver or exemption.

    • ezW2 2025 Now Available with Built-In W-2 and 1099 E-File Service for the 2026 Tax Season!

    Two ways to efile W2 and W3 to SSA

    Two ways to efile 1099-nec and 1096 to IRS


    Play


    W2 Checklist

  • Part 1: General Information
  • Part 2: Paper Forms
  • Part 3: eFile
  • Part 4: Waiver and extension
  • Part 5: For ezPaycheck and ezAccounting Clients
  • Part 6: For QuickBooks Users
  • Part 7: IRS Guides and Help Center

    • (1099 checklist before the Tax Season)

    Part 1: General Information

    1. What is W2?

    2. What is the due date?

    3. I have no employee this year. Do I still need file W2 and W3?
    No, if no wages were paid to an employee for the year, employers do not need to file a W-3 and W-2.

    4. I purchased ezW2 last year. Can I reuse last year's data?
    Yes, you can roll forward data to ezW2 2025 easily.

    5. Can I use ezW2 to file 1099-nec forms?
    Yes, ezW2 can file W2, W3, 1099-nec and 1096.

    6. Can ezW2 software support multiple companies?
    Yes, ezW2 software supports unlimited companies, recipients, and forms at no additional cost. Many of our clients are CPAs and tax preparers who rely on ezW2 for its flexibility and ease of use. Click here to learn why tax professionals choose ezW2 software

    7. Do you offer the free DEMO version of ezW2 2025?
    Yes. You are welcome to test drive ezW2 with no obligation and no cost.No credit card required.

    8. Sample W2 W3 forms


    Part 2: About Paper Forms

    1. Are red forms required for W2 W3 reporting?
    No. ezW2 is approved by SSA to print W2 forms and W3 form on white paper. No red forms are needed.

    2. Will SSA accept black and white substitute forms on blank paper?
    Yes, the SSA accepts W2 and W3 substitute forms printed in black and white, as long as they meet the required specifications and are approved by the SSA. You can view our SSA-approval document here.

    3. I prefer to use the traditional red forms. Can ezW2 fill out data on forms?
    Yes. ezW2 can fill in data on pre-printed W2 and W3 forms.

    4. What kind of printer is required to print W2 and W3 on white paper?
    You can use the home/office laser printer and ink-jet printer.

    w2 printing software


    Part 3: About eFile

    ezW2 2025 Now Available with Built-In W-2 and 1099 E-File Service for the 2026 Tax Season!

    How to use ezW2's direct efile service?

    How to submit W2 W3 forms to SSA with your own User ID?

    Comparison: Self-Filing vs. Direct E-File


    FAQs about e-filing

    1. How to e-file W2 and W3 to SSA?
    In 2026 tax season, you have two options for e-filing W2/W3 forms with the SSA:

    1). Self-Filing - Requires your own TCC.
    2). In-App E-Filing Service - No TCC required; we file on your behalf.

    Learn more: W2 self-filing vs in-app efiling service

    2. How to efile W2 and W3 to my state?

    3. Is User ID required to e-file W2 W3?
    No, if you use the built-in e-filing service in ezW2 2025. Otherwise, you need to apply for a User ID from SSA.

    4. I am a new employer. When should I apply the User ID if I want to file W2 electronically this year?
    If you use the built-in e-filing service in ezW2 2025, you don't need to apply for a User ID.

    If you decide to file with your own SSA account and User ID, please apply as soon as possible. It may take several days to a couple of weeks to set up a new account. Please contact IRS directly to check the current status.

    5. Do I need to register each year for a NEW User ID?
    No, the BSO User ID never expires; however, the password expires every 90 days. Please make sure you can log in your SSA account before the tax season.

    Reminder: If you forget your password, select "Forgot password" from the login page. Answer your security questions, and then select a new password. (Note: Registering for another User ID will not fix your account.) If you are unable to reset your password or forget your User ID, call 1-800-772-6270 for assistance.

    6. I am locked out of my account. Whom do I contact to for assistance?
    Please contact 1-800-772-6270 (TTY 1-800-325-0778) Monday through Friday, 7 a.m. - 7 p.m. Eastern Time or E-mail: [email protected].

    7. I am a CPA. When I file for multiple companies, do I need to register for a separate BSO User ID for each company I send a report?
    No, you only need one User ID. The same User ID is used to file for each employer.

    8 When I efile my W2 W3 forms, do I need to send a W-3 separately?
    No. The efile document created by ezW2 software includes both W2 forms and W3 form.

    9. Can I use ezW2 to file W2C and W3C correction forms?
    No. You need to use ezW2Correction software.

    10. How do I know my electronic file was processed?
    If you use the built-in e-filing service in ezW2 2025, you can check the submission status from your halfpricesoft customer account.

    If you file with your own SSA account and User ID, you can check the submission status from SSA BSO.


    Part 4: Waiver and extension

    1. Application For A Waiver from Electronic Filing of Information Returns

    2. Application for Extension of Time to File Information Returns


    Part 5: For ezPaycheck and ezAccounting clients

    1. I have ezPaycheck 2025(or ezAccounting 2025). Do I still need ezW2 software?
    ezPaycheck(or ezAccounting) can print W2 recipient copies on white paper. Red forms are needed for W2 copy A and W3.

    If you need more features(ie: white paper printing, W2 W3 efiling or 1099-nec filing), you can use ezW2. ezW2 can import data from ezPaycheck(or ezAccounting) in a few clicks.

    How ezW2 works with ezPaycheck?

    How ezW2 works with ezAccounting?


    Part 6: For QuickBooks Clients

    1. Can I use ezW2 with QuickBooks and other software?
    Yes, many QuickBooks clients like ezW2 software. ezW2 can import data from QuickBooks IIF file.

    How ezW2 works with QuickBooks


    Part 7: SSA Guides and Help Center

    1. IRS Efile Guide: Steps to Register for a User ID and Password

    2. General Instructions for Forms W-2 and W-3

    3. Employer Reporting Service Center


    Play