Applied Solutions Inc.
PO Box 1075
Gold Hill OR 97525
541-855-9891
W2 Module for 2012 Tax Year
The W2 Forms sub-menu to the Payroll Reports and forms menu consolidates all W2/W3
related functions to one area for ease of use and maintenance.
Support for longer names has been added for W2 and check printing purposes. The field
sizes in the extended name file match the maximum field sizes under the electronic W2
specification.
Programs build specially formatted files of W2 information for electronic submission to replace
printing and sending paper copies to SSA and selected states, as well as for name verification
and custom printing.
The W2 information page contains data needed to create the RA record of the W2 submission
file. Registration with the SSA Business Services Online (SSA/BSO) is required before you
can submit files or use the other tools available for employers. Initial registration for SSA/BSO
is required before you can register separately for the SSNVS service. Once you have
registered and received one or both codes complete the fields on this page.
Most fields are self explanatory, except the following:
Location is for address information such as Attention, Suite, Room number, etc.)
Delivery address is the street or PO Box.
User id is the alphanumeric user id code assigned by SSA/BSO to the employee preparing
and submitting the file, and attesting to the accuracy of the information.
Email or Postal (E or P) indicates your preferred method for contact by SSA if there are
questions about your submission. The E-mail or address above will be used.
The extended name step allows you to maintain names which are too long to fit in the
standard name fields of the employee master file. SSA requires correct name/SSN matching
on electronic W2 submissions, so the extended name file has field sizes which match the
maximums allowed for W2 purposes. Also, some employees have had problems cashing
paychecks when the name was abbreviated to fit those fields. If the correct employee name
fits in the employee master file there is no need to make an entry in the extended name file.
However, if the name does not fit in the normal employee information fields then enter the
name in the extended name file, and it will be used for check printing and W2 purposes. All
other reports will show the standard employee name.
The extended name file allows 15 character first names, 15 character middle names, and 20
character last names, matching the field sizes allowed in the electronic W2 file format.
Important note: Failure to use correct names on electronic W2 submissions can result in
rejection of the file and penalties for the employer. All names should be verified with the
SSNVS (Social Security Name Verification Service) prior to submitting electronic W2's. For
more information see the SSN verify file step later in this document.
The Build EFW2 file step builds the electronic W-2 file for submission to SSA/BSO. After
prompting for the Tax year you are building the program will create the files then transfer them
to the THEOSIN directory/folder on your PC.
This program builds a file which meets federal SSA standards for filing with SSA/BSO.
Oregon employers: Beginning with tax year 2012 ALL Oregon employers must file W2
information electronically, there are no exceptions. Our software prepares files which have
been tested to meet Oregon DOR iWire requirements.
If all your employees are in Oregon use the file named “EFW2.txt” built by the program shown
above for submission to both SSA/BSO and Oregon DOR iWire. If you have employees in
other states as well as Oregon contact ASI support for a modified version for submission to
Oregon DOR iWire.
The Build W2 merge file step builds a CSV formatted file named W2MERGE.CSV with the W2
information and transfers it to the THEOSIN directory/folder on your PC.
If you file electronically with SSA you have the option of printing two types of W2’s for your
employees. You can use the standard 2 per page laser W2 which has been in use for years,
or you can save paper, labor and time by using a single 4 part W2 for the employee copy.
The W2 Merge file program for 2012 has been updated to be compatible with W2 Mate 2012
software from Realtaxtools.com. With this software you print two different types of forms;
single 2-part pages contain the IRS copy and the employer copy (only the employer copy is
needed if you file electronically). A single 4-part page is created for the employees, which you
simply fold in half and insert it into the companion envelope for mailing.
To use this option you need to purchase, download and install the W2 Mate 2012 software
with Option #3 (Import W2/1099 Forms Data). The combined price of that software is $69,
plus shipping if you choose to have a CD mailed rather than download the software. You can
download the software from: www.realtaxtools.com/Buy-Credit.html. Select W2 Mate software
for 2012 and W2 Mate Option #3 for 2012 then place your order and download the software.
You do not need any other options since our standard software can print the W3.
You can purchase the Blank Laser or Ink Jet Paper (4up with Instructions) and matching
envelopes from the same order page, and use plain paper for your file copy (no W3 is needed
if you file electronically). Their price for 50 forms plus 50 envelopes is $23 plus $8.75 shipping
with larger quantities priced at a lower cost per sheet. Blank form sets are also available from
OfficeDepot.com as item 795094 for sets of 50 employees, containing both 2-part and 4-part
blank pages and companion envelopes. 37.99 plus shipping.
The SSN verify file step builds a verification file for the SSA name verification service. Failure
to use correct names on electronic W2 submissions can result in rejection of the file and
penalties for the employer, so all names should be verified with the SSNVS (Social Security
Name Verification Service) prior to submitting electronic W2's, and any necessary corrections
made and the corrections verified.
You can choose the order to use when building the file, and whether you want all or a range of
employees. The program will build a text file named SSNVS.TXT and transfer it to the
THEOSIN folder on your PC. From there you can upload it to the SSNVS verification website
for processing.
Once you register for the SSNVS service at the SSA/BSO web site you can either manually
check individual names and SSN's by entering them directly or you can upload a file
containing all employee names and numbers for verification. Most employers will choose to
build and upload the entire file once, then verify new employees individually after they are
hired. (Be sure to read the restrictions on legal use of the SSNVS service and information in
the handbook referenced below, as failure to follow these rules could result in penalties.) You
can download a copy of the SSNBS handbook from this link:
http://www.ssa.gov/employer/ssnvshandbk/ssnvsHandbook.pdf
SSA Business Services Online
Everything you need to know about the SSA/BSO services can be found at this website:
http://www.socialsecurity.gov/bso/bsowelcome.htm
File formats and testing:
The SSA Electronic W2 file formats are contained in SSA publication 42-007 which can be
downloaded here:
http://www.ssa.gov/employer/efw/10efw2.pdf
ASI does not sell “off the shelf” software but rather creates custome software for individual
clients. Therefore the EFW2.txt file is built showing software code 98 which indicates an “in
house prepared file”, rather than code 99 which is used for “off the shelf” software. The
employee preparing and submitting the file is ultimately responsible for the accuracy of the
information. ASI has tested files created with these programs at the official test sites but it is
the user's responsibility to download the AccuWage test program from SSA to test your own
file before submission. Accuwage information is here:
http://www.ssa.gov/employer/accuwage/index.html
Click on the Download Accuwage 2012 link on the left side of the page to start the download,
then install the software and run it against your EFW2.txt file. If errors are found make the
necessary corrections to your employee records and retest.
For Oregon Employers Only:
Beginning with the 2012 tax year to be filed in January of 2013 all Oregon employers must
report W2 information electronically regardless of the number of employees. Additional
information is available at:
http://www.oregon.gov/DOR/BUS/iwire-income-wage-information-return-eservices.shtml
The Oregon DOR file formats are contained in IWire specifications available here:
http://www.oregon.gov/DOR/BUS/docs/iwire_specs.pdf
Files are submitted at: https://secure.dor.state.or.us/iWire/
You should submit a file marked as a test file to the Oregon DOR before your final
submission.
ASIReleaseNotesEW22012.docx (gdocs)
Last updated: 11/17/2012