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Employer W-2 Filing Instructions & Information - Social Security: What You Should Know

To download the PDF versions of these instructions, click on the following: Form W-2 — Earnings and Deductions .pdf — Employer's W-2 instructions & Information Form W-T-2B (Wage Statement for Businesses and Organizations With 100 or More Employees and Non-Retail Establishments).pdf — W-T-2B instructions & Information Form 4562 (Form 1099-MISC).pdf — Employee's Withholding Allowance How to use Electronic Filing to submit your W-2s with SSNs Social Security does not accept a paper W-2 unless there are any errors (included in the wage/tax return). Once you file form SS-4 (W-2 and Supplemental Employment Tax Return) or Form SS-10 (Form 9847), you must send it by mail. You'll need,  a copy of the Form SS-4 or Form SS-10 that you filed, your pay stubs, and any tax information on your pay stubs. (For more information, read Understanding Social Security's Reasonable Cause for a W-2 Failure.) Each year, employers must issue Form SS-10 (or Form 9847) by noon on the first business day after the end of the calendar month. The W-2 will follow  that same pay period. Use this period to verify the employee, and to record all income and deductions. Each pay period you must submit one electronic W-2 to be considered complete. Your wage information should appear before any other information on your return. For example, if one check shows an income of 40,000 and the other has 50,000 in income, you must report the 40,000 amounts in the  Wage and Tax Statement.

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