Filling Out Paper Forms

• 1). Type all information into each W2 form. Use black ink and type in Courier 12-point font.
  
  
• 2). Type each employee's Social Security number in box A and name and address in boxes E and F. Type all wages and taxes taken out in the appropriate boxes on the remainder of the form. Do not include dollar signs when typing dollar amounts.
  
  
• 3). Check over the completed forms for errors. If a form contains an error, check the box marked "void" and retype the form.
  
  
• 4). Send Copy A of the W2 forms to the Social Security Administration, including voided or blank forms. Send Copies B and C to the named employees and keep Copy D on file for four years.
  
  

Filling Out W2s Electronically

• 1). Visit the Social Security Administration's website. Select "Business Services Online". You may access BSO between 5 AM and 1:00 AM Monday through Friday, 5 AM and 11 PM Saturday and 8:30 AM to 11:30 PM on Sunday. As of 2010, the last day to file W2s online is November 30.
  
  
• 2). Register for Business Services. Click "Register" and provide your name, business name and contact information. You do not have to provide your email address, but if you do, the Social Security Administration can send you updates about its policies.
  
  
• 3). Choose "Create W2 Forms Online". Type W2 information into a form. Click "Save and Enter Next W2". Continue inputting information into all your W2 forms. You can create up to 20 W2s at a time.
  
  
• 4). Click "Continue to W3 Preview". View the W3 information. Your W3 is a summary sheet of all your W2s. If you see any errors, click "Edit" to return to the W2 list and correct the errors. Otherwise, click "continue." Check your W2s one more time on the next screen. If they are correct, click "Continue". If you see any errors, click "Return to W2 list" and choose the W2 to correct. If they are correct, click "I <name> read and agree with the above".
  
  
• 5). Return to the home screen. Choose "Report Wages to Social Security" and "Save Submitted Reports to My Computer". Right click on each W2 to save it to your computer. Open each report using Adobe Reader and choose "File" and then "Print" to print the report. Print two copies of the reports and give each employee both copies of his W2.