W-2 Magnetic Filing #

Overview #

Pro-Pay offers a convenient and efficient method for filing W-2 information on magnetic media. This process saves time and money, and may be mandatory for employers with a certain number of employees. This article provides a comprehensive guide on how to use Pro-Pay to create and submit W-2 files in the MMREF-1 format as specified by the Social Security Administration (SSA).

Key Features #

• Simple process for creating W-2 files
• Compatibility with SSA’s AccuWage software for file verification
• Support for multiple client selections
• Integration with SSA’s electronic submission system

Step-by-Step Guide #

Creating W-2 Files #

1. From the “Select Client” screen, click:
   • “Client Functions”
   • “Electronic Processing”
   • “W-2 Magnetic Filing”
2. On the W-2 client selection screen:
   • Select one or more clients
   • Pro-Pay will create a file containing all necessary W-2 wage information

Verifying the File #

1. Download AccuWage software from the SSA website: http://www.ssa.gov/employer/
2. Test the file created by Pro-Pay using AccuWage
3. Address any issues detected by AccuWage

Registering with SSA #

Before submitting W-2 wage information electronically, you must register with the SSA to receive a PIN# and password.

1. Visit the SSA Business Services Online page: https://www.ssa.gov/bso/bsowelcome.htm
2. Follow the registration process to obtain your credentials

Testing with AccuWage Online #

1. Log in to the SSA Business Services Online page
2. Click on the Accuwage Online tab
3. Select the W2 type and click “Start Testing”
4. Choose the file you want to test
5. Review the error report and make necessary corrections
6. If errors are found, create a new file and resubmit for testing

Submitting the Wage File to SSA #

Note: The due date for filing is January 31st. It’s recommended to wait 2-3 weeks after year-end before filing.

1. Go to: http://www.ssa.gov/bso/bsowelcome.htm
2. Log in with your User ID and password
3. Click on “Upload Formatted Wage File”
4. Click “Submit/Resubmit a Formatted Wage File”
5. Click “Continue”
6. Ensure “New W-2s/W3” is selected and click “Continue”
7. Click “Browse” and locate the W2??????.TXT file in your \PAYSOFT\PROPAY0? folder
8. Click “Submit”
9. Print the confirmation receipt for your records

State Filing #

The W2 file created for SSA includes an “RS” record containing state information. Many states have agreements with the federal government to exchange information, potentially requiring only one filing. Check with your state for specific requirements.

Troubleshooting #

Common Issues and Solutions #

1. File Rejected by AccuWage:
   • Review the error report carefully
   • Make necessary corrections in Pro-Pay
   • Generate a new file and retest
2. Unable to Log in to SSA Website:
   • Ensure you’ve completed the registration process
   • Double-check your User ID and password
   • Use the “Forgot Password” option if necessary
3. File Upload Fails:
   • Verify your internet connection
   • Ensure the file is in the correct format (W2??????.TXT)
   • Try uploading during off-peak hours

Additional Resources #

• Pro-Pay Help Menu (accessible within the software)
• Paysoft Website: https://www.paysoft.com
• SSA Employer Resources: http://www.ssa.gov/employer/

Feedback #

We value your input! If you have suggestions for improving this documentation or encounter any issues not addressed here, please contact our support team through the Pro-Pay Help Menu or visit our website at https://www.paysoft.com.