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W-2 Magnetic Media Filing

W-2 Magnetic Media Filing #

Overview #

W2 Magnetic Media Filing is a feature of PRO-PAY software that allows employers to submit W-2 wage information electronically to the Social Security Administration (SSA). This method is often mandatory for employers with a large number of employees and offers significant time and cost savings.

Key Features #

  • Easy-to-use interface within PRO-PAY software
  • Creates files compatible with SSA’s MMREF-1 format
  • Supports filing for multiple clients
  • Integrates with SSA’s AccuWage software for file verification

How to Use W2 Magnetic Media Filing #

Step 1: Accessing the Feature #

  1. From the “Select Client” screen, click “Client Functions”
  2. Click “Electronic Processing”
  3. Select “W-2 Magnetic Filing”

Step 2: Client Selection #

  • On the W-2 client selection screen, choose one or more clients for filing

Step 3: File Creation #

PRO-PAY will automatically create a file containing all necessary W-2 wage information for submission to the SSA.

Step 4: File Verification #

  1. Download AccuWage software from the SSA website: http://www.ssa.gov/employer/
  2. Use AccuWage to test the file created by PRO-PAY
  3. Make any necessary corrections based on AccuWage results

Step 5: SSA Registration #

Register with the SSA to receive a PIN# and password before using AccuWage or submitting W-2 wage information electronically.

Step 6: File Submission #

  1. Go to https://secure.ssa.gov/acu/LoginWeb/loginHandler.do
  2. Log in using your SSA-provided PIN# and password
  3. Use AccuWage to verify your file and make any final corrections
  4. Click “Upload Formatted Wage File” and follow on-screen instructions
  5. Use the BROWSE button to locate the W2??????.TXT file in your \PAYSOFT\PROPAY0? folder
  6. Print the receipt confirmation for your records

Important Considerations #

  • Filing deadline is typically January 31st
  • Consider waiting until year-end to file, allowing for any last-minute adjustments
  • The created file includes an “RS” record containing state information
  • Many states have information-sharing agreements with the federal government, potentially reducing filing requirements

State Filing #

  • Check with your specific state for their filing requirements
  • The “RS” record in the W2 file contains relevant state information, including:
    • Employee’s wages subject to state withholding
    • State tax withheld for the year
    • Employer’s state ID numbers

Troubleshooting #

Common Issues and Solutions #

  1. Missing Social Security Number or Zip Code
    • Use AccuWage to identify these issues
    • Update the employee information in PRO-PAY and regenerate the file
  2. File Rejection by SSA
    • Review the error message provided
    • Make necessary corrections in PRO-PAY
    • Regenerate and retest the file using AccuWage before resubmitting
  3. Unable to Log in to SSA Website
    • Ensure you have registered and received your PIN# and password
    • If you’ve forgotten your login credentials, use the SSA website’s password recovery option

Additional Help #

For further assistance:

  • Use the help menu within the PRO-PAY payroll software
  • Visit our website at https://www.paysoft.com

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 software or our website.