Employer Services - Library

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Common Questions and Answers

Covers when and where to file W-2's, extension of time, magnetic media waiver, and other topics briefly.

Mistakes on W-2's

If you made an error on a W-2, how do you correct it? It depends on whether you sent the federal copy yet. Read this first.

How can you tell if the employee gave you the correct name and Social Security number? Easy. Read this.

Names and Social Security Numbers on W-2's are IMPORTANT!

Employment Eligibility Verification Programs

To learn how you can verify both taxpayer identifying information and employment eligibility, select "E-Verify" on the Department of Homeland Security www.uscis.gov/portal/site/uscis.

Letters SSA sends to Employers

What kinds of letters might you get from SSA? Check here.

Letter if W-2 Electronic File is Rejected
This page covers what you need to do if your W-2 file is rejected.

Letter if some of your employees can't be located on SSA records


SSA writes to employers after W-2's are processed if any of the W-2's had "bad" names or Social Security numbers. Here are the steps you need to take.

Letter asking why W-2's and 941's don't reconcile

Each year, SSA and IRS compare wage reports each agency received from employers. If the totals of W-2's sent to SSA don't agree with the 941 totals sent to IRS, you'll get a letter asking, "Why?" Here's a little background.

Other Letters

Letters about individual employees.

Sensitive Areas

W-2 areas that often cause problems, and how to avoid those problems.