Basic Payroll Customers: Steps to Upload your SSA File
Background
If you are a Basic Payroll Customer, you will need to file your own Form W-2s and Form W-3 at year-end with the Social Security Administration. If you have paid 10 or more workers and need to file 10 or more informational returns for the year, the IRS requires that you file electronically. For instructions on how to download your electronic SSA file from Patriot (which includes both W-2 and W-3 information) and save this to your computer, see Filing Your W-3 Using Patriot Software. You’ll upload the wage report to the SSA.
If you are a Full-Service Payroll Customer, Patriot’s payroll services will handle filing your W-2s/W-3 for you.
First, you will need to create an account or sign in to the SSA with one of three sign-on credentials. Please read the SSA article “How To Create A Business Services Online (BSO) Account,” for more information on how to verify your identity and get started with a BSO account.
How to Upload Your SSA File to your Business Service Online Account
Step 1: Log into your Social Security Business Services Online account.
Step 2: Once you have logged in, click the link “Report Wages to Social Security.”
Step 3: For the User Certification, click “I Accept.”
Step 4: Click the tab “Upload Formatted Wage File.”
Then click “Submit/Resubmit a Formatted Wage File.”
Step 5: On the “Upload Formatted Wage File” page are instructions about the file format. The text file you downloaded from Patriot will already be formatted correctly. Click “Continue” in the bottom right corner of the page.
Step 6: Select the first radio button, “New W-2s/W-3s for Tax Year XXXX or previous tax year.
Click “Continue” in the bottom right corner of the page.
Step 7: Click “Choose File” to browse for the saved .txt file you downloaded from Patriot. Then click “Submit” to upload the file.
You will see a confirmation message that your SSA file has been submitted.
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