EFW2 - Submitter Information and File Creation
The EFW2 Submitter Information and File Creation Form (EFW2 Module), makes it possible for you to setup the submitter information and create a text file which conforms to the Social Security Administration's (SSA), rules and specifications (per Publication 42-007), which can be uploaded to the Business On line Services (BSO). A Login.gov or ID.me account must be setup prior to setting up an account with the BSO. Once you have an account setup with Login.gov or ID.me, navigate to www.ssa.gov/bso and setup an employer account.
Completing the EFW2 - Submitter Information:
Enter the required data in all fields marked in red. Once a required field has been completed the red color will disappear and the field color will return to normal, in other words, get the red out. The field labels clearly define the type of data required. Extensive error checking will be performed as it is very important that this Form be properly completed prior to creating the EFW2 text file.
Process Command:
Click on the Process command button once you've gotten the red out to create the EFW2 text file. The file will be created in the following folder:
C:\Users\User Name\Documents\PayCalc\2024\Data\EFW2 (where User Name will be your system's user name).
The file will bear the same name as your client file name except, that it will have a .txt extension.
If the Process command button is greyed out, you will need to close the Form and perform the following tasks before you can successfully create the EFW2 text file:
1. Make certain that there is not an unposted payroll period;
2. Access Form W-2 and navigate through every employee record until the "Print All" command is not greyed out. This will perform error check on all your W-2 forms;
3. Finally access Form W-3 and make sure that one of the boxes is checked for the "Kind of Payer" and the "Kind of Employer" and that the Employer's contact person field has been completed.
NOTE: The Process Command will also be greyed out under the following conditions:
1. If you are creating a Master EFW2 Text File and you have processed the last Client;
2. After immediately processing a Client;
3. The current Client has already been processed.
Whenever you successfully create an EFW2 text file, the following message will be displayed: "Process Completed. Total employee records processed for Client name = #", make a note of the number of employee records created for later use and for reconciliation with the "Total number of employee records created for all Clients" field, this field will be updated every time you create an EFW2 text file.
Creating a Master EFW2 Text File Automatically (multiple Clients (employers)):
The SSA would prefer to receive an EFW2 text file that includes all of the W-2 forms you are filing for all employers. It is also, less complicated to upload single file than to be uploading individual employer files.
NOTE: The EFW2 Module has been designed around the creation of a Master EFW2 text file.
By following a few simple rules, the program can create a Master EFW2 text file for upload to the SSA's BSO.
A. First Client File:
1. Open the first client file which is to be processed.
2. Access Form W-2 and navigate through every employee record until the "Print All" command is not greyed out. Close this Form without errors.
3. Access Form W-3 and make sure that one of the boxes is checked for the "Kind of Payer" and the "Kind of Employer" and that the Employer's contact person field has been completed. Close this Form without errors.
4. Access the EFW2 Submitter Information and File Creation Form and complete all the required fields, if not already completed.
5. Check the "Final" checkbox under "Exclude the following records". The first client file cannot include a final record.
6. Make sure that "Total employee records created for all employers" is set to zero (0).
7. Click on the "Process" command. You will receive a prompt informing you of the total employee records created for this Client. Make a note of this number, you will need it later for reconciliation with the "Total number of employee records created for all Clients" (notice that this field will be updated every time you process a client file).
B. Second and Subsequent Client Files but Before the Last Client File:
1. Exit the EFW2 Form and open the second and subsequent client files (Note: Rules under section "B" do not apply to the last client file).
2. Perform steps 2 and 3 in section A above.
3. Access the EFW2 Submitter Information and File Creation Form.
4. Check the "Submitter" checkbox under "Exclude the following records". At this point, the submitter and final checkboxes should be checked. Client files after the first and subsequent records, but before the last record, cannot include a submitter and a final record.
5. Click on the "Process" command (see section A step 7 above).
C. The Last Client File:
1. Exit the EFW2 Form and open the last client file to be processed.
2. Perform steps 2 and 3 in section A above.
3. Access the EFW2 Submitter Information and File Creation Form.
4. Uncheck the "Final" checkbox under "Exclude the following records". A window will pop-up asking: "Will this be the last Client to be Processed?" Click Yes to create the Master EFW2 text file. At this point, only the submitter checkbox should be checked. The last client file must include the final record.
5. Click on the "Process" command (see section A step 7 above).
The Master EFW2 text file will be created in the following folder:
C:\Users\User Name\Documents\PayCalc\2024\Data\EFW2 (where User Name will be your system's user name), and the name of the file will be: "FormsW2Report.txt".
D. Records Reconciliation:
Add up the "Total employee records created for this client" (see section A step 7), and compare the total to the "Total number of employee records created for all Clients", it should reconcile.
The Final Checkbox TIP!
The Final checkbox under the "Exclude the following records" has a special behavior. When you uncheck this box the program will prompt "Will this be the last EFW2 text file to be created?", click yes. This will set the program's internal "Last Client" flag to "On". However, if you clicked on "Yes" by mistake, then do the following to set the program's internal Last Client flag back to "Off":
Check the Final check box and immediately uncheck it, you will again receive the prompt "Will this be the last Client to be Processed?", this time, click on "No", this will reset the program's internal "Last Client" flag to "Off". Then process your final client.
The Reset Command:
Click on the reset command to clear the Master EFW2 Text File and reset the total number of employee records created for all Clients to zero. Do this only if you have determined that there is an error in the creation of the Master EFW2 Text File.