How do I file W-2s online as a small employer?

To file W-2s online as a small employer, the easiest official route is usually through the Social Security Administration’s Business Services Online (BSO) portal.

Option 1: File through SSA Business Services Online

This lets you submit W-2s electronically and often also print employee copies.

Steps

1. Create an account at the SSA Business Services Online site.
2. Log in and choose the W-2 filing service.
3. Enter your company information.
4. Upload or manually enter employee W-2 data.
5. Review for errors and correct any issues.
6. Submit the file before the deadline.
7. Keep the confirmation number and copies for your records.

Official SSA site

Search for:

• “SSA Business Services Online W-2”

Option 2: Use payroll software

If you have a payroll provider or software like QuickBooks, Gusto, ADP, Paychex, etc., they can usually:

• prepare W-2s
• file them electronically with SSA
• provide employee copies

This is often simpler if you have more than a few employees.

Important deadlines

Generally:

• W-2s to employees: by January 31
• W-2s filed with SSA: by January 31 if filing electronically or on paper in most cases

Things you’ll need

• Employer name, address, and EIN
• Employee names, Social Security numbers, and wages
• Federal, Social Security, Medicare, and state withholding amounts
• Total wages and tax info for the year

Small employer note

If you’re filing for just a few employees, SSA’s BSO is usually fine. If you have fewer than 10 forms, paper filing may still be possible in some cases, but electronic filing is often easier and more reliable.

If you want, I can also give you:

1. a step-by-step walkthrough of SSA’s filing process, or
2. a list of cheap/free W-2 filing options for small employers.