Before you can send the file you create in Payroll, you need to go to the Social Security Administration website and get registered to file electronically: http://www.ssa.gov/employer/
After you register, it takes 5-7 days for the SSA to send you your USER ID # you’ll need to file. Once that is received, you can setup payroll to create the file.
• Click on W-2 & W-3 Statements under Reports
• Select the EFW2 File radio button and make sure “Federal” is in the drop down list
• Click on the EFW2/W3 Setup button & fill in the fields on this window. The User ID, is the number you receive from the SSA after registering. The WFID is not filled in unless this is a resubmission.
Once this screen is complete, click OK. Next, click on the “Text File” button at the top left of the window and save this file to a location where you can easily find it. Leave the name of the file as W2Report.txt. Once this is done, you can login on the http://www.ssa.gov/employer/ and follow the SSA instructions to submit the file.