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academy:business_payroll_process_w2s

ASCENDER - Process W-2 Forms

Created: 12/07/2018
Reviewed: 12/14/2023
Revised: 01/25/2024

The purpose of this document is to guide you through the necessary steps to verify and produce the annual W-2 submission file and forms for all local education agency (LEA) employees using the ASCENDER Payroll application.

  • Employers with 10 or more W-2 forms are required to file electronically.
  • The due date for filing Forms with the SSA is generally January 31 for both paper and electronic filers. Visit the SSA website for the exact deadline dates.

The Social Security Administration (SSA) recommends that all employers who have the ability to create an electronic filing W-2 (EFW2) use the Business Services Online (BSO) system to file. You must register to use Business Services Online - Social Security’s suite of services, which allows you to file W‐2s online and verify your employees’ names and Social Security Numbers against their records.

Effective March 25, 2023, the Business Services Online (BSO) access and registration process changed, review the Employer W-2 Filing Instructions & Information for updated procedures.

For more information about SSA’s Business Services Online system, visit https://www.ssa.gov/bso/services.htm.

This document assumes you are familiar with the basic features of the ASCENDER Business system and have reviewed the ASCENDER Business Overview guide.

Some of the images and/or examples provided in this document are for informational purposes only and may not completely represent your LEA’s process.


Before You Begin

Before you begin.


Process W-2 Forms

IMPORTANT: If you have already submitted W-2 information to the Business Services Online (BSO), W-2 form or file corrections cannot be created in ASCENDER. Contact BSO to create corrected W-2 forms or files.

  1. Generate the Calendar YTD and 941 Worksheet Reports.
  2. Generate the W-2 validation report.
  3. Enter third party sick pay.
  4. Compare reports.
  5. Create the W-2 submission file.
  6. Run the file through Accuwage.
  7. Print employee W-2s and finalize Calendar YTD data.
  8. Submit W-2 file to SSA.

Additional Tasks

  1. Update the district EP options.
  2. Print or save W-2s for all employees.
  3. Reprint W-2 forms.
academy/business_payroll_process_w2s.txt · Last modified: 2024/04/05 19:08 by emoreno