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Paper Forms W-2 & Instructions - Social Security: What You Should Know

Employee Record Keeping With an Employee Record File — Social Security Employers often need the original of Form W-2 issued by the company. Social Security provides information for record keeping with an employee record file. The information is designed by the Social Security Administration (SSA), the nation's largest employer-sponsored retirement income (RIA) system. There are thousands of different forms that an employer may record, including wages, tips, non-covered wages (such as benefits), payments to self and other third-party employees; and more. Employee Record Keeping with an Employee Record File | The Social Security Administration First Time Applicants, W-2 Wage Information, and Employee Eligibility Employers who want to provide employees with information on how to apply for and receive employee-specific wage adjustments can do so using Form W-2 Wage Adjustment Information. Form W-2 Wage Adjustment Information is not required by law. This online service can process a completed W-2 without requiring any additional software. Employer W-2 Filing and Documentation for Employees — SSA Employers can use an electronic submission system (SPARSE) to report and pay employee W-2 wages electronically using the Wage and Tax Exchange in the following forms: Forms W-2 and Forms 705. The Wage and Tax Exchange provides a means for electronic reporting, verification, and collection activities for an employer's wage payment. Employers can use Form W-2 to report or pay employee and other wages, including tips. How to Calculate a W-2 Wage Amount As a general rule, a W-2 wage amount of 1,000 in a pay period is an acceptable minimum wage. However, the employer or employee should calculate the W-2 wage amount by considering the actual costs of the services performed, as well as any additional wages that may be required to be paid as a part of a bonus or promotion award, the value of any overtime compensation, the value of non-exempt paid wages, and the value of fringe benefits such as holiday pay. If the employee was paid any of these additional costs, these expenses should also be included in the W-2 wage amount. Form W-2 Wage Exclusion A Form W-2 wage exclusion allows you to exclude from wage reporting certain wages, such as bonuses and overtime, from a particular pay period, even if your total wages for that pay period exceed the exclusion amount.

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