Year End Electronic Filing & AccuWage

Use these steps to create and validate electronic filing (e-file) data for W-2 and 1099 forms in RFMS.
RFMS generates the e-file data, but all submissions are made through your official government accounts.

Before You Begin

• Confirm your business has active e-filing accounts:
  • U.S.: SSA Business Services Online (BSO) and IRS IRIS accounts
  • Canada: Not applicable; see Canadian Year-End Processing
• Verify payroll and supplier information for accuracy.
• Update to the latest HR and AP tax tables before generating files.
• Allow adequate time for AccuWage Online or IRIS testing before filing deadlines.
• Always save generated text or CSV files to a secure folder.

Create and Validate Electronic Filing Files

Step	Action Items
1. Open the E-Filing Report	☐ Go to Accounting > File > Human Resources > Reports > End of Year > Electronic Filing.  ☐ Select the correct report type: W-2 Reporting or 1099 Reporting.
2. Enter Company and Contact Information	☐ Complete all required fields, including Tax Year, Employer/Transmitter Identification, and Contact Information.  ☐ For W-2s, enter your EIN and SSA PIN.  ☐ For 1099s, include your Transmitter Control Code (TCC) obtained through IRS IRIS.
3. Select File Type	☐ For W-2, RFMS creates a text file in EFW2 format.  ☐ For 1099, choose:   • CSV – for submission through IRIS (recommended)   • Text – for legacy FIRE filing (being phased out after Tax Year 2026).
4. Set Output Directory and Generate the File	☐ Select a secure folder for the file output.  ☐ Run the process to generate:    • W2eFile.txt for W-2    • IRSTax.txt or .csv for 1099
5. Verify TIN Format (1099 Only)	☐ Check supplier/worker Tax ID formatting:    • 12-3456789 → EIN (Type 1)    • 123-45-6789 → SSN (Type 2)    • Any other format → Blank/Invalid  ☐ Correct invalid entries in the supplier record before regenerating the file.
6. Validate W-2 Files Using AccuWage Online	☐ Log in to SSA Business Services Online (BSO) using Login.gov or ID.me. ☐ Open AccuWage Online and upload your RFMS-generated file.  ☐ Review error messages and correct issues in RFMS before retesting.  ☐ When the file passes validation, it’s ready to submit.
7. Submit W-2s to SSA	☐ From BSO, select Wage File Upload to transmit your validated file.  ☐ Follow on-screen instructions for submission confirmation.
8. Submit 1099s to IRS	☐ Log in to the IRIS Taxpayer Portal (or A2A for bulk filers).  ☐ Upload your validated RFMS file and confirm receipt.  ☐ If still using FIRE, continue to follow its submission instructions—but transition to IRIS before Tax Year 2026.
9. Save and Archive Files	☐ Store all submission confirmations, reports, and e-file copies in a secure year-end folder.  ☐ These may be required for audits or corrections.

Troubleshooting

Forms not lining up when printed

• Open the PDF print dialog and select Actual Size (not Fit or Shrink).
• See End of Year Tax Documents Not Lining Up for full details.

AccuWage errors during testing

• Close AccuWage Online before making corrections in RFMS.
• Regenerate and retest until the file passes validation.

Missing or invalid TIN Type in 1099 file

• Verify supplier or worker TIN format (see Step 5 above).
• Regenerate the e-file once corrected.

BSO sign-in issues

• Ensure you’re using Login.gov or ID.me credentials; legacy BSO logins no longer work.

IRIS access issues

• Confirm your business has an active IRIS TCC.
• Apply through the IR Application for TCC if you previously only used FIRE.