Disclaimer: This information is provided for general reference only. Always verify filing and reporting details with your CPA or tax advisor before submitting forms. Cyncly does not provide tax or legal advice.
Use this guide after you have generated and reviewed all W-2 and 1099 forms and are ready to create e-file files for submission to SSA and IRS.
It also includes information on setting up the required Business Services Online (BSO) and IRS IRIS accounts and how to validate files before submission.
If you haven't already generated your W-2s or 1099s, see:
Before You Begin
- Confirm your RFMS system is updated to the latest version.
- Verify that the HR Update has been installed and the correct tax year appears.
- Ensure your company contact information and EIN are accurate.
- Obtain or confirm your BSO and IRIS accounts (details below).
- Back up your company data before generating files.
| Account Type | Purpose | How to Register | Processing Time |
|---|---|---|---|
| BSO (Business Services Online) | Required for W-2 electronic filing with the Social Security Administration. | Register at ssa.gov/bso. You must now use Login.gov or ID.me credentials (older SSA logins no longer work). An activation code will be mailed within ~2 weeks. | 2 weeks |
| IRIS (Information Returns Intake System) | Required for 1099 electronic filing with the IRS. | Register at irs.gov/filing/e-file-forms-1099-with-iris. You must apply for a Transmitter Control Code (TCC) if you don’t already have one. | Up to 45 days |
Start both registrations early — you cannot submit without these credentials.
Electronic Filing Workflow
| Step | Action Items |
|---|---|
| 1. Prepare Files |
☐ Verify that all W-2 and 1099 data has been generated and reviewed in RFMS. ☐ Confirm the tax year displayed matches the current filing year. |
| 2. Access E-File Tools in RFMS |
☐ Go to Human Resources > Reports > End of Year > Electronic Filing. ☐ Choose W-2 Reporting or 1099 Reporting. |
| 3. Complete W-2 E-File Details |
☐ Enter location or suite information (not street address) in the Location field. ☐ Fill in your Delivery Address, Contact Name, Phone, and Email (for SSA inquiries). ☐ Select an Output Directory and click the three-dot button to choose a save location. ☐ Name the file clearly (e.g., ☐ Click Process to create the e-file. |
| 4. Test the W-2 File (SSA AccuWage) |
☐ Download AccuWage Online via your BSO account. ☐ Upload the file generated by RFMS to check for format or data errors. ☐ Correct any issues in RFMS and re-create the file before submission. |
| 5. Submit W-2 File |
☐ Log in to Business Services Online (BSO). ☐ Select Upload Formatted Wage File on the Employer Wage Reporting (EWR) homepage. ☐ Follow on-screen prompts to submit your tested file. |
| 6. Create 1099 E-File |
☐ From the same Electronic Filing menu, select 1099 Reporting. ☐ Verify company name, EIN, and contact details. ☐ Confirm Payer Name Control (first 4 characters of business name). ☐ Choose form type (1099 NEC or 1099 MISC). ☐ Select output format: IRIS CSV (recommended) or FIRE TXT (legacy). ☐ Choose save location and click Process to generate the file. |
| 7. Submit 1099 File |
☐ Log in to IRIS or FIRE (depending on chosen format). ☐ Upload your generated file following IRS instructions. ☐ Confirm acceptance and save the confirmation receipt for your records. |
| 8. Retain and Verify |
☐ Save copies of all PDF forms, electronic files, and submission receipts. ☐ Retain proof of transmission and acceptance for audit purposes. |
Cyncly offers W-2 and 1099 E-File Support Packages to assist with preparing and submitting electronic files.
Packages include:
Review of data readiness and required account setup
Guided sessions for file generation and PDF verification
Support during submission via BSO or IRIS
Contact your Customer Success Manager (CSM) early. Packages are time-limited and require active BSO and/or IRIS (TCC) accounts.
| Issue | Resolution |
|---|---|
| Tax year incorrect | Install latest HR Update and regenerate file |
| AccuWage rejects file | Review message, correct data in RFMS, and recreate file |
| File not accepted in BSO/IRIS | Verify correct account type (IRIS CSV vs FIRE TXT) |
| Missing activation/TCC code | Allow full processing time or contact SSA/IRS support |
| Email/contact info missing | Ensure complete contact details before submission |
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