Do_I_have_a_license_for_Electronic_W_2s_1099s_and_1095s_2024.11_

Do I have a license for Electronic W-2s, 1099s, and 1095s? (2024.11)

You will need a license for Electronic W-2/1099, also known as the Electronic Filing module, to file W-2s, 1099s, and 1095s electronically using the BSO, FIRE, and AIR System websites. As of 2023, the IRS requires sites filing ten or more forms to use electronic submission. Electronic filing of forms such as W-2s, 1099s, and 1095s is a process where employers submit these tax forms to the IRS (or Social Security Administration for W-2s) online rather than through paper submissions. It offers convenience, faster processing, and often reduces errors. 

The Electronic W-2/1099 module formats the information in the required format to meet the website requires for electronic filing. Here is a list by form type and electronic filing website: 

  • Electronic filing for W-2s: Social Security Administration's Business Services Online (BSO)

  • Electronic filing for 1099s: FIRE System (Filing Information Returns Electronically)

  • Electronic filing for 1095s: AIR System (Affordable Care Act Information Returns) 

 

 

One Electronic W-2/1099 license will support electronic filing for W-2s, 1099s, and 1095s. You do not need to purchase a separate license for each form. 

 

Checking if I have an Electronic W-2/1099 license

1. Open Connect System Management > Security > View Application Licenses. 

2. Scroll through the list of application licenses until you find PRM4#### Electronic W2/1099. 

View application licenses

 

Tip! You can sort the list by serial number or application name. Click the header name once to sort A-Z or click it again to sort Z-A.

 

What if I can't find PRM4#### Electronic W2/1099 in the list? 

If PRM4#### Electronic W2/1099 isn't included in the list, then you will need to purchase the Electronic W-2/1099 module before you will be able to electronically submit W-2s, 1099s, or 1095s. 

 

Purchasing an Electronic W-2/1099 license

If you will be submitting electronic W-2s, 1099s, and 1095s, you will need a license to use the Electronic W-2/1099 module. Call Caselle to talk with a customer relationship manager at (800) 228-9851 or click this link to submit a license request and Caselle will contact you. Before you call, you will need your name, organization name, and email address. 

 

Troubleshooting

What if I have an license for Electronic W-2/1099, but I can't open it from the menu? 

If you have purchased a license for Electronic W-2/1099, but the link is grayed out and you can't click on it, then you may need to update the user permissions to grant access to the user to launch the Electronic W-2/1099 module. This is what it looks like when you run Government Reporting from Connect Payroll. 

Connect Payroll > Government Reporting menu

 

To fix this issue, you will need to update the user rights to allow the user to access the Electronic W-2/1099 module. You may need to contact the application manager or IT manager for assistance. Open Connect System Management > Security, and then select Setup/Modify User Rights.  Look up the user. In the Rights pane, navigate to Payroll > Government Reporting > Miscellaneous. 

Setup/Modify User Rights

 

Now, select the checkboxes to explicitly allow the user to access Create Electronic 1099 File, Create Electronic ACA File, and Create Electronic W-2 File. If you have different users creating the electronic file for W-2s, 1099s, and 1095s, you have the option of restricting access to each user by selecting or deselecting the checkbox to explicitly allow access. Click Save to save your changes. 

Setup/Modify User Rights, Explicitly allow access

 

 

 

 

 

 

 

 

 

 

 

 

Copyright © 2025 Caselle, Incorporated. All rights reserved.

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