When your forms are rejected by the SSA you'll get an email with the reason listed. This article covers when your form is rejected for missing the Employer Phone Number or Email and what to do about it.
Message Text: "New 2025 SSA Requirement - Employer phone number and email are now required fields. A correction is not required. Go to your Payer profile to add the contact email and phone number to the W-3 section, save the update to the Payer. On the forms page, open and resave the individual forms to get the status to change back to Ready before resubmitting the forms."
In Helper go to the Payers page.
Click on the name of the Payer (Employer) with the rejection.
Click Edit Payer to open the payer's profile.
For convenience, adding the payer's phone or email in the Payer Information section will also copy into the W-3 and 1096 sections of the form. You can change the contact information in those sections if you want to use a different phone number or email address for each type of summary form.
Note: Users with historic data may only have this information listed in the Payer Information section and may need to update the W-3 section.
Saving the payer will update the forms you have associated with that payer.
Your forms will now show as Ready on the Forms page, and you can submit them again for eFiling.
If they say Incomplete, open the form and click the View Errors button to see what else needs to be updated before resubmitting.