W2 Set-up and Process 1 We recommend you not to file with the IRS until the end of February or beginning of March (provided your county electronically files with the IRS), this gives your employees time to vet the information on their W2 s. Go to Main Menu/Payroll/Year End/Process/W2s you begin in a screen is used for searching, or adding a process. To search for a completed process or a process in you have already started (I always start with the select all for this particular process, just to be certain no one has begun a process). 1. Enter the year in the YEAR OF W2 s field, then click SEARCH 2. Or click the SELECT ALL at the top of the screen. To start a New Process 1. Click the ADD button at the top of the screen this gives you the W2 Processing Screen. 3. Next you will click the ENTITY MANAGEMENT button this brings up a screen to select your entity, if you only have one entity click the CONTINUE button, if more than one choose from the drop down menu this brings up the Entity Management screen for you to review, be sure all information is correct. Make any necessary changes and click the SAVE button. You will then need to click the CANCEL 2. Fill in the following fields a. YEAR TO PROCESS b. MINIMUM POLL WORKER AMOUNT c. W2 FORM USED this is a dropdown menu and you select the paper option for the 2015 year.
W2 Set-up and Process 2 button to be returned to the W2 Process (be sure the SSA User ID field is filled out, this is required for counties filing electronically). 4. Click the CODE FILE MANAGEMENT button (below is for example purposes only, and are NOT correct, please check the guidelines and instructions for the agency you report to), once you have made the necessary changes to the the fields, click the SAVE button at the top of the screen. 5. Although we do not recommend you actually report to the agency until late February or early March, we do recommend you verify social security numbers now, this gives you time to make any necessary corrrections before W2 s are printed. Click the VERIFY SOCIAL SECURITY button, this takes you to a screen to export in the format to upload to your reporting agency. IRS publication is https://www.ssa.gov/employer/ssnv.htm (this
W2 Set-up and Process 3 process is also at Main Menu/Payroll/Administration/Verify Social Security and can be run at anytime through out the year). a. If you have any Errors show up in the ERROR COUNT FIELD, cancel out of the screen and correct them in W2 MANAGEMENT, then you can go back into this process. b. You can run a report for your records by clicking the PRINT REPORT button. c. To create the uploadable click the EXPORT DATA button and upload per agency instructions. d. Once you have finished export, click the CANCEL button at the top of the screen. 6. Now you start using the NEXT PROCESS steps. a. The START W2 PROCESS was completed in the year end. b. Next run the CALCULATE EMPLOYER BENEFITS process this gives you a grid with the employer paid information (this information is pulled from the Benefits Claim Processes), please check this closely. i. You have the option to include dental amounts in the totals, please check the guidelines for the year you are reporting. ii. There is an action button to the right of each employee s line to go into their Employee Management screen so you can look items up to make changes in this grid as necessary. Note: Changes made to the Employee Management screen will not import to this grid changes for the W2 must be made in this grid. iii. Once you have made all the necessary changes to the grid, click the APPLY TO W2 S button you will get a success message, click OK and you will be returned to the W2 Processing screen. c. Now complete the CALCULATE W2S step when you run this step, pay close
W2 Set-up and Process 4 attention to the OUTPUT box, take care of any errors or warnings. i. At this time, you click the EMPLOYEE MANAGEMENT button to go into each employee s W2, verify information and make necessary changes before you proceed. 1. Click the spyglass to select the employees. They will open in the Employee Tab 2. Go into the W2 Info tab to make any changes on the W2. 3. SAVE/UPDATE your work often, so you will not lose your work due to interruptions. Always click SAVE when you finished with an employee record (W2 tab) d. You will now skip down in the list and run the W2 CHECK LIST step, you will get a screen that allows you to choose how you want the report sorted, it also gives you the option to limit by fund.dept or all, depending on what is easiest for you. You can run this or any other step as often as needed (until you complete the process). Run this report again, after the poll workers have been removed to be sure you removed only the employees you needed to.
W2 Set-up and Process 5 1. You get a report for each employee and what is on their W2, make sure you review this you can always go into the W2 MANAGEMENT button and make corrections. e. Run the POLL WORKER PROCESS; this will remove any employees who have not made the minimum for reporting purposes (the information you entered in the MINIMUM POLL WORKER AMOUNT field) once you this step is completed; you will get the employees listed in the output box that that were removed. f. Next run the W2 CHECK LIST step, you get a screen that allows you to choose how you want the report sorted, it also gives you the option to limit by fund.dept or all, depending on what is best for you. Run this or any other step as often as needed (until you complete the process) Note: Keep both of the W2 CHECK LIST reports (pre and post poll worker step) these will help you with the 941 4 th QTR report. i. You get a report for each employee and what is on their W2, make sure you review this you can always go into the W2 MANAGEMENT button and make corrections g. Printing your W2 s. i. Choose the forms you will be using 1. If you are using forms a. Make sure the correct form is selected in the W2 FORM USED field b. Put a blank form in the printer you will be using it is important to test on the computer and printer you will be using settings vary c. Click the FORM ALIGNMENT action button, this will give you a test W2 to print if this does not print correctly make sure your PDF reader settings are as follows i. Page scaling = none ii. Auto-Rotate = no iii. Auto-Center = no 2. If you are using plain paper, select it in the W2 FORM USED ii. Now you are ready to run the PRINT W2s step. Once you execute this step you will see a print options button based on the types of forms, and your method of reporting to the agency, select the forms you print.
W2 Set-up and Process 6 iii. Enter the optional EMPLOYEE NUMBER and/or OPTIONAL CONTROL NUMBER (please refer to agency instructions). iv. Click the PRINT W2s action button this may take a few minutes, let the process work until it is complete. It may also take a few minutes for the pdf to build after the process is complete. Check the documents you have printed, make sure all forms are printed as expected. h. If your county reports electronically (this step should be completed only after the employees have had a chance to vet their W2s, we recommend late February or early March please refer to the agency deadline in planning your reporting. Run the BUILD EXPORT DATA step. i. You will be taken to the W2 Diskette Records screen, fill in the information and click the SEARCH button ii. This will give you an overview report print or save according to your county policy. iii. Click the CANCEL button once you have completed this step. i. You are now ready to run the EXPORT W2 DATA step this will force you to save, click SAVE AS and select where you want to save the file, when you open the file select notepad as the program to open the file.
W2 Set-up and Process 7 j. Once you know your file uploaded and you are certain you will not have any changes or need to export the data again, run the COMPLETE W2S step, you get the message shown on the right. Click OK if you are certain you are finished with the W2s and the Exports.