Print W-2s

SmartFusion Modules ->> Payroll ->> Payroll ->> Taxes

Recent Updates:  
6.67 - Updated W-2 reports and export files to include amounts for W-2 pay types GG (Income from Qualified Equity Grants Under Section 83(I)) and HH (Aggregate Deferrals Under Section 83(I) Elections as of the Close of the Calendar Year) 

6.43/6.44 - Added andan Illinois specific file export.This file is essentially the same as the federal file, but includes an "RV" row which includes the total count of "RS" records, the total state wages, and the total state taxes withheld.

6.41 - Updated W-2 reports and export files to include amounts for W-2 pay types FF (Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement)  

6.26 - Corrected Print W-2 export file to separate Social Security Wages and Tips. Position 210 through 220 will now display the correct Social Security Wages(Federal Wages - Social Security Tips) and position 254 through 264 will display the Social Security Tips.

6.15 - Added local taxes to the totals report; Added logic to check W2 data for data exceptions. If found, a message box will pop up suggesting to the user to run the W2 summarization report for exceptions.

Input

Introduction

This ~~Parameters:~~screen is used to print W-2s at the end of the Calendar year after all payroll checks have been printed and Special Compensation has been recorded. Before printing W-2s, be sure to enter your organization’s Federal and State Tax ID numbers in the Payroll System file.

Selection Critera

Report Sequence -

~~Name~~

~~Department~~

Name, Department, Location

Select process -

Print ~~W2's~~

W2's, Create ~~File~~

File, Print and Create File

Enter Period to Report -

~~Current~~

Current, Current Quarter, Fiscal Year, Month, Quarter

~~Fiscal~~ 1, Quarter 2, Quarter 3, Quarter 4, Year

~~Month~~

~~Quarter 1~~

~~Quarter 2~~

~~Quarter 3~~

~~Quarter 4~~

~~Year~~

Select W2 Type -

Standard Employee Copies
(pr-print-w2s-employee-copy.rpt)
Standard Employee Mailer
(pr-print-w2s-employee-mailer.rpt)
Standard Employer Copies
(pr-print-w2s-employer-copy.rpt)
3rd Party Format
(pr-print-w2s-3rd-party.rpt)
Document Services
(creates an XML file)

Include totals - Checkbox (disabled if 'Print totals only' is checked)

Print totals only - Checkbox (disabled if 'Include totals' is checked)

Print inactive employees at end - Checkbox

Federal File Name

State File Name

Export Totals - Checkbox visible only for GA Clients

Totals Report

When the checkbox for either 'Include totals' or 'Print totals only' is checked, a report with all the W-2 YTD totals will be ~~printed.~~printed (pr-print-w2s-totals.rpt). This report shows a sum of all the wages and taxes for:

FICA
Medicare
Federal
State
Local (including a sub report with a break down of all the local tax codes)

Process

Export Create File

Files

When Create File is selected, the file path fields become editable. Federal and State file paths are saved in user settings and will be auto populated when Create File is selected again even after closing the window.

The standard export file is pr-print-w2s-export.rpt and was drafted under the specifications outlined in https://www.ssa.gov/employer/efw/18efw2.pdf.

Georgia and Pennsylvania are the only state's that have a file created for ~~state.(PR~~state. (PR - System settings- W2 - Create second W2 file in State specified format)

Notes on Pennsylvania's format

When Create File is selected from the Select process drop down, the following state codes will be used:

AL:01
     KS:20     OK:40 
AK:02
     KY:21     OR:41 
AZ:04
     LA:22     PA:42 
AR:05
     ME:23     RI:44 
CA:06
     MD:24     SC:45 
CO:08
     MA:25     SD:46 
CT:09
     MI:26     TN:47 
DE:10
     MN:27     TX:48 
DC:11
     MS:28     UT:49 
FL:12
     MO:29     VT:50 
GA:13
     MT:30     VA:51 
HI:15
     NE:31     WA:53 
ID:16
     NV:32     WV:54 
IL:17
     NH:33     WI:55 
IN:18
     NJ:34     WY:56 
IA:19
KS:20
KY:21
LA:22
ME:23
MD:24
MA:25
MI:26
MN:27
MS:28
MO:29
MT:30
NE:31
NV:32
NH:33
NJ:34
     NM:35
     
          NY:36
     
          NC:37
     
          ND:38
     
          OH:39
OK:40
OR:41
PA:42
RI:44
SC:45
SD:46
TN:47
TX:48
UT:49
VT:50
VA:51
WA:53
WV:54
WI:55
WY:56

Additional Notes

~~Print Reports- (Based on W2 Type)~~
- ~~Standard Employee Copies (C) - pr-print-w2s-employee-copy.rpt~~
- ~~Standard Employee Mailer (EM) - pr-print-w2s-employee-mailer.rpt~~
- ~~Standard Employer Copies (EC) - pr-print-w2s-employer-copy.rpt~~
- ~~3rd Party Format (3) -pr-print-w2s-3rd-party.rpt~~
- ~~Document Services (D) - Creates an XML file~~
- ~~Totals Report (checkbox) - pr-print-w2s-totals.rpt~~
- ~~Create File (for all W2 types)for Federal - pr-print-w2s-export.rpt~~
W2 work table is built from PR158w. The xml file generated is named pr158r09.rpt.xml. The location of the file can be found on each user's local computer: C:\Users\\AppData\Roaming\CSI\ReportData.
When printing W2s, there's an additional check on the data to verify that it is adding up correctly. A message box will appear if the system determines there are problems. Generally, a user would find these exceptions in the W2 Summarization report before printing but that is not always the case. The message box suggests that the user run the W2 Summarization report to correct the problems.