Print W-2s

SmartFusion Modules > Payroll > Payroll > Taxes

Recent Updates: 
6.92 - Added the ability to print W3s
6.83 - Bug fixes for the W2 Corrections form and file:
  -Fixed report sequence so the selected sequence will now correctly be applied for the W2 Corrections report and file.
  -Checking "Include totals" or "Print totals only" in combination with "Print corrections" will print the totals report with the corrected amounts.
  -Fix to ensure FICA withheld is correctly included in the corrections report and file.
  -Minor adjustments to enable/disabled rules related to the "Include active employees at end" and "Export totals" fields.

6.79 - Added functionality to print and export W2 Corrections.

6.69 - Changed the format for the Illinois W2 export to the new format.

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 an 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.

Introduction

This 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, Location
Select process - Print W2's, Create File, Print and Create ~~File~~File, Print W3s
Enter Period to Report - Current, Current Quarter, Fiscal 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
Print corrections - Checkbox to select if the W2 correction form/file should be created

The 2018 file layout for corrections can be found here: https://www.ssa.gov/employer/efw/18efw2c.pdf#zoom=100

Resubmission - Checkbox to select if the correction is a resubmission (only visible if Print correction is checked and Create File or Print & Create File is selected)
WFID (Wage File Identifier) - Alpha numeric, 6 characters (only visible if Resubmission is selected)

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 (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)

Export 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 - 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     NM:35     
          NY:36     
          NC:37     
          ND:38     
          OH:39

Additional Notes

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.