Costpoint Online Help

Using the Help Search
Using the Help Search
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Create State W-2 File

Use this screen after the W-2s have been printed and reviewed.

Note: If you select the Enable Payroll Tax Interface check box on the Configure Payroll Tax Export Settings screen, this application cannot be used.

This is a separately licensed product for the current release of Deltek Costpoint.

The source of the file is the W-2 Table (created by the Create W-2 Table screen). The following are some guidelines for using this application:

  • Some states require employers to report their W-2 data on magnetic tape or diskette, depending on the number of employees. If you think this may apply to you, obtain and read the current year's state publication regarding magnetic media requirements. This screen creates the data file required, which can then be copied to a diskette. Magnetic tape is not supported.
  • If the state permits magnetic media but does not accept diskettes, you must submit paper W-2s. You may need to obtain a waiver.
  • Some states require the state ID to be in a certain format. Please review the manner in which you have entered the state taxing ID on the Manage State Taxes screen to be sure that you comply.
  • The State Magnetic Media Report is automatically printed each time you create the file. You must rename this data file to the file name required by the state, such as W2REPORT (no extension), which can then be copied to a diskette. The information included in the file is identical to the printed W-2s.
  • Keep the file and report created as part of your permanent payroll tax accounting records.
  • This application includes multi-state functionality. This functionality allows for the proper computation of withholdings for employees who work in multiple states during one pay period. Since new tables are needed for this multi state calculation, the Create State W2 File application looks to a new table, EMPL_EARN_STATE. The change affects only one state, MA.
  • For Michigan W-2 files, if City of Detroit withholding information will be included, set up the locality on the Manage Local Taxes screen with a City/County/School/PSD Code field value of 170.
Note: There are two ways to work with export files in Costpoint:
  • You can save the file to an Alternate File Location.
  • You can save the file to the Costpoint database.

If you decide to use the first option, click in the File Location field to select the alternate file location to which you want to save the file. If you choose the second option, leave the File Location field blank when you export the file.