Use this application to create a W-2 file for the tax year. You will submit this file to CTS.
Before running this application, you must do the following:
Run the Update Magnetic Media Country Code application (found in the Mass Updates menu in Costpoint Payroll),
Populate the W-2 Edit Table by running the Create W-2 Table application (found in the Year-End Processing menu in Costpoint Payroll),
Set up company data for the tax year in the CTS W-2 Settings screen.
Enter the payroll year to be reported in this required field (for example, 2007). The application selects W-2 Edit Table records in accordance with the payroll year specified in this field.
You can submit a test file and/or a live file. Select either radio button in this group box to specify the file type. The file type is reflected in columns 443-445 of the RA record.
Live - Select this radio button to create a live file (rather than a test file). If you select this radio button, columns 443-445 of the RA record will be populated with "LIV," indicating to CTS that the file is not a test file.
Test - Select this radio button to create a test file. If you select this radio button, columns 443-445 of the RA record will be populated with "TST," indicating to CTS that the file is a test file.
CTS specifications require that you provide certain information before running the application and submitting the data. Use this group box to provide the necessary data.
Enter the PIN assigned to the employee who is authorized to submit the file in this required field. You can enter up to 17 alphanumeric characters.
When a W-2 file must be resubmitted to the Social Security Administration (SSA), a notice is sent to the employer. In this field, enter the WFID value that displays on the notice sent by the SSA. You can enter up to six alphanumeric characters.
If you are reporting combined New Jersey Unemployment Insurance, Health Care Subsidy, and Workforce Development Program to be withheld, select the line in which the value should appear in box 14 of the W-2. Select one of the following options from this drop-down box:
Box 14, Line 1
Box 14, Line 2
Box 14, Line 3
Select this checkbox if the W-2s are being reissued. This checkbox is enabled if you select the W-2 Print Customer checkbox.
Enter, or use Lookup to select, the ID of the company that will receive notification from the Social Security Administration regarding data processing problems. This company must exist in the Set Up Company Info screen in Costpoint General Ledger, and must be saved in the CTS W-2 Settings screen. You can enter up to 10 alphanumeric characters.
Use this drop-down box to select the value that best describes who prepared the magnetic media file. This field is required. Select one of the following system-defined values:
Self-Prepared
Accounting Firm
Service Bureau
Parent Company
Other
Enter name of the person who will receive notification from the Social Security Administration regarding data processing problems. You can enter up to 27 alphanumeric characters in this required field.
Enter the contact's phone number, including area code, in this field. You can enter up to 15 alphanumeric characters in this required field.
Enter the contact's phone number extension, if applicable, in this field. You can enter up to five alphanumeric characters.
Enter the contact's e-mail/internet address or URL in this field. This field is required if the Notification Method is "E-mail/Internet;" otherwise, this field is optional. You can enter up to 60 alphanumeric characters.
Select the preferred method of notification that the Social Security Administration should use when encountering data processing problems.
Postal Service - If you select this option, the address that is assigned to the company ID (in the Set Up Company Info screen in Costpoint General Ledger) will be used as the preferred method of notification.
E-mail/Internet - If you select this option, the e-mail/internet address or URL that you entered in the E-mail field will be used as the preferred method of notification.
You must provide specific data in the file depending on the type of CTS customer you are. Use these checkboxes to specify your customer type. If you are unable to determine your CTS customer status, please contact your CTS representative for additional information.
Select this checkbox if you are a SeeMyW2 customer of CTS, whereby employees are able to view their W-2s on a CTS website.
Select this checkbox if you are a W-2 Print customer of CTS. If you select this checkbox, you must assign a Secondary Company Name to all reported tax IDs in the CTS W-2 Settings screen. Selecting this checkbox enables the Reissued W-2 checkbox and fields 1 through 5 in the W-2 Print Customer Alternate Sorts group box.
The fields 1 through 5 in this group box are enabled if you select the W-2 Print Customer checkbox. Enter up to five alphanumeric characters in Fields 1 through 4 as alternate sort keys for the W-2s that CTS prints and ships back to you. Enter up to 10 alphanumeric characters as an alternate W-2 sort key in Field 5.
Use this group box to specify the output file information.
Use this pushbutton to browse to and select the path and file name of the CTS W-2 file that will be created and sent to CTS. You can enter up to 60 alphanumeric characters in this field. Be sure that the directory, path, and file name are correct before processing.