CREATE W-2 TABLE

Use this screen to create W-2s using the information from the Employee Earnings table. Before beginning this process, review Special Topic PR-4, "W-2 Processing." You must create W-2s in this screen before you can print them.

Before creating the W-2 table, you should post, review, and finalize the year's earnings. After creating the W-2 table, you can edit it in the Edit W2s screen; note that if you re-create the W-2 table after editing, the edits will be lost. You can create the W-2 table and print W-2s before or after closing the payroll year, and you can do it any number of times.  After you enter the W-2 table information in this screen and select the Save button on the toolbar, the Save Parameters windows dialog box will appear.  Enter the name of the parameter for this W-2 table (e.g., "Taxable Entity Name PY 2000") and a description that will identify the parameter.

This screen contains functionality that allows you to compute and report multi-state withholding taxes, based on the tax regulations specific to each state.

Select Identification

Use this group box to determine the taxable entity for which you want to process W-2s, as well as the payroll year. You can also enter your NJ-SDI PP #, if applicable.

Taxable Entity

Enter the ID of the taxable entity for which you want to process, or use Lookup to select the taxable entity. This is a required field.

Payroll Year

Enter the payroll year for which W-2s will be processed. You can enter numerous payroll years for the same taxable entity, and you can save each as a separate record with individual parameters.

NJ-SDI PP#

Enter your New Jersey SDI Paid Provider number (NJ-SDI PP#) in this field, if applicable. This number will appear below the state when W-2s are printed.

Box 14 Descriptions

Use the fields in this group box to enter the descriptions of the amounts that will be printed in Box 14 on the W-2.

Line 1

Enter up to six alphanumeric characters to be used as a description for Line 1 in Box 14 of the W-2. The actual amounts that are associated with this line are determined by which deduction code(s) are assigned to Line 1 in the W2 Box 14 Usage drop-down box in the Federal Taxability subtask of the Deductions screen. This is an optional field.

Line 2

Enter up to six alphanumeric characters to be used as a description for Line 2 in Box 14 of the W-2. The actual amounts that are associated with this line are determined by which deduction code(s) are assigned to Line 2 in the W2 Box 14 Usage drop-down box in the Federal Taxability subtask of the Deductions screen. This is an optional field.

Line 3

Enter up to six alphanumeric characters to be used as a description for Line 3 in Box 14 of the W-2. The actual amounts that are associated with this line are determined by which deduction code(s) are assigned to Line 3 in the W2 Box 14 Usage drop-down box in the Federal Taxability subtask of the Deductions screen. This is an optional field.

Select Employees

List Mode

Select this checkbox to create non-contiguous selections. Begin by using the Range Option, From, and To fields to generate a contiguous selection. Once the selection is created, apply it to the list by selecting the Apply pushbutton. The selection now appears in the list box. You can repeat this as many times as necessary to create the desired non-contiguous selection list. To remove one of the contiguous selections, mark it in the list box and click on the Remove pushbutton. The order of the selections in the list box has no effect on the report sort order.

Range Option

Use this drop-down box to select the range option to include. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."

From

Enter, or use Lookup to select, the employee ID with which to start. If you selected the List Mode checkbox, select the Apply pushbutton.

To

Enter, or use Lookup to select, the employee ID with which to start. If you selected the List Mode checkbox, select the Apply pushbutton.

Apply

Select this pushbutton to add the employee IDs you have selected to the list of IDs to be used.

Remove

Select this pushbutton to remove any employee IDs you have selected.

Report Status

This non-editable field displays the printing status for this report.

Note:  If you print the report by selecting the Print button on the toolbar, the actual creation of the W-2 table will not take place. After printing the report, you will still be in the application, and the screen will have the "Report Printed" status displayed. You can then select the Process button on the toolbar, and the process will proceed.

When you change any of the print options or selection criteria after having printed the report, the Report Status field is updated, and the Process button is grayed-out. You will have to print the report again before the creation process will occur. If you select the Process/Print button on the toolbar after having changed a parameter, the report prints automatically as part of the creation process.

Process

When you first enter this screen, this button on the toolbar is grayed-out. If you select this button after having printed the report as part of this session (the button becomes available after printing), you will receive a message asking if you really intend to create. If you answer OK, the creation process will proceed.

Process/Print

You can select this button on the toolbar when you first enter this screen. If you do, you will receive a message asking if you really intend to create. If you answer OK the report prints with the creation following immediately.

After creating has begun, a "DO NOT INTERRUPT" message and a message showing records processed will display.

  1. The report that is printed from this process will show a listing of all employees for whom a W-2 will be created. Federal, social security, and Medicare information will also print.

  2. Read Payroll Special Topic PR-4, "W-2 Processing," for an in-depth outline of how information is obtained from the Employee Earnings table for creation of W-2s.

  3. You can view the information in the Edit W2s screen.

  4. Print the W-2 information on paper and review carefully. You can manually enter adjustments either in the Edit W2s screen or in the Maintain Employee Earnings screen. If you make adjustments in the Maintain Employee Earnings screen, you will have to recreate the W-2 table for the adjustments to be included. If you make adjustments in the Edit W2s screen, these adjustments will be lost if you recreate the W-2 table.

Report Sources

Deductions - DED_CD

Maintain Employee Earnings/ Contributions - EMPL_EARN_CNTRB

Maintain Employee Earnings/Deductions - EMPL_EARN_DED

Maintain Employee Earnings/Local - EMPL_EARN_LOCAL

Maintain Employee Earnings /Paytype - EMPL_EARN_PAY_TYPE

Maintain Employee Earnings - EMPL_EARNINGS

Employee Taxes - EMPL_TAX

Local Tax History - LOCAL_TAX_HS

Local Tax Tables - LOCAL_TAX_TBL

Pay Type Taxable - PAY_TYPE_TXBL

State Mag Media Settings (SUTA) - STATE_SUTA_RPTING

Box 13 W2 File - BOX_13_W2_FILE

Federal W2 File - FED_W2_FILE

Local W2 File - LOCAL_W2_FILE

State W2 File - STATE_W2_FILE

Taxable Entity - TAXBLE_ENTITY