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.
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.
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.
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.
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.
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.
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.
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.
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 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.
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."
Enter, or use Lookup to select, the employee ID with which to start. If you selected the List Mode checkbox, select the Apply pushbutton.
Enter, or use Lookup to select, the employee ID with which to start. If you selected the List Mode checkbox, select the Apply pushbutton.
Select this pushbutton to add the employee IDs you have selected to the list of IDs to be used.
Select this pushbutton to remove any employee IDs you have selected.
This non-editable field displays the printing status for this report.
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.
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.
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.
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.
You can view the information in the Edit W2s screen.
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.
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