The Social Security Administration (SSA) requires employers with more than 250 W-2s per employer ID number to report their W-2 data on magnetic tape or diskette. If this applies to you, you should obtain and read the current year's IRS publication regarding magnetic media requirements.
You will need to rename the data file created by this application to the IRS required file name "W2REPORT" (no extension), which can then be copied to a 3-1/2" diskette. Magnetic tape and the file format for 8" diskettes are not supported.
If your "W2REPORT" file will not fit on a low-density diskette (360K), use a high-density diskette (1.2Mb or 1.44Mb). If your file is larger than 1.2 Mb or 1.44Mb, you may want to contact Costpoint Technical Support for assistance with splitting the file. You can split the file as long as complete records are on one disk or another. (In other words, individual records within the file are not split but are kept whole.) If multiple diskettes are involved, the diskettes should be sequentially labeled, e.g., "1 of 3," "2 of 3," "3 of 3."
The Magnetic Media Report will automatically be printed each time you create the file in this screen. After running this program and reviewing the printed report, copy the file exactly as named above ("W2REPORT" - no file extension) to your diskette. This is the file that must be sent to the SSA. The information included in the file is identical to the printed W-2s. Do not send paper W-2s to the IRS if you are sending magnetic media. The Magnetic Media report gives totals for all W-2s, which may be useful, even if you are not filing on magnetic media. The file and report created should be kept as part of your permanent payroll tax accounting records. See the current IRS Publication for the current requirements.
Use this screen after printing and reviewing the W-2s. The source of the file is the W-2 Table (created by the Create W-2 Table screen). Currently, you must file Federal Mag Media by February 28th (or 29th) following the end of the year for which the information is being filed.
Enter the ID for the taxable entity for which you are reporting, or use Lookup to select the ID. This is a required field.
Enter the four-digit payroll year for which you are reporting. This is a required field.
If you used another EIN this payroll year, enter the former federal EIN reported this payroll year. This is an optional field. (This normally applies only if your company was merged with or bought out by another company.)
Enter the PIN assigned to the employee who is authorized to submit this file.
If this file is being resubmitted, enter the Wage File Identifier (WFID) from the notice sent to you by the Social Security Administration.
Select this checkbox if the business has terminated during this tax year.
Enter the magnetic media file name.
Select this button on the toolbar to print the report and create the file.
W2 File/Box 13 - BOX_12_W2_FILE
Box 12 Q, Y, Z for CYE 2005
Basic Employee Info - EMPL
Federal W2 File - FED_W2_FILE
State - STATE
Taxable Entity - TAXBLE_ENTITY