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 will create 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 will have to 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 in the State Taxes screen to be sure that you comply.
The State Magnetic Media Report will automatically be printed each time you create the file. You will need to 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.
Use this screen after the W-2s have been printed and reviewed. The source of the file is the W-2 Table (created by the Create W-2 Table screen).
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 Mag Media application will have to look to a new table, EMPL_EARN_STATE. The change will affect only one state, MA.
Enter the taxable entity ID for which you wish to report, or use Lookup to select the taxable entity ID. This is a required field.
Enter the four-digit payroll year for which you are reporting. This is a required field.
Enter the two-character state ID to be reported, or use Lookup to select the state ID. This is a required field.
If applicable, select the Box 14 line number used to specify the Combined NJ Unemployment Insurance, Workforce Development Program and Health Care Subsidy Withheld.
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 manufacturer of your computer, e.g., "IBM," "Sperry," "Compaq." This information is used for statistical purposes. This is a required field.
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 in this field.
Select this button on the toolbar to print the report and create the "W2RPTST.YY" file, where "ST" represents the two-character state abbreviation code, and "YY" represents the payroll year for which you are reporting. For example: If you are creating a file for the state of Virginia (VA) for payroll year 2001, the file name would be "W2RPTVA.01." You will then rename this file to the file name required by the state, such as "W2REPORT."
W2 File/Box 13 - BOX_12_W2_FILE
Basic Employee Info - EMPL
Federal W2 File - FED_W2_FILE
State Taxes - STATE_TAX_INFO
State W2 File - STATE_W2_FILE
State - STATE
Taxable Entity - TAXBLE_ENTITY