Filing W-2 forms electronically

Before you begin

  1. Print W-2 forms to plain paper and confirm the accuracy of the information.
  1. If you file federal forms electronically, file those first so that all employees are filed, including those who work in states without state income tax.
  2. File state forms for each state separately. Do not file state forms for states without state income tax (for example, Texas or Washington).

To file W-2 forms electronically

  1. From the > Reports menu, click Government Reporting > Form W-2.
  2. Multi-company only. Select a company.
  1. In the Year field, type the year for the forms you want to file electronically.
  2. For print option, select e-Filing.
  3. Enter information as follows:
For Do this

Print order

Click an option to file the forms in order of employee last name, first name, Social Security Number, or by department (which files forms by employee last name within each department).

State

To print state information on the W-2 form, select the state.

If you leave the No State option in the field, no state information appears on the form.

State ID

Multi-company only. For state taxes, Ajera automatically enters the ID entered in the Tax ID field on the tax setup ( > Setup > Company > Payroll Setup > Tax). You can change this.

Employee

If you leave this field blank, you file W-2 forms for all employees.

To file the form for only one employee, click the (more) button and select the employee. The Employee List window includes all active and inactive employees with a termination date later than 10/31 of the previous year.

Starting control number

Enter a number to identify the first form that is filed. Ajera then increments this number by one on each subsequent W-2 form.

If you file your W-2 forms in batches, start each batch with a unique number to eliminate duplicate account numbers (for example, enter 1001 for one batch and 2001 for another batch).

If this field is blank, Ajera automatically enters 1 as the starting number.
  1. If you withhold for local taxes, you can file up to two local taxes on a W-2 form. For example, in addition to federal and state tax, you also withhold amounts for a county income tax and/or a city income tax.
  • Select the check box to the left of the Local Line 1 field. Click the (more) button and select the local tax you want to file.
  • To print a second local tax, select the check box to the left of the Local Line 2 field. Click the (more) button and select the local tax you want to file.
Note:

If the local tax does not appear in the Tax List window, from > Setup > Company > Payroll > Taxes, select the tax and click the Edit button. In the W-2 form boxes 10-20 field, select Box 18-19 Local 1 or Box 18-19 Local 2.

To accumulate and file an amount for all local taxes on one line on the W-2 form, select the check boxes for the Local Line 1 and/or Local Line 2 fields but leave both fields blank.
Note:

Box 14 is limited to 14 characters. Combined, the description and amount cannot exceed 14 characters.

  1. Click Send.

The Ajera e-Filing Log In web page on the Nelco website appears.

  1. Follow the on-screen instructions to create a new account or log into an existing account.
  2. Submit your W-2 information to Nelco. They create the W-3 for you and submit your W-2s (with the W-3) to the federal or state government. For a fee, Nelco can also print and mail the forms to your recipients - or you can print the forms from Ajera and mail them yourself.
  3. To check on the status of your submission or to complete an incomplete submission, do one of the following:
  • From the > Setup menu, click Company > Government Reporting > Form W-2 > e-Filing option and click the Status button.
  • Go to the Ajera e-Filing Log In web page on the Nelco website and log into your account.