This training presentation will be used if re-printing or Re-submission of W2 Information becomes necessary.

Transcription

1 This training presentation will be used if re-printing or Re-submission of W2 Information becomes necessary. 1

2 To re-print a W2 for select employees, you will want to start by creating a job class code for W2REPRINT. This will allow reprinting of only those employees updated with this code.

3 To setup a Job class code, select Job Class File Maintenance from the Setup tab of the payroll Main Menu.

4 Enter the Code you wish to use. Only a description is required, no other fields need to be completed. This code will then need to be updated to employees needing a reprint of w2. This code is entered on the priority position of the employee file maintenance Position screen. If you utilize job class codes, be sure to note the current job class so it can be re-established after completing the w2 reprint.

5 From the Reports tab, select W2-Forms

6 All information will be entered as you had entered in the original w2 printing with the exception of Employee Processing. For reprint you will now select Include by Job Class. Upon selection the next screen will be accessed.

7 Job Class Codes will be displayed in the left box of the screen. To select, click and highlight the code you setup for W2 RePrint and then click on the right arrow to select it. It will then appear in the right box of the screen. Once selected, you can accept close. The restart button will clear all entries and allow you to re-select.

8 You will be returned to the original W2 setup screen and you can then continue entry. The following options should be entered the same as you did for the W2 Forms processed as a group. The Sort By and Report By options default to Employee Name, but other sort options can be accessed by clicking on the down area. Enter the NUMBER OF TEST PATTERNS for alignment purposes. This will allow the system to generate the specified number of test patterns with X s instead of actual data on the W2 print file. 00 may be entered if this option is not needed. If applicable, ENTER or select from the lookup your THIRD PARTY SICK PAY BENEFIT If you have multiple local taxes, you can SUBTOTAL LOCAL TAXES BY CITY SEPARATELY ON W2 by selecting this option. The selections for Taxable Amounts Not Determined are used only for 1099-R reporting. The option SUMMARIZE W2 CODES FOR BOX 14, if selected will combine all amounts coded as the W2 description as one amount. If not selected all individual deduction amounts will be listed individually. Not summarizing like W2 codes may cause employees to receive more overflow W2 s.

9 Options for Payroll Type is only used for New Jersey clients. AMOUNT TO ADJUST STARTING PRINT LINE (00-90) appears for clients with laser printers. If you have a version for a line printer, these prompts will not display. The number 90 represents 1 line while 45 represents ½ a line. This allows an adjustment to be made when generating the W2 print file to move the printing up or down to fit properly on the preprinted W2 form. If using AcuPrint forms, this is not needed If using laser pre-printed forms, we suggest entering 00 and test printing a few forms to see if an adjustment is necessary. If an adjustment amount is entered greater than 00 ADJUST STARTING PRINT LINE allows options for UP OR DOWN. Once OK is selected, The W2 REPORT automatically generates and is located in the spooler (PRQW2RPT.999) We suggest you review and verify the W2 REPORT prior to printing W2 forms. PLEASE NOTE: New York state wages will not match the total state taxable wages on the W2 total page as New York requires that federal taxable wages be reported in Box 16. The W2 FORMS print file is located in the spooler as PRQ19RP1. Each time the W2 Forms are generated, this file is overwritten. When printing the W2 s to a laser printer, use the DIRECT/ACUPRINT print option from the spooler. 8

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