Transcript W-2 Processing
Texas Skyward User Group Conference
W-2 Processing Part 1 and 2
Stella Mendoza
W-2 Processing
W-2 Processing Part 1 Preparing • • • Verifying Federal and State Information Allowing employees to Print W-2s Run W2 Audit • • • • • Part 2 Generating Forms, Files, and PDF Create Modify/Report W-2 Workfile Create W-2 Print file Print the W2 Create The W-2 Electronic file for Federal and State Create Individual W2 PDF file
Human Resources-Payroll-Year End Payroll-Calendar-W2 Processing = “RUN”
Information in this tab must match 941.
Can click on tab to move to next section or use “Prev” or “Next” buttons
Optional on Employer State Id but make sure you select State.
Step 1a (Optional) Allow Employees to Print W2 Electronically.
*Dates Tip: Click on ?
“Preview Notification” lists all requirements that must be listed on the Employee Notification letter.
Run a report of all who did not respond.
Report of Electronic W2 Responses
W2 Audit: Human Resources, Payroll, Reporting, W2 Audit, run.
Select Calendar Year. Empr Info.
Create.
Check Empr Infor and verify Employer Setup.
Ready to create file. Tip: Once create print report for when create the Actual W-2 processing. Skip to page 16.
Tip: Do not click on back button but click on save button to go back to W-2 Step by Step Process
Step 2 Create/Modify/Report W2 Work file
Three options to build your file: Add by selecting individual codes Add by selecting “W2 Info” Add by selecting “Decrease Fed Grps”
Will need to do the same to the benefit side. DD is the code to show medical benefits.
Click on the “? HELP” for information.
Once complete with “Deds-Bens” and Pays (Box11) run report
Verify.
Once complete report will generate. Tip: Will need to do report for FICA and Medicare. Select state and include FICA and Medicare exceptions.
Research errors. They will appear with ******
Once complete. View the W2 work file one more time before moving on.
To make corrects will need to go into “Modify Current W-2 work file”
Suggest to go through all reports in Step 2
Step 3 Create W2 print Files
Two options: Will not print W-2 for those who chose electronic Override and print all W-2’s
How will you like your W-2’s printed.
Report will generate that will show how many are electronic and how many paper.
View W2’s and Extract copies.
Step 4 Print the W2s.
Install Fonts
Tip: In Print option select a range and not all at once. Reminder: Only those who choose paper will appear to be printed.
Step 4a Submit Files for Skyward W2 printing Services.
Step 5 Create the W-2 Electronic File for Federal and State. Which can be done in March.
Create W-2 Electronic Submission File.
Remember to include third party withholdings if the third party will not be sending their own W-2s.
View Electronic File Date/Time Stamps
Generated report
Step 6 Create Individual W2 PDF files.
This step can be done before Step 5 since you have until March for filing electronically.
Step 7 W2 Process Final Checklist. Here is were you will allow employees to print their W-2s and receive an email confirmation.
Report will be generated of those who registered to receive w2 electronically.
You will have the option to prepare an email to inform those that their W-2’s are ready.