Transcript Payroll - W-2 Processing

Payroll - W-2 Processing
FREEDOM SYSTEMS
PAYROLL – W-2 PROCESSING WEBINAR
POWERPOINT PRESENTATION
YOU MAY DOWNLOAD THIS FILE TO RUN ON YOUR
WORKSTATION
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Payroll – W-2 Processing
Step 1
Step 2
Step 3
Step 4
Step 5
Payroll
Program
Payroll
Program
Payroll
Program
Payroll
Program
Payroll
Program
• Complete Last Payroll of Year and Print
Quarterly Reports
• Run Year End Processing
• Review Income/Deduct/Match Definitions
• Create and Print W-2’s
• Create Federal File
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Payroll – W-2 Processing
Step 1a – Print Quarterly Reports
Before running the
Payroll Year End
Process, be sure
you have
completed all 2009
payrolls and printed
all quarterly
reports!
Select ‘Year End
Process’ from the
main menu.
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Payroll – W-2 Processing
Step 1b – Print Quarterly Reports
Make sure the
correct quarter is
listed in the site
parameters of your
program and then
print the desired
quarterly report(s).
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Payroll – W-2 Processing
Payroll Overview
Payroll
Program
Step 2
Payroll
Program
• Run Year End Processing
Payroll
Program
Payroll
Program
Payroll
Program
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Payroll – W-2 Processing
Step 2a – Run Year End Processing
Before running the
Payroll Year End
Process, be sure
you have
completed all 2009
payrolls and printed
all quarterly
reports!
Select ‘Year End
Process’ from the
main menu.
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Payroll – W-2 Processing
Step 2b – Run Year End Processing
2009
The ’Benefits
Statement’ is a one
page report per
employee and
summarizes municipal
contributions to
employee accounts
during the year.
‘Move Data To
History’ accomplishes
just that.
‘Clear Employee
Totals’ zeroes out all
MTD, QTD and YTD
totals for every
employee file and
carries forward leave
balances. This step is
irreversible.
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Payroll – W-2 Processing
Payroll
Program
Payroll
Program
Step 3
Payroll
Program
• Review Income/Deduct/Match Definitions
Payroll
Program
Payroll
Program
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Payroll – W-2 Processing
Step 3a – Review Inc/Ded/Match Codes
The W2 process
accumulates data
from check
histories based on
income and
deduction
parameters.
These parameters
are contained in the
income/deduction/
match setup and
should be reviewed
prior to W2
processing.
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Payroll – W-2 Processing
Step 3b – Review Inc/Ded/Match Codes
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Payroll – W-2 Processing
Step 3c – Review Inc/Ded/Match Codes
Review each
income, deduction
and match category
for the proper W-2
Box number and
letter.
Be sure to check
the pension and
insurance related
boxes if necessary
for retirement and
group life insurance
codes respectively.
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Payroll – W-2 Processing
Payroll Overview
Payroll
Program
Payroll
Program
Payroll
Program
Step 4
Payroll
Program
•Create and Print W-2’s
Payroll
Program
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Payroll – W-2 Processing
Step 4a – Create and Print W-2’s
The W- 2 Processing
Steps can be
accessed by clicking
‘W-2 Forms’ (or W-2
processing depending
on your version) from
the main menu.
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Payroll – W-2 Processing
Step 4b – Create and Print W-2’s
2009
The W-2 process is
run from this screen.
Verify the data in the
top half of the window
including the tax year,
FICA totals, form and
locality name.
THIS DATA IS
REFRESHED EACH
TIME YOU ACCESS
THIS MENU
SELECTION!
The buttons located in
the bottom half of the
window will complete
the process.
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Payroll – W-2 Processing
Step 4c – Create and Print W-2’s
The first step is to readd the ‘gross’
amounts for all
employees.
To do so, simply click
the RE-ADD GROSS
AMTS button.
You will receive a
confirmation message
upon completion.
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Payroll – W-2 Processing
Step 4d – Create and Print W-2’s
Next, re-add the W-2
boxes for all
employees.
To do so, simply click
the RE-ADD W-2
BOXES button.
You will receive a
confirmation message
upon completion.
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Payroll – W-2 Processing
Step 4e – Create and Print W-2’s
Next, decide which of
the three options to
use for completing the
‘locality name’
information on the W2’s.
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Payroll – W-2 Processing
Step 4f – Create and Print W-2’s
Option 1 – Update to
Locality as Shown
Above.
This will insert the
name found in the
‘Locality name’ field
found on this screen
into each W-2 for all
employees.
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Payroll – W-2 Processing
Step 4g – Create and Print W-2’s
Notice that BEST
PLACE has been
inserted into the
Locality Name field
(box 20)
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Payroll – W-2 Processing
Step 4h – Create and Print W-2’s
Option 2 – Update to
Local Tax ID in
Employee’s File
This uses the ‘local
tax’ code used for
each employee and
inserts the description
of that code into the
into the W-2’s. This
will result in a unique
entry for each
employee.
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Payroll – W-2 Processing
Step 4i – Create and Print W-2’s
Each employee must
have a ‘local tax’
deduction code used
in their employee file
The description of that
deduction will be
inserted into the
locality name (Box 20)
on the W-2’s.
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Payroll – W-2 Processing
Step 4j – Create and Print W-2’s
Option 3 – Update to
Employee’s Local City
Name.
This will insert the city
name found in each
employee’s
information file into
the W-2’s. This will
result in a unique
entry for each
employee.
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Payroll – W-2 Processing
Step 4k – Create and Print W-2’s
Option 3 uses the City
field .
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Payroll – W-2 Processing
Step 4l – Create and Print W-2’s
Notice that SPECIAL
PLACE has been
inserted into the
Locality Name field
(box 20)
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Payroll – W-2 Processing
Step 4m – Create and Print W-2’s
Next, you have the
option to edit W-2’s.
This allows you to
manually update the
W-2 information.
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Payroll – W-2 Processing
Step 4n – Create and Print W-2’s
This process can be
used to edit the
locality name, add
items to box 14, add
sick pay details, etc.
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Payroll – W-2 Processing
Step 4o – Create and Print W-2’s
After editing W-2’s,
we recommend
printing the W-2
register.
This will display the
data which will print
on the W-2’s and give
you the opportunity to
review before printing
the W-2’.
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Payroll – W-2 Processing
Step 4p – Create and Print W-2’s
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Payroll – W-2 Processing
Step 4q– Create and Print W-2’s
Finally, you are ready
to print W-2’s.
Make sure the correct
W-2 selection is listed
in the top half of the
window.
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Payroll – W-2 Processing
Step 4r – Create and Print W-2’s
Sample 2-up form
2-up – two copies on
a page
4-up – four copies on
a page
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Payroll – W-2 Processing
Payroll
Program
Payroll
Program
Payroll
Program
Payroll
Program
Step 5
Payroll
Program
•Create Federal File
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Payroll – W-2 Processing
Step 5a – Create Federal File
Electronic filling of
2009 W-2’s with the
federal government
needs to be done by
March 31, 2010
Select W-2
processing from the
main menu to begin
the process.
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Payroll – W-2 Processing
Step 5b – Create Federal File
Complete the
‘Additional Diskette
Parameters’ of this
window and then click
‘CREATE FED
DISKETTE’
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Payroll – W-2 Processing
Step 5c – Create Federal File
A file labeled
W2REPORT.TXT will
be created and stored
in the My Documents
folder on your
computer. This is the
file you will transmit to
the SSA.
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Payroll – W-2 Processing
Step 5d – Create Federal File
To electronically file
your W-2’s, go to
www.socialsecurity.gov
/employer and select
Electronically File Your
W-2’s .
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Payroll – W-2 Processing
Step 5e – Create Federal File
Log in using your
User ID and
Password
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Payroll – W-2 Processing
Step 5f – Create Federal File
Select Report
Wages to Social
Security
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Payroll – W-2 Processing
Step 5g – Create Federal File
Click I Accept to
continue
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Payroll – W-2 Processing
Step 5h – Create Federal File
Select the tab
labeled Upload
Formatted Wage
File
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Payroll – W-2 Processing
Step 5i – Create Federal File
Click Continue to
continue the
process
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Payroll – W-2 Processing
Step 5j – Create Federal File
Select New W-2s
and then Continue
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Payroll – W-2 Processing
Step 5k – Create Federal File
Browse to find your
file called
W2REPORTS.TXT
and then clock
SUBMIT to
complete the
process.
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Payroll – W-2 Processing
Recap
Step 1
Step 2
Step 3
Step 4
Step 5
Payroll
Program
Payroll
Program
Payroll
Program
Payroll
Program
Payroll
Program
• Complete Last Payroll of Year and Print
Quarterly Reports
• Run Year End Processing
• Review Income/Deduct/Match Definitions
• Create and Print W-2’s
• Create Federal File
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Payroll – W-2 Processing
THANK YOU FOR ATTENDING THE PAYROLL – W-2 PROCESSING
WEBINAR!
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