Printing Temp or Staff W-2s:

Create-A-Check Version 8.0

“Create-A-Check” (CAC) is a software interfaced with SkilMatch to allow printing of W-2s (as well as invoices, A/P checks, payroll checks, and more) using specific types of laser printers. You must purchase the CAC interface and SkilMatch staff must set it up for you before it will be active during your payroll. Special W-2 stock is required.

The SkilMatch program prints the employee W-2s, totals pages and employer copies in a single print file. The employee receives one W-2 “sheet” per state. The employee sheet includes 4 copies: Copy B (for federal return), Copy 2 (for state, city or local return), another Copy 2 (for state city or local return), and Copy C (for employee records). A “totals” page prints after the employee sheets. The employer copy prints 4 employee W-2s per sheet.

It is very important that you be aware of the number of W-2s your company ordered! There is no break between the employee and employer copies! If you ordered enough W-2s to print both the employee and employer copies, then you can simply load the W-2 forms and let them print. If you only ordered enough W-2s for the employee copies, and a few extra for replacement copies, then you must be careful that the extras are not used up on the employer copies!

SkilMatch customers are divided into 2 groups: those who lease space on the SkilMatch/E (SM/E) server, and those who own a server. Make certain before proceeding that you know your group. There is a separate set of steps for SM/E users.

If you are a SM/E user, click W-2DOWN to go to your instructions.

SkilMatch users who own their server will see the following screen:

Leave this screen as it is. Do NOT reply.

For instructions on how to print your checks using Create-A-Check, click SkilMatch 2 session.

W-2DOWN

SM/E customers (who lease space on the SkilMatch ASP server) will see the following screen:

Leave this screen as it is. Do NOT reply. Stop and do the following:

1) Go to your PC’s desktop and open the ES32 session, but do NOT sign on.

2) Look in the top right section of the ES32 session and write down the session name beside the word DISPLAY.

Leave the sign on screen displayed.

3) Sign on to another SkilMatch2 session or go a session already open

4) Get to a command line on the other session, key W2DOWN and click [OK].

The screen will display:

Company Number:

Key company number.

Temp checks or Staff checks:

Select Temp or Staff. Click [OK].

The screen will display:

If you used a state code when you processed W2 Forms option, key the state code that you used.

If you did NOT use a state code when processed the W2 Forms option, leave this area blank.

Key your response and press [Enter].

Are You Signed On To The PC Session Where The W-2 File Should Download:

Since you are NOT signed onto the ES32 session, key N and press [Enter].

The screen will display:

Do You Want To Cancel The Download:

To continue, key N and press [Enter].

The screen will display:

What Is The Workstation ID Of The PC To Receive The File:

Key the name of the ES32 display that you wrote down earlier and press [Enter].

The screen will display:

Go to your C: drive, and look in the CreateACheck folder and make certain that a file named W2yxxzz(where y equals T for temp or S for staff, xx equals the company number, and zz equals FD for federal or the state code you keyed earlier) does NOT exist on that PC.

Verify that a signon screen is still displayed on the ES32 session.

To continue, key Y and press [Enter].

There will be a momentary delay (the more W-2s you have, the longer the delay) and then the screen will display:

Did The File Transfer Properly:

At this time, you do not know if the file transferred properly. Leave this screen as it is. Do NOT reply.

Go to your C: drive, and look in the CreateACheck folder and make certain that a file named W2yxxzz (where y equals T for temp or S for staff, xx equals the company number, and zz equals FD for federal or the state code you keyed earlier) now exists on the PC.

If the file is there with today’s date and time, return to the session with the screen shown above and key Y. Press [Enter].

The screen will display:

Click [OK]. The screen will display:

Click [OK]. You will return to menu. You are ready to go to Create-A-Check and print the W-2s.

Printing W-2s using a SkilMatch2 session

1) Load W-2 stock in the laser printer.

2) Open Create-A-Check from your desktop.

Log in with your special Create-A-Check user ID and password.

The screen will display the last CAC option you used. The screen displayed below is set for “PRINT –Select items to Queue for Printing”. If your screen comes up with some other option, simply click PRINT from the list displayed across the upper part of your screen.

Now that your screen displays “Print – Select Items to Queue for Printing”, you should select the “Other” tab. Look in the left column under “Select Account”. Highlight the appropriate account.

The system will display one or more print files in the right hand box. Highlight the print file you wish to print, and click [Queue]. (If a print file has an extension of .BAK, you will NOT be allowed to QUEUE. The .BAK extension indicates the file has already been printed.) The screen will display:

The file you highlighted should now display in the bottom left box under “Queued Files”.

Click the [Print] button on the right side of the screen. The next screen will display:

Password:

Enter your CAC password again and click [OK].

The screen will display:

The screen will default to the printer normally used. This should be the laser printer that you previously loaded with W-2 stock. If it is not, use the drop down arrow to select the correct printer. Click [OK].

The screen will display:

Click [OK] whether or not the checks printed properly.

Note: Even if you click OK and they are not okay, you can reprint them from Create-A-Check.

You may or may not get a screen that reads:

The system will check for old print files.

If you would like the system to delete them for you, click [Yes].

OR

If you prefer to do your own cleanup, click [No].

The screen will return to:

Click [Cancel].

To complete the CAC process,

(1) Click the red X in the top right corner to close Create-A-Check.

(2) When the W-2s have finished printing, remove the W-2 stock from printer.