Reporting to MULTIPLE states:

Creating federal file and state W-2 forms/files

 

 

 

You will process this option MULTIPLE times.

 

You should first process this option WITHOUT a state code for EACH G/L Company that had employee earnings this year in order to create a federal magnetic media file for each company.  If you have three G/L companies with earnings this year, then you will process this option three separate times WITHOUT a state code.

 

Later, after you have created a federal magnetic media file for each company, you will process this option again WITH a state code for EACH of the STATES within a G/L company that had employee earnings this year.  If a G/L company has earnings in two states, then you will process this option two times – once for each state code.

 

Example:  If a G/L company had employee earnings in two states, and another G/L company had employee earnings in five states, then you will process this option NINE times – twice for the two G/L companies (no state code used), and seven times – once for each State/GL company combination (using a state code each time).

 

 

When processing WITHOUT a state code, the system will NOT create a print file of W2s, and will NOT create a state electronic file, but WILL allow creation of a federal magnetic media file.

 

 

To begin, select the [End-of-Year] menu in the Pay and Bill library.  The screen will display:

 

    

 

Click [W-2 Forms].  Screen will display:

 

    

 

Company Number:

Defaults to 01.  To produce W-2 forms for another company, key the desired company number.

 

 

State Code:

Leave the state code BLANK.

 

 

Payment Year:

Enter the 4-digit year whose earnings you are printing.  (2013, 2014 etc.)

 

 

To continue, click [OK]. 

     OR

To cancel and return to main menu without processing W-2 forms, click [Exit].

 

 

If you select [OK] to continue, there will be a short delay, then the screen will display:

 

    

 

Screen images and examples in document may not reflect current law; always verify rates and figures with government officials and/or accounting professional.

 

If you have processed this option for this G/L Company/State/Year previously, then the system will display the last selections you made.  If you have not processed this option previously, then many, but not all, of the areas will be filled in for you, using data from the system set-up files. 

 

Make necessary corrections to existing data and enter the appropriate data in the remaining areas.

 

Remove any special characters.  SSA file specifications prohibit them.

 

 

Company Name:

Will display as it appears in the payroll system requirements file (Menu Maintenance, Item Payroll System Requirements).  Examine carefully for accuracy and make any necessary corrections.

NOTE:  Make certain that there are no commas, hyphens, # signs, apostrophes, etc. in your name.

 

 

Company Address (Street or PO Box):

Will display as it appears in the payroll system requirements file (Menu Maintenance, Item Payroll System Requirements).  Examine carefully for accuracy and make any necessary corrections.

NOTE:  Make certain that there are no commas, hyphens, # signs, apostrophes, etc. in your address.

 

 

Company Address 2 (Attn, Suite, or Room):

Will display as it appears in the payroll system requirements file (Menu Maintenance, Item Payroll System Requirements).  Examine carefully for accuracy and make any necessary corrections.

NOTE:  Make certain that there are no commas, hyphens, # signs, apostrophes, etc. in your address.

 

Company City:

Key the city for which you are processing this state report.  Examine carefully for accuracy and make any necessary corrections.

NOTE:  Make certain that there are no commas, hyphens, # signs, apostrophes, etc. in your city.

 

 

State:

Key the state for your company address.  Examine carefully for accuracy and make any necessary corrections.

 

 

Zip Code:

Key the zip for your company address.  Examine carefully for accuracy and make any necessary corrections.

 

 

Contact Name:

Key up to 27 characters of name the social security administration should contact with questions about this data.  Examine carefully for accuracy and make any necessary corrections.

 

 

Contact Phone:

Key the business phone number belonging to the contact name.  Examine carefully for accuracy and make any necessary corrections.

 

 

Contact Ext:

Key the extension number, if applicable.  Examine carefully for accuracy and make any necessary corrections.

 

 

Contact Fax:

Key a fax number for the contact person, if desired.  Examine carefully for accuracy and make any necessary corrections.

 

 

Contact Email:

Key a valid email address for the contact person, if desired.  Examine carefully for accuracy and make any necessary corrections.

NOTE:  If you select to notify via e-mail, you MUST key a valid email address for the contact person.

 

 

Federal Tax ID:

Will display as it appears in the payroll system requirements file (Menu Maintenance, Item Payroll System Requirements).  Examine carefully for accuracy and make any necessary corrections.

NOTE:  Make certain there are no hyphens or letters in this field or your federal ID will not be written to magnetic media correctly.

 

 

Other EIN:

If you have submitted forms for this same tax year under a different EIN than the one entered in the Federal Tax ID area, key the other EIN here.

 

 

Personal ID Number/User ID:

Key your User ID registered with the Federal Government.  The data will be retained from the last time this option was processed.  Examine carefully for accuracy.  Make any necessary corrections, or key the data if missing.

This number had previously been referred to as the PIN by the SSA Website.

NOTE:  The federal government requires that a User ID be included with W-2s being submitted on magnetic media.  You should already have registered for this User ID with the SSA.

 

 

FICA Gross Limit:

Defaults to the FICA gross limit from the FICA tax file (Menu PBMANT, Item FICA Tax Table).

NOTE:  If you print W-2s after you have begun a new payroll year and have already changed the limit for the new year in the FICA tax table, you will need to key last year's dollar limit here.  Any change made here does NOT affect Menu PBMANT, Item FICA Tax Table.

 

 

Employee File Name:

Examine carefully for accuracy.  Make any necessary corrections.

The current year file name is EMPMAS.

     OR

If you process this option AFTER processing ‘Copy and Rename’ and ‘Zero Figures’ you will need to change this file name to EMASxx (where xx = the last 2 digits of the W-2 year).

 

 

State File Name:

Examine carefully for accuracy.  Make any necessary corrections.

The current year file name is STLCTX.

     OR

If you process this option AFTER processing ‘Copy and Rename’ and ‘Zero Figures’ you will need to change this file name to SLTXxx (where xx = the last 2 digits of the W-2 year).

 

 

Employee Deduction File:

Examine carefully for accuracy.  Make any necessary corrections.

The current year file name is DEDUCT.

     OR

If you process this option AFTER processing ‘Copy and Rename’ and ‘Zero Figures’ you will need to change this file name to DEDUxx (where xx = the last 2 digits of the W-2 year).

 

 

Sort By Employee Office:

Defaults to no. 

     OR

To sort the W-2s by the branch office code that appears in the employee file, click once on the option to select (a checkmark will appear next to the selection).

NOTE:  Sort by employee office only if you do NOT plan to use a bulk mailer, and want each branch to mail/distribute their own W-2s.

 

 

Sort By Zip Code:  (check for bulk mailing)

Defaults to no. 

     OR

To sort the W-2s by employee zip code, click once on the option to select (a checkmark will appear next to the selection).

NOTE:  If you plan to use a bulk-mailing permit, you should select to sort by zip code by clicking once on the option to select (a checkmark will appear next to the selection).

 

 

W-2 Form Sequence:

The area defaults to sorting the W-2s in alphabetical order.  If you would rather print the W-2s in social security number order, click the circle to move the dot to this choice.

 

 

Before continuing, examine the screen carefully to make certain that the correct data has been entered.

 

 

To continue, click [OK]. 

     OR

To cancel and return to main menu without saving changes, click [Exit].

 

 

If you select [OK] to continue, the screen will display:

 

 

 

FOR BULK MAILING USERS ONLY

 

    

 

Leave this screen blank.

 

 

To continue, click [OK]. 

     OR

To return to the previous screen, click [Close].

      OR

To cancel and return to main menu without saving changes, click [Exit].

 

 

If you select [OK] to continue, there will be a short delay, then the screen will display:

 

    

 

Click [OK], the screen will display:

 

    

 

Key YES, press [Enter] to continue.  The screen will display:

 

     

 

Verify that there is NOT a state code displayed in the upper part of the screen.

 

    

 

Since the federal government requires that the federal W2 data be submitted electronically, do not choose to save to ‘system tape or disk’.

 

To create the federal W-2 file for electronic submission, select:

     Save to the system tape or disk:                 NO

     Save to the SkilMatch PC file server:            YES

 

To continue, click [OK]. 

     OR

To cancel and return to main menu without processing W-2 forms, click [Exit].

 

 

If you select [OK] to continue, there will be a short delay, then the screen will display:

 

    

 

We recommend that you move your cursor to the top left corner of the screen, click the SM2 symbol and make a print of this screen so that you have a copy of the ‘path’.

 

The file name is W2FDPBxxyy.txt

(xx=general ledger company number and yy=last two digits of the W-2 year being reported).

 

If the W-2 file is small enough that it can be copied onto a SINGLE PC disk, then the screen will display as it is shown above and only a single file will be created.  (Even though you cannot file by diskette, you will probably want to create a diskette for your own archives.)

 

 

If the W-2 file would NOT fit onto a SINGLE PC disk, then the system will create 3 or more files, and the system will additional verbiage:

     The following file can also be renamed to the name required

      by the government and sent online or as part of an e-mail.

         W2FDPBxxyy.txt

     The following files can also be renamed to the names

      required by the government and copied to PC diskettes.

         W2FDPBxxyy01.txt

         (xx=general ledger company number; yy=year being reported;

          01=diskette number 1)

         W2FDPBxxyy02.txt

         (xx=general ledger company number; yy=year being reported;

          01=diskette number 2)

The W2FDPBxxyy.txt is the complete file – ok for electronic submission, but is too large to fit on a single diskette.

The W2FDPBxxyy01.txt is the first portion of the file, and will fit on a diskette.

The W2FDPBxxyy02.txt is more of the file, and will fit on a diskette.

The system will create additional files, as necessary, until the entire file has been separated into sizes that will fit on diskettes.  The files will be numbered sequentially.

(Even though you cannot file by diskette, you will probably want to create diskettes for your own archives.)

 

 

Once you have made a print screen, click [OK] to continue.

 

You will need to create a federal file of W-2 data for each G/L company with earnings.  These files will be transmitted to the Social Security Administration.  Repeat these instructions for each G/L company that has employee earnings for this year.

 

 

 

State files and W-2 forms

After you have finished creating federal files for every G/L company, you will be ready to create a file of W-2 forms for each state, and optionally, magnetic media files to accompany the W-2s.

 

Click multi-state W-2s to move to the State processing.