PRW2SCN Payroll W-2 Information File Maintenance

W-2 Information File Maintenance

Application Overview

 The W-2 Information File Maintenance application should be run at the end of the year.

 This application allows the user to control what amounts are printed in Boxes 7, 14, 15, 16, 17 and 18 on the W-2 Form for each employee.  Box 7 is used if you have answered the restaurant flag in PR Setup as Y.

 

Run Instructions

 Select W-2 Information File from the pull down PR Maintenance window.  The following screen will then be displayed:

 

 

W-2 Information File Maintenance Entry Screen


The following options are available:

    • Select the desired mode from the W-2 Information File menu bar
    • Enter the data requested on the screen To return to the menu bar, press the ESC or F10 key.
    • To  leave this application, press X for EXIT when positioned at the menu bar.

    Entry Field Descriptions

    Name

    Type and Description

    1.  Employee No

    4 numeric digits (9999).

    The employee number cannot be zero.

    The employee's name will be displayed to the right of this field.

    In add, change and delete mode, press the F7 key for employee search by number or press the F8 key for employee search by name.

    2.  St Tax Code

    2 alphanumeric characters.

    This state tax code must be on the employee's record or the employee's multi state tax record to be valid.  This field cannot be left blank.

    Pressing the F1 key will display the valid state tax codes one at a time. 

    3.  Section 457 Plan Only ?

    Y or N.

    Answer whether or not the distribution to your employee was solely from a section 457 plan or also from a non-section 457 plan.

    Section 457 Plan

    8 numeric digits with 2 decimal places (999,999.99).

    Enter the amount of the distribution from a section 457 plan.

    Non-Section 457 Plan

    8 numeric digits with 2 decimal places (999,999.99).

    Enter the amount of the distribution from a non-section 457 Plan.  This field will only appear if field #3 is set to N.

    4.  Dependent Care Benefit

    8 numeric digits with 2 decimal places (999,999.99).

    Enter the total amount of dependent care benefits under section 129 paid or incurred by you for your employee including any amount in excess of the $5000 exclusion.  This information will print in Box 15 on the W-2 Form.

     

    5.  Fringe Benefits

    7 numeric digits with 2 decimal places (99,999.99).

    Enter the dollar amount of fringe benefits received by the employee for the year.  This field will default to the total amount of "Allowance" type permanent deduction/earning codes.  This information will print in Box 16 on the W-2 Form.

    6.  Box 17

         Line 1

         Line 2

         Line 3

    1 alphanumeric character.

    The valid descriptions are:

    A   -   Uncollected social security tax on tips

    B   -   Uncollected Medicare tax on tips

    C   -   Cost of group-term life insurance coverage over $50,000

    D   -   Section 401(k) contributions

    E   -   Section 403(b) contributions

    F   -   Section 408(k)(6) contributions

    G   -   Section 457 contributions

    H   -   Section 501(c) contributions

    J    -   Sick pay not includible as income

    K   -   Tax on excess golden parachute payments

    L   -   Nontaxable part of employee business expense reimbursements rates

    M   -  Uncollected social security tax on cost of group-term life insurance

             over $50,000 (former employers only)

    N   -  Uncollected Medicare tax on cost of group-term life insurance

             coverage over $50,000 (former employers only)

    The amounts for codes B and D will be automatically calculated and displayed to the screen.

    Desc 

     

     

    1 alphanumeric character.

    3 description fields.

    Amt

    8 numeric digits with 2 decimal places (999,999.99).

    3 amount fields.

    7.  Box 18

         Line 1

         Line 2

         Line 3

    5 alphanumeric characters.

    Enter the description and amount for each of the three lines.  This box is for any other information you wish to provide to your employee or any information that may be required by an individual state, such as OST.  Amounts for OST will be automatically calculated and displayed to the screen.

    Desc

    5 alphanumeric character.

    3 description fields.

    Amt

    7 numeric digits with 2 decimal places (99,999.99).

    3 amount fields.

    8.  Allocated Tips

    7 numeric digits with 2 decimal places (99,999.99).

    Enter the dollar amount of the tips to be allocated to this employee. 

    A response to this question will only be requested if the employer has been indicated as a restaurant in Payroll Setup.  If the employer is not a restaurant, this field will not be displayed.  This information will print in Box 7 on the W-2 Form.

    NOTE:  A maximum of three entries are supported for W-2 box 17 and 18.  If your organization requires more than three entries for these boxes you must issue a type written W-2 form for the additional entries to the employee.  Also, if you are entering information for a secondary state, you will be allowed to enter information for box 18 only.

    Screens



     

    W-2 Information File Maintenance


    Print/Create W-2 Forms

    Application Overview

     

    Print/Create W-2 Forms application should be run at the end of the year.  It provides all necessary income and withholding information on standard W‑2 forms. 

     

    The program will also allow the user to generate the (SSA) copy "A" information required by the Social Security Administration on magnetic media.  A file named W2REPORT will be created which can be copied to a diskette and sent to the SSA.  For more information on magnetic media reporting please read the booklet provided by the SSA titled "Diskette Reporting" Submitting Annual W‑2 Copy A Information to the Social Security Administration.

     

    Even though the government does not require that a subtotal form be printed if less than 41 forms are printed, the program does print it.

     

    If the printer runs out of forms while printing, put some plain paper on the printer and let it finish the run.  Then go back and find the last subtotal form that was successfully printed and reprint all W‑2 forms from that point on.

     

    If you have used multiple state or city tax codes for an employee, the information for the second state and/or city will print on the first W-2 Form.  Any additional state and/or city information will be printed for each tax code following the federal forms.  The state or city W-2 Form contains only state or city tax information.  The form does not contain any federal tax information.

     

    The federal W-2 Form will contain the default employee state and city tax information.

     

    A thorough understanding of the capabilities and purpose of the W-2 Information File Maintenance section of this manual is necessary prior to proceeding with Year-End W-2 Processing.


    Run Instructions

     

        Select Print/Create W-2 Forms from the pull down P/R Processing window.  The following screen will then be displayed:

     

     

    Print/Create W-2 Forms Entry Screen


     The following options are available:

      • Select the desired mode from the Print/Create W-2 Forms menu bar
      • Enter the data requested on the screen
      • If you select Print W‑2 Forms, you will be requested to: Please Mount W‑2 Forms On Printer. Mount the forms on the printer.  The forms we require come two pairs to a page with a page having the same dimensions as standard computer paper.  The form must be mounted so that printing begins with the first pairs of forms on the page.  (A subtotal form will be printed every 42nd form.  The IRS requires that this form be at the bottom of the page.  The program will comply with this requirement if the forms are mounted properly.)  Type:  DONE when this has been done.
      • Print as many alignment forms as necessary for the forms to be properly aligned.  One full page of forms will print for each alignment; this is two pairs of W‑2 forms.
      • If you select Create SSA Copy "A” W‑2 File, you will need to answer a number of questions that will be reported to the SSA.
      • Enter the starting and ending employee numbers.
      • You may exit the program by pressing the ESC or F10 key while positioned for entry of the starting employee number.  The program returns to the Payroll menu.

       To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.


      Entry Field Descriptions

       

      Create SSA Copy "A" W‑2 File

       

      Name

      Type

      Description

      Payment Year

      4 alphanumeric characters.

      This should be the year that the W‑2 information is being reported to the SSA.

      Employer Name                  

      44 alphanumeric characters.

      This should be the reporting companies name.

      Employer Address               

      35 alphanumeric characters.

      This should be the street address of the reporting company.

      Employer City

      20 alphanumeric characters.

      Enter the reporting companies city.

      Employer State

      2 alphabetic characters.

      Enter the 2 letter postal state code for the state.

      Employer Zip Code

      5 alphabetic characters.

      Enter the zip code for the reporting company.

      Employer Federal Id Number

      9 alphanumeric characters.

      Enter the reporting company's federal ID number.  You will not need to enter the hyphens.

      Employer 69 Number

      9 alphanumeric characters.

      Enter the numeric portion of the reporting company's 69 number only if the company is a section 218 state/local entity.

      Coverage Group (Cg)

      1 alphanumeric character.

      Enter the CG number if the reporting company is a state/local section 218 entity.

      Payroll Rec Unit (Pru)

      3 alphanumeric characters.

      Enter the PRU number if the reporting entity is a state/local section 218 reporting entity.

      Establishment No (Erp)

      4 alphanumeric characters.

      Enter the ERP number of the reporting entity if the company has submitted to the SSA a plan of locations, industrial activities, etc..

      Limitation of Liab Ind

      1 alphabetic character.

      The valid entry is L if the reporting entity is a section 218 state/local entity.

      Type of Employment

      2 alphabetic characters.

      Enter the type of entity that is being reported to the SSA.

      The valid entries are:

      R = Regular

      A = Agriculture

      H = Household

      M = Military

      Q = Medicare Qualified                   Government Employment

      X = Railroad

      Employee Name Code

      1 alphabetic character.

      The valid entries are:

      F = Employee First name first

      S = Employee Surname first

      Depending on how the names appear of the W‑2 will determine how this field is set.

      Computer Manufacture

      8 alphanumeric characters.

      Enter the name of the manufacture of the computer system that the copy "A" information is generated on.  i.e. IBM, Compaq, ETC..

       
      Print W‑2 Forms

       

      Name

      Type

      Description

      1. Starting Employee No.

      4 numeric digits (9999)

      Enter the staring employee number in the range you want to print, or press RETURN to default to All employees.

      2. Ending Employee No.

      4 numeric digits (9999)

      Enter the ending employee number in the range you want to print. It you entered RETURN above, this field will be skipped.

       


       

      Create Year-End W-2 Forms


       

       

      Create Year-End W-2 Forms


       

      Print/Create W-2 Forms


       




       

       





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