Payroll > Reports >

W2s

 

         

 

 

Overview

The W2s report allows you to print form W-2 for all or selected employees as well as the W-3 for your company. You can print on standard preprinted forms or on blank NELCO forms and reprint W-2s as needed.

 

This Help page contains the following sections:

Options

Edit List

Efile

Print W2's

Create File for Electronic Submission

Report

 

 

Options

Select the Calendar Year from which you wish to print W-2s. For Report Type select from the following options:

 

Edit List

Efile

Print W2s

 

You must specify the Federal Tax ID Number in Employer Information or the only Report Type you are able to select is the Edit List.

 

 

Edit List

The Edit List allows you to review your W-2 detail before generating the forms themselves. With this option selected pick your Sort Order: Alphabetical or Home Department.

 

For each employee the Edit List of W2s displays all box detail and state/county/local tax information.

 

Click the Run Report button to display a preview of your Edit List of W2s report. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print. Click Report Preferences on the blue bar above the report preview to return to Report Preferences. When finished click the Close Report button to return to the main Payroll page.

 

For information on adjusting an employee's W2 for Box 1, Box 16, or Box 3 and 5, refer to the Adjusting W2's page.

For information on adjusting an employee's W2 for Box 12 DD, refer to the Employer Paid Health Care Value page.

 

 

Efile

The Efile option allows you process your W-2s online using E-File. The new service files your Federal and State forms, mails W-2 forms to employees, and even emails links so individuals can access their forms online. Use the Employees filter if you want to run W-2s for certain employees. You can then enter or verify the information on the Company Info tab.

 

Click the Run Report button to display a window informing you that you will be redirected to manage your e-filing. A pop up window opens allowing you to log in or create an account to use E-File. Once logged in, follow the on-screen instructions to select and pay for services, use selected options (such as emailing employees a link to their W-2), and file your W-2s. The How to use E-file with Financials document is available for more detailed information concerning the E-File process.

 

Enable pop-ups from your site or the window for E-File will not display.

 

Click the Check Filing Status link to bring up the E-File site where you can check the filing status of existing submissions.

 

Print W2s

Once Print W2s is selected pick your Sort Order: Alphabetical or Home Department. For Form Type select from the following options:

 

Blank NELCO Forms: This option generates PDFs of NELCO forms for your W-2 and W-3 (if selected) and data only for the preprinted W-2A and W-3A form. If you select the option to Print Federal Copy A and W3 copy A to blank paper then all forms are generated as NELCO forms.

Preprinted Forms: This option generates PDFs of data only for preprinted forms.

 

Select the Form to Print:

 

Universal

2 up

3 up

4 up

4 down

 

Select if you want to Include W3 with W2s

 

If there are multiple companies with the same Federal Tax Id Number (EIN), you can check the Combine companies with the same EIN? check box.

 

Use the Employees filter if you want to run W-2s for certain employees. You can then enter or verify the information on the Company Info and W3 Contact Info tabs.

 

Company Info

Verify the company demographic information.

 

W3 Contact Info

Select the Kind of Employer: None apply, 501c non-govt, State/local non-501c, State/local 501c, or Federal govt. You can then enter the Contact Name, Email Address, Phone Number, Fax Number, and Signature Title for Form W-3.

 

 

Create File for Electronic Submission

Selecting the Create File for Electronic Submission option activates the Electronic File Info. tab. Fill out the options below before clicking the Run Report button.

 

User Id: The Social Security Administration (SSA) requires that you obtain a User ID (formerly known as a PIN number), which must be renewed each year. You may obtain your User ID by calling 1-800-772-6270 or by visiting their web page at http://www.ssa.gov/employer. You should also download the ACCUWage or ACCUW2C programs to verify that the data within the file is correct according to the SSA requirements.

Resubmitting your W2?: Select "Yes" or "No" from the drop-down list.

WFID: Enter the Wage File Identifier.

Contact Name: Enter the Contact Name for your organization.

Contact Email Address: Enter the email address for the contact person at your organization.

Phone Number: Enter your organizations phone number.

Contact Fax Number: Enter your organizations fax number.

Preferred Contact Method: Select whether you prefer to be contacted by "Email/Internet" or by the "Postal Service".

Company Terminated this Year?: Select "Yes" or "No" from the drop-down list.

Tax Jurisdiction Code?: Select the Tax Jurisdiction Code from the drop-down list.

 

 

Report

Click the Run Report button to be prompted to download or open a zip file containing PDF files of your W-2 report. You can then preview and print your forms as desired. When finished click the Close Report button to return to the main Payroll page.

 

 

Compiled on 1/24/2018 8:42:27 AM