W2 Processing - Create W2 Electronic File
Use this option to create an electronic submission file for W2 records.
Refer to W2 Processing for more information.
Menu Path
From the Human Resources menu, select Periodic Routines. From the Year End menu, select W2 Processing.
Create the Electronic File
On the W2 Processing page, select Create W2 Electronic File.
The Tax Year field defaults to the Tax Year on the W2 Wizard: W2 Parameters page. Select a different year if required.
Refer to Field Descriptions, enter or select information in the required fields, and then select Accept.
In the Print dialog box, the name of the electronic file depends on the Media Type selected on the W2 Wizard: W2 Print Controls page.
The Media Type is always D - Disk/Electronic File.Select OK.
The Social Security submission file for processing is created. The default file name is w2report.txt.Select the Destination for the W-2 Edit file:
Select File to save the w2edit file in .rpt format.
Select Screen to save the w2edit file in .pdf format.
Select OK.
The W-2 electronic file detail report is created. The default file name is w2edit.rpt.
The detail report includes Social Security numbers and addresses as well as employees' gross wages, taxable wages, federal withholdings for income, Medicare, and Social Security taxes.Select the Destination for the W-2 Negative/Zero Amounts error log:
Select File to save the error log in .log format.
Select Screen to save the error log in .pdf format.
Select OK.
The W-2 Negative/Zero Amounts error log is created. The default file name is w2med_neg.log.Save the file and log.
Navigate to the folder containing the file and log.
Inspect the files. Update data if needed.
Repeat these steps until all the required data is included.
Transfer the W-2 file, without opening it, to the Social Security Administration for processing.
Field Descriptions
Electronic File Criteria
Field | Description |
|---|---|
Tax Year | The year for which the W-2 is filed. |
Federal Tax ID Number | The Employer Information Number (EIN) and the Control Number associated with the file being submitted. |
3rd Party Income Tax | The amount of income tax withheld by a third party, such as a sick pay vendor. |
Include RS Records | Indicates whether to include supplemental state and local reporting records in the W-2 file. When this option is selected, the following items display on the W2 Processing - Create W2 Electronic File page:
|
Central Registration Number | The eight-digit State central registration number to include for RS records. This field displays when Include RS Records is selected. |
Resub Indicator | Indicates if the file is being resubmitted. |
WFID Number For Resubmit | If the file is being resubmitted, enter the Wage File Identifier (WFID) from the Social Security Administration (SSA) notice. |
Employer Type | The employer type associated with the file being submitted. This field corresponds to the Kind of Employer field required in the file. Select:
|
Total MW506 Tax Reported | The total tax reported on all MW506 forms. This field displays when Include RS Records is selected. |
MW508 Representative Name | The name of the person authorized to certify MW508 filing. This field displays when Include RS Records is selected. |
MW508 Representative Title | The title of the person authorized to certify MW508 filing. This field displays when Include RS Records is selected. |
MW508 Representative Phone | The 10-digit phone number of the person authorized to certify MW508 filing. Omit dashes. This field displays when Include RS Records is selected. |
MW508 NAICS Code | The six-digit NAICS business code. This field displays when Include RS Records is selected. |
Additional Options
This section displays when Include RS Records is selected.
Field | Description |
|---|---|
Employee State Wages/Taxes Included | Indicates which state's employees should be included in the file. Refer to Neighbor State Employees for more information. |
Create State Format | Indicates an additional state's file format to include in the file other than the State on the W2 Wizard: W2 Parameters page. If you create electronic files for your home state only, leave this field blank. Select a state if both of these apply:
|
Neighbor State Employees
Employers can create W-2 electronic files for their home state and the bordering states where some employees may live and pay state taxes.
Maryland employers can create W-2 electronic files for Pennsylvania (PA) employees.