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: Local Tax Vendor Number to Include field Local Tax Reference Code to Include field Include Local Wages field Include Local Taxes field Additional Options section
Local Tax Vendor Number to Include	The Local Tax vendor number to include for RS records. When creating a local taxing agency W-2 electronic file, either of these fields must contain a value: Local Tax Vendor Number to Include Local Tax Reference Code to Include When creating an Ohio state file, leave these fields blank. This field displays when Include RS Records is selected.
Local Tax Reference Code to Include	The Local Tax reference code to include for RS records. When creating a local taxing agency W-2 electronic file, either of these fields must contain a value: Local Tax Vendor Number to Include Local Tax Reference Code to Include When creating an Ohio state file, leave these fields blank. The code must match the Reference Code on the Vendor tab of the Local Tax Codes page. The system checks the Municipal Code field in the first Local Tax table record containing that Reference code to determine if a local tax code is RITA, CCA, or neither. If the first two characters of the Municipal Code for that Local Tax table record are R0 or W0, the W-2 file is a RITA file. If the first two characters of the Municipal Code are CC, the W-2 file is a CCA file. This field displays when Include RS Records is selected.
Include Local Wages	Indicates whether to create an RS record in the W2 file for employees that have local wages greater than zero but zero local taxes on the W2 Processing - W2 Employee File Update page for the selected Tax Year and Federal Tax ID Number matching the Local Tax Vendor Number to Include and/or Local Tax Reference Code to Include.
Include Local Taxes	Indicates whether to create an RS record in the W2 file for employees that have local taxes greater than zero but zero local wages on the W2 Processing - W2 Employee File Update page for the selected Tax Year and Federal Tax ID Number matching the Local Tax Vendor Number to Include and/or Local Tax Reference Code to Include.
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: F - Federal Government S - State and Local Governmental Employer T - Tax Exempt Employer Y - State and Local Tax Exempt Employer (Default) N - None Apply

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:

You must submit files to a state authority other than your home state.
Your home state or the additional state has a custom format.

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.

Ohio employers can create W-2 electronic files for the following state's employees:

Indiana (IN)
Kentucky (KY)
Pennsylvania (PA)
West Virginia (WV)