CREATE CTS W-2 FILE

Use this application to create a W-2 file for the tax year. You will submit this file to CTS.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.

Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Payroll Year

Enter the payroll year to be reported in this required field (for example, 2007). The application selects W-2 Edit Table records in accordance with the payroll year specified in this field.

File Type

You can submit a test file and/or a live file. Select from the options in this group box to specify the file type. The file type is reflected in columns 443-445 of the RA record.

Live

Select this option to create a live file (rather than a test file). If you select this radio button, columns 443-445 of the RA record will be populated with "LIV," indicating to CTS that the file is not a test file.

Test

Select this option to create a test file. If you select this radio button, columns 443-445 of the RA record will be populated with "TST," indicating to CTS that the file is a test file.

File Data

CTS specifications require that you provide certain information before running the application and submitting the data. Use this group box to provide the necessary data.

User ID

Enter the ID assigned to the employee who is authorized to submit the file in this required field.

Resub WFID

When a W-2 file must be resubmitted to the Social Security Administration (SSA), a notice is sent to the employer. In this field, enter the WFID value that displays on the notice sent by the SSA. You can enter up to six alphanumeric characters.

NJ UI/HC/WD

If you are reporting combined New Jersey Unemployment Insurance, Health Care Subsidy, and Workforce Development Program to be withheld, select the line in which the value should appear in box 14 of the W-2 from the drop-down list. Valid options are:

Reissued W-2

Select this check box if the W-2s are being reissued. This check box is enabled if you select the W-2 Print Customer check box.

Submitter Information

Submitting Company

Enter, or click

to select, the ID of the company that will receive notification from the Social Security Administration regarding data processing problems. This company must exist on the Configure Company Information screen in Costpoint General Ledger, and must be saved on the Manage CTS W-2 File Data screen.

Preparer Code

From the drop-down list, select the value that best describes who prepared the magnetic media file. Valid options are:

Contact Name

Enter name of the person who will receive notification from the Social Security Administration regarding data processing problems. You can enter up to 27 alphanumeric characters in this required field.

Phone Number

Enter the contact's phone number, including area code, in this field. You can enter up to 15 alphanumeric characters in this required field.

Phone Extension

Enter the contact's phone number extension, if applicable, in this field. You can enter up to five alphanumeric characters.

E-mail

Notification Method

From the drop-down list, select the preferred method of notification that the Social Security Administration should use when encountering data processing problems.

Customer Type

You must provide specific data in the file depending on the type of CTS customer you are. Use this group box to specify your customer type. If you are unable to determine your CTS customer status, please contact your CTS representative for additional information.

SeeMyW2 Customer

Select this check box if you are a SeeMyW2 customer of CTS, whereby employees are able to view their W-2s on a CTS website.

W-2 Print Customer

Select this check box if you are a W-2 Print customer of CTS. If you select this check box, you must assign a Secondary Company Name to all reported tax IDs on the Manage CTS W-2 File Data screen. Selecting this check box enables the Reissued W-2 check box and fields 1 through 5 in the W-2 Print Customer Alternate Sorts group box.

W-2 Print Customer Alternate Sorts

Field 1 - Field 5

The fields 1 through 5 in this group box are enabled if you select the W-2 Print Customer check box. Enter up to five alphanumeric characters in Fields 1 through 4 as alternate sort keys for the W-2s that CTS prints and ships back to you. Enter up to 10 alphanumeric characters as an alternate W-2 sort key in Field 5.

Output File

Use this group box to specify the output file information. Be sure that the file location and file name are correct before processing.

File Location