CREATE W-2 TABLE

Use this screen to create W-2s using the information from the Employee Earnings table. Before beginning this process, review the W-2 Processing topic. You must create W-2s in this screen before you can print them.

Before creating the W-2 table, you must post, review, and finalize the year's earnings. After creating the W-2 table, you can modify it on the Manage W2s screen; note that if you re-create the W-2 table after editing, the edits are lost. You can create the W-2 table and print W-2s before or after closing the payroll year, and you can do it any number of times. 

This screen contains functionality that allows you to compute and report multi-state withholding taxes, based on the tax regulations specific to each state.

Location

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.

Selection Ranges

Use this group box to determine the taxable entity for which you want to process W-2s, as well as the payroll year. You can also enter your NJ-SDI PP #, if applicable.

Taxable Entity

Option

This field always displays One.

Start

Enter the ID of the taxable entity for which you want to process, or click to select the taxable entity. This is a required field.

Payroll Year

Option

This field always displays One.

Start

Enter the payroll year for which W-2s are processed. You can enter numerous payroll years for the same taxable entity, and you can save each as a separate record with individual parameters.

Employee

Option

Use this drop-down box to select the range option to include. Valid options are:

The default for this field is All.

Start

Enter, or click to select, the employee ID with which to start.

End

Enter, or click to select, the employee ID with which to start.

Non-Contiguous

Select this check box to create non-contiguous selections. Use the Employee Non-Contiguous Ranges subtask to make your selections.

Options

Box 14 Descriptions

Use this group box to enter the descriptions of the amounts that are printed in Box 14 on the W-2.

Line 1

Enter a description for Line 1 in Box 14 of the W-2. The actual amounts that are associated with this line are determined by which deduction codes are assigned to Line 1 in the W2 Box 14 Usage drop-down list on the Federal tab of the Manage Deductions screen. This is an optional field.

Line 2

Enter a maximum of six alphanumeric characters to be used as a description for Line 2 in Box 14 of the W-2. The actual amounts that are associated with this line are determined by which deduction codes are assigned to Line 2 in the W2 Box 14 Usage drop-down list on the Federal tab of the Manage Deductions screen. This is an optional field.

Line 3

Enter a maximum of six alphanumeric characters to be used as a description for Line 3 in Box 14 of the W-2. The actual amounts that are associated with this line are determined by which deduction codes are assigned to Line 3 in the W2 Box 14 Usage drop-down list on the Federal tab of the Manage Deductions screen. This is an optional field.

New Jersey Reporting

NJ-SDI PP#

Enter your New Jersey SDI Paid Provider number (NJ-SDI PP#) in this field, if applicable. This number appears below the state when W-2s are printed.

UI/HC/WD

Use this drop-down list to select how the New Jersey Unemployment Insurance/Health Care Subsidy/Workforce Development Program is generated. Valid options are:

Recreate W-2

Select this check box to recreate W-2s if W-2s already exist for the specified payroll year and taxable entity.

Sort  By

1st Sort

The only sort available at this time is Employee ID.

Create W-2s

You cannot click the arrow to the right of and select Create W-2s when you first enter this screen. This option is not available. If you select this option after printing the report as part of this session (the option becomes available after printing), you receive a message asking if you really intend to create. If you click OK, the creation process proceeds.

Print/Create W-2s

You can click the arrow to the right of and select Print/Create W-2s when you first enter this screen. If you do, you receive a message asking if you really intend to create. If you click OK, the report prints with the creation following immediately.

After creating has begun, a "DO NOT INTERRUPT" message and a message showing records processed displays.

Subtasks

Subtask

Description

Employee Non-Contiguous Ranges

Use the Employee Non-Contiguous Ranges subtask to select a non-contiguous range of employees to process.