in the File Location field to select the alternate file location to which you want to save the file. If you choose the second option, leave the File Location field blank when you export the file.The Social Security Administration (SSA) requires employers with more than 250 W-2s per employer ID number to report their W-2 data on magnetic tape or diskette. If this applies to you, obtain and read the current year's IRS publication regarding magnetic media requirements.
You must rename the data file created by this application to the IRS required file name W2REPORT (no extension), which can then be copied to a 3-1/2" diskette. Magnetic tape and the file format for 8" diskettes are not supported.
If your W2REPORT file does not fit on a low-density diskette (360K), use a high-density diskette (1.2Mb or 1.44Mb). If your file is larger than 1.2 Mb or 1.44Mb, you may want to contact Costpoint Technical Support for assistance with splitting the file. You can split the file as long as complete records are on one disk or another. (In other words, individual records within the file are not split but are kept whole.) If multiple diskettes are involved, the diskettes must be sequentially labeled, for example, "1 of 3," "2 of 3," "3 of 3."
The Magnetic Media Report automatically prints each time you create the file in this screen. After running this program and reviewing the printed report, copy the file exactly as named above (W2REPORT — no file extension) to your diskette. This is the file that must be sent to the SSA. The information included in the file is identical to the printed W-2s. Do not send paper W-2s to the IRS if you send magnetic media. The Magnetic Media report gives totals for all W-2s, which may be useful, even if you are not filing on magnetic media. The file and report created must be kept as part of your permanent payroll tax accounting records. See the current IRS Publication for the current requirements.
Use this screen after printing and reviewing the W-2s. The source of the file is the W-2 Table (created by the Create W-2 Table screen). Currently, you must file Federal Mag Media by February 28th (or 29th) following the end of the year for which the information is being filed.
in the File Location field to select the alternate file location to which you want to save the file. If you choose the second option, leave the File Location field blank when you export the file.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.
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.
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
This field always displays One.
In the field to the right, enter the ID for the taxable entity for which you are reporting, or click to select the ID. This is a required field.
This field always displays One.
In the field to the right, enter the four-digit payroll year for which you are reporting. This is a required field.
Currently, the only sort available is Employee Name.
Enter the magnetic media file name.
Enter the location of the files you are exporting. There are two ways to do this:
In the File Location field, enter, or click to select, the alternate file location where you want to store the export file. Alternate file locations are set up on the Manage Alternate File Locations screen.
or
Leave the File Location field blank. When you execute this application, the export file is saved to the Costpoint database. Use the Export Files application to retrieve it and save it to a location on the network.
If a file with the same name as the one you are creating already exists in the file location, select this check box to overwrite it.
If you used another EIN this payroll year, enter the former federal EIN reported this payroll year. This is an optional field. (This normally applies only if your company merged with or was bought out by another company.)
Enter the user ID assigned by the SSA to the employee who is authorized to submit this file.
If this file is being resubmitted, enter the Wage File Identifier (WFID) from the notice sent to you by the Social Security Administration.
Select this check box if the business terminated during this tax year.
Click 
to print the report and create the file.