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W-2 Distribution Management

W-2 Distribution Management

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Search for W2 Distribution Management or locate in Departments/NAV Payroll/Setup/W2 Distribution Management – All the Actions needed are in the ribbon.

 

Load W2 Employees – Provides a list of all employees with earnings in the current year. If there are blocked or terminated employees with earnings for the year they will show in this list. Once this list is loaded you can begin processing W2’s.

Email W2 to Employees – This feature will create password protected files that are sent by email to all employees that have the proper settings marked in their employee card. We suggest printing at least one copy of the W2 to a pdf prior to emailing. This way you can confirm that all copies needed are in the file. Once that is done you can process all the employees by email.

W2 Downloaded / Signed – This is only valid if you have Web portal. This will provide you with a list of employees that have downloaded their w-2 and signed it digitally if required.

Electronic W2 File Setup – State Specific Filing setup.

W2 Report – Provides multiple ways to print W2’s.

 

Line flags:

Paperless W2 Opt-in: This is located on each employee’s card. Administration tab.

Printed: Once W2 is printed this will show checked if the option in the W2 report ‘Set Printed to True in W2 Dist.’ is set to true when running the W2 report

Sent via Email: Will populate if W2’s are emailed

Downloaded from Self-Service Web Portal: This will be populated when employees access the portal and download their W2

Signed via Self-Service Web Portal: This will be populated when employees access the portal, download, and sign their W2 if required.

Distribution Completed: This will be populated if any of the other options are filled in. It allows for quick filtering to see who is completed.

 

PRINTING FORMS

Introduction:
The W-2 report will print W-2s in either the official 2-forms-per-page scannable format that is required if you are sending the forms into the Social Security Administration, or they will print in the 1-form-per-page format that corresponds with the downloadable PDF W-2. You can download the appropriate for at this URL: https://www.irs.gov/pub/irs-pdf/fw2.pdf
The one form per page format can be given to the employees if you submit the electronic W-2 file to the SSA (Social Security Administration) via BSO (Business Services Online). You can register to submit the W-2 electronic file at this URL: https://www.ssa.gov/bso/bsowelcome.htm

It is HIGHLY recommended that you compare this year’s W2 to a previous year’s W2.

Any State and Local taxes with special reporting requirements will need to be verified that they are appearing on the W2 as expected.

When printing there are two formats available.

  • 1 form per page with layout – no additional form purchase needed.
  • 4up form – requires the purchase of 4up preprinted W2 forms, the front is preprinted with 4 W2 forms, the back is preprinted with instructions

1 form per page with layout

All forms can be printed for all employees or just one depending on the filter you pick.
The Pages to print are as follows:
Copy 1 – For State, City, or Local Tax Department
Copy B – To Be Filed with Employee’s Federal Tax Return
Copy C – For Employee’s Records
Copy 2 – To Be Filed with Employee’s State, City, or Local Income Tax Return.
Copy D – For Employer

When you select the W2 Form to print it will update the Pages to Print tab with the correct check boxes.

 

4up Form

  • Requires the purchase of 4up preprinted front and back form
  • If you print the 4up form and there are multiple states it will print multiple forms for the same employee with only the 1st form showing the federal information
  • When printing the 4 up form you may need to adjust the print down you can do this by selecting either 1/32 inch or 1/16 inch. Which can be done in the options Tab. Adjust Numbers Down:
  • With the 4up form you have the option to Collapse Multiple Local taxes: When this option is selected MULTIPLE will be displayed when there is more than one local tax so that it will fit on one form. Unchecked it will print an additional form for each locality with taxes. On the second form printed the Federal numbers will not be printed.

If you choose to use the W2 Distribution Manager, you will want to put a check in the Box Set Printed to True in W2 Dist so that those employees show as ‘Printed’ in the W2 distribution list

Once you are ready be sure to print all forms to a PDF first. Then print from the PDF on blank paper or the preprinted forms depending on the layout you have selected.

Click the “Send to” button, choose “PDF Document,” then click “OK” to create the PDF file. The PDF file will have standardized spacing making the information fit correctly on the forms regardless of the local printer settings. Once your PDF is created, simply open and print onto the W-2 forms.

Printing the Employer Copies:

To print the employer copies to PDF for your records, you will want to follow the same steps but scroll down to “Pages To Print”. Toggle off all the options except for Copy D. You will then click the “Send to” button, choose “PDF Document,” then click “OK” to create the PDF file. This can then be saved off for your records.

E-MAILING W2’s

There is a small amount of setup that needs to be done prior to emailing forms.

  • Employee Maintenance
    • The employee email address must be filled in on the Employee Card.
    • You will also want to select Paperless w2 Opt-in.

 

  • SMTP Setup
    • SMTP Mail Setup must be setup before W2’s can be sent.
    • If you are on premises you can do this in the Payroll Setup. If you are online you must put them in the SMTP Mail Setup.

  • Password Protect
    • Navigate to Payroll Setup/Additional Setup and be sure that Password Protect PDF Email Attachments is selected. This is used for both Check Stubs and W2’s. The Password will be social security number without any dashes.

 

  • Publishing W2s on the Web Portal – This option will save the W-2’s to the Payroll Files Table. So that it is accessible by the web portal.
    • The delimiters in the payroll settings must be setup for documents to show in the employee’s card.
    • Employee No. Prefix: ^
    • Employee No. Suffix: ^
    • If they are not filled in, we suggest using the ^ symbol as it is not as common. You will not be able to use /, or *. The delimiter must be a character that is not found anywhere else in the file name

 

    • You can save to Employee Files while you are printing or creating the Electronic File.
    • Be sure to check the box Save to Employee Files.

    • Once printed you can navigate to Departments/NAV Payroll/Setup/Administration/Payroll Files
      to confirm they have been saved. These will then show on the Employee’s page of the Web Portal.

 

  • W2 Downloaded / Signed
    • This is only valid if you are using the Web Portal.
    • The W2 File Name Prefix must be filled in so that it knows which document to look at.
    • You can locate the prefix by navigating to Departments/NAV Payroll/Setup/Administration/Payroll Files.
    • In this example the prefix would be W2 do not put a * or any other character at the end of the prefix.

    • The report will evaluate the employee documents and see if the W2 has been downloaded, signed, or both. The appropriate boxes in W2 distribution managements will be set to true for the employees that have Downloaded and/or signed the document via the portal.

 

    • You can see the actual signature by navigating to the Employee Card/Navigate/Employee Signature/Download List.
      This shows that the employee has downloaded their W2.
    • This is the file that has the signature attached. By selecting Edit you will be able to see the file.

    • The W2 distribution management tab will automatically be filled in according to what process you are running.

 

  • Electronic Filing W2 – Federal – the electronic file is in the SSA format by default, no additional settings need to be entered.

    • Enter the year you want to print W2’s for in the Year Box.
    • Then select Export to W-2 Electronic File. This will bring up the EFW2 Export Request this data needs verified prior to exporting.

  • Electronic Filing W2 – States
    • Individual states require different settings. We have prepared a separate document with instructions for individual State filing. All the state settings can be put in the Electronic W2 File Setup table
    • Select W2 Report
    • If you do not have the additional document regarding state filing, please request it.

 

  • Submitter Record:
    Fill in the following fields:

    • Social Security Administration User ID:
      Enter the eight-character BSO User ID assigned to the employee who is attesting to the accuracy of this file. See Section 5 for Further information concerning the difference in using the BSO User ID as a signature and using the BSO User ID to access BSO.
    • Preparer Code: Enter one of the following codes to indicate who prepared this file:
      A = Accounting Firm
      L = Self-Prepared,
      S = Service Bureau
      P = Parent Company
      O = Other
      Note: If more than one code applies, use the code that best describes who prepared this file – normally code L should be select
    • Resubmission – Only check if you are resubmitting the electronic file for a second time.
    • Resub WFID: Enter the WFID displayed on the notice SSA sent you otherwise you can skip this field

    • Company & Submitter information will pull from the Company Information Page.
    • The contact information will pull from the Payroll Setup – Tax Form Setup

  • Employer Record:
    • Tax Year is filled in on the prior screen:
    • Agent Indicator Code: If applicable, enter one for the following (normally this is not needed):
      • 1 = 2678 Agent (Approved by IRS)
      • 2 = Common Paymaster ( A corporation that pays an employee who works for two or more related corporations at the same time.)
      • 3 = 3504 Agent
    • Note: Review Section 2.1 Agent Determination in Specification for Filing Forms W-2 Electronically before entering 1,2 or 3 in this field. If more than one code applies, use the one that best describes your status as an agent. Otherwise, fill with a blank.

    • Kind of Employer (default is N):
      • N = None apply
      • T = 501c non-govt (Tax Exempt Employer)
      • S = State/local non-501c (State and Local Governmental Employer)
      • Y = State/local 501c (State and Local Tax Exempt Employer)
      • F = Fedal govt (Federal Government)

 

    • Employment Code (default is R):
      • R = Regular (all others) (Form 941)
      • M = Military (Form 941)
      • A = Agriculture (Form 943)
      • F = Regular (Form 944)
      • X = Railroad (CT-1)
      • H = Household (Schedule H)
      • Q = Medicare Qualified Government Employment (Form 941)

 

    • Tax Jurisdiction Code:
      • Blank
      • P = Puerto Rico
      • V = Virgin Islands
      • G = Guam
      • S = American Samoa
      • N = Northern Mariana Islands

Once all information is filled in on the EFW2 Export Request – select validate Request this will help to make sure the form is filled out properly. If there is additional information needed you will receive an error message letting you know. Select OK

When creating the file to export, CLEAR ALL in the W2 format to Print. This will eliminate a W2 preview prior to creating the electronic file. Then, select Preview-this will create the electronic file.

Sample file:

 

Questions / Resources

If you have questions or comments, please email support@integrity-data.com

If you would like to search for information and resources for Integrity Data products, check out the following sites:

Last Review: 11/18/2021 – Revision: 0.0

Applies To: Tax Filing

Keywords:  W-2

Categories: Tax Filing

KB15-027

 

 

 

 

 

 

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