PAY 545 by tyndale

VIEWS: 9 PAGES: 12

									                                                                                         W-2c Processing
                                                                                       Section #: PAY 545




                      Click here to see the changes made to this document.

Description              The Social Security Administration requires employers to submit any
                         changes to employee W-2 information on a completed Form W-2c. This
                         checklist provides instructions on how to prepare W-2c data, audit W-2c
                         data and generate Form W-3c transmittal totals, and create W-2c print files.

                             I.          SET THE TABLE OPTIONS
   Path                  North American Payroll, Annual Processing, Define Annual Tax Reporting,
                         Tax Form Definitions

                                 Enter the following to access the page:
                                   Tax Form Identification: W-2c
                                   Effective Date: Select the W-2c form for the Tax Year to be
                                      updated.
                                   Correct History: ON
      Step 1                                         PAGE: TAX FORM DEFINITION

                                 Box group box
                                   Verify the W-2 settings for the same tax year in the W-2c fields.
                                      If fields are empty, populate with the values of the W2 form for
                                      the same calendar year.
                                 Save the page.

                                  II.      PREPARE W-2C DATA
General Information              The system automatically retrieves the most recently submitted W-2 or
                                  W-2c information for each employee record that you need to update.
                                  For each change, either a new amount or an increase or decrease to the
                                  current amount can be entered. If a new amount is entered, the system
                                  calculates the increase or decrease; if the increase or decrease amount
                                  is entered, the system calculates the new amount.
                                 NOTE: If the W-2c page is accessed in Update/Display mode, the
                                  fields are unavailable for data entry for a W-2c in a batch whose status
                                  is Closed. Data can be edited or entered in Update/Display mode for
                                  an existing W-2c in a batch with a status of Open. Access the page in
                                  Add mode to create a new Form W-2c.

          A. PREPARE W-2C DATA FOR A W-2 ISSUED IN TAX YEAR 2001 OR LATER
   Path                  North American Payroll, Annual Processing, Year End Forms & W2
                         Adjustment, Create W-2c US/Territories, Add a New Value

                                 Enter the following:
                                   Company: Institution number
                                   Calendar Year: Enter the Calendar Year to be corrected.
                                   EmplID: Enter the Employee ID number for the employee to be
                                      corrected.
                                   Tax Form Identification: W-2



Page 1 of 12                                                                Last Update Date: 11/30/07
                                                                         W-2c Processing
                                                                       Section #: PAY 545




                  Click on Add to access the page.

      Step 2                          PAGE: W-2C US/TERR DATA

                  Status: Verify Open. The Status definitions are:
                    Open: The record is part of a batch that has not yet been
                       processed.
                    Closed: The record is part of a batch that has been processed for
                       submission to the Social Security Administration.
                    Void: The record is not to be processed.
                  Batch#: The current batch number assigned by the system. Each time
                   the W-2c Process is run, the system increments this number by one and
                   assigns the new batch number to all W-2c records entered until the
                   next time the process is run.
                  The system displays the Name and Address information of the
                   employee whose W-2 or W-2c information is selected.
                    NOTE: When creating a W2-c for a year prior to 2001, a slash (/)
                      must be inserted immediately before the employee’s last name.
                      Example: John J. /Smith.
                  Control Number: blank
                  SSN: The Social Security number of the employee whose W-2 or W-
                   2c information is selected.
                  Statutory Employee: The page initially indicates the status of this
                   check box as reported on the employee’s original W-2 or most recent
                   W-2c. If this check box is clicked ON or OFF here, the system will
                   report the change on the Form W-2c.
                  Retirement Plan: The page initially indicates the status of this check
                   box as reported on the employee’s original W-2 or most recent W-2c.
                   If this check box is clicked ON or OFF here, the system will report the
                   change on the Form W-2c.
                  Third-party sick pay: The page initially indicates the status of this
                   check box as reported on the employee’s original W-2 or most recent
                   W-2c. If this check box is clicked ON or OFF here, the system will
                   report the change on the Form W-2c.
                  Comments: Click this button to access a Comments page, where you
                   can enter comments about an employee’s W-2c record. The comments
                   entered do not become part of the printed W-2c form, but they do
                   appear on the W-2c Data Audit Report.
                  W2 Info group box
                    Box: Enter or select the Form W-2 box to be updated.
                    Description: Verify the description from the Box selected above.
                    State: Select the State for state-specific information.
                    Locality: Select the Locality for locality-specific information.
                    Previous: The amount most recently reported in that box.
                    Corrected: This amount defaults from the Previous amount. If an
                      amount is entered here, the system calculates and displays the YE
                      W-2c difference amount.
                    YE W-2c difference: The default amount is zero. The Previous


Page 2 of 12                                                 Last Update Date: 11/30/07
                                                                               W-2c Processing
                                                                             Section #: PAY 545



                              amount may be increased or decreased by an amount entered here.
                              Precede decrease amounts with a minus sign. The system
                              calculates and displays the Corrected amount.
                          Save the page.

       B. PREPARE W-2C DATA FOR A W-2 ISSUED IN TAX YEARS PRIOR TO 2001
   Path               North American Payroll, Annual Processing, Year End Forms & W2
                      Adjustment, Create Prior 2001 W-2c, Add a New Value

                         Enter the following:
                           Company: Institution number
                           Calendar Year: Enter the Calendar Year to be adjusted.
                           EmplID: Enter the Employee ID number for the employee to be
                              adjusted.
                         Click on Add to access the page.
      Step 3                                 PAGE: PRIOR TO 2001 W2C

                         Status: Verify Open. The Status definitions are:
                           Open: The record is part of a batch that has not yet been
                              processed.
                           Closed: The record is part of a batch that has been processed for
                              submission to the Social Security Administration.
                           Void: The record is not to be processed.
                         Batch#: The current batch number assigned by the system. Each time
                          the W-2c Process is run, the system increments this number by one and
                          assigns the new batch number to all W-2c records entered until the
                          next time the process is run.
                         The system displays the Name, Address and Social Security number
                          information of the employee whose W-2 or W-2c information is
                          selected.
                         Comments: Enter comments about an employee’s W-2c record. The
                          comments entered do not become part of the printed W-2c form, but
                          they do appear on the W-2c Data Audit Report.
                         Statutory Employee, Deceased, Retirement Plan, Legal Rep, and
                          Deferred Compensation: The page initially indicates the status of
                          these check boxes as reported on the employee’s original W-2 or most
                          recent W-2c. If any of these check boxes are clicked ON or OFF here,
                          the system will report the change on the Form W-2c.
                         W2 Info group box
                           Box: Select the Form W-2 box to be updated.
                           Description: Verify the description from the Box selected above.
                           State: Select the State for state-specific information.
                           Locality: Select the Locality for locality-specific information.
                           Previous: The amount most recently reported in that box.
                           Corrected: This amount defaults from the Previous amount. If an
                             amount is entered here, the system calculates and displays the
                             Increase/Decrease amount.
                           Increase/Decrease: The default amount is zero. The Previous


Page 3 of 12                                                      Last Update Date: 11/30/07
                                                                                     W-2c Processing
                                                                                   Section #: PAY 545



                                 amount may be increased or decreased by an amount entered here.
                                 Precede decrease amounts with a minus sign. The system
                                 calculates and displays the Corrected amount.
                            Save the page.

                      III.       RUN THE W-2C AUDIT REPORT
General Information         The W-2c Data Audit report produces:
                              A detailed audit listing of each W-2c in the batch.
                              The W-3c totals used to complete the Form W-3c transmittal to be
                                 submitted to the Social Security Administration.
                            Use this report to review the data before generating the print file. The
                             W-2c Data Audit report may be run either for the most recent W-2c
                             batch or for a specific W-2c batch.

   A. RUN THE W-2C DATA AUDIT REPORT FOR A W-2 ISSUED IN TAX YEAR 2001 OR
                                  LATER
   Path               North American Payroll, Annual Processing, Year End Forms & W2
                      Adjustment, W-2c Audit Rpt US/Territories

                            Enter an existing or add a new Run Control ID to access the page.

      Step 4                                  PAGE: W-2C AUDIT US/TERRITORIES

                            US/Terr: US
                            Most Recent W-2c
                              ON: Processes the most recent batch.
                              OFF: Processes a specific batch. The W-2c Batch Number field
                                displays when this check box is clicked OFF, where you can enter
                                the desired Batch Number.
                            Click on Run to display the Process Scheduler Request page.
                              Server Name: Leave blank.
                              Type: Web
                              Format: PDF
                            Click on OK to run the process, which returns you to the W-2c Audit
                             US/Territories page.
                            Click on the Process Monitor link to display the Process List page.
                             Verify that the report has completed processing.
                            Click on the Details link to display the Process Details page.
                            Click on the View Log/Trace link to display the View Log/Trace
                             page.
                              Click on the Trace File link to review the sqr results.
                              Click on the tax921us.pdf link to display the W-2c Audit US/Terr
                                 report.

  B. RUN THE W-2C DATA AUDIT REPORT FOR A W-2 ISSUED IN TAX YEARS PRIOR TO
                                   2001



Page 4 of 12                                                            Last Update Date: 11/30/07
                                                                                    W-2c Processing
                                                                                  Section #: PAY 545




   Path                North American Payroll, Annual Processing, Year End Forms & W2
                       Adjustment, W-2c Data Audit Rpt Prior 2001

                           Enter an existing or add a new Run Control ID to access the page.
      Step 5                                 PAGE: W-2C DATA AUDIT REPORT

                           Most Recent W-2c
                             ON: Processes the most recent batch.
                             OFF: Processes a specific batch. The W-2c Batch Number field
                               displays when this check box is clicked OFF, where you can enter
                               the desired Batch Number.
                           Click on Run to display the Process Scheduler Request page.
                             Server Name: Leave blank.
                             Type: Web
                             Format: PDF
                           Click on OK to run the process, which returns you to the W-2c Audit
                            US/Territories page.
                           Click on the Process Monitor link to display the Process List page.
                            Verify that the report has completed processing.
                           Click on the Details link to display the Process Details page.
                           Click on the View Log/Trace link to display the View Log/Trace
                            page.
                             Click on the Trace File link to review the sqr results.
                             Click on the tax920au.pdf link to display the Prior 2001 W-2c
                                Data Audit report.
                      IV.      PROCESS THE W-2C PRINT FILE
General Information    The W-2c Print process generates the print file for printing the individual
                       W-2c forms. The current W-2c batch may be processed or a W-2c for any
                       number of specified employees may be reprinted.

                           NOTE: The IRS Business Services Online website offers the ability
                            to create, file, and print W2c and W3c forms. Permission has to be
                            granted by IRS to do so, but if the institution has permission to remit
                            W2 files through the IRS website, this feature is accessible as well.
                            Before the W2c and W3c may be created, the status of the W2 file
                            must be Completed.

  A. PROCESS THE W-2C PRINT FILE FOR A W-2 ISSUED IN TAX YEAR 2001 OR LATER
   Path                North American Payroll, Annual Processing, Define Annual Tax Reporting,
                       Tax Form Print Parameters

                           Enter the following to access the page:
                             Tax Form Identification: W-2c
                             Effective Date: Select the W-2c form to be printed.
                             Correct History: ON




Page 5 of 12                                                           Last Update Date: 11/30/07
                                                                           W-2c Processing
                                                                         Section #: PAY 545




      Step 7                        PAGE: TAX FORM PRINT PARAMETERS

                  Form Information group box
                      Form ID: Click on the > or the View All link to display LSR01.
                  Box Print Parameters group box
                    Change the Print Line and Print Column fields as required.
                  Save the page.
   Path        North American Payroll, Annual Processing, Year End Forms & W2
               Adjustment, W-2c US/Territories Print

                  Enter an existing or add a new Run Control ID to access the page.

      Step 8                        PAGE: W-2C PRINT US/TERRITORIES

                  US/Territory: US
                  Alignment Count: 0
                  Form Identification: LSR01
                  Employees per Page: 1
                  Process Current Batch: Select this radio button to process the current
                   batch.
                  Reprint Employee W-2cs: Select this radio button to reprint W-2c
                   forms for specific employees. The W2 Info group box displays.
                  W2 Info group box
                    EmplID (preferred): Enter the EmplID number for each
                      employee for whom a W-2c should be reprinted. Click on the + to
                      add a new row(s) as needed.
                    Most Recent W-2c
                       ON: Prints an employee’s most recent W-2c.
                       OFF: Prints an employee’s W-2c from a specific batch. The
                          W-2c Batch Number field displays when you click this
                          check box OFF, so you can enter the desired Batch Number.
                  Click on Run to display the Process Scheduler Request page.
                    Server Name: Leave blank.
                    Type: Web
                    Format: PDF
                  Click on OK to run the process, which returns you to the W-2c Print
                   US/Territories page.
                  Click on the Process Monitor link to display the Process List page.
                   Verify that the report has completed processing.
                  Click on the Details link to display the Process Details page.
                  Click on the View Log/Trace link to display the View Log/Trace
                   page.
                    Click on the Trace File link to review the sqr results.
                    Click on the tax920us.pdf link to display and print the W-2cs.
                        NOTE: Make any printer parameter adjustments as needed on


Page 6 of 12                                                  Last Update Date: 11/30/07
                                                                                W-2c Processing
                                                                              Section #: PAY 545



                                  the Tax Form Print Parameters page, as noted in Step 7, and
                                  rerun the W-2c Print process if necessary.

  B. PROCESS THE W-2C PRINT FILE FOR A W-2 ISSUED IN TAX YEARS PRIOR TO 2001
   Path               North American Payroll, Annual Processing, Define Annual Tax Reporting,
                      Tax Form Print Parameters

                         Enter the following to access the page:
                           Tax Form Identification: W-2c
                           Effective Date: Select the W-2c form to be printed.
                           Correct History: ON
      Step 9                               PAGE: TAX FORM PRINT PARAMETERS

                         Form Information group box
                             Form ID: Click on the > or the View All link to display LSR01.
                         Box Print Parameters group box
                           Make changes to the Print Line and Print Column fields as
                              required.
                         Save the page.

   Path               North American Payroll, Annual Processing, Year End Forms & W2
                      Adjustment, Forms Prior 2001 Print

                         Enter an existing or add a new Run Control ID to access the W-2
                          Print page.
                         Go to the W-2c Print page.
      Step 10                                     PAGE: W-2C PRINT

                         Alignment Count: 1
                           NOTE: The value in this field must be greater than zero.
                         Form Identification: LSR01
                         Employees per Page: 1
                         Process Current Batch: Select this radio button to process the current
                          batch.
                         Reprint Employee W-2cs: Select this radio button to reprint W-2c
                          forms for specific employees. The W2 Info group box displays.
                         W2 Info group box
                           EmplID (preferred): Enter the EmplID number for each
                             employee for whom a W-2c should be reprinted. Click on the + to
                             add a new row(s) as needed.
                           Most Recent W-2c
                              ON: Prints an employee’s most recent W-2c.
                              OFF: Prints an employee’s W-2c from a specific batch. The
                                 W-2c Batch Number field displays when you click this
                                 check box OFF, where you can enter the desired Batch
                                 Number.



Page 7 of 12                                                       Last Update Date: 11/30/07
                                                                                         W-2c Processing
                                                                                       Section #: PAY 545




                                Click on Run to display the Process Scheduler Request page.
                                  Server Name: Leave blank.
                                  Click the W-2c Print TAX920 check box ON.
                                  Type: Web
                                  Format: PDF
                                Click on OK to run the process, which returns you to the W-2c Print
                                 page.
                                Click on the Process Monitor link to display the Process List page.
                                 Verify that the report has completed processing.
                                Click on the Details link to display the Process Details page.
                                Click on the View Log/Trace link to display the View Log/Trace
                                 page.
                                  Click on the Trace File link to review the sqr results.
                                  Click on the tax920.pdf link to display and print the W-2cs.
                                      NOTE: Make any printer parameter adjustments as needed on
                                         the Tax Form Print Parameters page, as noted in Step 9, and
                                         rerun the W-2c Print process if necessary.

                            V.        REVIEW W-2C INFORMATION
   Path                     North American Payroll, Annual Processing, Year End Forms & W2
                            Adjustment, Review Year End Forms Combined

                                Enter the following to access the page:
                                  Search By: EmplID
                                  Beginning with: Enter the Employee ID number.
                                  Include History: ON
      Step 11                                    PAGE: YEAR END FORMS COMBINED

                                W-2 Status group box
                                    Click on the > or the View All link to locate the information for
                                     the appropriate Tax Year.
                                    Tax Form ID: W-2
                                    Process Flag: W-2c Issue
                                W-2 Details group box
                                  Review the employee Name and Address information.
                                W2 Info group box
                                    Click on the > or the View All link to review the W-2c
                                     information for each box.
                                 NOTE: Adjustments to the Name, Address and Amounts are made by
                                 going back through the W-2c process.

                      VI.       FILE THE W-2C DATA ELECTRONICALLY
General Information             Magnetic media has been eliminated as a filing method. The Social
                                 Security Administration (SSA) stopped accepting magnetic media
                                 submissions as of February 28, 2006.
                                NOTE 1: This process may only be used to submit W-2c corrections


Page 8 of 12                                                                Last Update Date: 11/30/07
                                                                                    W-2c Processing
                                                                                  Section #: PAY 545



                            to W-2 information for tax years 2001 and forward. It may NOT be
                            used to submit corrections to W-2 information for tax years prior to
                            2001.
                           NOTE 2: You can file Forms W-2c and W-3c electronically by
                            visiting the SSA's Employer Reporting Instructions and Information
                            website at www.socialsecurity.gov/employer, selecting Electronically
                            File Your W-2cs, and logging into Business Services Online. SSA's
                            Create Forms W-2c Online option allows you to create “fill-in”
                            versions of Forms W-2c and Form W-3c for filing with the SSA, and
                            to print out copies of the forms for filing with state or local
                            governments, distribution to your employees, and for your records.
                            Permission has to be granted by IRS to do so, but if your institution has
                            permission to remit W2 files through the IRS website, this feature is
                            accessible as well. Before the Forms W-2c and W-3c may be created,
                            the status of the W2 file must be Completed.

                           A.      SET THE TABLE OPTIONS
   Path                North American Payroll, Annual Processing, Define Annual Tax Reporting,
                       Electronic Parameters

      Step 12                          PAGE: ELECTRONIC REPORTING PARAMETERS

                           Verify that the Electronic Reporting Parameters information is correct.

                      B.        CREATE THE FEDERAL W-2C FILE
General Information    All W-2c batches for a tax year that have not been submitted previously
                       will be included in the W-2c file. Only W-2c records correcting W-2
                       information for one tax year can be processed at a time. Separate W-2c
                       files must be created for each tax year.

   Path                North American Payroll, Annual Processing, Year End Reporting, Create
                       Federal W-2c File US

                           Enter an existing or add a new Run Control ID to access the page.
      Step 13                             PAGE: CREATE FEDERAL W-2C FILE US

                           Balances for Year: Verify that the calendar year is correct. If the
                            calendar year is not correct, go to Annual Tax Reporting Parm page
                            (North American Payroll, Annual Processing, Define Annual Tax
                            Reporting, Tax Reporting Parameters) and change the Balances for
                            Year field to the calendar year being processed for W-2cs.
                           Rows ready for electronic file: Verify the number of rows to be
                            processed is correct.
                           Click on Run to display the Process Scheduler Request page.
                             Server Name: Leave blank.
                             Type: Web
                             Format: LP
                           Click on OK to run the process, which returns you to the Create



Page 9 of 12                                                           Last Update Date: 11/30/07
                                                                                  W-2c Processing
                                                                                Section #: PAY 545



                          Federal W-2c File US page.
                         Click on the Process Monitor link to display the Process List page.
                          Verify that the process has completed successfully.
                         Click on the Details link to display the Process Details page.
                         Click on the View Log/Trace link to display the View Log/Trace
                          page.
                           Click on the Trace File link to review the sqr results.
                           Save the file created to the desired directory as a text (.txt) file.
                           Rename the file to TAX922US.001, removing the .txt extension.
                           Copy the file to diskette and submit to SSA.

                C.       RUN THE FEDERAL FILE AUDIT REPORT
   Path              North American Payroll, Annual Processing, Year End Reporting, Federal
                     W-2c Audit US

                         Enter an existing or add a new Run Control ID to access the page.

      Step 14                            PAGE: FEDERAL W-2C AUDIT RPT US

                         Report Request Parameter(s) group box
                           Total Only
                              ON: Prints a report that includes only file details.
                              OFF: Prints individual employee W-2c detail.
                         Attached File group box
                           Click on Add to access the upload file capability.
                           Click on Browse and locate the W-2c file produced in
                              TAX922US.
                           Click on Upload to upload the file. The Federal W-2c Audit Rpt
                              US page will display.
                           Verify the name of file uploaded.
                         Click on Run to display the Process Scheduler Request page.
                           Server Name: Leave blank.
                           Type: Web
                           Format: PDF
                         Click on OK to run the process, which returns you to the Federal W-2c
                          Audit Rpt US page.
                         Click on the Process Monitor link to display the Process List page.
                          Verify that the report has completed processing.
                         Click on the Details link to display the Process Details page.
                         Click on the View Log/Trace link to display the View Log/Trace
                          page.
                           Click on the Trace File link to review the sqr results.
                           Click on the tax923us.pdf link to display and print the W-2C
                              Audit Report – Federal.
                         The totals from this report should reconcile with those from the W-2c
                          Audit report (TAX921US) in Step 4.



Page 10 of 12                                                        Last Update Date: 11/30/07
                                                                            W-2c Processing
                                                                          Section #: PAY 545




                    D.        SUBMIT THE MMREF-2 FILE
      Step 15           Submit the Federal W-2c File to the Social Security Administration.
                         Follow the SSA instructions for submitting W-2c data via electronic
                         filing.          These      instructions      may be  found      at
                         www.ssa.gov/employer/pub.htm, where you can locate the W-2c
                         instructions for the specific year of the file.
                        Information on using Form W-2c to correct errors can be found at
                         http://www.irs.gov/instructions/iw2cw3c/ar01.html.




Page 11 of 12                                                   Last Update Date: 11/30/07
                                                                                               W-2c Processing
                                                                                             Section #: PAY 545




                                     W-2c Processing Checklist

 Step    Complete                                             Description
   1.               Set the Table Options
   2.               Prepare W-2c Data for W-2s Issued in Tax Year 2001 or Later
   3.               Prepare W-2c Data for W-2s Issued in Tax Years Prior to 2001
   4.               Run the W-2c Audit Report for W-2s Issued in Tax Year 2001 or Later
   5.               Run the W-2c Audit Report for W-2s Issued in Tax Years Prior to 2001
   6.               Adjust Printer Parameters as Needed
   7.               Process the W-2c Print File for W-2s Issued in Tax Year 2001 or Later
   8.               Adjust Printer Parameters as Needed
   9.               Process the W-2c Print File for W-2s Issued in Tax Years Prior to 2001
   10.              Review W-2c Information
   11.              Make Adjustments to the W-2c Information as Needed
   12.              Create the Federal W-2c File
   13.              Run the Federal File Audit Report
   14.              Reconcile the Federal File Audit Report from Step 13 with the W-2c Audit Report from Step 4
   15.              Submit the Federal W-2c File to the SSA




Page 12 of 12                                                                   Last Update Date: 11/30/07

								
To top