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Payroll - W-2 Processing
1Freedom Systems – Payroll – W-2 Processing
FREEDOM SYSTEMSPAYROLL – W-2 PROCESSING WEBINAR
POWERPOINT PRESENTATION
YOU MAY DOWNLOAD THIS FILE TO RUN ON YOUR WORKSTATION
Payroll – W-2 Processing
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Step 1
Step 2
Step 3
Step 4
Step 5
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 1a – Print Quarterly Reports
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Before running the Payroll Year End Process, be sure
you have completed all 2009 payrolls and printed
all quarterly reports!
Select ‘Year End Process’ from the
main menu.
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 1b – Print Quarterly Reports
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Make sure the correct quarter is listed in the site
parameters of your program and then print the desired
quarterly report(s).
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 2a – Run Year End Processing
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Before running the Payroll Year End Process, be sure
you have completed all 2009 payrolls and printed
all quarterly reports!
Select ‘Year End Process’ from the
main menu.
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 2b – Run Year End Processing
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The ’Benefits Statement’ is a one
page report per employee and
summarizes municipal contributions to
employee accounts during the year.
‘Move Data To History’ accomplishes
just that.
‘Clear Employee Totals’ zeroes out all MTD, QTD and YTD
totals for every employee file and
carries forward leave balances. This step is
irreversible.
2009
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 3a – Review Inc/Ded/Match Codes
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The W2 process accumulates data
from check histories based on
income and deduction
parameters.
These parameters are contained in the income/deduction/match setup and
should be reviewed prior to W2 processing.
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 3b – Review Inc/Ded/Match Codes
10Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 3c – Review Inc/Ded/Match Codes
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Review each income, deduction
and match category for the proper W-2 Box number and
letter.
Be sure to check the pension and
insurance related boxes if necessary for retirement and
group life insurance codes respectively.
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 4a – Create and Print W-2’s
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The W- 2 Processing Steps can be
accessed by clicking ‘W-2 Forms’ (or W-2
processing depending on your version) from
the main menu.
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 4b – Create and Print W-2’s
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The W-2 process is run from this screen.
Verify the data in the top half of the window including the tax year, FICA totals, form and
locality name.
THIS DATA IS REFRESHED EACH TIME YOU ACCESS
THIS MENU SELECTION!
The buttons located in the bottom half of the window will complete
the process.
2009
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 4c – Create and Print W-2’s
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The first step is to re-add the ‘gross’ amounts for all
employees.
To do so, simply click the RE-ADD GROSS
AMTS button.
You will receive a confirmation message
upon completion.
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 4d – Create and Print W-2’s
16Freedom Systems – Payroll – W-2 Processing
Next, re-add the W-2 boxes for all employees.
To do so, simply click the RE-ADD W-2 BOXES button.
You will receive a confirmation message
upon completion.
Payroll – W-2 ProcessingStep 4e – Create and Print W-2’s
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Next, decide which of the three options to
use for completing the ‘locality name’
information on the W-2’s.
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 4f – Create and Print W-2’s
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Option 1 – Update to Locality as Shown
Above.
This will insert the name found in the
‘Locality name’ field found on this screen into each W-2 for all
employees.
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 4g – Create and Print W-2’s
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Notice that BEST PLACE has been inserted into the
Locality Name field (box 20)
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 4h – Create and Print W-2’s
20Freedom Systems – Payroll – W-2 Processing
Option 2 – Update to Local Tax ID in Employee’s File
This uses the ‘local tax’ code used for
each employee and inserts the description of that code into the into the W-2’s. This
will result in a unique entry for each
employee.
Payroll – W-2 ProcessingStep 4i – Create and Print W-2’s
21Freedom Systems – Payroll – W-2 Processing
Each employee must have a ‘local tax’
deduction code used in their employee file
The description of that deduction will be inserted into the
locality name (Box 20) on the W-2’s.
Payroll – W-2 ProcessingStep 4j – Create and Print W-2’s
22Freedom Systems – Payroll – W-2 Processing
Option 3 – Update to Employee’s Local City
Name.
This will insert the city name found in each
employee’s information file into the W-2’s. This will result in a unique entry for
each employee.
Payroll – W-2 ProcessingStep 4k – Create and Print W-2’s
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Option 3 uses the City field .
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 4l – Create and Print W-2’s
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Notice that SPECIAL PLACE has been inserted into the
Locality Name field (box 20)
Payroll – W-2 ProcessingStep 4m – Create and Print W-2’s
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Next, you have the option to edit W-2’s. This allows you to
manually update the W-2 information.
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 4n – Create and Print W-2’s
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This process can be used to edit the
locality name, add items to box 14, add sick pay details, etc.
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 4o – Create and Print W-2’s
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After editing W-2’s, we recommend printing
the W-2 register.
This will display the data which will print on
the W-2’s and give you the opportunity to review before printing
the W-2’.
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 4p – Create and Print W-2’s
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Payroll – W-2 ProcessingStep 4q– Create and Print W-2’s
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Finally, you are ready to print W-2’s.
Make sure the correct W-2 selection is listed in the top half of the
window.
Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 4r – Create and Print W-2’s
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Sample 2-up form
2-up – two copies on a page
4-up – four copies on a page
Freedom Systems – Payroll – W-2 Processing
32Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 5a – Create Federal File
Electronic filling of 2009 W-2’s with the federal government needs to be done by
March 31, 2010
Select W-2 processing from the main menu to
begin the process.
33Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 5b – Create Federal File
Complete the ‘Additional Diskette Parameters’ of this
window and then click ‘CREATE FED
DISKETTE’
34Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 5c – Create Federal File
A file labeled W2REPORT.TXT will be created and stored in the My Documents
folder on your computer. This is the file you will transmit to
the SSA.
35Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 5d – Create Federal File
To electronically file your W-2’s, go to
www.socialsecurity.gov/employer and select Electronically File Your W-2’s
.
36Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 5e – Create Federal File
Log in using your User ID and Password
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Payroll – W-2 ProcessingStep 5f – Create Federal File
Select Report Wages to Social
Security
38Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 5g – Create Federal File
Click I Accept to continue
39Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 5h – Create Federal File
Select the tab labeled Upload
Formatted Wage File
40Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 5i – Create Federal File
Click Continue to continue the
process
41Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 5j – Create Federal File
Select New W-2s and then Continue
42Freedom Systems – Payroll – W-2 Processing
Payroll – W-2 ProcessingStep 5k – Create Federal File
Browse to find your file called
W2REPORTS.TXT and then clock
SUBMIT to complete the
process.
Payroll – W-2 ProcessingRecap
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Step 1
Step 2
Step 3
Step 4
Step 5
Freedom Systems – Payroll – W-2 Processing
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