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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.


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).


Payroll – W-2 ProcessingPayroll Overview

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Step 2


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.


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



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Step 3


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.


Payroll – W-2 ProcessingStep 3b – Review Inc/Ded/Match Codes


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.


Payroll – W-2 ProcessingPayroll Overview

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Step 4


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.


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


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.


Payroll – W-2 ProcessingStep 4d – Create and Print W-2’s


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.


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.


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)


Payroll – W-2 ProcessingStep 4h – Create and Print W-2’s


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


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


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 .


Payroll – W-2 ProcessingStep 4l – Create and Print W-2’s


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.


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.


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’.


Payroll – W-2 ProcessingStep 4p – Create and Print W-2’s


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.


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



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Step 5



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.


Payroll – W-2 ProcessingStep 5b – Create Federal File

Complete the ‘Additional Diskette Parameters’ of this

window and then click ‘CREATE FED

DISKETTE’


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.


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

.

http://www.socialsecurity.gov/employer%20and%20select%20Employer%20W-2





Payroll – W-2 ProcessingStep 5e – Create Federal File

Log in using your User ID and Password


Payroll – W-2 ProcessingStep 5f – Create Federal File

Select Report Wages to Social

Security


Payroll – W-2 ProcessingStep 5g – Create Federal File

Click I Accept to continue


Payroll – W-2 ProcessingStep 5h – Create Federal File

Select the tab labeled Upload

Formatted Wage File


Payroll – W-2 ProcessingStep 5i – Create Federal File

Click Continue to continue the

process


Payroll – W-2 ProcessingStep 5j – Create Federal File

Select New W-2s and then Continue


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




THANK YOU FOR ATTENDING THE PAYROLL – W-2 PROCESSING WEBINAR!

payroll - w-2 processing 1freedom systems – payroll – w-2 processing freedom systems payroll –...

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