From the Payroll screen, select the Government Reporting menu and then Employee W2s.
The W2 Search screen will appear listing all the Calendar Year Ending Dates for which there is data. Double-click the Calendar Year Ending Date for the desired calendar year for which to edit the W2s.
A message may appear stating that there is a payroll calculation batch with a check date after the date the W2s were last generated; if the message appears, click Yes to continue regenerating the W2s if needed, or click No to open the W2s without regenerating.
Note: If the W2s are regenerated, any changes manually made to the W2s will be lost.
The Employee W2s screen will appear.
Note: If an employee has a negative amount on the W2 in any box except Box 14, an error message will appear in the status bar stating there are negative W2s; the negative W2s must be resolved at this time. To determine the employee(s) with the negative W2 amounts, click the Find button and review the Has Negatives column (employees with a negative amount in any box except Box 14 will appear with a checkmark in the field (column)). If applicable, edit the amounts as needed on the W2s for the specified employees, or make the necessary corrections in Payroll and then regenerate the W2s.
Tip: The Find Duplicate Social Security Numbers option is automatically completed when accessing previously generated W2s. If there were employees found with W2s which have the same social security numbers, the Find Duplicate Social Security Numbers screen will appear listing the duplicate employees. If applicable, edit the W2s or make the necessary corrections in Payroll and then regenerate the W2s.
Click the General tab if not already selected.
Enter the name of your organization in the Employer Name field. The name can be up to 100 characters long.
Note: Initially, the organization name as shown in the System File will appear as the default (and can be changed), but thereafter, the default will be the information last saved in this field.
Enter the address (up to two lines) for your organization in the Address 1 and Address 2 fields. Each address can be alphanumeric and up to 50 characters long.
Note: Initially, the address entered in the Address 1 and Address 2 fields in the System File will appear as the default (and can be changed), but thereafter, the default will be the information last saved in this field.
Enter the city where your organization is located in the City field. The city can be alphanumeric and up to 30 characters long.
Note: Initially, the city entered in the City field in the System File will appear as the default (and can be changed), but thereafter, the default will be the information last saved in this field.
Enter the appropriate state abbreviation for your organization in the State field, or click the down-arrow button to select the correct one.
Note: Initially, the state abbreviation entered in the State field in the System File will appear as the default (and can be changed), but thereafter, the default will be the information last saved in this field.
Enter the zip code for your organization in the Zip Code field. The zip code can be alphanumeric and up to 20 characters long. The system will automatically add the dash in the zip code if 9 digits are entered, using the format of ##### - ####.
Note: Initially, the zip code entered in the Zip Code field in the System File will appear as the default (and can be changed), but thereafter, the default will be the information last saved in this field.
Enter the phone number for the contact person in the Contact Phone Number field. The phone number can be up to 30 digits long. The system will automatically add the dashes for the phone number (if entered with numbers only) using the following formats: 1) ### - #### if 7 digits are entered; 2) ### - #### x ## if 8 or 9 digits are entered; 3) ### - ### - #### if 10 digits are entered; or 4) ### - ### - #### x ## if 11 or more digits are entered.
Note: Initially, the phone number entered in the Primary Phone Number field in the System File will appear as the default (and can be changed), but thereafter, the default will be the information last saved in this field.
The federal ID number for your organization (as entered in the System File) appears in the Employer Identification Number (EIN) field and cannot be changed. If needed, change the federal ID number in the System File to update the information in this field.
Click the Save button.