Editing Employee W2s

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.

Note: All posted payroll calculation batches with a check date within the selected calendar year will be included on the W2s. If applicable, the date the W2s were last generated (or regenerated) for the particular calendar year appears in the Last Generated Date field. The check date from the latest payroll calculation batch in the calendar year appears in the Last Check Date field. If applicable, the latest date for when a check was voided in the particular calendar year appears in the Last Void Date field. If there is an unposted payroll calculation batch with a check date in the particular calendar year, a checkmark will appear in the Unposted Checks field; all payroll calculation batches must be updated before the W2s can be generated for that calendar year.

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 Employee W2s tab, 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 Employee W2s tab.
Enter the ID of the employee for the W2 to edit in the Control Number field (box). If the ID is not known, click the down-arrow button or the Find button to select the correct one.

Note: To add a W2 to the file, complete the necessary information for the appropriate employee (the employee must be defined in the Employee File prior to entering the W2 in the W2 File). To remove the W2 from the file, click the Delete button.

Make the desired changes to the employee's information.
To correct the employee’s accumulations or other W2 information in Boxes 1-8, 10-11, and 15-20, click in the appropriate box and make the necessary changes. The amounts for accumulations can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 2 decimal places by the system if capable.

To correct information in Box 12, click in the field for the appropriate letter and make the necessary changes, or double-click in the box and a new screen will appear listing each individual box type from A to II. Make the necessary changes to the appropriate box letter and click the OK button when finished. The amounts in Box 12 can be up to 14 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable.
To correct information in Box 13, click the appropriate box to select or unselect the item. A checkmark appears in the box if the item is selected.
To correct information in Box 14, click in the field for the appropriate item and make the necessary changes, or double-click in the box and a new screen will appear listing a description and amount for up to nine items that were posted to Box 14. Make the necessary changes to the appropriate description and amount fields and click the OK button when finished. The amounts in Box 14 can be up to 14 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable.

Note: The maximum number of items that can print in Box 14 on the W2 form is four. The first four items listed in Box 14 are the ones that will be printed on the W2. To change which items are printed in Box 14 on the W2 for an employee if more than four items were posted to Box 14, change the items to have printed so they are listed in the first four rows. To change the order for an item, click on the item to move and then click the Top, Up, Down, or Bottom button until the item is in the desired position; click OK after all the changes are made.

Click the Save button.

Tip: To correct an employee’s name, address, or social security number, make the necessary changes in the Employee File and then it will automatically update the W2 File.

To edit the school district's address, click the General tab and make the necessary changes.

$image\btn_mini.gif$ Steps to Complete General Screen within Employee W2s

Tip: To correct the school district’s Federal ID Number, make the necessary changes in the System File and then it will automatically update the W2 File.