Editing Employee 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.

Note:  If the W2s are regenerated, any changes manually made to the W2s will be lost.

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 before printing the W2s or creating the electronic file.  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.

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.

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.