Steps
to Regenerate Employee W2sNote: The following instructions are for generating the Employee W2s the first time for a particular calendar year. If needed, the W2s can be regenerated. For Kansas school districts only, make sure the appropriate state retirement deduction(s) in the Deduction File is defined to post to Box 14 on the W2s with a Box 14 Description of KPERS; otherwise, the W2s will not generate.
Steps
to Regenerate 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 generate 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 the report has not been generated for the selected calendar year; click Yes to continue generating the W2s.
Once the W2s have been generated, 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 before printing the W2s or creating the electronic file. 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 after generating the 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.
If necessary, make any corrections.