Steps to Generate Employee W2sNote: The following instructions are for regenerating Employee W2s; if the W2s are regenerated, any changes manually made to the W2s will be lost. If needed, follow the appropriate instructions for generating the W2s the first time for a particular calendar year.
Steps to Generate 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 regenerate 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 and then skip to Step 6.
At the Employee W2s screen, select the Options menu and then Regenerate.
Note: If it is after June 30 of the year following the tax year in which the W2s are being generated, a prompt for a password will appear; contact Customer Support for assistance.
When prompted to continue regenerating the W2s, click Yes.
Once the W2s have been regenerated, 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 regenerating 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.