Calculate W-2s
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Access this form using Reports>Payroll>Payroll Tax Worksheets>Calculate W-2 Information. It is only available with the Payroll module; it is not available for Payroll Link users. |
Use this form to calculate W-2 information for your employees. You must first enter the appropriate tax year, and then select the employees for which you want to calculate W-2s. Once you click the Start button, the system calculates the amount of wages paid and taxes withheld for each employee for the selected tax year. Once this calculation process is completed, you can run and review records using the Reports>Payroll>Payroll Tax Worksheet>W-2 Information report.
Earning Codes with Contribute to Net Pay Only check box selected, are excluded from the amounts. These Earning Codes were set up to process Employee Reimbursement and Advances through regular payroll processing (Maintain>Payroll>Earning Codes).
You are required to file a Form W-2 for each employee from whom income, social security, or Medicare taxes have been withheld.
To produce or eFile print-ready W-2 and W-3 forms, use Tax Forms and eFiling by Aatrix (Activities>Payroll>Tax Reporting>Tax Forms and eFiling by Aatrix ®).
Note: You must file electronically, if you need to file 250 or more W-2 Forms.
Tax Year: Enter the year for which the W-2 forms are being produced, or accept the default year.
Calculate W-2s: The system displays the Employee ID, Name, Status, State, Processing Group, Class, and Position. A check mark displays in the Calculated column if the record has already been calculated. This table lists all employees who need a W-2 form for the year that is specified in the Tax Year box.
Click the column heading to sort by that group. This allows employee records to be calculated in smaller groups.
- When you click Start, if the system displays a message asking if you want to recalculate, this means you have selected an employee that has already been calculated. Click OK to recalculate; click Cancel to return to the form and clear previously calculated employee records.
- To delete an employee record, select the record by placing a check mark in the first column, and then click Delete.
- To select or clear all employees in the table, click
or 
respectively. - When you produce W-2 forms, you are not actually calculating the W-2 information. The system performs these calculations every time you calculate payroll (Activities>Payroll>Calculate Payroll).
- When you were setting up payroll, be sure to include the correct box information, so that the data in your W-2s are accurate.
- The employee's tax information (Federal, State, and Other Tax tabs)
- The employee's Medicare Qualified Government Employee status (W-2 tab)
- The employee's W-2 Box 13 items (W-2 tab)
On the Maintain>Payroll>Federal, State and Other Taxes forms, you must enter all relevant information (such as GL expense and liability accounts), including an Employer Tax ID for each state and other taxes.
On the Maintain>Payroll>Employee Information form, enter:
On the first tab of the Maintain>Payroll>Earning, Benefit, and/or Deduction Codes forms, enter (when necessary) W-2 Box Number 7, 8, 10, 11, 12, or 14. Also, enter applicable federal, state, and other taxes on the Applicable Taxes tab.
If a W-2 form is incorrect, or if you are not getting any totals on the form, you need to make sure you have entered this information correctly. If you have not, the system will not calculate taxes correctly during payroll calculation, and your W-2 form will be incorrect.