W2 File Changes

The W2 File CHANGES allows changes to any values that will be printed on the W2 form and/or written to the W2 electronic file. For more details on the fields related to the W2 electronic file refer to the W2 MAGNETIC MEDIA Reporting documentation supplied by the government.

Processing Taxation Year

Ensure the correct taxation year is displayed.

Changes to Regular or Global W2 File

Enter 'R' to make changes to the individual payrolls
Enter 'G' to make changes to the global merged W2 processing file.

Employee

Enter the employee number of the employee to be adjusted.

Constants/Earnings/BOX 12/BOX 13/All/NEXT EMP

Enter 'C' to move to the employee's constants screen.
Enter 'E' to move to the employee's earnings screen.
Enter 'B' to move to the employee's Box 12 screen.
Enter 'X' to move to the employee's Box 13 screen.
Enter 'A' to access all employee's screens.
Enter "N' to return to the employee number prompt.

Employee Constants Information

Changes to employee constants will not affect the employee settings on the payroll.

Employee SSN

The employee's SSN.

Name

The employee's name MUST be entered Last name, first name.

Address

The employee's first street address.

Address

The employee's second street address.

City

The employee's city.

STATE

The employee's 2-character state code. Use look-up for valid state codes.

ZIP Code

The employee's zip code.

Location Code

The employee's payroll location code. This will be printed on the W2 form. When an employee has had multiple W2's merged, the system will retain the first location code loaded. Use look-up for a list of valid location codes.

W2 Earnings & Deduction Information

All amounts reported on the W2 can be adjusted as necessary.DO NOT enter negative amounts.

W2 Box 12 Information

All amounts reported on the W2 box 12 can be adjusted as necessary.DO NOT enter negative amounts. The printed form only allows for a total of 4 Box 12 categories per employee.

W2 Box 13 Information

Set box 13 categories to 'Y'es to have an 'X' print on the W2 form or 'N'o to leave box 13 category blank.