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E-File W2s

E-File W2s: Prepare W2 Options and Form Alignment

Follow the steps in this article to review W2 Options and ensure that you are prepared to print W2 forms and create the electronic file.

Reviewing General Settings

Families First Act

If employees have been paid for leave under the Families First Act, enter the amount of wages paid in the Employee - Tax Info/Notes tab. These wage amounts will print on the employees W-2 in box 14 (Other). Before entering these amounts, please select Employees - Clear 3rd Party/EM Leave. This will clear these amounts from last year.

PERSI Deductions

Go to Other Functions and select Deduction Codes to review your PERSI deductions for the following:

  • PERSI deductions (excluding PERSI Choice) should have the "W2 Code" set to "Retirement."
  • PERSI Choice deductions should have the "W2 Code" set to "401(k)."

Dependent Care

If employees use a Section 125 Plan for dependent care, the corresponding deduction code must:

  • Have the "Dependent Care" box checked.
  • Be separate from other deduction codes not used for dependent care.

Section 125 Plan

By default, Section 125 Plan (excluding dependent care) and Retirement deductions are not printed on W-2 forms. However, you can choose to print these amounts in Box 14 (Other) within W-2 Options.

Affordable Care Act

Employers filing 250 or more W-2s must report the total cost of medical coverage. For deductions related to medical coverage:

  • In Other Functions - Deduction Codes, set the "W2 Code" to "ACA."
  • In Other Functions - Benefit Codes, check the "Report on W2 for ACA" box.

Health Savings Accounts

Employee and employer HSA contributions must be reported in Box 12. For HSA deductions:

  • In Other Functions - Deduction Codes, set the "W2 Code" to "HSA."
  • In Other Functions - Benefit Codes, check the "HSA (health savings acct)" box.

Reviewing W2 Options

It's important to review the W2 Options before you print your forms or create the electronic file. Follow the steps below to access and review W2 Options.

  1. In Payroll, go to Options and select W-2 Forms.
  2. Employer Information: Verify the accuracy of the information in the Employer Info section.
  3. Electronic W2 Filing:
    • Check the "I Want to File My Own Electronic W2s" box.
    • Enter your SSA-assigned User ID, Submitter EIN, and preferred contact method.
  4. Optional Printing in Box 14 (Other): You can choose to print the following amounts in Box 14 (Other):
    • Section 125 Plan contributions
    • Retirement contributions
    • Roth IRA contributions
  5. State Reporting:
    • Ensure the "Reporting State" and "Name Control" fields are correct. The Name Control is usually the first 4 letters of your school name.
  6. Form Type and Print Positions:
    • Select the appropriate form type (2-Up Laser or 4-Up Laser).

    • Adjust the print positions (margins) as needed. Here are some starting values:

       W2 4-upW2 2-upW3
      Left0.150.320.38
      Top 10.120.350.51
      Top 22.875.83 
      Top 35.61  
      Top 48.37  
  7. Save your settings after making any changes.

Print W2 Form Alignment

After reviewing W2 Options, it's important to check the printed form alignment for your W2s. Follow the steps below print an alignment form.

  1. In Payroll, select the W2s button on the left menu or go to Reports and select W2/W3 Forms in the top menu.
  2. On the Print W2s screen, make sure Print Alignment Form is selected.
  3. Press the Print Align button. (Print on plain white paper and then lay the paper over a W2 and a W3 form to check the alignment.)
  4. If needed, go back to W2 Options and adjust the print values then print another alignment form.
  5. Repeat the process until the W2 and W3 forms line up correctly.

 

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