Creating Staff W2 Records

The Payroll→W2→EFW2 File→EFW2 File screen is where the Staff W2 Records are created. 

These records are created by analyzing all of the payroll records for the year.  

These records can easily be exported (Run the W2 Report link) if external analysis needs to be done.  

• Click the Re/create records button to generate the W2 forms for all employees.
  
                     

• The Download as Excel button quickly gets the data into Excel for further analysis.
• After the records are created, you can use the Re/create records or Delete records buttons as often as needed until the forms are accurate and ready to process.
• If there are warnings, you can click on the Show Warning Records button to find the warning and correct it.  See more information below.

The Payroll→W2→EFW2 File→EFW2 File Warnings screen shows common problems with the data that need to be fixed before submitting this file to the IRS / State.

NOTE:  Since addresses are a popular warning that appears for districts, here are a couple ways you can proof addresses:

• you can run the Address of Staff report to review your employee's addresses before you do this step.  Scanning through the report for missing leading zeroes in Zip codes, or missing Zip codes, or even missing cities or states will help you to correct that data and reduce the number of errors you receive in this step.
• you can use the Personnel > Staff > Search Contact and Address screen to review addresses as well.  Choose the Address radio button and all your staff will appear.  You can also see if anyone is missing a check mark for Legal Address, then go to their Contact record and check off the Legal Address box.

 This screen lists all staff members with issues that will cause errors on the W2.

These issues should be fixed, and the Staff W2 records recreated until no warnings remains before generating the EFW2 export file.

Create a Dynamic List of Staff Members with W2 Issues

To create a list, you can use on the Personnel screen to step through these staff members, click the Create dynamic list of all staff on this screen and navigate to the first entry button.   This brings up the following dialog:

Clicking OK creates a dynamic list and brings you to the Pay History screen (Personnel > Staff Member > Payroll > Pay History) for the affected staff member.

This is a dynamic list: as you fix the issues for each staff member they are automatically removed from the list.