CORRECTING THE W2 MAGNETIC MEDIA REPORT

1. Select option 0165, SY Magnetic Media W2 File Maintenance, from the Enter Option prompt at the menu.

2. The system will prompt for the Employer EIN number. Enter your federal identification number (including dashes) containing the W2's you wish to change. This number can be found at the top of the W2 Magnetic Media Report. The system will display the UDS transmitter information and your company information.

If you have filed for and received a transmitter number from the IRS, then enter your transmitter information in the fields shown in bold. If you do not have your own transmitter number you will need to file under UDS'. Make sure the fields shown in bold reflect the information shown in the screen. Also, make sure your company name and address appear in the Return fields. Press the <PF4>/<Esc> key if all the information is correct. If any information needs changing press the <PF1>/<F1> key until the cursor reaches the field needing change and enter the correct information. Once all the data has been corrected, press the <PF4>/<F4> key to accept the record.

3. The system will prompt for the Employer EIN number. Enter federal tax identification number. Once the employer EIN number has been entered the system will display the company information on the screen.

Make sure the company name and address are the same as those that will be printed on the forms.

The Name Code will be S if the employee names have been built into the system as last name first or F if they have been built first name first.

The Employee Type will be R.

Press the <PF4>/<Esc> key if all the information is correct. If not, press the <PF1>/<F1> key to move the cursor to the field that needs correcting. Once the correction has been made, press the <PF4>/<Esc> key to accept the record.

Once you verify the company information, the screen displays all employees contained in the file for W-2 filing. The table will allow you to add, change or delete any of the information deemed necessary.

To Scroll Within The Screen

Use the up and down arrow keys.

To Scroll To Other Screens

Use the <PF1>/<F1> key to scroll the screen forward and the <PF2>/<F2> key to scroll backwards.

To Delete Information Within a Field

          Press the <F6> key to clear a field of any data, dollar amounts, etc. 

To Exit The Table

Press the <PF4>/<Esc> key.

To Add A Payee To The File

You may find the need to add additional payees to the W2 file. Enter A in the first bracket on the screen.

Enter the employee's social security number (including dashes) as the Employee TIN field.

Enter the employee's name as you wish it to appear on the tax form in the Employee Name field.

Enter the employee's address as you wish it to appear on the tax form in the Employee Address field.

Enter the City/St/Zip as you wish it to appear on the tax form.

Enter the employee's total wage subject to Federal tax and the amount Withheld.

Enter the employee's total wage subject to Social Security and the amount Withheld.

Enter the employee's total wage subject to Medicare and the amount Withheld.

Enter the employee's total wage subject to State tax and the amount Withheld.

Enter the employee's total wage subject to Local tax and the amount Withheld.

Enter the official postal abbreviation as the State Abbr., the state identification number as the ID, and your Local identifier (if local taxes withheld).

If the employee withheld amounts for 401K enter D as the Defer Code and the amount withheld as the Amount 1.

If a X needs to be placed in the boxes found on line 15 of the W2, place the X in the appropriate Box 15 Flag category.

If the employee had other deductions such as state disability or cafeteria- child care, enter the W2 coding for the deduction as the Other Description and the amount withheld in Amount 1.

EXAMPLE: If the employee had withholding for state disability you would enter a description such as GASDI (if filing in Georgia) and the amount withheld.

If the employee had withholding for cafeteria-childcare then you must enter CHILD as the description then the amount withheld. By using the child description, the system knows to print the amount in Box 10 of the tax form.

Once you have completed the screen the system will return to the Employee TIN field. Press the <PF4>/<Esc> key if all the information entered for this record is correct. If corrections needs to be made press the <PF1>/ <F1> key until the cursor reaches the field that needs changing. Once the correction has been made, press the <PF4>/<Esc> key to accept the record as correct or <CTRL/A>/<F10> to cancel the addition of the record to the file.

To Change Information For An Employee In The File:

Enter C in the bracket next to the employee that needs changing.

The cursor will be in the Employee Type field. Press the <PF1>/<F1> key to move the cursor to the field that needs changing. Once the change has been made, press the <PF4>/<Esc> key to accept the record as correct.

To Delete An Employee In The File:

Enter D in the bracket next to the employee you wish to delete. To unmark an employee you have marked accidentally, place the cursor in the bracket with the D and press the <Space> bar to remove the D. When you have marked all employees you need for deletion, press the <PF4>/<F4> key to exit. The system will prompt "Are You Sure?". Enter Y if you want to delete those marked; otherwise, enter N.