PROGRAM DESCRIPTION
Use this program to add, change or delete information contained in the Magnetic Media W2 Master File.
1. Select option 0165.
2. Enter the correct tax year.
3. The system will display the UDS transmitter information and your company information in the screen as shown in Display Example 1.
Display Example 1
The system will populate the first section of this screen based on the company information found in your PRUSER Control File.
If you have filed for and received a transmitter number from the Social Security Administration, then enter your transmitter information in the fields shown in the second section of the screen. If you do not have your own transmitter number you will need to file under UDS’. Make sure the fields shown in the bottom section reflect the information shown in the screen.
To accept the information shown.
Verify the company’s tax reporting information shown on the screen. If the information is correct, click the Next button to continue.
To change any information shown.
Click within the field and make the change necessary then press the <Enter> key to accept the change.
To exit the program.
Click the Exit button.
4. Enter the Employer EIN number for the W2’s you wish to perform maintenance (or use the spyglass to select the number). The system will display a screen similar to the one shown in Display Example 2. Click OK if the Employer Info is correct.
Display Example 2
5. The system will display a blank W2 entry screen as shown in Display Example 3.
Display Example 3
To Add An Employee W2 To The File
You may find the need to add additional employees to the W2 file. To add an employee record, type in a unique number into the Employee Number field and press Enter. The number can be anything between 1 and 99999999, and should be a unique number that has not already been assigned to another employee record.
Employee Info
SSN
Enter the employee’s social security number (including dashes).
Valid Entries: Numeric, 11 digits
Name
Enter the employee’s name as you wish it to appear on the tax form.
Valid Entries: Alpha, 28 characters
Address
Enter the employee’s address as you wish it to appear on the tax form.
Valid Entries: Alpha Numeric, 40 characters
City/St/Zip
Enter the city, official postal code for your state and the zip code as you wish it to appear on the tax form.
Valid Entries: Alpha Numeric, 25/2/5 characters
Employee Federal Wages and Withheld
Enter the employee’s total wage subject to federal tax and the amount withheld.
Valid Entries: Numeric, 10 digits including the decimal
Employee Social Security Wages and Withheld
Enter the employee’s total wage subject to social security and the amount withheld.
Valid Entries: Numeric, 10 digits including the decimal.
Employee Medicare Wages and Withheld
Enter the employee’s total wage subject to Medicare and the amount withheld.
Valid Entries: Numeric, 10 digits including the decimal.
Employee State Wages and Withheld
Enter the employee’s total wage subject to state tax and the amount withheld.
Valid Entries: Numeric, 10 digits including the decimal.
State/ID/Locality Name
Enter the official postal abbreviation as the state abbreviation, the state identification number as the ID, and your local tax identifier (if local taxes withheld).
Valid Entries: State, alpha, 2 characters.
ID, numeric, 12 digits.
Local, alpha numeric, 6 characters.
Employee Local Wages and Withheld
Enter the employee’s total wage subject to local tax and the amount withheld.
Valid Entries: Numeric, 10 digits including the decimal.
Deferral Codes 1- 3/Amounts 1- 3 – Box 12 Flags
If the employee withheld amounts for 401K enter D as the deferral code and the amount withheld.
Valid Entries: Code, alpha, one character Amount, numeric, 10 digits including the decimal.
NOTE:
In general, pre-tax deductions to a Cafeteria Plan are not included on the W2 form.
Other Description 1-3/Amounts 1-3 – Box 14 Flags
If the employee had other deductions such as state disability or cafeteria-child care, enter the W2 coding for the deduction and the amount withheld.
Valid Entries: Code, alpha numeric, five characters Amount, numeric, 10 digits including the decimal.
EXAMPLES:
a. If the employee had withholding for state disability you would enter a description such as GASDI (if filing in Georgia) and the amount withheld.
b. 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 14 of the tax form.
Misc - Box 13 Flags
If an X needs to be placed in the boxes found on line 13 of the W2, place a checkmark in the appropriate flag category.
Once you have completed the screen, press OK and the system will return to the Employee Number field. Press the Exit or <Esc> key to exit the program.
To Change Information On An Employee W2 In The File
Locate the employee record using the spyglass drop-down menu. Double-click the employee you wish to change and the information for this employee will be displayed. Make the necessary changes/corrections, and click OK when you are finished.
To Delete An Employee W2 In The File
Locate the employee record using the spyglass drop-down menu. Double-click the employee you wish to delete and the information for this employee will be displayed. Click the Delete button in the bottom right-hand corner of the screen and the system will prompt “Are you sure you want to delete this record?” Answer Yes to delete the record, or No to back out.
WARNING!
W2 records are immediately deleted from the system.
To Completely Exit The W2 Program.
Click the Exit button (twice).