W2 Reporting

The W2 Reporting process allows users to create paper copies of the W2s which can be printed to a local printer or downloaded as a .pdf and/or an electronic copy for uploading to the Social Security Administration (ssa.gov) site. W2s can also be published to Employee Self Service for employees to view. The W2 Reporting screen also gives users the ability to make W2 adjustments and corrections (W2C).

Creating W2s

Before creating W2s, you must ensure the districts EIN and the unique user ID (W2 Submitter's BSO ID) assigned by the Social Security Administration of the submitter must be set up via Setup > Settings > Payroll.

W2 Reporting | ERP Administrator Help | Documentation for Administrators

1.From the Payroll menu, click W2 Reporting.

W2 Reporting | ERP Administrator Help | Documentation for Administrators

2. Click the Create W2's tab.

W2 Reporting

3. Select the Tax Year from the pull-down to determine the calendar year that W2 earnings were accumulated.

W2 Reporting

4. Select the Type of W2 needed from the corresponding pull-down; the following options display in the pull-down:

Paper: Creates a .pdf file with the selected employees

Paper (Tri-Fold): Creates a .pdf file with the selected employees using Z-Fold forms

Electronic: Creates a .txt file that is uploaded to the ssa.gov site

W2 Reporting

5. Select the applicable group of Employee(s) from the pull-down. You can select All Employees, a Selected List, or All Employees Starting with a select letter, such as the letter B.

W2 Reporting

a. If you selected a Selected List from the first Employee(s) pull-down, you can select an employee from the second Employee(s) pull-down.

W2 Reporting

6. If you selected Paper from the Type pull-down, you need to select the Paper Form from the pull-down, which represents the the kind of layout that will be used in generating the W2.

W2 Reporting

Focus maintain these forms for districts. They are standard formats provided by the Social Security Administration (SSA).

7. Select the Resubmitted check box if an electronic copy is being created to be re-submittal to the ssa.gov site.

W2 Reporting

This will set the Resub Indicator to 1 in the electronic layout to indicate that this file contains an update to records that were previously submitted. The "Resub Indicator" is a flag in the W2 layout file that must be set to '1' if you are resubmitting a W2 record. This displays when you download the W2 electronic file in column 29 in the record labeled RA.

8. Select the Exclude Opted-Out Employees check box to exclude employees who have opted out of the receiving a printed W2. These employees will have the Opt Out of Paper W2 check box selected via Human Resources > Employee > W4 Information.

W2 Reporting

9. Select the Status of the employees selected from the pull-down. Select All Employees to include active and terminated employees in the creation of W2s. You can also select Active Employees Only or Terminated Employees Only.

W2 Reporting

See W2 Corrections (W2C) for more information about the Correction (W2C) check box and  the Last Full W2 Run field.

10. Click Run Report.

W2 Reporting
W2 Adjustments

The Adjustments tab is used to make adjustments to W2s where the adjusted amount(s) will be added to the calculated amount when the W2 is generated again from the Create W2's tab.

1. From the Payroll menu, click W2 Reporting.

W2 Reporting | ERP Administrator Help | Documentation for Administrators

2. Click the Adjustments tab.

W2 Reporting

3. Select the Tax Year from the pull-down to determine the calendar year that W2 earnings were accumulated.

W2 Reporting

4. Select the Employee for whom adjustments need to be made.

5. Select the applicable tax Year from the pull-down.

6. Enter a positive or negative number in the applicable fields, such as Wages, Federal Tax Withheld, Social Security Wages, etc.

The adjustment amount will be added to the calculated amount when the W2 is generated from the Create W2's tab.

7. Press the Enter key to save the line of data and record the adjustment. Once saved, the line turns blue and the delete button (red minus sign) displays.

W2 Reporting

Once saved, the Effective date displays.

Importing W2 Adjustments

The Adjustments tab is used to make adjustments to W2s where the adjusted amount(s) will be added to the calculated amount when the W2 is generated again from the Create W2's tab; adjustments can be entered manually or can be imported from a CSV file.

1. From the Payroll menu, click W2 Reporting.

W2 Reporting | ERP Administrator Help | Documentation for Administrators

2. Click the Adjustments tab.

W2 Reporting

3. Click Import.

W2 Reporting

Import uses the fields described below. The required fields must be included in your CSV file upon importing. All other fields are optional.

Field Required/Optional
staff_id (required) Employee must have an EIN to be valid
year (required) Year must be current year, or either of the two prior years  
created_at  
(optional) Effective date of the record; when blank, defaults to current date
retro_adj   
(optional) Determines whether or not to retroactively apply amounts; Y, y, or 1 evaluate to true; all others evaluate to false
wages (optional) Amount to adjust gross wages; defaults to 0.00
federal_tax_withheld   
(optional) Amount to adjust federal tax withholding; defaults to 0.00
social_security_wages 
(optional) Amount to adjust social security wages; defaults to 0.00
social_security_tax_withheld 
(optional) Amount to adjust social security tax withholding; defaults to 0.00
medicare_wages   
(optional) Amount to adjust medicare wages; defaults to 0.00
medicare_tax_withheld
(optional) Amount to adjust medicare tax withholding; defaults to 0.00
dependent_care_benefits 
(optional) Amount to adjust dependent care benefits; defaults to 0.00
nonqualified_plans
(optional) Amount to adjust non-qualified 457 retirement plans; defaults to 0.00
nonqualified_plans_non_457 
(optional) Amount to adjust non-qualified non-457 retirement plans; defaults to 0.00
plan_401a_frs 
(optional) Amount to adjust 401(a) retirement plans; defaults to 0.00
plan_401k
(optional) Amount to adjust 401(k) retirement plans; defaults to 0.00
plan_403b_elective
(optional) Amount to adjust elective 403(b) retirement plans; defaults to 0.00
plan_403b_mandatory 
(optional) Amount to adjust mandatory 403(b) retirement plans; defaults to 0.00
plan_401k_roth
(optional) Amount to adjust 401(k) Roth IRA plans; defaults to 0.00
plan_403b_roth
(optional) Amount to adjust 401(b) Roth IRA plans; defaults to 0.00
plan_457b 
(optional) Amount to adjust 457(b) retirement plans; defaults to 0.00
hsa
(optional) Amount to adjust health savings account; defaults to 0.00
excess_life_insurance  
(optional) Amount to adjust excess life insurance; defaults to 0.00
box_12_adjustments  
(optional) Amount to adjust W2 Box 12 entries; defaults to blank

4. Select the CSV file and click Open.

W2 Reporting | ERP Administrator Help | Documentation for Administrators

5. From the Import CSV pop-up window, ensure the heading pull-downs are populated with the correct column from your imported file.

W2 Reporting | ERP Administrator Help | Documentation for Administrators

6. Click Import CSV.

W2 Reporting | ERP Administrator Help | Documentation for Administrators

The imported adjustments display and are recorded automatically.

W2 Reporting | ERP Administrator Help | Documentation for Administrators
W2 Corrections (W2C)

If a W2 needs to be corrected after it is created, a W2C can be created and sent electronically to the Social Security Administration (SSA). Note: Paper W2s can be reprinted by selecting Type = Paper and running the report via the Create W2s tab.

1. From the Payroll menu, click W2 Reporting.

W2 Reporting | ERP Administrator Help | Documentation for Administrators

2. The original W2 must first be generated in Focus before creating a W2C (correction). See Creating W2s for steps on generating an electronic W2.

W2 Reporting

a. Be sure Electronic is selected from the Type pull-down.

3. Adjustments need to be added on the Adjustments tab. The Effective date defaults to the current date.

W2 Reporting | ERP Administrator Help | Documentation for Administrators

4. To create the W2C correction file for filing with the SSA, click the Create W2s tab. Follow all applicable steps in Creating W2s and ensure Electronic is selecting from the Type pull-down.

W2 Reporting

5. Select the Correction(W2C) check box which will display the Last Full W2 Run date field.

6. Enter the date the last full W2 run was done in the Last Full W2 Run field; any Adjustments created after this date will be included in the correction file.

7. Click Run Report to download the electronic form.

Additional Features

Click the floppy diskicon to save W2 criteria before or after running the report and generating W2s. Doing so will prompt a pop-up window where you enter a Report Name and click Save.

W2 Reporting | ERP Administrator Help | Documentation for Administrators

a. Once named, the report can be opened from the saved report pull-down directly from the W2 Reporting screen.

b. After opening a saved report, the toolbar will show additional icons. Click the trash can icon to delete a saved report. Click the blue arrow icon to edit a report.

W2 Reporting | ERP Administrator Help | Documentation for Administrators

Click the Excel icon in the Export section to export the table of data to an Excel spreadsheet, which can then be saved to your computer.

W2 Reporting

Click the Printer icon to print the table of data.

Click the Filters button to filter data and apply filter rules.

W2 Reporting | ERP Administrator Help | Documentation for Administrators

a. To add more than one filter to a column, click on the green plus sign.

b. To delete an added filter, click on the red minus sign.

c. Select the gray arrow for additional filtering rules.

see Filters for more information.

You can sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.

W2 Reporting | ERP Administrator Help | Documentation for Administrators