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).
1.In the Payroll menu, click W2 Reporting.
2. Click the Create W2's tab.
3. Select the Tax Year from the pull-down to determine the calendar year that W2 earnings were accumulated.
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
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. This pull-down in only active if Paper (Tri-Fold) is selected as the Type.
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.
6. Select the order in which W2s are generated from the Ordering pull-down; options include By Employee Name and By Facility. This pull-down in only active if Paper (Tri-Fold) is selected as the Type.
7. 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.
Focus maintain these forms for districts. They are standard formats provided by the Social Security Administration (SSA).
8. To Include Instructions with the printed W2, select the corresponding check box. This pull-down in only active if Paper is selected as the Type.
9. Select the Resubmitted check box if an electronic copy is being created to be re-submittal to the ssa.gov site.
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.
10. 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.
11. 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.
See W2 Corrections (W2C) for more information about the Correction (W2C) check box and the Last Full W2 Run field.
12. Click Run Report.
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. In the Payroll menu, click W2 Reporting.
2. Click the Adjustments tab.
3. Select the Tax Year from the pull-down to determine the calendar year that W2 earnings were accumulated.
4. Select the Employee for whom adjustments need to be made.
5. Select the applicable tax Year from the pull-down.
6. Select the Retro Adj check box to ensure the adjustment record works in the opposite direction applying the adjustment to the actual database amount; this will use the actual amount as corrected and the adjusted as original.
7. Select the Void check box to void the selected W2. Once voided, the W2 is printed with VOID checked and VOID indicated in the data file sent to Social Security Administration.
8. Select the Correction check box to flag this entry as a correction and produce a different W2 called a W2C, which has a before and after column.
9. 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.
10. 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.
Once saved, the Effective date displays.
11. Click Box 12 Adjustment to adjust the "401(a) FRS Retirement" amount.
a. In the pop-up window, select the Box 12 Code from the pull-down.
b. Enter the Box 12 Value in the text box.
c. Press the Enter key to save the line.
d. Click Save.
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. In the Payroll menu, click W2 Reporting.
2. Click the Adjustments tab.
3. Click Import.
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.
5. From the Import CSV pop-up window, ensure the heading pull-downs are populated with the correct column from your imported file.
6. Click Import CSV.
The imported adjustments display and are recorded automatically.
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. In the Payroll menu, click W2 Reporting.
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.
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.
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.
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.
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.
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.
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.
Click the Printer icon to print the table of data.
Click the Filters button to filter data and apply filter rules.
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.
