W-2 Master File Maintenance

Use W-2 Master File Maintenance to maintain individual employee W-2 information.  Using this maintenance you can view, create, edit or delete individual employee W-2 records from the current W-2 file.  This maintenance displays in the same format as the employee W-2 form.  Any box amounts that cannot be created through the Build W-2 Master Records routine can be maintained during this maintenance.

Notes:  

• Please refer to the documentation provided by the IRS for assistance with questions on specific entries within the boxes.

• The letter or number that displays next to a field in this maintenance corresponds to the letter or number for a specific box on the W-2 form.

• W-2 Master File Maintenance is the fifth step in the W-2 Reporting process.  For more information, see the W-2 Reporting Procedure.

• For more information about working with data in fields, see the Data Entry Guidelines.

Directions:

To see directions for...

• Opening W-2 Master File Maintenance, click More.

   

  1.  Click Utilities from the Menu Bar.

  2.  Click Year End.

  3.  Click W-2 Reporting.

  4.  Click W-2 Master FM.
  
  Tip:  Or, use the keyboard shortcut:  [ALT] [t] [y] [w] [w].

   

  W-2 Master Maintenance Window Example:

  

   

• Creating a new Employee W-2 Master Record, click More.

   

  To create a new record choose one of these methods:

  • Enter the new Employee Number and click Retrieve , or press [ENTER].
    Keyboard shortcut:  [ALT + t]

  • Or, enter the new Employee Numberand click File from the Menu Bar; next click New.
    Keyboard shortcut:  [ALT] [f] [n]

  Tip:  To indicate that you are building a new Employee W-2 Master Record, New  displays near the Employee Number.  Default entries display and the first field is highlighted to let you know you can begin entering information.

  W-2 Master File Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Employee Number	Enter the Employee Number for the employee W-2. (7.0 numeric)
  Sequence Number	Displays the first Sequence Number for the employee, if an employee has multiple W-2s.  To change, enter the new Sequence Number for the appropriate W-2 for the employee.
  	To update the new or changed information, click Save or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save new or changed records.
  	To view all of the existing employee W-2 records, click Search.  From the Search list you can select the record to change or delete. Keyboard shortcut: [ALT + r]
  	To display an existing employee W-2 Record, enter the Employee Number and click Retrieve, or press [ENTER]. Keyboard shortcut: [ALT + t]
  Federal ID#	Displays the submitter's Federal ID Number. (up to 11 characters, xx-xxxxxxx)
  Note:  The following fields contain the information maintained during W2 Employer Master Maintenance and are display-only.
  Employer Name	Displays the employer name.
  Street Address	Displays the employer street address.
  City, State	Displays the employer city name and state.
  Zip Code	Displays the employer zip code.
  Note: The employee name and address is maintained during Employee Master Maintenance.
  Employee Name	To accept the employee first name and middle initial in the first box, press [TAB] or enter another employee first name and middle initial.  To accept the employee last name in the second box, press [TAB] or enter the employee last name. (up to 15 characters per box)
  Address 1, 2, 3	To accept the 3 lines for the employee mailing address, press [TAB] or enter the new mailing address lines. (up to 20 characters, per line)
  City,State	To accept the city name and state for the employee mailing address, press [TAB] or enter another city and state.
  Zip Code	To accept the zip code or the Zip+4 code for the employee mailing address, press [TAB] or enter another zip code. (up to 11 characters)
  Department	To accept the department number for the employee, press [TAB] or enter another department number. (up to 8 characters)
  Wages, Tips, Other	To accept the dollar amount for the employee's accumulated wages, tips and other compensation, press [TAB] or enter another amount. (7.2 numeric)
  Federal Income Tax WH	To accept the accumulated dollar amount for the federal income tax withheld for the employee, press [TAB] or enter another amount. (7.2 numeric)
  Social Security Wages	To accept the accumulated dollar amount for the employee's social security wages, press [TAB] or enter another amount. (7.2 numeric)
  Social Security Tax WH	To accept the accumulated dollar amount withheld for social security taxes for the employee, press [TAB] or enter another amount. (7.2 numeric)
  Medicare Wages	To accept the dollar amount accumulated for the employee's Medicare wages, press [TAB] or enter another amount. (7.2 numeric)
  Medicare Tax WH	To accept the accumulated dollar amount withheld for the employee's Medicare tax, press [TAB] or enter another amount. (7.2 numeric)
  Social Security Tips	To accept the accumulated dollar amount for the employee's social security tips, press [TAB] or enter another amount, if applicable. (7.2 numeric)
  Allocated Tips	To accept the dollar amount allocated for employee tips, if you are a food and beverage establishment, press [TAB] or enter another amount or press [TAB] to skip. (7.2 numeric)
  Advance EIC Payment	To accept the dollar amount paid to the employee as advance earned income credit, press [TAB] or enter another amount, if applicable. (7.2 numeric)
  Dependent Care Benefits	To accept the dollar amount for dependent care benefits under a dependent care assistance program paid or incurred by the employer for the employee, press [TAB] or enter another amount. (7.2 numeric)
  Nonqual Plan Dsb	Enter the amounts from box, 1, 3 or 5 that was earned in a prior year, if applicable. (7.2 numeric)
  Note: You can maintain up to four types and amounts for Box 12.
  Type	Displays the IRS Type Code that pertains to the amount in box 12. Tip: The IRS Type Code is the Box 12 Type setting maintained during W2 Box Table Maintenance.
  Amount	Enter the dollar amount that pertains to the code in box 12. (7.2 numeric)
  S/E	Enter Yes if the employee is a statutory employee whose earnings are subject to social security and Medicare taxes but not subject to federal income tax withholding.  Otherwise, enter No.
  PP	Enter Yes if the employee actively participated in a retirement plan for part of the year. Otherwise, enter No.
  3PY	To specify a Sick Pay Indicator, enter 1.  Otherwise, please leave blank. (1.0 numeric)
  Note:  You can maintain up to three types and amounts for box 14.
  Desc	Displays the description associated with the amount in box 14. Tip: This description is maintained during W2 Box Table Maintenance.
  Amount	Enter the amount associated with box 14. (7.2 numeric)
  	To display State 1 information, click State 1. Or, to display State 2 information, click State 2.
  State 1 Abbrev	Displays the state abbreviation associated with the State Code assigned to the employee.
  State 1 Tax ID	Enter the state tax identification number. (up to 11 characters)
  St Wages	To accept the accumulated dollar amount for the employee's state wages, press [TAB] or enter another dollar amount. (7.2 Numeric)
  St Tax WH	To accept the accumulated dollar amount withheld for the employee's state taxes, press [TAB] or enter another dollar amount. (7.2 numeric)
  Loc Wages	To accept the accumulated dollar amount for the employee's local wages, if applicable, press [TAB] or enter another amount. (7.2 numeric)
  Loc Tax WH	To accept the accumulated dollar amount withheld for the employee's local taxes, if applicable, press [TAB] or enter another dollar amount. (7.2 numeric)
  Locality	To accept the name of the locality for local withholding tax, if applicable, press [TAB] or enter another locality name. (up to 7 characters)

• Editing an existing Employee W-2 Master Record, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  1. To display the record to be changed, enter the Employee Number and click Retrieve , or press [ENTER].
     Keyboard shortcut:  [ALT + t]
     
     Tip:  If you do not know the Employee Number, you can click Search  to see a list of Employee W-2 Master Records.

  2. To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3. Enter the data changes.

  4. To complete the edit process, click Save , or press [ENTER].
     Keyboard shortcut:  [ALT + s]

   

• Deleting an existing Employee W-2 Master Record, click More.

   

  1. To display the record to be deleted, enter the Employee Number and click Retrieve , or press [ENTER].
     Keyboard shortcut:  [ALT + t]
     Tip:  If you do not know the Employee Number, you can click Search  to see a list of Employee W-2 Master Records.

  2. Click File from the Menu Bar, and next click Delete.
     Keyboard shortcut:  [ALT] [f] [d]

  3. At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.
     
     Example:
     
     
     
     Note: After you click Proceed, you will see the following message on the Status Bar.