W2 Employer Master Maintenance

Use W2 Employer Master Maintenance to maintain the Employer information to print on the employee W-2 forms and to transmit the W-2 Magnetic file electronically, if applicable.

Notes:  

• It is important that you maintain all W2 Employer Master fields unless the directions indicate otherwise.

• All entries must be in UPPER CASE only.  Do not use punctuation.

• Generally maintaining the W2 Employer Master Record is the first step in setting up for W-2 Reporting.  For more information on the timing and sequence of steps, see the W-2 Reporting Procedure.

Directions:

To see directions for...

• Opening W2 Employer Master Maintenance, click More.

   

  1.  Click Utilities from the Menu Bar.

  2.  Click Misc Utilities.

  3.  Click W-2 Utilities.

  4.  Click Employer Master.
  
  Or, use the keyboard shortcut:  [ALT] [t] [u] [w] [e].

   

  W2 Employer Master Maintenance Window Example:

  

   

• Creating a new W2 Employer Master Record, click More.

   

  W-2 Employer Master Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  	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 exit the maintenance, click Done.  Or, click Close in the upper right corner of this window. Keyboard shortcut:  [ALT + d]
  Employer Name	Enter the name of your company or organization. (up to 50 characters)
  Agent Indicator Code	Entry Options: 1 - To indicate a 2678 Agent (approved by the IRS) 2 - To indicate a Common Pay Master (A corporation that pays an employee who works for two or more related corporations at the same time.) Blank - To skip this field
  Term. Business Indicator	If you have terminated your business during the tax year, enter 1.  Or, leave blank to indicate the business is active. (1.0 numeric)
  Establishment Number	If you have multiple employee locations, such as, multiple stores that will be in the same W-2 file using the same EIN number (Employer Identification Number), use this field to identify the store or factory location or types of payroll.  You can use any combination of letters or numbers for the Establishment Number. (up to 4 characters) Note:  If you do not have multiple locations, please leave this field blank.
  Federal ID#	Enter the Federal ID Number assigned to your company or organization. (9.0 numeric, (-) hyphen optional)
  Agent For EIN	If an Agent Indicator Code was entered, enter the Agent EIN. (9.0 numeric, (-) hyphen optional)
  Other EIN	If you submitted a Form 941 or a Form 943 to the IRS or W-2 data to the SSA for this tax year and you used a different EIN then the Employer EIN, enter the other EIN. (9.0 numeric, (-) hyphen optional)
  Location Address	Enter the employer location address, such as, Attention, Suite, or Room information. (up 22 characters) Tip: The Location Address does not print on the W-2 forms.
  Delivery Address	Enter the employer delivery address, such as, the street or P.O. Box address information. (up 22 characters) Tip: The Delivery Address prints in Box C of the W-2 forms.
  City	Enter the name of the city for the employer address. (up 22 characters)
  State	Enter the two-character Postal Service state abbreviation for the employer address. (2 characters)
  Zip Code	Enter the Zip Code or the zip+4 Code for the employer address. (up to 11 characters)
  Employment Code	To specify the type of employer, enter one of the following: Entry Options: R - Indicates Regular H - Indicates Household M - Indicates Military Q - Indicates Medicare Qualified Government Employment X - Indicates Railroad Required
  Tax Jurisdiction Code	Note: This field is reserved for future use.  Please leave blank.
  3rd Party Sick Pay Indicator	To specify a Sick Pay Indicator, enter 1.  Otherwise, please leave blank. (1.0 numeric)
  Tax Year	Enter the four-digit tax year to report. (4.0 numeric, yyyy)

   

• Editing an existing W2 Employer Master Record, click More.

   

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

  1.  To display the record to be changed, simply open the maintenance.

  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 W2 Employer Master Record, click More.

   

  Note: To maintain data integrity, you can not delete the W2 Employer Master record.