Edit Forms Prompts

Employee Number

Enter the employee number for the employee W-2 and click Retrieve, or press [ENTER].

(7.0 numeric) Keyboard shortcut:  [ALT + t].

Or, to view all of the employee W-2s, click Search .  From the Search list you can select the W-2 to change or delete.

Keyboard shortcut:  [ALT + r]

Tip:  If you are building a new employee W-2, New  displays near the employee number.  Default entries display and the first field is highlighted to let you know you can begin entering information.

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.

Federal ID#

Displays the submitter's Federal ID number. (up to 11 characters, xx-xxxxxxx)

Note:  The following fields contain the information maintained during W-2 Employer Maintenance and are display-only.

Employer Name - Zip Code

• 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 Maintenance.

Employee Name

Displays the employee first name and middle initial in the first box.  You can enter another employee first name and middle initial, if needed.  The employee last name displays in the second box.  You enter another employee last name if needed. (up to 15 characters per box)

Address 1, 2, 3

The 3 lines for the employee mailing address displays.  You can enter the new mailing address lines, if needed. (up to 20 characters, per line)

City, State

The city name and state for the employee mailing address displays.  You can enter another city and state, if needed.

Zip Code

The zip code or the Zip+4 code for the employee mailing address displays.  Enter another zip code, if needed. (up to 11 characters)

Department

The department number for the employee displays, but can be changed if needed. (up to 8 characters)

Wages, Tips, Other

The dollar amount for the employee's accumulated wages, tips and other compensation displays, but can be changed if needed. (7.2 numeric)

Federal Income Tax WH

The accumulated dollar amount for the federal income tax withheld for the employee displays, but can be edited if needed. (7.2 numeric)

Social Security Wages

The accumulated dollar amount for the employee's social security wages displays, but can be edited if needed. (7.2 numeric)

Social Security Tax WH

The accumulated dollar amount withheld for social security taxes for the employee displays, but can be edited if needed. (7.2 numeric)

Medicare Wages

The dollar amount accumulated for the employee's Medicare wages displays, but can be edited if needed. (7.2 numeric)

Medicare Tax WH

The accumulated dollar amount withheld for the employee's Medicare tax displays, but can be edited if needed. (7.2 numeric)

Social Security Tips

The accumulated dollar amount for the employee's social security tips displays, but can be edited if needed. (7.2 numeric)

Allocated Tips

The dollar amount allocated for employee tips, if you are a food and beverage establishment displays, but can be edited if needed. (7.2 numeric)

Advance EIC Payment

The dollar amount paid to the employee as advance earned income credit displays, but can be edited if needed. (7.2 numeric)

Dependent Care Benefits

The dollar amount for dependent care benefits under a dependent care assistance program paid or incurred by the employer for the employee displays, but can be edited if needed. (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 W 2 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 W-2 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 assigned to the employee.

State 1 Tax ID

Enter the state tax identification number. (up to 11 characters)

St Wages

The accumulated dollar amount for the employee's state wages displays, but can be edited if needed. (7.2 Numeric)

St Tax WH

The accumulated dollar amount withheld for the employee's state taxes displays, but can be edited if needed. (7.2 numeric)

Loc Wages

The accumulated dollar amount for the employee's local wages displays, but can be edited if needed. (7.2 numeric)

Loc Tax WH

The accumulated dollar amount withheld for the employee's local taxes displays, but can be edited if needed. (7.2 numeric)

Locality

The name of the locality for local withholding tax displays, but can be edited if needed. (up to 7 characters)

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.

Editing a W-2

1.  Position the pointer to the information that you want to change.

2.  Enter the data changes.

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

Deleting a W-2

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-2s.

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

3.  At the Delete prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.

Note:  After you click Proceed, you will see the following message on the status bar.