Build W-2 Master Records

Use the Build W-2 Master Records routine to create the employee W-2 forms for the current tax year from the current payroll information.  In addition, the W-2 Master records are used to generate the information in the XML W-2 Magnetic file for electronic submission.  You need to build the W-2 Master records after the last payroll of the year and before the first payroll of the next year.  

 Important:  

• It is important to run Build W-2 Master Records AFTER the last payroll run of the year and BEFORE you perform the payroll year end routines.  Once you run the payroll year end routines, the employee earnings and withholding information for W-2s is cleared.

• While you can build the W-2 Master file as many times as necessary until the Payroll totals are cleared, if you make edits to individual employee W-2 Master Records using the W-2 Master FM the edits are lost each time you run Build W-2 Master Records.

• All deduction amounts to be reported in boxes 10, 11, 12 and 14 must be set up before running the Build W-2 Master Records.  For information, see W2 Box Tables Maintenance.

Directions:

To see directions for...

• Opening the Build W-2 Master Records routine, click More.

   

  1.  Click Utilities from the Menu Bar.

  2.  Click Year End.

  3.  Click W-2 Reporting.

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

   

  Build W-2 Master Records Window Example:

  

   

• Choosing the selections, click More.

   

  Build W-2 Master Records Prompt Options Tip:  To see more information about a field, click the hyperlink for the field name.
  	To run the routine, click Proceed or press [ENTER]. Keyboard shortcut:  [ALT + p]
  	To escape from the routine, click Cancel. Keyboard shortcut:  [ALT + c] Tip:  Or, click Close .

   

  After clicking Proceed, the following window displays:

  

   

  Build W-2 Master Records Prompt Options Tip:  To see more information about a field, click the hyperlink for the field name.
  Tax Year of last create ccyy	Displays the tax year of the last create for your reference. Note:  Confirm that the displayed Tax Year is the correct year before proceeding with the routine.
  Make backup as W2WORK	To maintain a backup file called W2WORK, click to select the box. To omit maintaining a backup file, click to de-select the box.
  	To run the routine after confirming the Tax Year is correct, click Proceed or press [ENTER]. Keyboard shortcut:  [ALT + p]
  	To escape from the routine, click Cancel. Keyboard shortcut:  [ALT + c] Tip:  Or, click Close .
  Processing	Displays information pertaining to the various phases of the Build W-2 Records routine to guide you.  Important:  The Processing Window displays Process Complete when the process is ended.  In addition, the Processing Window displays Records Processed:  xxx for your reference.
  	To close the Build W2 Records routine when Process Complete displays and the routine is finished, click Done. Keyboard shortcut:  [ALT + d]