Build W-2 Records

Use the Build W-2 Records routine to create the employee W-2 forms for the current tax year from the current payroll information. In addition, the W-2 records are used to generate the information in the XML W-2 Magnetic file for electronic submission. You need to build the W-2 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 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 file as many times as necessary until the Payroll totals are cleared, if you make edits to individual employee W-2 records using the W-2 FM the edits are lost each time you run Build W-2 Records.
All deduction amounts to be reported in boxes 10, 11, 12 and 14 must be set up before running the Build W-2 Records. For information, see W-2 Box Tables Maintenance.

Directions:

To open:

1. Click Utilities from the Menu.

2. Click Year End.

3. Click W-2 Reporting.

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

Build W-2 Records Window Example:

Build W-2 Records Prompt Options

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 Records Prompt Options

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]

Or, 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.

To close the Build W-2 Records routine when Process Complete displays and the routine is finished, click Done.

Keyboard shortcut: [ALT + d]