W2 Transmitter File Maintenance

Use W2 Transmitter File Maintenance to maintain the transmitter information to be included in the W-2 Magnetic file when submitting employee W-2s electronically to the government.

Notes:

• Generally, the company name and address on the W2 Employer Master Record and the Company and Submitter's address on the W2 Transmitter Record are probably all going to be the same name and address.  You are required to maintain the information in all three areas for the W-2 Magnetic file to be processed successfully.

• You only maintain one W2 Transmitter Record.

• Generally, this is the fourth step in setting up for the W-2 Reporting process.  For more information, see the W-2 Reporting Procedure.

Directions:

To see directions for...

• Opening W2 Transmitter File Maintenance, click More.

   

  1.  Click Utilities from the Menu Bar.

  2.  Click Misc Utilities.

  3.  Click W-2 Utilities.

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

   

  W2 Transmitter File Maintenance Window Example:

  

   

• Creating a new W2 Transmitter Record, click More.

  Tip:  To indicate that you are building a new W2 Transmitter Record, New  displays near the Company Name.  Default entries display and the first field is highlighted to let you know you can begin entering information.

   

  W2 Transmitter File 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 window, click Done.  Or, click Close in the upper right hand corner of this window. Keyboard shortcut:  [ALT + d]
  Company Name	Enter the name of your company or organization. (up to 50 characters)
  Preferred Method of Notification	To specify the method the IRS should use to contact you if there are problems with the W-2 file, enter one of the following choices. Entry options: 1 - To notify by e-mail/Internet 2 - To notify by Postal Service
  Submitter EIN	Enter the submitter's EIN (Employer Identification Number) even if it is the same as the employer's EIN. (9.0 numeric, (-) hyphen optional)
  Submitter Pin	Enter the PIN assigned to the employee who is attesting to the accuracy of this file. (9.0 numeric, (-) hyphen optional) Note:  The Submitter PIN is required, if you are submitting the employee W-2s electronically.
  Submitter Name	Enter the name of the organization to be notified if there is data that can not be processed. Note:  The submitter name should be the employer name if W-2 processing is not done by an outside agency.
  Location Address	Enter the location address for the company or organization. (up to 22 characters) Tip:  Maintain an Attention, Suite, or Room Number for the location address.
  Delivery Address	Enter the delivery address for the company or organization. (up to 22 characters) Tip:  Maintain the street or P.O. Box address information for the delivery address.
  City	Enter the name of the city for the company or organization. (up to 22 characters)
  State	Enter the two-character Postal Service state abbreviation for the company or organization. (2 characters)
  Zip Code	Enter the zip code or the zip+4 code for the company or organization. (up to 11 characters)
  Note:  The following four fields are for submitter information.  If you prepare and submit your own employee W-2 information, maintain your company or organization information here.  If another organization submits your W-2s for you, enter the address for the organization who prepares and submits your employee W-2 information.
  Sub-Loc Address	Enter the submitter's location address, such as, Attention, Suite, or Room Number. (up to 22 characters)
  Sub-Deliv Address	Enter the submitter's delivery address. (up to 22 characters) Tip:  Maintain the street or P.O. box address information for the delivery address.
  City	Enter the submitter's city name. (up to 22 characters)
  State	Enter the Postal Service 2-character state abbreviation. (2 characters)
  Zip Code	Enter the zip code or the zip+4 code for the submitter. (up to 11 characters)
  Contact Info
  Contact Title	Enter the professional title of the person (for example, Finance Director, Payroll Clerk or Human Resources, etc.) the Social Security Administration should contact if there are problems with processing the W-2 file. (up to 15 characters)
  Contact Name	Enter the name of the person the SSA (Social Security Administration) should contact if there are problems with processing the W-2 file. (up to 27 characters)
  Phone Number	Enter the telephone number of the contact person. (xxx-xxx-xxxx)
  Extension	Enter the telephone extension number for the contact person, if applicable. (up to 5 characters)
  Contact Fax	Enter the fax number for the contact person. (xxx-xxx-xxxx)
  Contact E-Mail	Enter the email or Internet address for the contact person. (up to 80 characters) Note:  The Contact E-Mail is required if the Preferred Method of Notification is set to 1 (To notify by Email/Internet).
  Preparer Code	Enter the code that best describes the person who prepared the file.   Entry Options: L - Self Prepared A - Accounting Firm S - Service Bureau P - Parent Company O - Other

   

• Editing a W2 Transmitter 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 window.

  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 a W2 Transmitter Record, click More.

   

  Note:  To maintain data integrity, you should not delete the W2 Transmitter Record.