Copy W2 Information

Use this option to copy the tax year's employee information into a workfile to generate W2 forms.

You must run this option before making changes for the new year payroll. This option can be run as many times as needed before you generate W2 forms and electronic files. Copying this information replaces all data previously loaded for the current workfile.

If you have already run the Calendar Year End option, contact PowerSchool support for assistance.

Menu Path

From the Human Resources menu, select Periodic Routines. From the Year End menu, select W2 Processing, then click Copy W2 Information.

Prerequisites

Before you run the Copy W2 Information option:

• Verify that the last payroll check and any manual check voids for the tax year have been run for the current year and that no payrolls have been calculated for the new year.

• Check the current W2 workfile by running the Summary report type in the Employee W2 File Edit Reports option.

• Run the Set Up W2 Parameters and Set Up Employer Records options.

• Make sure all users are logged out of the Human Resources System.

Copy the Current Year W2 Information into a Workfile

1. Open the Copy W2 Information page.

2. Click Copy. A Confirmation dialog displays. The tax year in the confirmation defaults from the W2 Parameters page.

3. Click Yes to copy the information for the tax year indicated. A processing page displays the progress of the W2 data.

4. After the records are copied, click Next on the processing page to open the Create Employee W2 Workfile page.

Year End Maintenance

After you copy employee records into a workfile, you can perform the following maintenance procedures to prepare your system for the new year:

• Run all necessary calendar, quarterly, and monthly reports.

• Verify that a backup of your database has been created.

• From the Human Resources menu, select Periodic Routines. From the Year End menu, run the Calendar option to clear payroll and deduction data from the past year. If you have not copied the employee records, a Confirmation dialog displays. You are advised to copy these records in order to store them, otherwise they will be deleted.

• Update the tax, deduction, leave, salary schedule, and calendar tables in Human Resources. Update employee records as needed.

• Change the Report Year field on the Human Resources profile to reflect the new calendar year.

W2 Address Prompting Enabled

On the W2 Processing page, select the checkbox W2 Address Prompting Enabled.

If you make changes in Employee Information or Effective Date Changes Demographics records to the following information, a message displays, asking if you want to update the W2 and 1099R records with the changes.

• Social Security number

• Last name

• First name

• Middle name

• Suffix

• Address

• City

• State

• Zip code

This message displays if:

• The W2 Address Prompting Enabled checkbox on the W2 Processing page is selected.

• The system month is January.

• W2 / 1099R information exists for the prior year.

Select Yes to update the W2 / 1099R information for that employee.