Create W2 Electronic File
Create a submission file for your W2 records.
Menu path
From the Human Resources menu, select Periodic Routines. From the Year End menu, select W2 Processing. From the W2 Processing page, select Create W2 Electronic File.
Create the electronic file
If you use multiple Employer Information Numbers, you must submit a separate file for each EIN.
Complete the fields.
Select Accept.
A print dialog appears. The default name for your electronic file is w2report.rpt. You can change the filename if desired, or leave the default, and select OK.
A second print dialog appears. Select File or Screen to set a destination for the W2 Detail report. The default name for the W2 Detail report is w2edit.rpt. You can change the filename if desired, or leave the default, and select OK.
A third print dialog appears. Select File or Screen to set a destination for the W2 Negative/Zero Amounts Error Log. The default name for the W2 Negative/Zero Amounts Error Log is w2med_neg.log. You can change the filename if desired, or leave the default, and select OK.
In addition to employees' Social Security numbers and addresses, the report provides their gross wages, taxable wages, and federal withholdings for income, Medicare, and Social Security taxes.
Fields and descriptions
Electronic File Criteria
Field | Description |
|---|---|
Tax Year | Select the tax year for the electronic file. |
Federal Tax ID Number | Select one or more Employer Information Number (EIN) and control number combinations associated with the file being submitted. |
3rd Party Income Tax | Enter the amount of income tax withheld by a third party, such as a sick pay vendor. |
Include RS Records | Select to include supplemental records for state and local reporting in the W2 file. |
State Withholding Account Number |
This field only appears in the criteria section if you select OK (Oklahoma) for Create State Format in Additional Options. Enter the ten-digit code identifying the Oklahoma withholding account. |
Resub Indicator | Select if the file is a resubmission. |
WFID Number for Resubmit | If the file is being resubmitted, enter the WFID number from the Social Security Administration notice you received. |
Employer Type | Select the employer type associated with the file being submitted. This field corresponds to the Kind of Employer field which is required in the file.
|
OK Employer/Agent ID |
This field only appears in the criteria section if you select OK (Oklahoma) for Create State Format in Additional Options. Enter the nine-digit code identifying the Oklahoma employer or agency. |
Additional Options
This section appears only if you select Include RS Records in Electronic File Criteria.
Field | Description |
|---|---|
Employee State Wages/Taxes Included | Select the employee state to appear in the file. This controls which employee state records are included in the file. |
Create State Format | Select an additional state format to appear in the file. If you are creating electronic files for your home state only, leave this field blank. Select a state if both of these apply:
If you select OK (Oklahoma), additional required fields appear in Electronic File Criteria. |
Multiple states
Users can create W2 electronic files for their own state and for bordering states where some employees may live and pay state taxes using the following state combinations:
Home State | Alternate State |
|---|---|
Iowa (IA) | Illinois (IL) |
Illinois (IL) | Iowa (IA) |
Indiana (IN) | Iowa (IA) |
Indiana (IN) | Kentucky (KY) |
Indiana (IN) | Ohio (OH) |
Kansas (KS) | Not applicable |
Maryland (MD) | Pennsylvania (PA) |
Ohio (OH) | Indiana (IN) |
Ohio (OH) | Kentucky (KY) |
Ohio (OH) | Pennsylvania (PA) |
Ohio (OH) | West Virginia (WV) |
Pennsylvania (PA) | Maryland (MD) |
Pennsylvania (PA) | Ohio (OH) |
To create multiple state files, you must run the process multiple times.
Select Include RS Records.
Under Additional State Options:
Select the state for Employee State Wages/Taxes Included
Select the state for Create State Format. You must select the same state as the Employee State Wages/Taxes Included.
Complete any state fields needed to create the state file.
Repeat the steps for additional states.