Create W2C Electronic File
Use this option to create a submission file for your W2C records. The medium for the transfer is specified in the Media Type field of the W2 Print Controls page during the W2 setup process.
Menu Path
From the Human Resources menu, select Periodic Routines. From the Year End menu, select W2C Processing, then from the action bar, select Create Electronic File.
Create the Electronic File
On the Create W2C Electronic File page, press Tab to accept the displayed Tax Year, which defaults from the W2 Parameters page. If desired, you may change the year.
Complete the following fields as needed. For details, refer to the Fields and Descriptions section of this page.
Click Accept.
On the first Print page, the default name for your electronic file is w2creport.txt. You may change the file name as needed.
Click OK. This is the file you will submit to Social Security for processing.
On the second Print page, select a destination for the W2C Edit report. The default name is w2edit.rpt.
Click OK.
Review the W2C Detail report. The report is labeled W2C MAIN to distinguish from the regular W2 Edit report. If any errors are indicated, make the necessary corrections, then repeat this procedure to create a new file.
Transfer the file, without opening it, to Social Security Administration for processing.
In addition to employee Social Security numbers and addresses, the report provides gross wages, taxable wages, and federal withholdings for income, Medicare, and Social Security taxes.
Fields and Descriptions
Field | Description |
|---|---|
Tax Year | Year that the W2 is filed for. |
3rd Party Income Tax | If applicable, enter the amount of income tax withheld by a third party, such as a sick pay vendor. This field may not appear in your system. |
Include RS Records | Select this checkbox to include supplemental records for state and local reporting in the W2C file. Refer to the Information section of the page for a list of supported states for filing. |
Resub Indicator | Select this checkbox if the file was previously submitted and you are processing a resubmission. |
TLCN Number For Resubmit | If the file is being resubmitted, enter the TLCN number from the Social Security Administration notice you received. |
Federal Tax ID Number | Select the Employer Information Number (EIN) and Control Number combination associated with the file being submitted. |
Employer Type | Employer type associated with the file being submitted. This field corresponds to the Kind of Employer field which is required in the file.
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