Employee W2 File Edit Reports

Use this option to generate reports for verifying totals and reviewing records in a workfile before printing your W2 forms. The option enables you to produce two types of reports:

Payroll Summary W2 Report	Lists employees' federal, state, local, FICA, and Medicare wages and withholdings. The report also includes warning messages for FICA and Medicare taxes that do not meet the tolerances specified. The report's default file name is w2summ.rpt.
Payroll Detail W2 Report	Lists all of the information that will print on the W2 form for each employee selected. The report's default file name is w2detail.rpt.

Menu Path: Human Resources > Periodic Routines > Year End > W2 Processing > click Employee W2 File Edit Reports

Error Messages

Depending on the type of report, different error messages appear.

Summary Report If errors are found, the following message appears at the end, with 99 representing the number of errors:

*** (99) ERRORS WERE DETECTED IN THE AMOUNTS ***

*** EMPLOYEE: 339864376 HAS NEGATIVE VALUE IN STATE TAXES ***

Following are examples of the error messages for an employee:

** INVALID: MEDICARE TAX NOT WITHIN TOLERANCE ! **

** INVALID: FICA TAX NOT WITHIN TOLERANCE ! **

** INVALID: NEGATIVE AMOUNT DETECTED ! **

The first two messages indicate that the difference between the amount withheld and the tax calculated exceeds the tolerance level set in the FICA Tax Check field. The third message indicates that a negative amount is being reported and is not valid.

All errors for the individual employees will also display at the end of the report, grouped by error message

Detail Report If negative amounts appear in Box 14, the following message displays at the end of the report:

NOTE: THIS REPORT CONTAINS NEGATIVE AMOUNTS.

*** EMPLOYEE: 339864376 HAS NEGATIVE VALUE IN STATE TAXES ***

If the tax calculated does not match the amount withheld, the employee record must be corrected to report the proper amount on the W2 form. Refer to the previous section, Employee W2 File Update, for details on modifying records.

Generating the workfile edit report

Select Human Resources > Periodic Routines > Year End > W2 Processing, and then click Employee W2 File Edit Reports.
In the Report Type section, select Summary or Detail radio button for the report you want to print.
Complete the fields in the Report Criteria section. Refer to the Fields section below for details on the individual fields.
Click OK.
In the Print window, specify how you want to generate the report, and then click OK.

Field	Description
Tax Year	Calendar year being reported on the W2 form. The Tax Year and Control Number fields combine to identify a workfile.
Control Number	Number or code assigned to the workfile. The drop-down list includes control numbers from all existing workfiles, plus the setting All. Select the desired control number, or use All to generate a report on all workfiles for the year specified.
Sort Order	Order for sorting the report. Select: 1 - Name 2 - Check Location & Name 3 - Zip Code & Name 4 - Employee Type & Name 5 - Employee Number
FICA Tax Check	Variance in dollars and cents allowed between the FICA tax withheld and the amount calculated in W2 processing. This field only displays for the Summary option. When the variance exceeds this amount, an error message appears in the Payroll Summary W2 report, allowing you to identify the employee so you can correct any possible errors. If you leave the field at its zero default, the report flags all records that do not match taxes exactly. Since many records will show a slight variance, we advise that you set the tolerance at 0.09 (nine cents).