Employee W2 File Update

Use the W2 Employee page to add, change, and delete employee records in your W2 workfile. This page also includes an Import item on the Action Bar which allows you to import DD - Employer-Sponsored Health Cost amounts from files stored on your PC or shared network, with extensions *.xml, *.exml, *.csv, *.txt, and *.unl.

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

Note
If changes are made in Human Resources > Entry & Processing > Employee > Employee Information to an employee's Social Security Number, Last Name, First Name, Middle Name, Suffix, Address (Lines 1-2), City, State, or Zip Code, a message displays, asking if you want to update the W2 and 1099R records with the changes. This message will only display if:

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.

Selecting Yes on this message will update the W2 / 1099R information for that employee.

Prerequisites

Before running the Employee W2 File Update option, confirm that the following setup options have been run:

Set Up W2 Parameters
Set Up Employer Records
Copy W2 Information
Create Employee W2 File

Listing Employee Records

Select Human Resources > Periodic Routines > Year End > W2 Processing, and then click Employee W2 File Update to display the W2 Employee File Update page.
In the Search Criteria section, enter criteria to identify employee records for the tax year being reported. Except for the Tax Year, the section's fields accept multiple entries. For more information, refer to the Fields below.
Click OK when you finish your selection criteria. All records matching your criteria will display in the List section.

Adding Employee Records

Select Human Resources > Periodic Routines > Year End > W2 Processing, and then click Employee W2 File Update to display the W2 Employee File Update page.
Click Add New on the Toolbar.
Complete the tab's fields, as specified in the Fields section.
When you complete the last field in a tab, the next tab displays.
Repeat Step 3 for each tab.
When you press <Tab> in the last field of the Deductions tab (the last tab), the cursor returns to the Continuous checkbox in the Header tab.
Click OK to save the record when you complete your entries.
If you selected the Continuous checkbox, you may enter another record by repeating Steps 3-4. After you save the last record, click Back.

Changing Employee Records

Complete the procedure for Listing Employee Records.
In the W2 Employee File Update page's List section, select the record you want to change, and then click OK to access the Header tab.
Change the desired fields.
Click OK to save your changes and return to the List section.
Repeat Steps 2-4 for each record you need to change.

Deleting Employee Records

Complete the procedure for Listing Employee Records.
In the W2 Employers File Update page's List section, select the record you want to delete.
Select Delete on the Toolbar. A Confirmation dialog will display.
Click Yes to delete the record.
Repeat Steps 2-4 for each record you want to delete.
Click No to return to the Search Criteria section.

Search Criteria and List Sections

These sections contain the same fields, except for the List section’s Sequence Number field. Use the Search Criteria section to enter criteria for listing existing employee W2 records. After displaying records in the List section, you can select a record to view, update, or delete.

Field	Description
Tax Year	Tax year that applies to the W2 information being submitted.
Control Number	Control number. You can enter multiple control numbers by using the pipe ( \| ) to separate each, for example, A123\|B123\|C123. Character/8
Employee Number	Employee’s ID number. You may use the pipe symbol to select multiple employees. Refer to the Control Number field for an example.
Sequence Number	Sequential number identifying an employee’s workfile record in combination with the employee ID. This field only appears in the List section. For additional details, refer to the description of the Sequence Number field in the following section on the Header tab.
First Name	Employee’s first name and middle initial.
Last Name	Employee’s last name and suffix (if applicable). If you are searching for multiple employees, insert the pipe symbol between their last names, for example, BECK/TAYLOR JR/HENDRICKSON. In this case, you should leave the Search Criteria section’s First Name field blank.

Header Tab

Use this tab to enter header information for the employee’s W2. All fields, except Continuous, are required.

Field	Description
Tax Year	Calendar year being reported on the W2 form. The Tax Year and Control Number fields combine to identify a W2 workfile. As a result, neither of these fields can be changed.
Control Number	Number or code identifying the current workfile in combination with the tax year. When adding a record, you must enter a valid tax year/control number combination.
Employee Number	Employee’s ID number. The Employee Number and Sequence Number fields combine to identify an employee’s record within the W2 workfile.
Sequence Number	One-digit sequential number identifying an employee workfile record in combination with the employee’s ID. When you run the Create Employee W2 File option, the system assigns the sequence number 0 to employees’ initial records. If additional records are generated for an employee in the same workfile, the system assigns 1 to the second record, 2 to the third record, and so forth. If needed, you may change the assigned number. You can have up to 10 records per employee (0-9), including the initial record.
Employee Type	Code identifying the employee’s status in regard to FICA taxes: R - Regular - Identifies employees subject to the full FICA tax, which includes both Social Security and Medicare. Q - Medicare - Identifies employees who are only subject to the Medicare portion of the FICA tax.

Address Tab

Use this tab to further identify the employee. Except for the check location, this information appears on the employee’s W2. All fields are required, except the Address 2 field.

Field	Description
Check Location	Code identifying the location where the employee receives pay checks or direct deposit vouchers, as defined in Personnel’s Location table. To facilitate W2 form distribution, enter the check location code from the Payroll tab of the employees’ Employee Information detail page in Human Resources.
Social Security	Employee’s Social Security number (SSN). The system provides the dashes. This should match the SSN stored in the Employee Information page.
First Name	Employee’s first name as it should appear on the W2. Character/30
Middle Name	Employee’s middle name as it should appear on the W2. Character/30
Last Name	Employee’s last name as it should appear on the W2. Character/30
Suffix	Employee’s suffix as it should appear on the W2.
Address 1-2	Two fields for the employee’s address, the first for the street name and number and the second for additional address information, such as a post office box or rural delivery number.Character/30 each
City	City where the employee resides.
State	Standard two character abbreviation for the state where the employee resides. The drop-down list includes abbreviations for all 50 states.
Zip Code	Two fields for the zip code, the first for the five-digit code and second for the four-digit extension. The system provides the dash before the extension.
Foreign Address	Checkbox indicating the employee has a foreign address.
Foreign State	The foreign state where the employee resides.
Foreign Postal Code	The foreign postal code where the employee resides.
Foreign Country Code	The two-character foreign country code where the employee resides.

Wages Tab

Use this tab to identify the Federal, Social Security, Medicare, State, and Local taxes and wages reported for the current employee. Tax and Wages fields are provided for each category. The tab also includes State and Locality fields. These are the four sets of unlabeled fields the bottom of the tab.

The W2 form only accommodates two states and two localities. If you need to report tax data for other states and localities for an employee, you must prepare an additional form, depending on state and local reporting requirements.

Field	Description
Federal	Federal taxes withheld and wages received in the tax year.
Social Security	Social Security taxes withheld and FICA wages received in the tax year.
Medicare	Medicare tax withheld and Medicare wages in the tax year. For employees who earn $200,000 and over, this will include the *AM deduction amount taken for the year.
State 1-2 (unlabeled)	Two fields with drop-down lists, the first for the employee’s current state and the second for an additional state. State taxes withheld and wages received for tax year.
Locality 1-2 (unlabeled)	Two fields, the first for the employee’s current locality and the second for an additional locality. You may abbreviate the names as needed. Local taxes withheld and wages received for the tax year. Character/8 each The abbreviation appears in Box 20, which allows entries for two localities. Wages, tips, and other compensation for each locality appear in Box 18, while the taxes appear in Box 19.

Tips Tab

Use this tab to enter certain designations and to report amounts for tips, income credits, dependent care, and deferrals.

Field	Description
Statutory Employee	Checkbox for identifying a statutory (942) employee. A statutory employee is subject to Social Security or Medicare but not federal income tax. For additional information, refer to the IRS Circular E, Employer's Tax Guide.
Retirement Plan	Checkbox for identifying an employee who is an active participant in a retirement plan. The system selects this box if the employee has one of the deduction codes identified in the W2 Workfile Pension page.
Third Party Sick	Checkbox for indicating that the employee has received third-party sick pay. Leave the box blank if this does not apply.
Dependent Care	Amount paid or incurred for dependent care benefits under Section 129 of the IRS Code.
Allocated Tips	Allocated tips subject to federal taxes.
Social Security Tips	Tips subject to Social Security taxes.
Nonqualified Section 457	Distributions from non-qualified section 457 plans.
Nonqualified Non-Section 457	Distributions from non-qualified nonsection 457 plans.

Deductions Tab

Use this tab to enter codes and amounts related to employee deductions and benefits, as required for Box 12 of the W2 form. If an employee has more than four of the deductions identified in the W2 Workfile Box 12 page (Create Employee W2 File option), you must submit separate W2 forms to report the additional deductions.

Field

Description

Box 12 A-D

Four lines of two fields each. In the first field, select a code identifying Box 12 income as defined in the IRS Circular E, Employer's Tax Guide. In the second field, enter the amount.

Following are the IRS codes. Note that the descriptions are spelled out here, whereas they are abbreviated in the drop-down list.

A - Uncollected Social Security Tax on Tips
AA - Roth Contributions under 401(k)
B - Uncollected Medicare Tax on Tips
BB - Roth Contributions under 403(b)
C - Life Insurance Over $50000
CC - Hire Exempt Wages and Tips
D - Deferral 401(k)
DD - Employer-Sponsored Health Cost
E - Deferral 403(b)
EE - Roth Contributions under 457
F - Deferral 408(k)
FF - Permitted benefits under a qualified small employer health reimbursement arrangement
G - Deferral Section 457
GG - Income from qualified equity grants under section 83(info)
H - Deferral 501(c)
HH - Aggregate deferrals under section 83(info) elections
J - Non-Taxable Sick Pay
K - Golden Parachute
L - Employee Business Expense
M - Uncollected Social Security Tax on Term Life Insurance
N - Uncollected Medicare Tax on Term Life Insurance
P - Moving Expenses
Q - Non-Taxable Combat Pay
R - Employer Medical Savings Account Contribution
S - Employee Salary Reduction Contribution to Simple Retirement Account
T - Employer-Paid Adoption Assistance
V - Non-Statutory Stock Options
W - Health Savings Account
Y - Deferrals under Section 409a
Z - Income under Section 409a

Box 14

Five lines of two fields each for entering Box 14 information, as defined by the deductions and pay codes entered in the W2 Workfile Box 14 page (Create Employee W2 File option).

In the first field, enter a user-defined title or abbreviated description identifying the type of payment. Character/6
In the second field, enter the payment amount.

Importing Box 12-DD-Employer-Sponsored Health Costs

The W2 Employee File Update page's Import item enables you to load DD-Employer-Sponsored Health Costs amounts into Box 12 from files stored either on your personal computer or network server.

The Import item launches a wizard that will take you step-by-step through:

Loading the file.
Mapping the columns on the file to the fields in the database table.
Mapping static columns that are required by the Employee W2 File Update option, but not defined in the file.
Saving the mapping created to be used for future file imports.
Generating a list of warnings and/or error messages found during the data validation.

File Requirements

The ability to import a file depends on the following:

The data in the file's fields must comply with the field requirements in W2 employee records. For example, if a field requires numeric data and the field in the external file contains characters, the system cannot import the file.
The file must be formatted as XML Spreadsheet 2003, Comma Separated (CSV), Tab-Delimited (TDF/TXT), or Pipe-Delimited ("|").
The extension on the file must be *.xml, *.exml, *.csv, *.txt, or *.unl.
You have the appropriate security resource to access the Import item.

Creating a File for Import

Users can create the file to be imported in any manner they choose. The easiest way is to use a spreadsheet program. The database table used to store W2 employee records is w2employee. The file that is created can contain any of the following fields, in any order. Once the file is created, it needs to saved with the extension of *.xml, *.exml, *.csv, *.txt, or *.unl.

w2employee.batch_no (Control Number) - Required
Required, must be included in the file or entered in the Static Column Value Mapping page of the wizard.

Note

If importing multiple box 12 DD amounts that should have different control numbers, the control numbers must be in the file. When the control number is set on the Static Column Value Mapping page, all box 12 amounts will be linked to the same control number.

w2employee.taxyr (Tax Year) - Required
If the tax year is not in the file, the tax year will default on the Static Column Value Mapping page. The default is from the Tax Year field on the the Set Up W2 Parameters page.
w2employee.empl_no (Employee Number) - Required if employees' social security numbers are not in the file.
w2employee.ssn (Social Security) - Required if employees' employee numbers are not in the file.
w2employee.amt_b17a (Box 12 Amount) - Required
w2employee.b17a (Box 12 Code) - Required
If the box 12 code is not on file, the code will default to DD on the Static Column Value Mapping page.

Following are the procedures for importing a file. At any time in the import wizard, clicking Next will advance you to the next page. Clicking Previous will take you back to the previous page. Clicking Cancel takes you back to the W2 Employee File Update page. For information on the individual fields for the pages in the Import wizard, refer to the Fields below.

Select Human Resources > Periodic Routines > Year End > W2 Processing, and then click Employee W2 File Update to display the W2 Employee File Update page.
Click Import to display the File to Import Data and Selection page.
Click Browse... in the File to Import field to locate the file that you want to import from your personal computer or network server.
Once the file is located, select it and then click Open. The file will appear in the File to Import field.
Click Load to load the data from the file into the Import File Data section of the File to Import Data and Selection page.
In the Import File Data section, select the line that will be used for the Column Titles and then click Set Column Titles. The data selected will appear in the column headings of the Import File Data section. If the incorrect line was selected, click Reset Column Titles to put the line back into the list section, select the correct line and then click Set Column Titles again.
Click on Set Column Titles.
Once the column titles are set,select the lines of the file to be imported. This can be done by clicking the first line, then holding the <shift> key down and clicking the last line, or you can click each line individually by using the <ctrl> key.
Click Select All to select all the lines of the file to be imported. Note that selecting blank rows will prevent the import process from completing. Remove blank rows that are selected by holding down the <ctrl> key on the keyboard and clicking the blank row.
When all the lines have been selected, click Next to display the Define Column Mapping page.
In the Define Column Mapping page, select a mapping from the drop-down in the Saved Import Mapping field or tab into the Table Field column for the first Import File Column to map the file column to the appropriate field in the database table. The Field Description column will default to a user-friendly name and cannot be changed.
Once the columns in the file have been mapped to the fields in the database table, click Next.
If there are errors where the data in the file does not meet the requirements of the database table, the Import Errors page will appear. You will not be able to proceed until the file or mapping is corrected. In the example below, on the Define Column Mapping page, in step 9, the Box 12 Label field on the file was mapped to the w2employee.amt_b17a. The Amount field on the file was mapped to the w2employee.b17a field. Since the field in the database is numeric and in the file for the column the data contained letters, the Import Errors page appears.
If there are no errors with the requirements between the data in the file and the database table, the Static Column Value Mapping page will display.
In the Static Column Value Mapping page, required fields from the database table that are not mapped on the Define Column Mappings page will display. In addition, non-required fields that are in the database table and not in the file can be selected using the Append Row button. When the w2employee.taxyr (Tax Year) and w2employee.b17a (Box 12 code) are mapped statically, the values will default. Refer to the Creating a File for Import section for more information. Values entered in the Static Column Value Mapping page will be used for every line number in the file being imported.
Once the Static Column Value Mapping is complete, click Next to display the Save Import Mapping page.
In the Save Import Mapping page, you can save the mapping that has a unique identifying name. If you select to make the mapping Public, anyone who can import a file can use the mapping. If you select to make the mapping Restricted, users other than the owner of the mapping will not be able to update the saved mapping.
Note
The ability to add and update an import mapping on the Save Import Mapping page is dependent on security in addition to the Restricted field.
Once the selections on the Save Import Mapping page have been completed, click Finish. This will take you out of the Import Wizard.
If Box 12 labels exist for employees, the following confirmation will display:
Select Add to add the amount from the import file to the value that exists for the duplicate label(s).
Select Replace to replace the value that exists for the duplicate label(s) with the amount from the import file.
Select Continue to proceed to the Import Status page to review the employees and the duplicate labels. You will not be able to import with this selection.
Select Cancel to abort the import.
If there are any errors or warning messages during data validation when the file is imported, the Import Status page will display.
In this page, all errors and warning messages will display. The Line # column represents the line number in the actual file, to make it easier to find the data that needs to be corrected before it can be imported.
The Summary Information section will display the number of Errors, Warnings, and Successes. If there are no Successes, the Import item will not appear on the page.
You can choose to display Warnings Only, Errors Only, Warnings/Errors Only or Show All information by making the appropriate selection in the Display Results field. You can print the listing of errors by clicking Print.
You can choose to import any successes by clicking Import or choose to correct the file and run through the import process again. To exit without importing any records, click Back.
If there are no errors with the data validation or if the Import item is selected in the Import Status page, the Confirmation dialog will display.
Click Yes to import the file. This will generate a final Confirmation dialog.

File Import and Data Selection Page

This page allows users to select the file and records to import into Box 12. It also initiates the Import wizard.

Field	Description
File to Import	The location of the file on your personal computer or network server, in addition to the name of the file.
Line #	The number representing the line in the file to be imported.
Column 1 - Column 30	Represents the column headings for the file to be imported.

Define Column Mapping Page

This page allows users to map the columns in the file to be imported with the fields in database table.

Field	Description
Saved Import Mapping	This lists the mapping you created or mappings set to public. When a saved mapping is selected, the table field mapping defaults into the Column Mapping section of the page.
Import File Column	Lists the Column Titles set on the File to Import Data Selection page.
Table Field	Lists the table and field names from the database table. You will select from the list the field that you can to map the Import File column to.
Field Description	User-friendly name for the value in the Table Field column. Display-only.

Import Errors Page

This generates a list of errors where the data in the file does not match the requirements of the fields in the database table.

Field	Description
Line #	The number representing the line in the file to be imported.
Import File Column	Lists the Column Titles set on the File to Import Data Selection page.
Table Field	Lists the table and field names from the database table.
Value	The data in the field that is generating the error.
Error Message	The error message explaining why the value does not meet the database requirements.

Static Column Value Mapping Page

This page allows users to statically map required fields in the database table to a value. This value is used for all lines of the file to be imported.

Field	Description
Table Field	Lists the table and field names from the database table that have not been mapped on the Define Column Mapping page. Required fields will default in this field. Non-required fields can be added by selecting Append Row.
Field Description	User-friendly name for the value in the Table Field column. Display-only.
Value	The value that will be used for all rows in the file to be imported.

Save Import Mapping Page

This page allows users to save the mapping created in the Define Column Mapping and Static Column Value Mapping pages.

Field	Description
Mapping Name	The identifier to be used for the mapping.
Owner	User that created the mapping. If a user updates the mapping, the user ID, date, and time will display next to this field. Display-only.
Public	Select this box to allow all users access to use the mapping. The mapping will appear in the Saved Import Mapping field of the Define Column Mapping page. Clear the box to prevent users from using this mapping. Only the Owner will have access.
Restricted	Select this box to prevent users from updating the mapping if selected in the Saved Import Mapping field of the Define Column Mapping page. Only the Owner will be able to update. Clear the box to allow users to update this saved mapping.
Save Options	Selection to determine how the mapping should be saved. Save options are: Create new mapping - requires a unique Mapping Name. Update existing mapping - will update the existing mapping with changes made on the Define Column Mapping or Static Column Value Mapping page. Do not save mapping - will not save any changes made to the existing mapping or will not save a new mapping.

Import Status Page

This page allows users to see error and warning messages generated during the data validation of the Import.

Field	Description
Number of Errors	The count of errors found during the data validation that will prevent the data from being imported. Display-only.
Number of Warnings	The count of warnings found during the data validation. Warnings will not prevent the data from being imported. Display-only.
Number of Successes	The count of successes found during the data validation. Display-only.
Display Results	Allows you to decide which records you want to display in the list and on the Import Status Report. Show Errors Only - Only shows the error messages preventing the lines from being imported. Show Warnings Only - Only shows the warnings messages. Show Errors/Warnings Only (default) - Shows both the error and warning messages. Show All - Shows errors, warnings, and successes.
Indicator	This column displays the indicators for warnings, errors, and successes.
Line #	The number representing the line in the file to be imported.
Status	Displays the error and warning messages during the data validation. Also displays successes if Show All is selected in the Display Results.