PR-L-I  Print W-2 Forms

Purpose of Program

This program will print the employee's year-to-date payroll information on pre-printed W-2 forms or to a file for electronic submittal.

When you run PR-O  Year End Routine at calendar year end, the program creates a W-2 file (BKPRW2.B*) that is a replica of each employee's master payroll record.  It is from this file that the W-2 data that prints on the form is extracted.  You can run W-2's whenever convenient once PR-O is run at calendar year end.

If necessary, the program allows you to edit the W-2 file if you need to make any changes to the information that will be printed on the W-2 form.

General Program Operation

In this program you can choose to print based on Division or Dept, from/thru Employee #, or from/thru Employee Last Name.  If no limits are specified, the program will print all employees currently in the system.

You then enter the Federal & State ID Codes, Local Income Tax Deduction Number (1-15), Locality, Second Locality Tax Deduction Number (1-15), Second Locality Name, Pension Plan Tax Deduction Number (1-15), 401K or Deferral Deduction Number (1-15), Cafeteria Plan Deduction Number (1-15), and Advanced EIC Deduction Number (1-15).  The deduction numbers correspond to the 15 user-defined deductions that are set up in PR-M  Payroll Defaults for each payroll division.  Enter the deduction numbers that apply to each of the various deduction categories; for example, as many as five user-defined deductions can be entered against the 401K or Deferral category and as many as six user-defined deductions can be entered against the Cafeteria Plan category.  Do not enter the same deduction number more than one time on a line. If you enter the same deduction number in all 5 401K Deferral boxes, the amount will be multiplied by 5 on the W-2s.  If you do not need all 5 boxes, leave them blank.

LOCAL TAX LIABILITY: If there is a local tax liability, a new Local exempt from field was added to user-defined deductions effective 12/28/98.  You must go to PR-M, Payroll Defaults, and re-define any user-defined deductions that apply to local tax.  In the "Exempt from" section on the screen you will see a new field named Local, where you can indicate whether the deduction is exempt from local taxes or not.  Also, you will notice that a second locality has been added to the PR-L-I entry screen.  This can be used if an employee moved during the year and must report local tax liability for two locations, or of you have more than one locality to report.

You will then be asked if you want to print in alpha order.  The system will default to Y.  You will then be asked if you want to print W2's with no earnings.  The system defaults to N.

Editing W-2 Data

If for any reason you need to change the data that prints out on the W-2 form, you can access the W-2 file by clicking on the Edit W-2 Data button (or press the <Home> key) when the PR-L-I screen is first displayed.  You will be taken to a screen that looks identical to that of PR-A  Enter Employees; however, the data that is presented is the frozen W-2 file, not the active employee file.  You can edit any of the YTD or other fields and save the record, then print your W-2's, which will reflect whatever changes you made.  Refer to PR-A  Enter Employees for field explanations or other details.

Printing test page

You will not be prompted to print a test page, so it would be a good idea to select an employee range of  two employees, put one W-2 page in the paper tray, and print their W-2s to verify forms alignment for your printer.  Adjustments, if required, can be made using Modify Forms in the File menu.

W-3 preparation

The last W-2 printed is a summary W-2. It will print at the top of a new page and will be marked VOID. It should not be submitted to the Social Security Administration. It is intended to help you prepare the W-3 Transmittal form. The total number of W-2s printed will be in the Control Number box at the top left corner.  If you have multiple divisions with different user defined deductions for different categories, you will need to print each division’s W-2 forms separately and manually calculate the totals for the W-3.