Frequently
Asked Questions
W2 Process in the Payroll Software
Click on the question below to find the answer.
Make sure you are choosing the Reporting Process option and no the W2-C Reporting Process. The format of these 2 forms have a different layout and if your W2 forms appear to be the wrong format, this could be the problem.
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Your printer needs to be set for 10 characters per inch and 6 lines per inch. Note: For Tally printers only, you will also need to set the page length to 75.
Click here if you need help changing your printer settings.
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*If the Third Party Sick Pay is NOT taxable you will need to add this under Misc Code Add-On Maint. From the Payroll Menu, go to Period End, Year End, W2 Process, Misc. Code Add-On Maint.
Click here to view how this is done.
*If the Third Party Sick Pay IS taxable, you will need to key this in as a manual check. From the Payroll Menu, go to Other and choose Manual Check option.
Click here to view how this is done.
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To set up an adjustment pay for Fringe benefit, from the payroll menu, go to Other, Control, Control A - L, Adjustment Type. Key in an adjustment type number that has not yet been used and key in a description for the adjustment. Make sure to use Adjustment type of 03 - Fringe Benefit. You don't have access to the account number field or the sheltered flags because no account number is needed and the sheltered flags default to the correct settings.
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If you don't already have the fringe benefit adjustment set up on the employee's adjustment screen, you will need to do this first. (From the payroll menu, go to Employee, Adjustment Pay and bring up the employee. If the employee already has adjustments set up, a list of those adjustments will come up and you will need to press F5 to add a new one for the Fringe Benefit. If they don't already have adjustments set up it will come up on the add screen. Key in the adjustment pay number for the Fringe Benefit or do a look-up to select it. Answer "No" to retain adjustment question and key in the adjustment amount. When you run the next payroll this adjustment will be included and the appropriate taxes taken. (NOTE: If the employee already has the adjustment type added to their screen with no amount, you will just need to key the adjustment amount for the Fringe Benefit when you do the current pay scroll before running the payroll.)
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If you have already ran your last payroll of the calendar year and you have Fringe Benefit that has not been recorded yet, you will have to add this information. You can do this by going to Other, on the Payroll menu, and choosing Update, History, Checks. Find the employee name and their last payroll check of the calendar year on the list and select it. Press F9 for Other and choose Adjustment. Key in the Fringe Benefit adjustment type code and key in the adjustment amount. Save this screen and on the Total Maint screen, increase the SS and Medicare taxes to include the employee's portion due on the fringe benefit and be sure to also increase the FIT, SS and Medicare Wages to reflect the fringe benefit amount and save this.
SS/MED will have to be paid in on this Fringe Benefit either by collecting it from the Employee or the County paying this portion. This process would be up to your office on "who" would pay this portion. If you are unsure please discuss this with your auditor.
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No, you don't have to run your W2s before you can run payroll for the new calendar year. You do, however, need to make sure your Circular E year is set to the new calendar year date before running payroll for the new year. To change the Circular E year, go to Payroll, Period End, Year End, Other, and Select Circular E Year
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