Preparing W-2s

To prepare W-2s:

1. From the Payroll System main menu, select Reports » Tax Reporting » Work on W-2s » Prepare W-2s.
2. On the Prepare W-2s dialog box, enter the year.

If you leave the Employee - From and To fields blank, the system will prepare W-2 statements for any employees that received a paycheck for that year.

3. Click OK and ComputerEase will compile the information.

You will receive a notification letting you know how many W-2s were prepared.

After you have prepared the W-2 statements, you can select the Print W-2s menu option to print the W- 2 statements on plain paper. This will allow you to verify that the information that will print is correct. You can print the statements as many times as needed.

Editing W-2s

After the W-2s have been prepared and reviewed, you can make any manual changes if needed.

To edit W-2s:

1. From the Payroll System main menu, select Reports » Tax Reporting » Work on W-2s » Work on W-2s » Edit W-2s.
2. On the Edit W-2s dialog box, enter the Tax Year and Employee, and click OK.

3. On the employee’s W-2 screen, make any changes as needed.

4. If you need to add information for Box 12 or Box 14 on the W-2 statement, enter the information in the Code or Other field.

Printing W-2s

After you have verified that the information on the W-2s are correct, you are ready to print your W-2 forms.

To print W-2s:

1. From the Payroll System main menu, select Reports » Tax Reporting » Work on W-2s » Work on W-2s » Print W-2s. Make sure when printing that you print directly to your printer. If you print to PDF first, this will alter the alignment of the form.
2. Choose from the following printing options:

3. Only the required boxes/data will be populated for each selection.

For example, box 14 is an Employee informational box and will only print on the Employee Copy.

• Local Wages on W-2s: Each Local Tax Maintenance screen in ComputerEase has options that will determine how the Local Wages are reported on the Employee Copy of the W-2. Local wages are not reported on the Federal Copy. The W-2 Required box, options for reciprocation rules, and taxable questions for “Work” vs “Resident” are all choices that will determine what amount is reported in “Local wages, tips, etc.” box (Box 18) of the Employee copy.

1. Option 1: If you have the W-2 Required option selected in all of your Local Tax Maintenance screens, you will see two locals per W-2 with the tax that was withheld for each Local and wages for each Local that should matc h the “Taxable Wages” for that Local in the “Earned Anywhere” section of the Local Tax Withheld Report available in ComputerEase. Because of reciprocation rules, and the possibility of the same wages being charged for taxes in more than one Local (Work Local and Home Local) it is not accurate to report “Taxable Wages” from the “Earned in Local” section.
2. Option 2: If you have the W-2 required option selected in only some Local Tax Maintenance screens, you will see the Locals that have the W-2 required option selected in the same manner as described above. All other Locals will be grouped together and will show a total of Tax Withheld for Locals not getting an individual W-2. Because of the available options for calculating Local taxes listed above, it is not possible for the system to report the wages for this grouping in any other manner; therefore, it will report the same wages that are in Box 1 (Wages, tips, other comp) and will be listed as “Various.”

Count W-2s will generate a report that will give you a total for each copy that needs to be prepared. Local copies will be counted using the settings that are selected in the Local Tax Maintenance in the W-2 required field

Printing the W-3

After printing your W-2 forms, you will be ready to print your W-3 form.

To print the W-3:

1. From the Payroll System main menu, select Reports » Tax Reporting » Work on W-2s » Work on W-2s » Print W-3.
2. On the Print W-3 dialog box, verify the Tax Year and select Yes or No to Include State and Local Totals depending on whether or not you would like state and local totals included on your W-3 form.  
3. Confirm the information on the Employee Information tab and make any changes necessary.

4. If needed, make changes on the Amounts tab.

The changed values will output on the printed copy of the W-3. However, if you believe your totals are incorrect, you should research and correct the issue within ComputerEase, as these totals are the totals from your W-2 forms and should be validated by the totals of your W-2 forms.

5. When you have confirmed all your information, click Print.

Generating a Electronic File

To create a Electronic File for electronic filing of W-2 statements:

1. From the Payroll System main menu, select Reports » Tax Reporting » Work on W-2s » Create Electronic File.
2. Select the appropriate format: Federal Info, State Info, or City Info.

3. Depending on the option you select, you are prompted for the Tax Year and any additional information required for the Magnetic Media file.

4. When finished, click OK.

The Electronic File will be generated in the clipboard. You can copy this file to disk and/or send it to the proper agency.

Upload W-2s to Employee Hub

If you own the Employee Hub module, you can upload W-2s to the Employee Hub website, if needed.

To upload W-2s to the Employee Hub:

1. From the Payroll System main menu, select Reports » Tax Reporting » Work on W-2s » Upload W-2s to Employee Hub.
2. On the Upload W-2s to Employee Hub dialog box, enter the Tax Year of the W-2s you want to upload, and click OK.

3. When notified that the W-2s were successfully uploaded to the Employee Hub, click OK.