Tax & Accounting Blog

Tax Season Tips for Processing W-2s in Accounting CS and Accounting CS Payroll

CS Professional Suite Accounting & Auditing Solutions December 3, 2013

Tips to help you process W-2s more efficiently this tax season.

Before you process your W-2s:

  • Register with the Social Security Administration (SSA). You must register to use the SSA’s Business Services Online before you can file W-2s electronically. For more information, visit the SSA website at www.ssa.gov/employer.
  • Make sure every employee’s information is entered in Accounting CS.  To enter employee information, choose Setup > Employees. Enter each employee’s name, Social Security number, address, city, state, and ZIP code.
  • Verify each employee’s Social Security number. You’ll find details on SSN/TIN verification in our Help & How-To Center.
  • Generate an Employee List-Detailed report, marking the Personal Information checkbox in the Regions to Include section. This report makes it easy to spot missing employee personal information.
  • Generate a Payroll Tax Summary report to verify taxable wages and tax withholding information. In the Date section, select Current year (or Prior Year, if applicable) as the period to process.
  • Generate an Employee Earnings report to identify missing W-2 information. In the Regions to Include section, mark the Missing/Invalid W-2 information checkbox. This will list any missing, duplicate, or invalid Social Security numbers at the end of the report.
  • Enter your firm and staff information. Your firm’s EIN/SSN must be entered in the Setup > Firm Information > Firm screen, and the ID, name, and Social Security number for at least one staff member must be entered in the Setup > Firm Information > Staff screen.
  • Set up each clientfor electronic W-2 processing. Here are the steps you’ll need to perform for each client:
  1. Choose Setup > Clients. On the Main tab, click the Ellipsis (…) button in the Additional Contacts section. Then, add the contact information for the W-2s and mark the Payroll form signer checkbox.
  2. Click the Payroll Taxes  tab.
  3. In the Federal W-2 grid in the Forms section, select Internet for the filing method for Copy A/W-3.
  4. Click the Additional Information  button and enter the other EIN, if any, as well as the signature and contact person.
  5. Click Enter to save the changes.

When you’re ready to process your W-2s

Here’s how to process W-2 forms electronically:

  1. Choose Actions > Process Payroll Tax Forms.
  2. Select W-2 from the Form type drop-down list, select the year to process, and click the Refresh button.
  3. In the Form Selection section, specify the clients for which you want to process W-2s.
  4. Click the Process Selected button to print the selected W-2s. Repeat as needed for all clients.
  5. Choose Actions > Process Internet/Magnetic Files. Click the Transmitter Information button.
  6. In the General section of the Transmitter dialog, select a file contact from the drop-down list. (The list is populated from data entered in the Setup > Firm Information > Staff screen).
  7. In the Federal W-2 section, enter the user ID that you received from the SSA after registration and click OK.
  8. We recommend that you verify the data in your file by using SSA’s AccuWage program. You can download that software for free by browsing to http://www.ssa.gov/employer/accuwage/. Once downloaded, you can open AccuWage and select to run your W2Report file through the application.
  9. Select the W-2 file and click the Create Files button to send the file to the location displayed in the File Location field.
  10. Browse to the SSA website and upload the newly-created file.

Note:  You can enter employee earnings into the program in several different ways. For W-2 only clients, enter year-to-date checks for employees in the Actions > Enter Transactions screen or in the Actions > Edit payroll tax forms screen (making sure that W-2 is selected as the form type). Then enter employee year-to-date information in the Employee Data tab.