During this webinar, we will cover:
Click on the links below to jump to each section:
2023 Items to Note
1. 10 Limit
If filing more than 10 W-2 forms, then the information must be filed electronically, along with printing out forms for employees.
2. W-2’s forms are filed with SSA (Social Security Administration).
To file electronically, obtain a PIN from the SSA. This can be obtained by going to the web site at http://www.ssa.gov/employer/ .
3. Due Date
January 31st forms must be given/postmarked to employee and filed with the SSA.
4. What Version of AGRIS Must you Be on to Print Process W-2
AGRIS V24.0 SU5 will contain a new forms, to be released in January 2025. For the new form without upgrading, go to this link to download as a user-defined form.
please see: placeholder waiting for IRS ReleaseAGRIS V23.1 will allow auto download of federal tax changes. You can always load these manually too.
https://culturatech.atlassian.net/l/cp/1r1Ephkr
5. Correct forms for you printer
The number of returns per 8.5-inch x 11-inch page is as follows:
W-2 - 2 forms per page - 33 lines per form (5.5-inches tall)
Webinar Recording for Printing W-2 Forms
1. Link to 2025 Tax Rate Update
https://culturatech.atlassian.net/l/cp/1r1Ephkr
2. Webinar Recording for Printing W-2 Forms
3. Webinar Recording for Electronic W-2 Forms
How to Edit YTD Totals for Yearend, for Last-Minute Adjustments
click this link for Detailed Written Instructions
Basic Instructions for Printing W-2 Forms
When printing all W-2s the following screen will appear, fill out all applicable files and options:
Fill in the tax year.
Fill in the State(s) Tax Code.
Note that this is not a range, but an option to print State 1 and State 2. It will not print the 5-states that are in between these two states. If you have 4 states to print for an employee, you will have to print w2 information twice since there are only two state code lines on the form.
If you need to combine a range, key in a Plus 
key and a range filter will appear.
Answer Y/N to Combined Local Tax Codes.
Answering yes adds an employee’s year to date total records from multiple local tax codes within the same state to output a single W-2 form.
This option allows manual edits to Year-to-date totals to be combined with check totals:If answering Yes, leave the Local Tax Code field blank to include employees with any local tax code.
If answering No, then select the Local Tax Code to print on the W-2 form
Enter the administrative location code in the Location Code input field to limit the selection of employees to a single location per their Employee setup. Leave this input field blank to include employees with any administrative location code.
The control number is for the users benefit and is not used by the IRS. This optional sequential number may be printed in Box d of the W-2 form for you to track which printing run this is.
The selection of employees may be restricted to a range of name ID types.
Enter values in the Beginning and Ending Name ID Type range selection input fields.
Leave these input fields blank to include employees with any name ID type.
W-2 Forms Ordered by:
D – Name ID Description
F – Federal ID Number
N – Name ID Number
Answer the question “Mask Federal ID?”. This will replace the tax id with X’s except for the last 4-digits.
Click Ok to continue to the printer options.
Load your forms into the printer.
Select printer to print.
Basic Instructions for Creating W-2 Electronic File
This option creates a file that can be uploaded to the Social Security Administration (SSA) Web site at http://www.ssa.gov/employer/ and then selecting the Business Services Online option.
To create the electronic file:
Navigate to PAY > Print W-2 Forms > W-2 Electronic Reporting.
Enter the path to where you want the system to put the file.
Again, make a unique folder and the name of the file is W2REPORT.
Click OK
Then Click OK again as AGRIS verifies the File location path
Enter the Tax Year for which you are creating the file
Enter your Personal ID Number (PIN). This is the number that you received from the Social Security Administration (SSA).
Enter the type of file being created: Original or Resubmitted.
Enter the type of employment. This is based on the type of form you file with the IRS to report withholdings. This is usually a R (Regular (all other, form 941).
Enter the kind of employer. This will be N – None Apply.
The Establishment Number is not required – for your tracking.
Enter the company name
The State Tax Code can be left blank (depends on it your state requires separate reporting)
Enter all the contact information: Name, Phone number, extension, email, fax.
This is information for who the IRS contacts for questions.
If necessary, enter the State Total Record Format
Use the Search Function to see if your state is in the list.
Electronic Report Results
WARNING Message - If the Registered Name for Federal ID in name/address or the SSN is wrong, AGRIS will warn you when you are creating the W2REPORT file.
These fields in name/address are located on the contact information of the name id record & the general Information screen.
Note that the system will warn you that there is a possible issue, but it will still create the W2REPORT file (no extension).
Recommend making a copy of the W2REPORT file and adding to the name the year. If you must do a corrected W2REPORT, we will need the original.
Every time you run this option it OVERWRITES the existing W2REPORT file.
