AGRIS Customer Documentation

2023 Year End Payroll (W-2 Forms) [copy]

W-2 Form from IRS
click on picture to enlarge

During this webinar, we will cover:

 


How to Produce Your W-2 Reporting

Creating Paper W-2 Copies
Click on the Expand window Button in lower-right-hand corner to increase window size.

 


How to Handle Changing Tax Tables for 2024

click this link

 


How to Edit YTD Totals for Yearend, for Last-Minute Adjustments

click this link



2023 Items to Note

10 Limit

If filing more than 10 W-2 forms, then the information must be filed electronically, along with printing out forms for employees.

 

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/.

 

Due Date

January 31st forms must be given/postmarked to employee and filed with the SSA.

 

AGRIS V23.0 SU3 released January 2024

AGRIS V23.0 SU3 will contain a new form.

 

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)

 


Basic How to Print W-2 Forms

The user can print all W-2s or to print a single W-2 if they need to correct one or replace a lost one. 

  • Navigate to PAY > Print W-2 Forms > Print Single or Multiple 

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.

  • 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

 

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