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W-2 Form from IRS
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During this webinar, we will cover:

How to Produce Your W-2 Reporting

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Creating Paper W-2 Copies
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Creating the Electronic W-2 Reporting.
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How to Handle Changing Tax Tables for 2024

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

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  How to Edit YTD Balances in Payroll
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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.

• However, if you are on at least 21.3, then you do not need to upgrade to the latest AGRIS version just to report W-4. The W-2 Form has not changed.

• There have been defect fixes in 22.3 that pertain to the form if printing multiple states per employee. If you need this fix, you must upgrade.

• For the new form without upgrading, please see: 2023 Tax Year: W2 Forms

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 

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Print All W-2 Forms Screen

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.

• 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 Employer W-2 Filing Instructions & Information 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. 

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• Click OK

• Then Click OK again as AGRIS verifies the File location path

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W-2 Electronic Reporting

• 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.

• If necessary, enter the State Total Record Format

• Electronic Report Results