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Release notes

Year-end processing tips for Form W-2

We've compiled a list of tasks to follow and resources to use as you prepare for year-end W-2 form processing.
note
IRS regulations made on February 23, 2023 reduce the threshold for filing certain information returns electronically. For more information, refer to the related content link.

Filing by paper: Order necessary forms

Figure out the total number of W-2s that you'll need for your clients and then order the forms.
  • Print the W-2 Ordering Worksheet from the Print Reports screen.
  • We recommend that you order forms W-2 from Forms CS. We can't guarantee perfect alignment to other vendor's forms or to government preprinted forms.
    tip
    Contact Forms CS to find out if there are discounts being offered. They may offer early bird discounts.
  • The Social Security Administration (SSA) accepts black and white facsimile copies for the Copy A or W-3 forms.

Filing electronically: Register early

Make sure your information is correct

  1. On the
    Clients
     screen, make sure that the client EIN (on the
    Main
     tab) and the state withholding ID (on the
    Payroll Taxes
     tab) are present.
  2. On the
    Payroll Taxes
     tab of the
    Clients
     screen, select
    Additional Information
     in the Federal W-2 section and make sure a contact is selected.
  3. Make sure the payroll tax form filing method and the additional information for W-2 forms on the
    Payroll Taxes
     tab are correct.
  4. On the
    Print Reports
     screen, select the Employee Earnings report and mark the
    Missing/Invalid W-2 Information
     checkbox to include that section in the report.
  5. Verify employee Social Security numbers on the
    Verify SSN/TIN
     screen (from the
    Actions
     menu).
    note
    Before you create and send verification files, you need to register with the SSA to be part of the Employee Verification Service. Contact the SSA at (410) 965-7140 or www.ssa.gov/employers/ssnv.htm.
    The SSA will provide you with a 4-digit requester identification code if you register for diskette filing.
    If you registered electronically and will be filing electronically, you'll use OEVS as your requester identification code.
  6. Double-check the Box 12 and Box 14 codes and descriptions in the following locations:
    1. The
      Payroll Items
       screen.
    2. The
      Payroll Taxes
       tab on the
      Clients
       screen.
    3. The
      Personal
       tab on the
      Employees
       screen.
  7. Run the W-2 Verification report on the
    Print Reports
     screen.
  8. On the
    Verify W-2
     screen (from the
    Actions
     menu), mark employees as
    Verified
    .

Verify the files with AccuWage Online

We recommend that you verify your W-2 files before submitting them to the SSA using the SSA AccuWage Online tool. This tool identifies the most common format errors in wage submissions and can reduce submission rejections.

Attend a refresher course

Sign up for a year-end seminar.

Update applications

Make sure that you've installed the latest version of the application. If you're on Virtual Office or Software as a Service (SaaS), you're good to go. If not, take some time to get all the latest updates so that you have access to this year's payroll tax forms.

This article applies to:

  • Product: Accounting CS

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