The next step is to review the employee’s Social Security number, subject to pay codes, and employee options for the W-2 Form. There are two options for you to choose from but the goal is a careful review of the employee’s information, so choose the method that best suits your needs. 

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Options

First, verify the employee’s Social Security number

Verify the employee’s Social Security number is correct.

• If you're using Option 1, complete this step and then move on to Second, verify the employee's Subject To settings.

• If you're using Option 2, click or press F6 to display the next employee record so you can verify the Social Security number on the next employee record.

Do this...

1. Open Connect Payroll > Employees > Modify Existing Employees.

2. Use the Lookup bar to display the first employee record.

 

 

 

3. Click the Employee tab.

4. Verify the employee’s Social Security number (SSN).

 

Is the employee’s Social Security number correct?

• Yes, the employee’s Social Security number is correct. That’s good news. If you're using Option 1, go to the to Second, Verify the Employee's Subject To Settings. If you're using Option 2, go to the next employee record to verify the Social Security number on the remaining employee records.

• No, the employee’s Social Security number is NOT correct. Click on the Social Security Number box to correct it. 

What if the Social Security number begins with a zero? Enter the Social Security number exactly as it appears. Do not key the dashes. When you're done, Connect will add a zero as the first digit of the Social Security number. To learn more, see How do I add a Social Security number that starts with zero?

Second, verify the employee’s Subject To settings

Review the pay codes the employee is subject to. For example, the pay codes for retirement, Social Security, Medicare, federal, state, SUTA, workers compensation, and so on.

• If you're using Option 1, complete this step and then move on to Third, verify the employee's W-2 Form options.

• If you're using Option 2, click or press F6 to display the next employee record so you can verify the Subject To settings on the next employee record.

Do this...

1. Open Connect Payroll > Employees > Modify Existing Employees.

2. Click to select the Positions tab > Wage tab.

What if there’s an end date on a pay code? Normally, you do not want the subject to pay codes to have an end date. If an end date is recorded, make sure the end date is correct. The end date is important because Connect uses it to will convert the employee information to the W-2 database. Some pay codes do not need a begin date or an end date.

4. Verify the information on each W-2 Form.

Use the section at the bottom of the Positions > Wages tab to verify the pay codes the employee is subject to. You should check the pay code and description; begin and end date; extra amount; and tax information. 

Are the employee’s subject to pay codes correct?

• Yes, the employee’s subject to pay codes are correct. That’s good news. If you're using Option 1, go to Third, Verify the Employee's W-2 Form Options. If you're using Option 2, press F6 to display the next employee record so you can verify the Subject To settings on the next employee record.

• No, the employee’s subject to pay codes are NOT correct. Fix the employee’s subject to pay codes before you continue. That may mean adding a missing pay code, removing a pay code, or updating or removing the end date listed on a pay code.
  
  

Third, verify the employee’s W-2 Form options

Review the options that will print on the employee’s W-2 Form.

• If you're using Option 1, complete this step and then return to First, verify the employee's Social Security number so you can verify the settings on the next employee record.  

• If you're using Option 2, click or press F6 to display the next employee record so you can verify the W-2 Form options on the next employee record.

Do this...

1. Open Connect Payroll > Employees > Modify Existing Employees.

2. Click to select the Job tab.

4. Select the W-2 Form options for the employee.

Use the options in Include on W-2 Form to set up the W-2 options to show a retirement plan, third party sick pay, or both.

Is the employee enrolled in a retirement plan?

• Yes, the employee is enrolled in a retirement plan. Click to select the checkbox titled Retirement Plan.

• No, the employee is not enrolled in a retirement plan. Do not select the checkbox titled Retirement Plan.

Did the employee receive third party sick pay during the tax year?

• Yes, the employee received third party sick pay during the tax year. Click to select the checkbox titled Third Party Sick Pay.

• No, the employee did not receive third party sick pay during the tax year. Do not select the checkbox titled Third Party Sick Pay.

5. Are the employee’s W-2 Form options correct?

• Yes, the employee’s W-2 Form are correct. That’s good news. If you're using Option 1, use the record control or press F6 to display the next employee record and then return to First, verify the employee's Social Security number. If you're using Option 2, you're done.  

• No, the employee’s subject to pay codes are NOT correct. Fix the employee’s subject to pay codes before you continue. That may mean adding a missing pay code, removing a pay code, or updating or removing the end date listed on a pay code.

STOP!

Have you verified the Social Security number, subject to pay codes, and W-2 Form options for each employee?

• Yes, I have verified this information for every employee. You’re ready for the next step in this section, Step 4b. Run Employee Checkout Again. 

• No, I have not verified this information for every employee. Do not continue until you have reviewed the Social Security number, Subject To pay codes, and W-2 Form options every employee.

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