Compare the conversion report to the employee amounts on the Annual 941 Report and Payroll History Report. Reconciling the grand totals is a quick way to find out if there are any issues with the converted W-2 information. If the grand totals reconcile, then you’re good to go. But if the grand totals do not reconcile, you’ll need to track down the problem and fix it before you continue.

Webinar: Step 6B-C. Convert W-2s and balance

How do I reconcile the grand totals on the conversion report?

1. Go to the last page of the conversion report to verify your grand totals.

You can use this worksheet to write in the amounts from the Annual 941 Report (from Step 3c: Print the Annual 941 Report for the Calendar Year) and the Conversion Report (or Conversion Printout from Step 6b: Convert Year-end Tax Information).

Why does the Annual 941 Report show more taxes than the conversion report? The Annual 941 Report shows more taxes than the conversion report because the Annual 941 Report shows taxes for the employer and employee while the conversion report only shows the employee's contribution.

2. Compare Line 2 on the Annual 941 to the Wages/Tips Total on the Conversion Report.

3. Compare Line 3 on the Annual 941 to the Federal Income Tax total on the Conversion Report.

4. Compare Line 5a, Column 1 (Taxable Social Security Wages) on the Annual 941 to the Social Security Wages (Soc Sec Wages) on the Conversion Report.

5. Compare Line 5d, Column 1 (Taxable Medicare Wages and Tips) on the Annual 941 to the Medicare Wages (Med Wages) on the Conversion Report.

6. Go to the second to the last page of the Payroll History Report.

Use the Payroll History Report that you printed in Step 3b. Print Payroll History for the Calendar Year to fill in the amounts in the table.

7. Compare the State Withholding grand total on the Payroll History Report to the State Income Tax on the Conversion report.

The totals listed above should reconcile exactly. If the totals do not reconcile, there’s a problem with the employee’s amounts or the pay code settings.

Do the grand totals on the conversion report match the Annual 941 Report and Payroll History Report?

• Yes, the amounts match. That’s good news. Continue to 6d. Verify the organization's W-2 information.

• No, the amounts do not match. You’ll need to track down the problem. You can print the Employee Tax Summary Report and use it to compare employee’s tax amounts on the Conversion Report. You need to find and fix the errors before you can continue.

What do I do if totals do not match?

Use the Conversion Report to review each employee. Compare the employee’s information on the Conversion Report to the Employee Tax Summary Report (see Step 3d: Print Employee Tax Summary for the Calendar Year). Next, verify the amounts for each employee are correct.

Tip! When you print the Employee Tax Summary, change the print order to print by employee number so the printed report matches the Conversion report.

Copyright © 2025 Caselle, Incorporated. All rights reserved.