6d._Verify_the_organization_s_W_2_information

6d. Verify the organization's W-2 information

Verifying the organization's W-2 information will help you make sure the converted W-2 information is correct in the Government Reporting Organization table. Connect uses the information in the Government Reporting application to print W-2s and create the electronic W-2 file. 

Getting started with verifying the organization's W-2 information

  1. First, verify the organization’s information
  2. Second, verify the pay codes subject to tax
  3. Third, verify the converted W-2 information for each employee

 

 

First, verify the organization’s information

The first page of the conversion report includes the organization’s name, address, and telephone; Federal ID; State ID; and Local Tax ID (when there’s a local tax). If the organization is filing W-2s online, you’ll also want to check the electronic filing properties.


Remember! You must complete this step if the organization is filing W-2s online. To find out if you need to file W-2s online, click here. 


Checking the organization's information

Every organization needs to complete this step. Use the conversion report that printed when you converted year-end tax information in step 6b. You also have the option of using the Organization table in the Government Reporting application to verify the organization's information. 


1. Go to the first page of the conversion report.

Conversion Report, page 1

 

Alternative option: You can also use the Organization table in Government Reporting to verify this information. To do this, open Connect Payroll > Government Reporting and select Organization. See the help topics titled How do I verify the organization's contact information? (Government Reporting) and How do I verify electronic filing information? (Government Reporting)


Government Reporting > Organization 

 

2. Verify the organization’s information.

 

Is the organization's contact information correct?

  • Yes, the organization’s information is correct. Continue to next question.

  • No, the organization’s information is not correct. Use Payroll > Organization > Organization to update the organization’s information. You’ll need to reconvert the year-end tax information, go to Step 6b. Convert Year-end Tax Information.

 

Is the Federal ID number correct?

  • Yes, the Federal ID number is correct. Continue to next question.

  • No, the Federal ID number is not correct. Use Payroll > Organization > Pay Codes to look up and correct the Federal ID number on the Federal Withholding Tax (76-00) pay code. You’ll need to reconvert the year-end tax information, go to Step 6b. Convert Year-end Tax Information.

 

Is the State ID number correct?

  • Yes, the State ID number is correct. Continue to next question.

  • No, the State ID number is not correct. Use Payroll > Organization > Pay Codes to look up and correct the State ID number on the State Withholding Tax (77-00) pay code. You’ll need to reconvert the year-end tax information, go to Step 6b. Convert Year-end Tax Information.

 

Is the Local Tax ID number correct (if applicable)?

  • Yes, the Local Tax ID number is correct. Continue to next step.

  • No, the Local Tax ID number is not correct. Use Payroll > Organization > Pay Codes to look up and correct the Local Tax ID number on the Local Tax pay code. You’ll need to reconvert the year-end tax information, go to Step 6b. Convert Year-end Tax Information.

 

Checking the organization's electronic filing information

Only organizations that will be filing W-2s online need to complete this section. 


1. Use the Federal tab > Electronic Filing tab in Connect Payroll > Government Reporting > Organization. 

To learn more, see How do I verify electronic filing information? (Government Reporting)



Government Reporting > Organization, Electronic Filing tab


2. Verify the organization’s federal electronic filing information.

  • W-2 contact information, address, telephone, and email

  • Preferred method of problem notification

  • Preparer code (if you’re preparing W-2s for your organization, then select Self Prepared)

  • Employment code (usually R (Regular (all others))

  • Kind of employer (usually S (State and Local Governmental Employer))

  • Employer/Agent employer identification number (EIN)

  • Agent for EIN (this can be the same number as the Employer/Agent employer identification number (EIN))

  • Third party pay (if you have third party pay, enter the amount paid by the third party, and select the checkbox titled Third Party Sick Pay Indicator)

 

Does my state use state-specific electronic filing information? If you're state needs state-specific information to file W-2s online, use the Electronic Filing tab in Government Reporting Organization to add the state-specific information. See the help topic titled How do I add state-specific information for filing W-2s online? (Government Reporting)

 

Is the organization's federal electronic filing information correct?

  • Yes, the organization's federal electronic filing information is correct. You're good to continue to Second, Verify the Pay Codes Subject to Tax..

  • No, the organization's federal electronic filing information is not correct. Update the federal electronic filing information on the Electronic Filing tab in Government Reporting > Organization.

 

The converted information in the Government Reporting Organization table is ready to go.


Second, verify the pay codes subject to tax

The second page of the conversion report lists the pay codes for the organization. There’s a column for each tax type. If the pay code is a deduction type pay code, a “Y” means the pay code is exempt from tax. The column titled W2 Code lists the code to enter in Box 12 on the Form W-2.

Conversion report, page 2

 

STOP!

Is each pay code subject to the correct taxes?

  • Yes, each pay code is subject to the correct tax. That’s good news. Continue to the next step.

  • No, each pay code is not subject to the correct tax. Use Connect Payroll > Organization > Pay Codes to look up the pay code and then, check the settings on the Used in Calculation tab to review the taxes on the pay code. You’ll need to reconvert the year-end tax information, go to Convert Year-end Tax Information in the Payroll Year-end Checklist.

 

 

Why do I need to repeat steps I’ve already finished? You’ll want to complete all of the steps in the checklist to make sure the changes are updated correctly BEFORE you print the W-2s.

 

Third, verify the converted W-2 information for each employee

Check that the employee's W-2 information that was converted from the Payroll application is correct. The employee’s W-2 information begins after the pay codes, it usually starts near page 3 or later of the conversion report.


1. Go to employee’s W-2 information (usually starts around page 3 or later) of the conversion report.

Conversion report, page 3


Alternative option: You can also use the W-2 Employees table in Government Reporting to verify converted employee W-2 information (see the help topic titled How do I review converted W-2 employees? (Government Reporting); however, it may be faster to use the printed conversion report.

 

2. Check the converted W-2 information for each employee.

Use the conversion report or W-2 Employees to review the W-2 information for each employee in the organization. This information will be printed on the Form W-2 and included in the electronic W-2 file. 

 

  • Wages/Tips

  • Federal Income Tax

  • Social Security Wages

  • Social Security Tax

  • Medicare Wages

  • Medicare Tax

 

Conversion report, converted employee information - federal

 

  • Box 12 Codes and Amounts


Conversion report, converted employee information - Box 12 codes and amounts

 

  • Other Amounts


Conversion report, converted employee information - Other amounts

When you're finished checking the amounts for the employee, move to the next employee. You should do this for each employee in the organization.  

 

 

STOP!

Did you make any changes to any employee records or pay codes?

 

 

 

 

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