Section 4: Review 


Step 1: Print W-2 Report A


Procedure


  1. Go to HR → Payroll W2 Processing → Review tab → Report A (in Xpert, go to Payroll → EFW2/W2 Submenu → Payroll EFW2 Report Submenu → EFW2 Report A)
  2. Selected Calendar Year – defaults to current year or if a default is set, be sure the year is the correct W2 year.
  3. Print Report Totals Only – set to TRUE if you desire only report totals.
  4. Range – in most cases, you will not need to range.
  5. Click Select.
  6. Compare report to the Payroll module → Payroll Tax Reports → Consolidated Tax Report
  7. The total wages and employee withholding for all four quarterly 941 reports should match the totals on the W-2 Report A.


Comments


  • Suggestion: Print W-2 Reports to verify accuracy BEFORE printing the actual W-2s. This report can be cross-referenced against your Consolidated Tax Report (in the Payroll module).
  • State totals reflected on the EFW2 Report A are for state wages/withholding loaded in the View Master State 1 fields only; to see totals for additional states, select one of the following options:
    • Print the EFW2 Report B, and change the lists in two of the columns to be State 2 Wages and State 2 Withholding. Add the State amounts from Report B and Report A, and compare back to the Consolidated Tax Report
    • Print the EFW2 Report B, and change the lists in two of the columns to be State 1 Wages and State 1 Withholdings. Change the lists in two other columns to be State 2 Wages and State 2 Withholdings. Add the State 1 and State 2 amounts on this report, and compare back to the Consolidated Tax Report.
    • If you need a total of state wages and withholdings by state, run the Payroll State Tax Report for fourth quarter:
      • OpenRDA: Payroll → Reports → Payroll Tax Reports → State Tax
      • Xpert: Payroll → Payroll Report Submenu → Payroll Tax Reports Submenu; the annual amount also prints on the report

Step 2: Print W-2 Report B


Procedure


  1. HR → Payroll W2 Processing → Review tab → Report B (in Xpert, go to Payroll → EFW2/W2 Submenu → Payroll EFW2 Report Submenu → EFW2 Report B)
  2. Selected Calendar Year – defaults to current year or if a default is set, be sure the year is the correct W2 year.
  3. Print Report Totals Only – set to TRUE to get only report totals.
  4. User Defined Report Title – enter an optional user-defined title, if desired.
  5. Select the desired deductions for printing in the 7 (seven) columns; suggest selecting boxes which would be populated for employees, such as Dependent Care - Box 10, Employer paid Ins>50K Cost - Box 12-C, Elective Deferrals under Section 403(b) - Box 12-E, Employer-sponsored Health Care - Box 12-DD, etc.
  6. Range if necessary.
  7. Click Run Report.
  8. If Report B includes deductions that would populate in Box 12 and 14, can run the Calendar Deduction Summary report located in Payroll -> Reports -> Deduction Reports -> Deductions by Calendar Period and enter month 12; This report will provide an annual amount for each Deduction.


Comments


  • Suggestion: Print W-2 reports to verify accuracy BEFORE printing the actual W-2s. These reports can be cross-referenced against your Consolidated Tax Report (in the Payroll module).
  • State totals reflected on the EFW2 Report A are for State wages/withholdings loaded in the View Master State 1 fields only; to see totals for additional states, select one of the following options:
    • Print the EFW2 Report B, and change the lists in two of the columns to be State 2 Wages and State 2 Withholdings; add the State amounts from Report B and Report A for state totals
    • Print the EFW2 Report B, and change the lists in two of the columns to be State 1 Wages and State 1 Withholdings; change the lists in two other columns to be State 2 Wages and State 2 Withholding; add the State 1 and State 2 amounts on this report for state totals If you need a total of State wages and withholdings by state, run the Payroll Quarterly State Tax Report for 4th quarter:
      • OpenRDA: Payroll → Reports -> Payroll Tax Reports → State Tax
      • Xpert: Payroll → Payroll Report Submenu → Payroll Tax Reports Submenu; the annual amount also prints on the report


Step 3: Box 12 Counts Report


Procedure


  1. HR → Payroll W2 Processing → Review tab → Box 12 Counts Report (in Xpert, go to Payroll → EFW2/W2 Submenu → Payroll EFW2 Report Submenu → Box 12 Counts Report)
  2. Selected Calendar Year – defaults to current year.
  3. Range on Box 12 Counts – the default range is set at 5 to 99 so that only those employees with more than four Box 12 amounts are included; change the range to 1 to 99 if you want the report to include all employees with amounts in Box 12.
  4. Click Select.


  • NOTE: Additional Box 12s: If you have employees with more than four Box 12 amounts this will now flow over to an additional W2's for these amounts.


Comments


  • Run this report to determine the number of W-2s an employee will need to receive.
  • If an employee has more than four Box 12 amounts, additional W-2s will print for the additional Box 12 amounts.
  • Keep in mind that the cost of coverage under an employer-sponsored group health plan will now be shown in Box 12, with the Code DD.


Step 4: FICA/MEDICARE Differences Report


Procedure


  1. Go to HR → Payroll W2 Processing → Review tab → FICA/Medicare Differences (in Xpert, go to Payroll → EFW2/W2 Submenu → Payroll EFW2 Report Submenu → FICA/Medicare Differences)
  2. Selected Calendar Year – defaults to current year or if a default is set, be sure the year is the correct W2 year.
  3. Click Select.
  4. If employees have the same FICA and MEDICARE amounts, the report will return no records selected.


Comments


Differences can be caused by employees reaching the FICA limit.



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Step 5: State Tax Report


Procedure


  1. Go to HR → Payroll W2 Processing → Review tab → State Tax Report (in Xpert, go to Payroll → EFW2/W2 Submenu → Payroll EFW2 Report Submenu → State Tax Report)
  2. Selected Calendar Year – defaults to current year or if a default is set, be sure the year is the correct W2 year.
  3. Selected State - Type in 2-digit state
  4. Click Select.
  5. Report will display each employee and state wages and state tax amount for the selected year


Comments


  • Report can be compared to the Consolidated Tax Report located in the Payroll Module Reports → Payroll Tax Reports → Consolidated Tax Report
  • The total wages and employee withholding for all four quarterly state reports should match the totals on the Quarterly State Tax Report.
  • Quarterly State tax reports can be compared to the State tax reports located in the Payroll Module Reports → Payroll Tax Reports → State Tax