2025 Tax Year

RDA W2, 1095 and 1099 Print Service Guide


Tax Instructions in Freshdesk

Go to https://rdasystems.freshdesk.com/support/login.

● Login ID is your email address.

● If you forgot your password, click the forgot password link.

● If you have not created an account, click Sign Up on the right-hand side of the screen.  We recommend bookmarking this link and saving your login information to access your support tickets and resolutions for easy reference. 

● After you login, use search and enter W2, 1095 or 1099, or the following links:

 


Program Updates

Before processing W-2s, 1095s and 1099s, all clients must install the most recent RDA program updates. We anticipate additional updates in early January.


Check the compile date in the Payroll and Vendor Payment modules. Click on System Administration on the bottom bar, click on Version Control, click on Program Update Status, and select Application Status Tab. Verify the COMPILE DATE for both Payroll and Vendor Payments is the same and the most current RDA program update.  


Once payroll and/or accounts payable data is ready for printing, follow these steps for W2, 1095 and 1099 Print Service:


W2 

  1. Load W2 amounts: Select the Load tab, then select Load Amounts from Deduction Calendar Masters. 
  2. Set W2 Control Numbers: Select Set Control Numbers.
  3. Review the W2 Master: View W2 Masters to verify the data loaded and check the number of records. 
  4. Print, Review, and Sign Report A (totals only), Report B (totals only), and Report Box 12: 
    1. Go to the Review tab. 
    2. Print the Totals Only for Reports A and B. 
    3. Also run the Box 12 Count Report, ranging on Box 12 Count of 5-99 (you may not have any results for this report). 
    4. Review the totals, sign the reports if they are correct.
  5. Create W2 PDF File:
    1. Go to Print/File tab
    2. Select Print Pdf 4 per page
    3. Select Style: Normal, Paper Format: Front/Back With Instructions
    4. Download this pdf into Basecamp Docs & Files, Print and E-file Report folder
  6. Create W2 Electronic File: 
    1. Select the Print/File tab. Click on Electronic File, select your Employer ID and verify the populated information. 
    2. Once the fields are complete, click the long EFW2 Electronic File button on the bottom of this screen. 
    3. Another window will come up, fill in the appropriate contact information in the middle section only of this screen. Click select. 
    4. The next screen gives you the option of saving to a diskdrive, which is not necessary because the W2 e-file is saved automatically to your RDA e-documents.
    5. Download this file into Basecamp Docs & Files, Print and E-file Report folder.


1095

  1. Create 1095 Print File: 
    1. You must choose the same sort order for this process that was used when setting Control Numbers for W2s.  This is either by control number or by last name. 
    2. Go to Other > 1095 Setup > 1095 Report & Form. Populate the Range Screen as necessary. Make sure that you select SKIP INSTRUCTIONS. Run Report.
    3. Download this file into Basecamp Docs & Files, Print and E-file Report folder.


1099 

  1. Go to the 1099s menu: Procurement > 1099s
  2. Load 1099 Amounts: Click the Load Tab, then Load 1099 Amounts.
  3. Review your 1099 Masters: View 1099 Masters and verify the data loaded. 
  4. Print Review and Sign 1099 Amounts Reports: 1099 Amounts Report. Review the report and sign if it is correct. Non-employee compensation will produce 1099 NEC. Legal and Medical columns will produce 1099 MISC. 
  5. Create 1099 NEC and 1099 MISC PDF Files:
    1. Go to Print/File tab
    2. Select 1099 NEC or 1099 MISC Forms
    3. Select Form: Copy B, and Check the Print Instructions Box
    4. Download these pdfs into Basecamp Docs & Files, Print and E-file Report folder

 

Send Basecamp Chat let RDA know files are ready to print!