W2  PROCEDURES



 

Complete last payroll of the calendar year.

Complete year-end processing.

Have all Pay_* users log out.

Log in to PAY_W2 account.  (This must be a new login, not a “Set Dir” to PAY_W2.) and respond as follows:

Username: PAY_W2

Password:  (check with SYSMGR for password)

Executing W2 login command file

Copy current files to W2 area <NO>? YES

Are you sure YTD blank has not been run <NO>? YES

All relevant and current PAY data files are copied to a separate directory named [PAY.W2]. These files can be accessed only from a login to “PAY_W2” account.  These files remain static (processing of new payrolls has no effect on these files), except for the processing of the W2’s, which can be done now or later.

For confirmation of the move, you can view the revised date of a [PAY.W2]*.dta file after typing the following command.  If the revised date is the same as the date you executed the move, then the files moved successfully.

$ DIR  [PAY.W2]PAYREG.DTA/FULL

Directory $2$DKA200:[PAY.W2]

PAYREG.DTA;8                  File ID:  (2660,97,0)

Size:          648/648        Owner:    [PAYROLL,PAY_LEDA]

Created:   18-MAY-1999 14:34:56.91

Revised:   22-DEC-2000 13:35:30.27 (7456)        (this date will be date of move)

Expires:   <None specified>

Backup:    <No backup recorded>

You may log out of the PAY_W2 account at this time and return to it when you are ready to process the W2’s. 

If you need to process a new payroll, log out of the PAY_W2 account and log in to your regular user account.

When you are ready to process the W2’s, log in to the PAY_W2 account and respond as follows:

Username: PAY_W2

Password:

Executing W2 login command file

Copy current files to W2 area <NO>? NO                                        (Do not copy the files a second time.)

From the Main Menu, select:

SPECIAL         Special maintenance routines

From the Special Menu, select EXPUNGE:  (You’ll go through this option twice.)

EXPUNGE         Remove/Print Employees with no YTD Gross or saved pointer                    

1st time==Respond to the prompts as follows:

                Select employees with no YTD Gross> YES

                Print a report of employees to expunge> YES

                Expunge the employees> NO

Review the list.  If ready to proceed with Expunge, continue:

2nd time==Respond to the prompts as follows:

            Select employees with no YTD Gross> YES

                Print a report of employees to expunge> NO

                Expunge the employees> YES

From the Main Menu, select

TODATES         Month, quarter, fiscal, year ending  processes

From the TODATES Menu, select:

YEAR            Year end routines

From the YEAR menu, select:

W2              Access W2 procedures

From the W2 menu, select the options you need.

This option is for updating the SGU header information:

PAYW2INFO       Input/update W2 information (Payw2info file)

This option is for updating individual employee data in PAYMAST (the live file) used for W2 reporting:

W2DATA          Maintain Employee related W2 data in PAYMAST

FINALLY, choose this option to create the W2 print file:

PTRW2           Print the W2 forms by pointer

You will be prompted for responses as follows:

Fields to Sort (15 Maximum)

Level 1...Field? .GROUPECODE

Level 2...Field? .ZIP

Level 3…Field? .FULLNAME

Select out special records <NO>? NO

Field extraction started                          04:17 PM

Pointer file build started                        04:17 PM

Pointers to 495 records constructed.              04:17 PM

PAYW2 V5.0-02 - Print Wage and Tax Statements               04:17 PM

Copyright (c) 1992, Campus America, Inc.

495 records referred to by the pointer file.

Does that seem correct <YES>? YES

W2 Form type (ONE-WIDE, DOUBLE-WIDE or LASER) <ONE-WIDE>? ONE-WIDE

Output Device <LPA0:>? 2000W2.LIS   (name it for the proper year)

Payroll ID to start with <FIRST>? <press enter to take default>

Subtotal Look-ahead                               04:18 PM

 One Moment Please

Writing W2's To 2000W2.LIS

Finished    04:18 PM

If you get messages such as the following, you may disregard them.  They indicate that a record with zero wages was not expunged from the W2 file.

%No records in PAYDETAIL for 274668954, employee skipped.

%FEDERAL TAXABLE GROSS AMOUNT not found for 305485254

When the batch has finished, there will be a file called 2000W2.LIS in your user directory.  Use <cntrl z> to go to system prompt, then you can view the directory by using

$DIR 2000W2.LIS*

You will print the 2000W2.LIS file to a printer que (load the printer with W2 forms first), using the following command(s).  Print the first page to confirm form alignment.

$ PRINT/QUE=FISCAL/FORM=LG12/PAGE=1  2000W2.LIS

Check the form alignment and if satisfied, proceed with the following command to print the entire file. Be sure to enter the qualifier “/NOFEED” so that the continuous forms print correctly.

$ PRINT/QUE=FISCAL/FORM=LG12/NOFEED  2000W2.LIS