Create W-2 Transmittal File 
Use this page to create an electronic W-2 file for submission to the federal government.
Fields
| Field | Description | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Tax Year | Tax year being reported. The current tax year is the default selection. | ||||||||||||
| EIN | Employer Identification Number. This entry defaults from the W-2 Employee List page. | ||||||||||||
| Transmittal Layout | Required. Transmittal format to be used for the W-2 file. | ||||||||||||
| Submitter Information | |||||||||||||
| PIN | Required. IRS-assigned number uniquely identifying the submitter. It may contain 8 characters. | ||||||||||||
| Name | Submitter's name. Defaulted from the W-2 Company record, this entry may contain 57 characters. | ||||||||||||
| Location Address | If different from the Delivery Address. This entry may contain 22 characters. | ||||||||||||
| Delivery Address | Address used for all mail and shipments. Defaulted from the W-2 Company record, this entry may contain 22 characters. | ||||||||||||
| Zip |
Defaulted from the W-2 Company record. If you need to change the zip, type the beginning of the new zip. The field will filter the options based on the numbers entered, so that you may select the correct zip without typing the entire code. If you use the zip+4 format, include the hyphen between the fifth and sixth digits. Once you select the Zip, the City and State fields are populated automatically with the correct entries. |
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| City, State | Automatically populated according to Zip selection. You may edit either entry, if necessary. | ||||||||||||
| Kind of Employer |
Required. In the transmittal file, identifies the type of employer. The available selections for are shown in the table below. The corresponding letter code shown in the right column will appear in position 174 of the transmittal file:
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| Local Agency Transmittal |
Available options depend on the State selected; for example, if Michigan is selected, the available options are Social Security Administration and Flint Local. If Flint Local is selected, the transmittal file appropriately will contain the FL or Flint code, depending on how it is named in the Locality field on the Other Tax page in Maintenance (Maintenance > Human Resources > Deductions and Benefits > Taxes). If W-2s are processed before the Locality code for Flint has been set up, the code may be added manually through the W-2 Employee Local Wages tab in W-2 Processing (Human Resources > Year-End Processing > W-2 Processing > W-2 Employee List > Employee Name > Local Wages > New). |
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| Contact Information | |||||||||||||
| Name | Required. Name of person for IRS to contact regarding issues with the transmittal file. The entry may contain 27 characters. | ||||||||||||
| Phone | Phone number of person for IRS to contact regarding issues with the transmittal file. It must contain 10 digits. This field or the Email field requires an entry. | ||||||||||||
| Extension | Phone extension, if applicable. It may contain 5 characters. | ||||||||||||
| Contact person's email address. This field or the Phone field requires an entry. | |||||||||||||
| Fax | Contact person's fax number. If used, it must contain 10 digits. | ||||||||||||
After making your entries, click the Create button. The transmittal file will be generated and sent to myReports.
Navigate to myReports, and click the 2008 W-2 Transmittal link located on the left side of the page. A File Download popup will open.
Click the Save button, and save the file to a folder on your computer. When you are ready to send the file to the IRS, select it from this location.
AccuWage
Prior to your sending the W-2 transmittal file, you may want to run the file through AccuWage.
AccuWage is free software from the Social Security Administration that lets you check the W-2 transmittal file for correctness.
AccuWage is available at the Social Security Administration website: www.ssa.gov/employer/accuwage.
To see help for another page in the W-2 Processing workflow, click the appropriate link provided below:
