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#400 Electronic File Reporting
Function
Prepares W2 file for electronic submission to the Social Security Administration and selected state and local offices. Organizations filing 10 or more W2 forms must submit W2 data electronically to SSA. Organizations submitting fewer forms are also encouraged to do so.
Things you should know
Upon selecting W2 Electronic File under PR Supplements, a form will appear showing all existing information and additional required fields.
W2 Electronic File for SSA
The first section displays the organization’s general information. If you find an error in the Name, Address, City, State, Zip, or Federal ID fields, you must exit this form and make the appropriate corrections through Tools, Organization, Organization Info. The SSA User ID and W2 Tax Year info must be entered on this form.
Please note that you must contact the Social Security Administration by telephone or through their web site prior to preparing this file to receive your SSA User ID.
Contact Information: Please enter the appropriate information in the fields provided. The Name, Email, Phone, and Contact Preference fields are required. Ext. and Fax are optional.
Prepared By: Please select the appropriate response as to who is preparing this file. In most cases a GMS client preparing their staff’s W2 file will select the Self-Prepared option.
Include 3rd party sick pay amount of income tax withheld by 3rd party: Check this box if an employee has received third party sick pay during the calendar year. If this box is checked you will be asked to enter the amount of income tax withheld by third party.
Kind of Employer: Select kind of employer from the drop-down box.
NOTE: If you are going to have GMS either print your forms or prepare the electronic file for submission, please complete the GMS Instructions section at the bottom of this form.
Save: Save the information you have entered on the form as it appears. If you do not select this option, any information you enter here will need to be re- entered should you go back to this form at a later time.
Prepare: This prepares the W2 file for submission and copies to the location you specified to save the file, such as in your GMSNet folder. The W2 file being prepared is called W2 Report.txt. The Summary of the information contained in the file will appear on your screen after the file has been saved. Should you wish to view the detailed information contained in this electronic file, browse to the location where you just saved the file, double click on the W2Report.txt to open the txt file. You may need to select the program to use to open the file, such as Notepad.
Print: Prepares the report and displays the setup information on the screen. At this point you have the option of printing or exporting the report.
W2 Electronic File for State/Local
State: If you are required to file W2’s electronically to AL, AR, GA, IN, KY, MD, MS, NE, OH, OR, PA, UT or VT select the applicable state. GMS will prepare the file format for states that clients have requested.
Note: If selecting OH for the state, a check box will appear at the bottom of the screen. If the file will be done in the OH Simplified W2 format, place a check in the box.
Local: If you are required to file W2’s electronically to the cities of Warren, Dayton, or Ravenna, OH or RITA for Ohio or Berkheimer for PA, select the applicable locality.
Local Code: If you have selected a Local jurisdiction, you will need to enter the local code for this locality.
Local Tax Type Code: If you have selected a Local jurisdiction this field will then become available for you to make the appropriate selection. The software may automatically check the appropriate local tax type code depending on the locality chosen. GMS will prepare the file format for localities that clients have requested.
Prepare: Click on Prepare to prepare the file for electronic submission to the appropriate state or local jurisdiction. The file will be saved in the location you specified to save the file, such as in your GMSNet folder.
If your state is not listed in the combo box, GMS has not been informed that your state will not accept the SSA Format.
For those Clients choosing to have GMS prepare their electronic file for submission.
Note: If you have requested that GMS print and/or prepare both W2 and 1099 forms and electronic files, make sure that both types of forms are ready to be printed and/or prepared when you send your email to GMS stating your database is ready to be uploaded.
You must follow all steps completely through the Edit/Prepare W2 step, including printing the W2 Proof Listing and checking for accuracy. Once you are satisfied that all information is correct, do the following:
Prepares W2 file for electronic submission to the Social Security Administration and selected state and local offices. Organizations filing 10 or more W2 forms must submit W2 data electronically to SSA. Organizations submitting fewer forms are also encouraged to do so.
Things you should know
- When you run the software, you may be prompted for certain information if the program has a problem finding specific items for an employee. If this should happen you should note the employee and make appropriate changes in the employee file as well so this does not happen again in future years.
- Since file preparation is based upon your normal W2 data files, any edit changes to the W2 files will affect both printed and electronic file based W2s.
- W2 box 14 items will not be included in the electronic file.
- Should you need to amend W2s after you have submitted this file, follow normal correction procedures – usually submitting manual W2 changes.
- The RS record is included in the electronic file so it can be sent to State and local offices that require the RS record. For clients who are reporting W2 information electronically to the States of AL, AR, GA, IN, KY, MD, MS, NE, OH, OR, PA, UT, and VT or the cities of Warren, Dayton, or Ravenna OH or RITA for Ohio or Berkheimer for PA, there is a specific format that needs to be prepared.
Upon selecting W2 Electronic File under PR Supplements, a form will appear showing all existing information and additional required fields.
W2 Electronic File for SSA
The first section displays the organization’s general information. If you find an error in the Name, Address, City, State, Zip, or Federal ID fields, you must exit this form and make the appropriate corrections through Tools, Organization, Organization Info. The SSA User ID and W2 Tax Year info must be entered on this form.
Please note that you must contact the Social Security Administration by telephone or through their web site prior to preparing this file to receive your SSA User ID.
Contact Information: Please enter the appropriate information in the fields provided. The Name, Email, Phone, and Contact Preference fields are required. Ext. and Fax are optional.
Prepared By: Please select the appropriate response as to who is preparing this file. In most cases a GMS client preparing their staff’s W2 file will select the Self-Prepared option.
Include 3rd party sick pay amount of income tax withheld by 3rd party: Check this box if an employee has received third party sick pay during the calendar year. If this box is checked you will be asked to enter the amount of income tax withheld by third party.
Kind of Employer: Select kind of employer from the drop-down box.
NOTE: If you are going to have GMS either print your forms or prepare the electronic file for submission, please complete the GMS Instructions section at the bottom of this form.
Save: Save the information you have entered on the form as it appears. If you do not select this option, any information you enter here will need to be re- entered should you go back to this form at a later time.
Prepare: This prepares the W2 file for submission and copies to the location you specified to save the file, such as in your GMSNet folder. The W2 file being prepared is called W2 Report.txt. The Summary of the information contained in the file will appear on your screen after the file has been saved. Should you wish to view the detailed information contained in this electronic file, browse to the location where you just saved the file, double click on the W2Report.txt to open the txt file. You may need to select the program to use to open the file, such as Notepad.
Print: Prepares the report and displays the setup information on the screen. At this point you have the option of printing or exporting the report.
W2 Electronic File for State/Local
State: If you are required to file W2’s electronically to AL, AR, GA, IN, KY, MD, MS, NE, OH, OR, PA, UT or VT select the applicable state. GMS will prepare the file format for states that clients have requested.
Note: If selecting OH for the state, a check box will appear at the bottom of the screen. If the file will be done in the OH Simplified W2 format, place a check in the box.
Local: If you are required to file W2’s electronically to the cities of Warren, Dayton, or Ravenna, OH or RITA for Ohio or Berkheimer for PA, select the applicable locality.
Local Code: If you have selected a Local jurisdiction, you will need to enter the local code for this locality.
Local Tax Type Code: If you have selected a Local jurisdiction this field will then become available for you to make the appropriate selection. The software may automatically check the appropriate local tax type code depending on the locality chosen. GMS will prepare the file format for localities that clients have requested.
Prepare: Click on Prepare to prepare the file for electronic submission to the appropriate state or local jurisdiction. The file will be saved in the location you specified to save the file, such as in your GMSNet folder.
If your state is not listed in the combo box, GMS has not been informed that your state will not accept the SSA Format.
For those Clients choosing to have GMS prepare their electronic file for submission.
Note: If you have requested that GMS print and/or prepare both W2 and 1099 forms and electronic files, make sure that both types of forms are ready to be printed and/or prepared when you send your email to GMS stating your database is ready to be uploaded.
You must follow all steps completely through the Edit/Prepare W2 step, including printing the W2 Proof Listing and checking for accuracy. Once you are satisfied that all information is correct, do the following:
- Click on GMS W2 Transmittal, click on Edit and fill out all of the information. Save the information entered. Click on Print, then click on the Export icon. Choose the PDF format if that option is available to you. If not, choose Rich Text as the format. Save the file in the GMSNET folder (or the folder that contains your organization’s database) titled “Cl # W2 Transmittal Form (year)". Fill in your client #.
- Click on W2 Proof Listing. Click on the Export Icon. Choose the PDF format if that option is available to you. If not, choose Rich Text as the format. Save the file in the GMSNET folder (or the folder that contains your organization’s database) titled “Cl #W2 Proof Listing (year)”. Fill in your client #.
- For SQL Server users, make a backup of your current database using the Database Utility. Make sure to select the current database you intend to send to GMS (ConversionNetSQL), typically in the GMSNET folder. Click on Backup Database and save the backup in the GMSNet folder. If for some reason you do not have access to the Backup Database Utility, please contact your IT staff for assistance in making the backup for you and name it conversionNetSQLBU.bak.
- Go to the GMSNET folder. Use Ctrl Click to select the current conversionnet.mdb or conversionNETSQLBU.bak and W2 Proof Listing file (either PDF or XLS). Right click on the highlighted area, and zip up with the password that you filled in on your W2 transmittal form”. Save the zipped file as “Cl # ___W2(year).zip”. Fill in your client #.
- Notify [email protected] that the database (CL#____W2(year).zip is available for upload. You will then be sent instructions for uploading your zipped database and W2 proof listing, along with secure sign in credentials.
- After the files have been uploaded, send an email to [email protected] informing us that the file has been uploaded and is available for download and attach the CL#___ Transmittal Form (year). All files will be processed in the order received.
Note: If you requested GMS to prepare W2 electronic files for either state or local tax jurisdictions and you have more than one state or local tax for which you withheld, please export the State and/or Local Tax Analysis(es) so the total amounts can be verified. Save the file in the GMSNET folder (or the folder that contains your organization’s database) titled “Cl #___ State Tax Analysis (year) or Cl #____Local Tax Analysis (Year). Then include these additional files in the zip file you send to GMS.
