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Instructions if GMS is printing W2's or preparing e-files
If you have requested that GMS print and/or prepare W2 and 1099 forms and electronic files, make sure that both types of forms are ready to be printed and/or prepared when you upload your database to the website.
Note: GMS does not submit any files to the SSA, IRS or State. The electronic files will be sent back and it is the agency responsibility to submit the files.
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:
For Microsoft Access Users
Click on GMS W2 Transmittal 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)”.
Note: Should you be printing and preparing the file yourself please see #400 W2 Electronic File Reporting
Note: GMS does not submit any files to the SSA, IRS or State. The electronic files will be sent back and it is the agency responsibility to submit the files.
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:
For Microsoft Access Users
Click on GMS W2 Transmittal 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)”.
- Click on W2 Proof Listing and 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)”.
- Go to the GMSNET folder. Use Ctrl Click to select the current conversionNet.mdb and W2 Proof Listing file (either PDF or RTF). Right click on the highlighted area and create the zip file with the password that you filled in on your W2 transmittal form. Save the zipped file as “Cl # ___ W2(year).zip”.
- 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, transmittal form and W2 proof listing, along with secure sign in credentials. All files will be processed in the order received.
- Click on GMS W2 Transmittal and fill out all 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)”.
- Click on W2 Proof Listing and 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)”.
- Go to the folder the SQL backup is in. Use Ctrl Click to select the current conversionSQL.bak and W2 Proof Listing file (either PDF or RTF). Right click on the highlighted area and create the zip file with the password that you filled in on your W2 transmittal form. Save the zipped file as “Cl # ___ W2(year).zip”.
- 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, transmittal form and W2 proof listing, along with secure sign in credentials. All files will be processed in the order received.
Note: Should you be printing and preparing the file yourself please see #400 W2 Electronic File Reporting
