Creating the W-2c

  1. Run PR297 to create a second CSV file with the corrected W-2 details (Corrected_W2.CSV).
    Note: Because PR298 compares the data from the original CSV file and the corrected CSV file the job parameters must not be changed from the original parameter settings, with the exception of criteria selection (RE Process Level, Process Level, Employee Group and Employee Range).

    For PR297 there are five specific fields that cannot be changed for the corrected job parameters:

    • W-2s by SSN

    • Sort

    • Employee Sequence

    • Combine Local Tax

    • Local W-2 Description

  2. Access W-2c EFW2C (PR298) Selection tab.
  3. Specify Job Name and Job Description.
  4. Select the Company to process.
  5. Specify the Payroll Year.
  6. Specify the remainder of the Selection tab fields. Specify this information:
    Report Options

    Consider whether you are creating W-2c forms or the EFW2C file. The details in the W-2c Forms tab and EFW2C File tab are required based on the value in this field. 1: W-2c Forms 2: EFW2C File

    Print Option

    Select the option to print a summary report, detail report, or no report.

  7. Attach the Original and Corrected W-2 CSV files by accessing the W-2c Forms (files created by the original and corrected PR297 job runs) tab.
  8. Specify this information:
    Original W-2

    Specify the original W-2 .CSV path and filename.CSV (this file should contain all employees’ W-2 details) created by PR297.

    Note: This is from the first PR297 job run.
    Corrected W-2

    Specify the W-2 .CSV path and filename.CSV that has the corrected employee history.

    Note: This is from the second PR297 job that was run after making corrections to employees’ historical data. This CSV file can include all employees or only those employees with corrections.
    Output W-2c

    Specify the path and filename where you want to put the output W-2c .CSV file. The PR298 will create this file including corrected W-2 information. This .CSV file is created by comparing the employee details in the original W-2 .CSV file to the employee details in the corrected W-2 CSV file. If differences are found, the employee details are written to the output W-2c .CSV file. The employee’s old and new details are included.

    Use this output file if printing W-2cs by mapping to a .CSV file. Otherwise run PR298 to create forms: Form Option 2 Print W-2c forms.

    Note:  Only one form layout is supported for corrected W-2s.
    Recreated W-2

    Specify the path and filename where you want to put the recreated W-2 .CSV file. Going forward, this file that is used as the new "Original W2.CSV" file. This file includes all employees from the original W-2 file with the corrected details from the output W-2c file.

    For employees with no differences, the details from the Original W-2 CSV file is moved to the Recreated W-2 CSV file. This ensures the Recreated W-2 CSV always has the most recent employee history.

    Align Form

    Select a value of 1-9 to specify the number of blank forms required for use in the alignment of W-2 forms for printing. Leave blank for no alignment forms.

    Form Option

    Select a value to either create a W-2c form output file or not create one. 1: No Forms 2: Print W-2c Forms

  9. Submit the report to print W-2c forms.