eFile W2s (Version 16 Only)

Year End Addendum:
eFiling Form W2 with the Aatrix Form Viewer (Payroll Series version 16 only)

Payroll Series version 16 allows you to eFile W2s with the new report processing software called Aatrix Form Viewer. You may be familiar with this program if you are a Print & Mail subscriber. Whether or not you are a Print & Mail subscriber or someone who just wants to get W2s processed, the W2s have slightly different processing and printing requirements than single-page forms. Please follow these instructions carefully. NOTE: As of this writing, only W2s being eFiled can be processed in this manner. For printed W2s. please see the W2 Chapter in the Year End Guide.

Important Notes

Before processing W2s: Install the Year-end Update after processing your last payroll for the year but before processing and printing your W2s and W3 for the year. You must use the 2006 Year-end Update to process and print your 2006 W2s.

Step One - Important! Before processing W2s

Make sure your software is completely up-to-date. Before processing forms, it is very important to make sure your software is completely up-to-date with the latest versions of the Payroll software, Form Viewer, and forms. Payroll 16 has a built in Updater you can access by choosing Internet > Check for Updates from within the program, or at program startup, click YES in the screen that pops up asking if you would like to check for updates. Updating Payroll and updating the list of Print & Mail reports are two separate processes, so please make sure you do both.

Updating Forms and the Form Viewer Application

1. In the Reports tab window, choose any report from the Print & Mail tab. Any report in this list will do for now. The purpose is to launch the Form Viewer and obtain an update with all the latest forms.
2. Click the Preview Report button. The Form Viewer will launch.
3. Click OK in the review screen that appears. It lists the basic steps of processing forms, which we will examine a bit later. Right now we are just looking for an update. From the menu bar across the top of the screen in Form Viewer, select HELP > UPDATE FORMS.
4. An alert will appear, telling you to schedule an update. Click CONNECT NOW. (Later you can select to have regularly scheduled updates.)
5. You may see one or two progress screens display as the computer connects to the Internet and checks for updates. If your forms need to be updated, you will see an Update window open, displaying a list of available form packages. Packages you have used in the past are already checkmarked. If you want to select additional packages at this time--mark them by moving your cursor over them and clicking once. Please do not unmark those packages already selected, such as the Federal forms package: they will not download! When you are done selecting your form packages, click the Update button.
   
   Note: If none of your forms need updating, you will see an alert informing you that you are already running the latest versions of the forms and/or program.
   
   When the download(s) are finished, you might see a notice that your program (Form Viewer) also requires an update. THIS UPDATE HAS DOWNLOADED IN THE BACKGROUND ALREADY! An alert will inform you that you will see two Finder windows opened after you close the alert window.
6. Simply drag the Form Viewer application from the window with the colored background into the Aatrix Payroll product folder, and in the screen that asks if you wish to replace the existing file, click YES.
7. You will need to close down and re-launch the Payroll application to see the new list of forms for Print and Mail. Check to see if the W2 SSA is listed (scroll down) and if so, you should be ready to follow the instructions below

More important W2 preparation

1. In your payroll application, access the Company tab window and verify that your company information is entered correctly.

Your Federal ID number should be entered in the following format XX-XXXXXXX (replacing the X's with the appropriate number and including the hyphen).

2. Make sure payroll items deductions are set up properly.

See Chapter Eight of the Year-End Guide Online for more information about payroll items. .

Enroll for eFiling

Please enroll for eFiling before you get started. You will be glad you did. Log in NOW to https://eFile.aatrix.com and click the Not Enrolled? Click Here! link to get started. Enrollment is fast and easy, just follow the instructions provided onscreen. You will need a credit card, company EIN, and the name and version of your payroll application for the enrollment process.

Step Two - Prepare W2s

1. In the Reports tab window of your payroll application, click the Print & Mail report tab.
2. Select Form W2 SSA from the list of available reports in the Print & Mail list. (You will have to scroll down the list to find it. )

NOTE: Many of the forms in Print & Mail are available only with a paid subscription to the Print & Mail service. However, Form W2, W3, etc. are free. Fees will apply if you choose to eFile. For more information, see https://eFile.aatrix.com

3. Make appropriate selections for reporting options.

Report on List
or Report on Employee and then select the appropriate list from the pop-up or employee name.

Skip employees not paid
Mark or unmark this checkbox as you require.

Report period
For Form W2, this pop-up will default to One Year and the year 2006 will display in the Year field directly below.

Report Limits
If appropriate, you can narrow down the W2s to be printed in the Report Limits box by selecting to print for a specific department, pay period, or other limits.

4. When selections are made, click the Preview Report button on the toolbar.

This launches a screen titled US Federal W-2 Settings.

5. In the US Federal W2 Settings screen, make appropriate selections.
   This screen links special payroll items the appropriate boxes (e.g., 401 K deductions) to Form W2 boxes 8 to 14. You must link each special item individually, as they will not be automatically linked.
   To do so:

1. Select the box to which you need to link from the W2 Field popup list.
2. From the Payroll Item section below, from the Income, Deduction, or Employer Paid popup list, choose the item you wish to link to the W2 box you chose.
3. Click the Add to list button. The item will be added to the W2 fields configured box.
4. Continue matching items to boxes and adding them to the W2 Configured Fields list until finished.

Complete, current, detailed information about any of the boxes on the W2 can be obtained by calling the IRS at 800-TAX-FORM and requesting the pamphlet called Instructions for Form W2 or by accessing www.irs.ustreas.gov on the Internet.

7. When selections in the US  Federal W-2 Settings screen are complete, click the Continue button.

The FormsViewer will launch. You may see a small window appear as the program searches for information to import and/or map into the fields representing the W2 form boxes.

8. A W2 mapping screen will display. If you have Local income items set up, they will display in the list. Select each local tax item by clicking on it. A checkmark will appear to the left of selected local items. Click the Continue button to go on.

9. When the data is loaded, you will see a small screen that displays the main steps for processing reports. Click the OK button. ( To keep the box of processing steps from appearing each time you process a form, click the Do not show again checkbox in the lower left corner. )
10. Verify all data displayed in the Form Viewer screen. You will see the W2s displayed two per page. You must review each page, using Ctrl +, View > Next Page, or the blue Page Forward/Back arrows on the toolbar. Use the mouse or tab key to move manually into form fields to add or edit data.
11. Print a review copy, if desired. Remember this will print all the W2s on your employee list. Note that

NOTE: Review and records copies print with large watermarks that make them unsuitable for anything but records-keeping.

12. Click the Next Step button when you are sure all your W2 information is correct. A screen will appear asking you to make certain your information is correct and stating that this is your final chance to go back and review it. If you are ready to continue, click Agree.
13. Click the Next Step button to proceed with the final filing copies of the W2.

Why can't I print the W2 filing copies with Print & Mail?

For this release of version 16, only eFiling is available this year for W2s in Print & Mail.

eFile W2s with Form Viewer

To eFile W2s you need to be enrolled with the Aatrix eFile Service in advance of your filing due date. You can do so online at eFile.aatrix.com or from within the Form Viewer when you click the eFile button. The pricing on this highly affordable service will be explained at the time of your enrollment. Although you can enroll at the time of eFiling, it is best to enroll before you want to eFile your forms so the flow of the process isn't interrupted! At the end of this document, enrolling from within the Form Viewer will be reviewed, but the instructions below proceed as if you have already enrolled.( A note will mark the step from which you can enroll.)

Finishing the process

1. After you clicked Next Step in the instruction set above, you're ready to eFile. Click the eFile button.
2. A small screen will display with the choices for filing. Make your selection, and then click OK.

• All:  Federal State, and employee:  This method does everything including mailing your Employee copies to each employee. All you need to print is the copies for your records.
• Federal only: Only files to the Federal government. You will still need to print and file your State copy, and all the Employee copies as well as the Notice to Employees.
• State only: only files to the State filing agency. You will have to print the Federal and Employee copies.
• Federal and State: Files to both Federal and state agencies. You must print your Employee copies and Notice to Employee copies.

STATES WITH ADDITIONAL FORMS... If you have your company or have employees in KS, AZ, or NC, your states require you to process additional forms at the time of eFiling W2s. KS, AZ, and NC users, please see your special instructions at the end of this instruction set. All other states can continue with the next step.

3. In the Print Additional W3 Information screen that displays, mark, select, or enter W3 information as needed.

Kind of Payer

Mark the checkboxes appropriate to the type of payer.

Field d

Enter the Establishment Number.

Field h

If applicable, enter the other EIN (Employer Identification Number).

Field 13

Enter the third-party sick pay.

Field 14

Enter the income tax withheld by third-party payer.

Contact person/E-mail address/phone numbers

Enter your company's contact person and appropriate information for contacting this person.

4. After entering appropriate information for the W3, click the CONTINUE button.
5. In the Aatrix eFile Login screen, enter the username and password you were given when you enrolled for the Aatrix eFile service. Click the Login button. (If you waited until this moment to enroll, please see the notes on enrolling below.)
6. After logging in, Aatrix eFile User Information Screen displays. Review the screen to make sure none of your enrollment information has changed--you can make changes by clicking the Change Enrollment button. If everything is correct, click the Continue button.
7. The Pricing screen displays, notifying you of the charges for the services and number of employees for which you are filing. (NOTE: there is a minimum charge for eFiling, no matter how few employees you have.) Click the Continue button to proceed.
8. In the Aatrix eFile Aatrix Payment screen, verify that the credit card information, expiration date, and other billing information is correct. You set up this information when you enrolled, but if anything needs to edited or changed here, you can do so. Click the Continue button.
9. The program will show a progress bar as it uploads your W2 information to the Aatrix eFile server. The Aatrix eFile Confirmation screen displays, with a final overall view of the filing description, period, and status. Click Finalize in this screen to complete your eFiling.
10. The final screen notifies you that your eFiling has been received. Check your email box for a confirmation message. You will also be assigned a special tracking number, called AFID, which you should write down and keep in order to track the progress of your eFiling or if you have to call Aatrix about your submission. That's it!  Click the Close button to return to the Form Viewer application.
11. Save Into Archive screen notifies you that your W2 data is saved into a file. If you want to change the name of this file, enter a new name. Click Continue.
12. You can now exit the Form Viewer by selecting Form Viewer > Exit from the top menu bar and return to your payroll application.

Enrollment from within Form Viewer

In the EFile Login screen, click the Enrollment button. This will launch your default Internet browser (i.e., Safari, Netscape, Firefox) and connect to the Aatrix eFile center online, which will walk you through the enrollment process. You will be asked for your company name and other information. After your enrollment is complete, you are given a user name and password, which are case sensitive:  this means if you get a username and password in ALL CAPITAL LETTERS, this is how you MUST enter it when you return to the Aatrix eFile Login screen and are asked for a user name and password.

All right!  Once you are registered, you can go back to step 3 above and continue with the eFiling process.

States requiring additional forms: KS, AZ, NC

If you choose to eFile your state W2 copies, an alert will display after you make your choices for eFiling in step 3 of the instructions above. A screen will display informing you that an additional form is needed, and in some cases, offer a choice of forms. Choose the form appropriate for your business, and click the CONTINUE button to review the additional form before eFiling. You will return to the Form Viewer where the additional state form is displayed. Review the information and manually add information to RED FIELDS. Red fields show required information that must be provided by you, manually, to complete the form. When you are done reviewing and/or editing the form, click the eFile button again. Again you will see a screen that asks you to verify your data before continuing. If you are ready to proceed, click AGREE.

NOTE: IF you are unable to click or tab into a red field, click the PREVIOUS STEP button twice. You should be able to type into a red field after that.

In some cases, you may have state payroll items with names the program was not expecting and cannot match. If this is so, a screen will display in which you can link these state payroll items with the form fields. To avoid this issue in future filings--since right now isn't the time to go back--you can simply edit your payroll item and make sure it is prefaced with the two letter state abbreviation (e.g., AZ SUTA) in the Payroll Items tab window of the payroll program. For more information on editing payroll items, see Chapter 5, Payroll Items, in the User Manual . Click CONTINUE once these items are linked. Back in the Form Viewer, click PRINT for your records copy, and then click the NEXT STEP button. Click the eFile button again, and proceed with the W3 Information  screen as described in the instructions above from Step 3.