Current Year-end and W2 Processing Issues

Q. How do I print my W2s?

A. For complete instructions on how to process and print W2s, please refer to the Year End Guide ! Basically, in the Reports window, you click the Standard report tab, select your report criteria, select the W2 report, and then click the Preview Report button on the toolbar. In the W2 Forms Setup dialog, make appropriate choices. Then you should see a screen with a display that looks like a red W2 form with the information filled out. You must add each employee's form to the W2 Queue (after making sure no one is in the queue from last year!!) by selecting Report > Add to Queue from the menu bar across the top of the screen. ( Click here to view a screenshot of the Report menu where you View/Print and Add to Queue ) As you add one employee, the form for the next automatically displays. Continue until all employees are added, and then select Report > View/Print Queue. Again, please refer to the W2 Chapter in the Year End Guide for complete information and step by step instructions.

Q. I upgraded to version 16 and updated my Tax Tables, but my W2 still shows the year 2004, not 2005. What's going on?

A. Try connecting to the Internet to make sure you have the latest program update. You can do this by clicking Yes in the Internet Update screen on program launch, or else from within Payroll by selecting Internet > Check for updates from the menu across the top of the computer screen. This has resolved the issue.

PLEASE NOTE: This document will update frequently as issues are added or resolved.

Q. I added my employees to the W2 queue and now some of my employees appear twice in the queue. Should they be there twice?

A. No, they should only appear in the W2 queue once. You probably forgot to delete the entries in the W2 queue from last year. In the W2 Report Queue, click Remove All and remove all employees from the queue. Close the queue and close the Report. Click Preview Report in the Report window. Verify the W2 settings in the set up window and add all your employees to the queue.

For further instructions you can access the Year End Procedures Manual that covers the processing of the W2s at documentation.aatrix.com .

Q. I am processing my W2s and when I print them out, the year is 2004. How do I it to change to 2005?

A. You will need to install the 2006 Tax Tables for the program to print the W2s with the year 2005. Be sure before you install the 2006 Tax Tables that you have completed the last payroll for 2005 and have backed up your company information. See the Year-End Guide for more information.

Q. The ($) dollar amounts in the State Wages and State ($) dollar amount fields on the W2 form are tripled of what they should be!

A. Pull up a Pay History Detail Report for the employee. Use One Year as the report period for each employee to verify that the wages and withholding amounts for State tax are correct. (The Pay History Detail Report is located under the Standard tab in the Reports tab window).

Next, from the list in the Standard reports tab window, select the W2 form for the year 2004, and then click Preview Report. At the bottom of the W2 Form Setup window, look at the State Wages field. Scroll down and verify that the pop-up box for State Wages displays with your state, and the rest of the fields are set to None.

Q. Why does field 14 on my W2 print with a bunch of "garbled" characters?

A. If you have selected a deduction such as SDI in box #14 of the W2 Form Setup window, verify that the remaining pop-up boxes are set to None (if you do not have any other deductions to display in this field), and most importantly, verify that the code field directly to the left does not have any characters in it.