Printing W-2s

Guide Steps

Preparations

CMIS can now submit W-2s electronically, in order to do that many things have to be set up to accomplish this.  The following are summaries of these items.

  1. In CMIS:
    1. Employee Contact Infomation
      1. “Home” address – Navigating to Contacts > General > Contact & Connections under the  Address area.  Make sure each employee has their home address entered with the Label “Home”.  This address should NOT be checked as the primary/default their “Work” address should be checked.
      2. Hire Date – Navigate to Contacts > Special > Human Resources > Pay History to make sure you have their Date of Hire: filed in.
      3. SSN – Navigate to Contacts > Special > Tax Info to make sure you have their Social Security # entered correctly.
      4. Name – Each employee’s first, middle, and last name needs to match exactly how it is written on their Social Security Card.
    2. Company Information
      1. Tax ID Number – Navigate to Setups > Companies > Accounting > Setup & Processes > Identification Numbers and make sure all your tax identification numbers are correctly filled out.
      2. Government Contact Information – Navigate to Setups > Companies > Payroll > Setup > Governmental and make sure you have all the information filled in.  This is the contact information for the SSA to reach out to if there are any issues with the W-2 filing.
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Initial Import of Payroll Records

  1. Navigate to Setups > Government > W-2 Reporting > List View.
  2. Click the Actions button and select Import Payroll Records.
    1. In the Message dialog box click Yes to continue this process.
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Review and Validate the information

  1. Go to W-2 Detail View by clicking the left-most Arrow (triangle) if you were in list view.
  2. Click on the Setup tab and review the following:
    1. Box 12 codes (should match your Benefit and Deductions setup
    2. Wage Plan Code
  3. Click the Replace Setup Values for Found Set when everything looks correct.
  4. From Actions, select Check SSN for Valid Format.
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Fill in Dollar Values

  1. From Actions select Set Payroll Values for W-2.
  2. Confirm the Reporting Date by clicking Continue.
  3. In the Message dialog box click on All.
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Print W-2s

  1. From Print, select the W-2s that you need.
  2. Follow the normal print processes for each.
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