Revised: 12/13/2018
NOTE:
Before processing W-2s or 1099s, ensure that your Horizon Payroll Software is the correct version. The correct version # needed will be announced in the Payroll Year-End Guide sent to all payroll users. If you have not received the Year-End Guide, please Contact Horizon at 814-535-7810.
When your software is updated, the dates on the complete versions will be set for the new W2 reporting year. If you feel you will need to print a copy of W2s from the previous reporting year, it should be done before you receive the new update. Once you have created your W2s, the previous year's W2 information will be removed.
STEP 1: Create W2/1099R Records
Go to Utilities>>Create W2/1099R Records
Enter or select the Date Range - for example: Start 01/01/2017 End 12/31/2017
For “Pay Frequency” you may select all of the Frequency types (recommended) or run the process one at a time for each frequency.
Local Tax Information…COMBINE LOCAL TAX checkbox…Use this option only if you have elected to file EIT monthly to 1 Tax Collector. Checkmark the box and enter the 2 digit County Code for the Tax Collector you are submitting all the local tax reports to. (The County Code is the first 2 digits of the PSD code). All local taxes will be combined into one local tax amount for reporting purposes on the W-2. To have them reported separately, leave the box blank.
Note: The code reported on the W2 is the County Code for where the employer reported the tax information, not where the employee lives.
The first time you create W-2 records, you should mark the circle for Create New Records. This will remove all old W2 information from the previous year, and then create the new information based on your selections. If you are repeating the process for multiple pay frequencies, you should make sure the circle next to Add To is marked. This option will not remove any information already calculated. The information for the selected Frequency will be added to the existing data.
Important – Do not run this process for a Frequency more than once unless you clear the data with “Create New Records.” Also note that “Create New Records” removes all W2 records not just data for the selected Frequency.
Under Mode Selection, select either Form W2 or 1099R as appropriate.
Press the Create Process button on the Quick Links bar
When complete, you will receive a “Process Complete” verification.
STEP 2: Edit W2 information
Go to Utilities>>Edit W2/1099R Records
This is the W2 or 1099R Work File. You can view, add or edit W2 or 1099R information for each employee by selecting them using the Browse Button. Changes made in the work file will not be saved in the Employee Master or the history file.
Be sure to hit “Save” after making any changes
Select an employee using the SSN browse. This will list the employees in Employee # order (Control #). Important: When editing or entering additional data, if the employee has 2 records listed, both may need edited.
General - You may change address information or correct the Federal Wage and Tax information.
A checkmark may be entered in the Approved for Electronic W2 box for employee's who will receive their W2 through DocumentViewer. This box along with the DO NOT Print Approved for Electroinc W2's box in the Print W2 Forms program will stop the W2 from printing to paper.
Box
12/13/14 - You may add additional codes or change amounts.
This information is pulled during the Create W2/1099R Record process
based on the Employee and Employer W2 Box Codes that are entered in
the Deduction/Benefit Master for deductions that are used during the
payroll process.
Box 12 - to add another code, find the first empty Code field. Select the correct code from the list. Enter the amount to report in the Amount box to the right. Note: Entering employer health care costs in the W2 Health Cost Editor will add code DD - Cost of Employer Health Coverage to Box 12 for an employee.
Box 13 - check or uncheck any of the boxes that the employee should be reporting.
The Retirement Plan box is checked during the W2 creation process if a deduction/benefit code with an Employee Box Code of 12D, 12E, 12F, 12H or 12S has been used for an employee.
Box 14 - record any other information for the employee, such as union dues, health insurance premiums and educational assistance payments. Contributions to retirement plans that have no code can be listed here too. All entries should be clearly labeled. There is no set code list issued by the IRS, use a 4 character abbreviation for the information being reported. Enter the amounts to report in the Amount boxes to the right of each code entered.
Box 14 information may be entered by the program during the W2 creation process if a deduction/benefit code with an Employee Box Code of 14 with a brief code has been used for an employee.
State/Local - You may add additional information or change amounts.
1099-R Information - You may edit or enter information for 1099 R forms here.
Press Save or Apply on the Toolbar above the program after completing each employee's changes.
If you calculate the cost of employer provided health care coverage with each pay, this amount should be included on the W2; otherwise, there is a new quick entry grid to add or edit Box 12 DD - Cost of Employer Health Coverage. See How to Enter the Cost of Employer Health Coverage to an Employee's W2 for instructions. Important: Information entered in this grid will be wiped out by re-pulling W2 information. Always verify other information before entering Health Care information into the grid.
STEP 3: W2 Audit Report
Go to Utilities>>Audit Reports>>W2 Audit Report or 1099R Audit Report
This report shows the totals for each employee and grand totals for all of the forms that will be printed.
If amounts for any employee are incorrect, repeat Step 2 above.
STEP 4: Update Company Information
Go to System>>Company Information
This file contains the default information that will be available when printing W2's. Both Name1 and Name2 combine as company name on the W2.
Ensure that your company information is correct
The Federal ID should be entered without the hyphen (-)
Edit any incorrect or missing information
Save and close
STEP 5: Print the W2s and the W3 (or 1099R Forms)
Go to Utilities>>W2-1099R Forms>>Print W-2 Forms or 1099R Forms
Ensure that your company information is correct. This will be pulled from Company Information described in STEP4.
Make any changes before printing, these changes will not save when entered in this program
Select the Print Mode
Print the IRS RED Copies & W3
You may skip this section if sending electronic media files. See How to Create a Magnetic Media File to Submit to IRS or State
Test Print
Select the Print Mode - Print from Selected Sequence
Enter a Starting Seq # and Ending Seq # of 1
Select the Format - 2 Down (2 Employees)
Either using an extra W2 form LW2A or on a plain 8 1/2 by 11 paper, mark the top side and bottom side showing the direction the paper is feeding into the printer. Load the paper into the printer. Use the same tray the W2s will be printed from.
Press Print. The marks on the paper will show the correct orientation to load the actual IRS forms.
Does the information print in the boxes? If not use adjustments to correct.
Top Adjustment and Left Adjustment: To be used for printing the IRS Red Copy and the W3.
Recommended: Test print the IRS Red Copy before printing all. Recommended for Pre-Printed Forms: Print the first employee's W2 to plan paper and hold it up to a form to see if it is aligned. If the from is not printing in the boxes, Use the adjustments. Preprint the W3 form in the same way.
A top or left adjustment can be entered if your printer prints the forms slightly off. If printing to low on page try -25 in the Top Adjustment, if printing to high try 25. If printing to far to the right try -25 in the Left Adjustment, If to far to the left use 25. Test print, increase or decrease the adjustment values until the printing aligns within the boxes.
Continue to test print until you are satisfied with the alignment.
Select the Print Mode - IRS Copy - No Extra Locals Printed
Select the Format - 2 Down (2 Employees)
Make sure the option DO NOT Print Approved for Electroinc W2's is now UNCHECKED.
Load IRS/W-2 form LW2A - preprinted Red copy A into the printer using the test orientation.
W3 Form
This step may be skipped if you are sending electronic media
Select the Print Mode - IRS Copy - No Extra Locals Printed
Select the Format - W3 Form
It is recommended that a test be printed - either to blank paper and held up against the W3 form or on a spare W3 form. Use the Top and Left Adjustment fields to move the print as needed. When the alignment is correct, proceed.
Load IRS form LW3 into the printer using the orientation noted in the test.
Print
Print the Employee's Copies
Select the Format - 4 Down (1 Employee) - Complete
If Document Viewer is used for electronic W2 delivery, check mark the option DO NOT Print Approved for Electronic W2's
Load the IRS/W-2 forms L87B into the printer
If Document Viewer is used for W2 delivery, go to Utilities>>W2-1099R Forms>>Publish W2 Information
Review the Company Information and edit any incorrect information. The Federal ID should not contain the - hyphen
Enter the Tax Year
Click the Publish W2 Information button. When complete the total documents sent will be displayed. Click the OK button.
Print the Copies for State (Repeat for Local and for Employer copy)
You may skip this section if sending electronic media files.
For State submission see How to Create a Magnetic Media File to Submit to IRS or State
For Local submission see How to Process Quarterly Taxes>>Export the Local EIT Report. Use the date range for the full year 1/1/20?? TO 12/31/20??
Select the Print Mode - IRS Copy - No Extra Locals Printed
Select the Format - 2 Down (2 Employee) - Complete
Make sure the option - DO NOT Print Approved for Electroinc W2's is now UNCHECKED
Load IRS/W-2 forms LW2NB into the printer
Note: As an alternative to printing the employer copy. The forms may be saved as a PDF. Make sure the file is saved somewhere secure and that it is being backed up.
Other Options
Print from Selected Sequence. Enter the Seq# range you wish to print
You can print W2s for 1 or a series of employees by using the Starting and Ending Sequence Numbers. If you are not sure of the sequence number repeat Step 2 to view the sequence numbers for the employee or check the audit report.
Select the appropriate format based on the forms you are trying to print…i.e. Company, Federal or Employee copies. Formats that include complete in the name print the form boxes and titles along with the information. Formats that do NOT have complete in the name are for preprinted forms. If you are unsure about the format to print, please contact a Horizon Help Desk Technician.
If DocumentViewer is enabled, employee W2s may be sent to DocumentViewer where the employee may print their own W2s for their records.
Available Print Formats
4 Down (1 Employee) –Complete: For Employee, laser copies using blank W2 stock, Prints 4 copies for one employee on 1 page
4 Down (4 Employee) –Complete: For Employer, laser copy using blank paper, Prints 4 different employees’ data on 1 page
4 Down (1 Employee): For Employee, using pre-printed 1 ply form, Prints 4 copies for one employee on 1 page
4 Down (4 Employee): For Employee, using pre-printed 4 ply form/ or for Employer using pre-printed 1 ply form, Prints 4 different employees’ data on 1 page
2 Down (1 Employee): For Employee using pre-printed 1 ply form. Prints 2 copies on 1 page, user will need to run the print process twice in order to have 4 copies.
2 Down (2 Employees): use for Federal Red pre-printed form
2 Down (1 Employee) –Complete: Employee laser copies using blank W2 stock, Prints 2 copies on 1 page, user will need to run the print process twice in order to have 4 copies.
2 Down (2 Employee) –Complete: Employer laser copy using blank paper, Prints 2 different employees’ data on 1 page
W3 Form – use for the Federal W3 Red pre-printed form.
Print the 1099R Forms (For Retirement Disbursements only)
Go to Utilities>>W2-1099R Forms>>Print 1099R Forms
Ensure that your company information is correct.
Select the appropriate format based on the forms you are trying to print. If you are unsure about the format to print, please contact a Horizon Help Desk Technician.
2 Down (1 Employee): For Employee using pre-printed 1 ply form. Prints 2 copies on 1 page, user will need to run the print process twice in order to have 4 copies.
2 Down (2 Employees): use for Federal Red pre-printed form or for company copy.
See Also: