Geneva Software

Printing W2 Forms at Calendar Year End

Quantum prints W2 forms and creates the electronic MMREF W2 transmittal file at calendar year end.
You do not have to perform these tasks before the first payroll of the new year. Quantum's Payroll Year
End Closing procedure "snapshots" the year's data and resets the ytd figures to zeroes so normal payroll
can begin. The following is a guideline for processing your year-end payroll W2 information:

Make certain you have ordered the correct forms. Geneva recommends either 2-Up or 4-Up laser
forms. These W2 forms can be ordered through Relyco at (800) 777-7359. An on-line catalog of
forms can be found http://www.relyco.com/tax_form_catalog.htm
Backup or Copy all of your Quantum data to a directory that denotes the calendar year being
closed. For example, create a directory called QPR2006 and then copy all of your current Quantum
data directory into it. This preserves the data before year-end closing is performed -- just in case.
Make certain your payroll is finished for the year. Double check to see that all transactions
are posted (manual payments, payroll checks, voids, etc). Geneva also recommends reconciling
your payroll 941 information to the Total Summary Report to make absolutely certain
everything is in balance.
Run Clear Employee Totals and select the fourth quarter. This process moves the data to the
W2 history files and clears the employee YTD totals. Once this is run you are ready to begin running
standard payrolls for the new calendar year.
Run the Tax History Verification Report. Foot these figures to your internal 941 ytd report totals.
If everything appears correct then run this report again with the "year end report" box checked.
It will now prepare the W2 printing files and allow you to print W2 forms.
Make any necessary manual adjustments to your W2 information before printing your forms.
This may include miscellaneous W2 figures, adjustments to imputed income or fringe benefits
(for whatever reason) or adjustments to any W2 related deductions. This is accomplished through
Pre-W2 Processing program.
Run the W2 Preview Report and make certain all of the figures are correct. If you need to change
anything then you can accomplish this through the Load Tax History program (periodic processing
menu) and then rerunning the history verification report with the "year end report" box checked.
Repeat this process (if needed) until you are completely satisfied the W2 amounts are correct for
all employees.
Run your W2 forms. Make certain you use the correct Quantum Non-Queued Printer. There are
different printer specifications for 2Up forms and 4Up forms. These two forms require different printer
spec pcl sequence codes. The following are the sequence codes for each type of printer spec
(you may want to have your Quantum System Administrator check this for you):

			2 Up Laser W2 Forms Quantum Printer Specification Sequence Codes for PCL

			4 Up Laser W2 Forms Quantum Printer Specification Sequence Codes for PCL
	It is also a good idea to perhaps try one W2 form to verify you have selected the correct printer.

Create your W2 Electronic file and test it with the Federal Government's ACCUWAGE program.