Sage 50 Year-End Guide > Payroll Year-End Procedures > Print Yearly Reports and Forms > Enter after-the-fact payroll information to print W-2 forms
Enter
After-the-Fact Payroll Information to Print Employee W-2 Forms
How Do I...
Payroll can be a little more complex than just entering payroll checks,
printing reports and forms, and closing the payroll tax year. For example,
if an employee needs a W-2 form at the end of 2011 but no payroll checks
have been entered for that particular employee during 2011, you must enter
after-the-fact payroll information to print the form. The same
can be true of 1099 vendors. If you have vendors that need a 1099 form
printed but they are not entered in the system and payments have not been
made to the vendors, this is considered after the fact.
To enter after-the-fact payroll information for employees
- Verify the default information for your employee
W-2 forms.
- From the Maintain
menu, select Payroll, then Payroll Settings.
- Select Taxes in the left column. Then, select Assign Tax Fields, which appears just below Taxes.
- Click the W-2 Fields button.
- Verify that the appropriate payroll fields
are assigned to each box on the W-2 form.
- Set up the employee's record (if it is not already).
- From the Maintain
menu, select Employees/Sales Reps.
- Enter the information needed to establish
a new employee record. Then, select Save.
- Repeat the above procedure for each new employee.
- For each employee who needs an after-the-fact
W-2, enter the calendar year payroll balances. This information is to be entered
on the individual's employee record.
- From the Maintain
menu, select Employees/Sales Reps.
- Enter or select the employee ID. Select the Employee Beginning
Balances button on the General
tab.
- In the Date
field of the first vacant column, enter the last date of the current payroll tax year.
For example, if you are printing 2011 after-the-fact W-2 forms, enter
12/31/11 in column 1.
- In the new year-end column, enter each payroll
field's year-to-date total for this one employee. For deductions, include
a negative sign (-) at the beginning of each amount that is to be subtracted
from gross pay. To record the W-2 totals, select Save.
- Repeat the above process for each new employee
who requires a W-2 form.
Note: Employee
beginning balances do not affect Sage 50's general ledger. They are
only used to update employee year-to-date earnings and print quarterly
and annual payroll forms.
-
Print the Yearly Earnings
report.
This report will help to verify that correct beginning balance amounts
were entered in Maintain Employees/Sales Reps. These amounts will be printed
on employee W-2 forms.
- If any adjustments need to be made for the employee's
year-to-date earnings, return to the employee's record in Maintain Employees/Sales
Reps, and edit
the beginning balances.
To print after-the-fact employee W-2 forms
After verifying that the employee's payroll information is entered correctly
(see above), you can print W-2 forms through the Payroll
Tax Form Selector.
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