W-2 PRINTING AND MAGNETIC MEDIA RECORDING

9. W-2 PRINTING 
NOTE - CSS only supports W-2 printing on forms purchased from Inovar Packaging Group as stated on our December-2006 letter faxed to all hotel controllers. 

Once all previous steps are completed, you may continue by printing the W-2s.

· Options 6 & 7 will print the standard continuous feed forms and the 2-up laser forms. Additionally, option 6 prints totals on the final form, and two "recap" reports.

· Options 8 & 9 will print the L4UP laser forms. Additionally, option 8 prints totals on the final form, and two "recap" reports.

· We strongly suggest you try printing the W-2s on stock paper first to check alignment and accuracy before using the actual forms. This is especially true if you are using a laser printer!!!

· W-2s may be reprinted as often as needed.

10. OPTION 15 - CREATE W-2 DISKETTE
This option creates a W-2 disk for Social Security Administration, (SSA) reporting using their standard MMREF2 format. Magnetic Media reporting is required by the SSA for "...employers with 250 or more W-2 Copy A forms...". 

Effective for 2006 reporting, the SSA no longer accepts disks or tapes.  W-2 reporting files must be submitted electronically via the internet.  All though the program will instruct you to enter a disk, this is not necessary.  A file named “W2REPORT” will be created in your CSS folder.  This is the file you will transmit to the SSA.  

It will be necessary for you to visit the SSA Business Services Online website to register; www.ssa.gov/bso/bsowelcome.htm.  This will include receiving a “PIN” number which is required when the W2REPORT file is created.  This website contains specific instructions on how to submit your W2REPORT file.

To create the file, select option #15;  then you will need to key in the following information:

· Reporting year - 2006
· Contact name
· Contact's PIN number
· Contact's Telephone and extension
· Contact's E-mail address
· Resubmission Y/N - use only if resubmitting for 2006 or prior year's information.
· Resub WFID: If a resubmission, the resubmission code to be used from the SSA.

A report will be generated listing each employee and the amounts from selected boxes. Compare totals printed with W-2 form totals.

· When instructed to enter the “SAVE DEVICE, A: or B:, press F1 to continue.  This will
  be followed by a message: 

           Not ready reading drive A
           Abort, Retry, Fail?

  Type “A” for abort, and the program will finish, leaving the file W2REPORT in the CSS
  folder on your file server.

· You may use MY COMPUTER to verify the existence of the new file.

The W2REPORT file can be tested before submitting with the ACCUWAGE program provided by the SSA.  Download it from www.socialsecurity.gov/employer/accuwage.

NOTE that the Federal format now fulfills the requirements of most states for Magnetic Media reporting.  If in doubt, contact your state taxing authority to verify their acceptance of the SSA format.

ADDITIONAL ITEMS ON YEAR END MENU

Following are other options on the Year-end menu that are helpful in preparation & reconciliation of  W-2 reporting.

PRINTING 1099 FORMS

When the 1099 LIST is complete, you may then continue & print the 1099 forms and create the 1099 electronic file if necessary. We always suggest you try printing the 1099s on stock paper to ensure alignment and accuracy before wasting any forms. This is especially important when using laser or ink-jet printers.

1. Select option 15-PRINT 1099'S from BOMAP2. On the selection screen, key in the same dates, 1099 code and minimum dollar amount used to create your 1099 List above. Remember the dollar amount should be keyed as if there are two decimal positions. For example, for $600.00 key in "60000". Then press F1 to continue.


2. The screen will then require the operator to enter the following information. Type the appropriate information and press the ENTER key after each line. When complete, the forms will print.

ENTER PAYER'S NAME--------* (25)
ENTER ADDRESS LINE-1-----* (25) 
ENTER ADDRESS LINE-2-----* (25)
ENTER CITY, STATE & ZIP---* (25)
FEDERAL I.D. NUMBER-------* (15) Key the complete Federal-ID, including hyphen.


GENERATE 1099 DISKETTE

The IRS has made changes to the file format for electronic transmissions for 2006.  A program to accommodate these changes will be emailed by January 31^st, ,2007.   The filing deadline for electronically submitted 1099 information is March 31, 2007.

For 2006, the IRS accepts electronic submission & tape cartridges from IBM mainframe systems – NO DISKS ARE ACCEPTED FOR 2006.  For details on the accepted forms of electronic submission, download IRS Publication 1220 using this link: http://www.irs.gov/pub/irs-pdf/p1220.pdf

This menu option, to create a 1099 Diskette, will create a file called IRSTAX.001 in the CSS folder on your file server.  This file can then be submitted to the IRS through their website: http://fire.irs.gov

1.      Select Option 16-GENERATE 1099 DISKETTE from BOMAP2.  On the selection screen, key in the same dates, 1099 code and minimum dollar amount used to create your 1099 List above.  Remember the dollar amount should be keyed as if there are two decimal positions.  For example, for $600.00 key in “60000”.  Then press F1 to continue.

2.      The following screen will appear.  Key all appropriate information and press F1 to continue.

                            PREPARE 1099 FOR ACCOUNTS PAYABLE VENDORS

                                                  COMPANY INFORMATION

3. After preparing the vendor reporting, a confirmation screen will appear stating the number of records produced and the total dollar amount to be reported. Press F1 to continue.

4.  When instructed to enter the “SAVE DEVICE, A: or B:, press F1 to continue.  Don’t enter a disk.  This will be followed by a message:

Not ready reading drive A
Abort, Retry, Fail?

Type “A” for abort, and the program will finish, leaving the file IRSTAX.001 in the CSS folder on your file server.  You may use MY COMPUTER to verify the existence of  the new file.