W-2 Printing & Magnetic Media Recording

The following instructions are for CSS customers who use the CSS DOS-based legacy systems.  This information does not apply to customers who use CSS Windows-based products. 

Do not proceed unless you have first accomplished Steps 1 through 8 on the W-2 Preparations page.

9. W-2 PRINTING

Note:  CSS Hotel Systems only supports W-2 printing for DOS-based customers when forms are purchased from Inovar Packaging Group as stated in our December 2006 letter distributed to all hotel controllers using our CSS Legacy systems.

Once all previous steps (1 through 8) are completed, you may continue by printing the W-2s.

Options 6 & 7 print 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 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."  As of 2006, the SSA no longer accepts disks or tapes.  W-2 reporting files must be submitted electronically via the internet.  Although 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.  Registration provides you with the required User ID to create your W2REPORT file.  This website contains specific instructions on how to submit your W2REPORT file.

To create the W2REPORT file, select Option 15; then you will need to key in the following information:

• The Reporting year
• Contact Name
• Contact's SSA User ID (PIN)
• Contact's Telephone & Extension
• Contact's Email Address
• Resubmission Y/N (Use only if resubmitting current 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:  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 OPTION ITEMS ON YEAR-END MENU

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

• Options 11 & 12:  ENTER/EDIT CO-DIV-SS CHANGES and POST CO-DIV-SS CHANGES are used to change a Social Security number of an employee.  Also used to change the Company-Division number if necessary.  Option 11 is used to enter the change, Option 12 is used to post it.  These changes only effect the LAST YEAR files.

• Option 14:  INQUIRE LST-YR EMPLOYEE FILE is used to view an employee's master record as it exists in the LAST YEAR files.

• Option 18:  PRINT YEAR-TO-DATE - LYR is used to print a YTD and QTD summary for each employee.

• Option 19:  PRINT EMPLOYEE INQUIRY - DET provides detailed hours and earning information by employee for each check finalized in the previous year.  Can specify a date range to be included.

• Option 20:  PRINT EMPLOYEE INQUIRY - SUM provides hours and summarized earnings information by employee for each check finalized in the previous year.  Can specify a date range to be included.

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 advise you to 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 1099s from the menu 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" and 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 the hyphen.

 

Generate 1099 Diskette

The IRS has made changes to the file format for electronic transmissions often.  A program to accommodate these changes may be emailed by January 31.  The filing deadline for electronically submitted 1099 information is March 31 each year.

As of 2006, the IRS accepted electronic submission & tape cartridges from IBM mainframe systems -- DISKS ARE NO LONGER ACCEPTED.  For details on the accepted forms of electronic submission, download IRS Publication 1220:  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:  https://fire.irs.gov/firev1r/.

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" and 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

COMPANY NUMBER	:
COMPANY NAME	:
ADDRESS	:
CITY/STATE	:
ZIP	:
CONTACT	:
TELEPHONE	:
TAX PAYMENT YEAR	:
FEDERAL EIN	:
TRANSMITTAL CONTROL CODE	:
MINIMUM VENDOR $ AMOUNT	:

 

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.  Do NOT 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.

 

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