• Generate  Brings in employee information to the batch.
• Exceptions  Optional step but will identify some errors that need to be fixed.
• Edit  Optional step.  This is where you would change items if needed.
• Proof List  Summary and Detail available. Used to balance.
• W2  Prints the forms.
• Export  Exports data to be uploaded to Accuwage. Optional step.
• Commit  Sends data to Employee Self Service.

• Select 2021 (proper year being reported).
• Use Check Date.
• Select desired sort for the W2s.
  • Department Then Name
  • Employee Number
  • Last Name
  • Social Security Number
• Check the FICA maximum and change if necessary.
• If California, check the SDI Max
• Use Reporting Groups only if required.

• Employer Name and Address come from System Setup.
• Employer Type  Does not save in earlier versions.
  • Federal Government
  • Not Applicable
  • State or Local Government
  • State of Local Government tax exempt
  • Tax Exempt
• NY: State wages = Federal wages on W-2 toggle  Used in NY. Forces the State Wages to equal the Federal wages regardless of history.

• Mark Retirement Plan
  • Mark any deductions or benefits identifying employee is in a Retirement plan.
  • Checks box 13 on the W2.                                                                                                        
• Fill in Box Numbers and Codes
• 7.15+ will create second W2s if more information than will fit in boxes 12, 14 and 19

• Generate settings are not saved from year to year.  
• Local Taxes (boxes 18, 19, 20) on the W2 – Functionality has been added to print the description keyed in the code box if filled in. If blank the description will come from the deduction description (as room allows).
• DON’T forget to toggle the Retirement Plan box for any deduction/benefit codes that should mark this box.
• Reporting Groups - Used to report separate Employer tax ID numbers.  Not often used unless reporting multiple agencies separately.  IF USED – MAKE SURE TO CHECK THE EMPLOYEES IN THE REPORTING GROUP BEFORE GENERATING!

• Exceptions were enhanced to include an exception if there are any negative totals brought into the process.  These will reject in Accuwage.
• If a Name, SSN or other required information is missing the Exceptions step will warn.
• No exceptions will stop the process.  Be sure to check for exceptions.

• Do you need to edit anything?
• Hopefully not any primary information.
• Make sure the Retirement box checked before making any edits.
• Change address information on the employee if possible.
• To add a new W-2
  • Typically only necessary if an employee did not have regular wages but had disability pay for the entire year.
• Best Practice:  Have W2 generated information match Payroll History.

This step prints the W2 forms.

• Employee Copies (B, 2, C)
• Extra Copies (2, C, 2)
• State Copies (1)
• Employer Copies (D)

W2s print the entire form 3 to a page so no line-ups are needed.

• Springbrook prints the entire front of the W-2  
• 3 W2s to a page
• Approved vendors – Some print on plain paper.
• Order Forms from approved vendor  to insure line-up is correct.
  • Solv https://tinyurl.com/SpringbrookEnterprise

• Springbrook does not create a printed W3.
• All reporting is done electronically.
• NOTE:  No record layout changes to the Federal file for 2020 reporting.

• Check now to make sure you can log In to BSO.
• Add additional services (SSN checking) if needed.

        https://www.ssa.gov/bso/bsowelcome.htm

• Accuwage – Used to upload the W2 file export.
• Must log in to BSO to get to Accuwage Online.
• Instructions on the page linked below.

        https://www.ssa.gov/employer/accuwage/index.html

• New utility has been added to import data into specific boxes on the generated W2.  Available in versions 7.15+.
• Menu Security will need to be added to access the Utility.
• Can only be used to import data into boxes 12, 14 and 19.
• Box 12 – Currently has 4 available boxes.  Currently creates overflows
• Box 14 – Currently has 3 available boxes.  Does not currently have overflow capability.
• Box 19 – also fills boxes 18 (wages) and 20 (code). Currently creates overflows.

• Import will create an overflow W2 if the boxes are full.
• Will NOT overwrite existing data in the boxes.
• Export and combine the information that will be imported into the W2.
• Use the Pay Type Register sent to excel (totals by employee) for Box 14 FFCRA data.
• Use the General Wage Report (7.15 and 7.16) or the General Wage Export to get box 19 data.
• Payroll > Utilities > Import W2 Updates window.  Information is imported to a W2 batch that has been generated.

• After the W2 Generate is completed, the import can be done.
• The import process will create a job in the Job Viewer.
• After the import completes the batch will reset to the Edit step for review.
  • If incorrect data is imported or imported twice the W2 batch will need to be regenerated and import again.
• Result if there is a problem with the import.
  • Errors will display in the job viewer.
• As long as the file imports (the fields and format are correct), any valid data will import to the W2s.
  • Invalid information will display in the job viewer.

Menu Option > Payroll > Utilities > Federal Tax Table Update

Updated information for this process will be released in a cloud update after the final version of IRS Publication 15-T is available.

• Available for Cloud databases only.
• This option was created to simplify annual updates to Federal Tax Tables.  Each year Springbrook Enterprise will ship updated Federal Tax Table information for the next calendar year after it is published by the IRS.
  • The Update will add a new Revision to the tax tables dated 1/1/YYYY.
  • In some cases you may need to modify the revision date but only if your first pay period in the upcoming year ends prior to the check date that is in the new calendar year.
• New menu item  Menu Security will need to be changed to access it.
• Will NOT update State tax tables.
• When the Year says 2022 (the next calendar year), the tables are available to update.
• This window says 2021 which indicates the 2022 tax tables are not available yet.

• Select your tax table that matches the code in the window.  These are the codes and descriptions on your tax tables.
• Click in the Filing Status box to display the down arrow to select the table with the update information.
• Select each table to update.  You can do this in several steps if desired.

• Available selections match Publication 15-T table information.
• Standard indicates Box 2 is unchecked.
  • Single  Standard 2020 or later
  • Married Filing Jointly  Standard 2020 or later
  • Head of Household  Standard 2020 or later
  • Married Filing Separately Standard (same as single  Standard 2020 or later)
  • Single  Box 2 checked 2020 or later
  • Married Filing Jointly-Box 2 checked 2020 or later
  • Head of Household-Box 2 checked 2020 or later
  • Married Filing Separately  Box 2 checked (same as Single-Box 2 checked) 2020 or later
  • Married  2019 or prior
  • Single  2019 or prior

• Save changes.
• If any table(s) have a current revision with the date 1/1/YYYY  there will be an error.
• The revision date can be changed or deleted to resolve.  
• Change the error line to blank to save the rest, then check the others to resolve the issue(s).