This document provides a few suggestions meant to ensure that the W-2 and 1099 processes are completed correctly.

W-2s

Processing W-2s

• When assigning deduction/benefit codes to W-2 Boxes, Box 12 only allows four items (12a, 12b, 12c and 12d) to be printed. If more than four items are listed for any employee an error message will be generated.
• Use the following reports to balance to the W-2 Proof List.
  • Quarterly Wage Report (PR> Reports> Quarterly Wage)
    • This can be run only for Q4. Be sure to include employees that earned no wages in the quarter but did earn wages during the rest of the year.
  • Deduction Register Report (PR> Reports> Deduction Register)
    • Generate the report for the desired Check Dates.
    • Check the toggles to exclude Uncommitted and Void checks.
  • You can also use the totals from your submitted 941s.
• When printing W-2s, open the report and print one test page before printing the entire batch. Because Springbrook prints the entire form (lines, borders and W-2 data) the only alignment issue that might arise is how the form prints in relation to the form perforations. If the W-2s do not print correctly, please contact Support for assistance. Programming is standing by to help you adjust your alignment if necessary.
• Springbrook recommends that any changes that are made to the W-2s have corresponding changes made within the employee records. Create adjustments in your Springbrook database so the system matches your W-2s exactly. Please contact Support if you need assistance with this process.

Submitting the Export File

• All W-3s are submitted electronically in Springbrook.
• You will need to make sure you have the Social Security Administration provided PIN number (and WFID number if resubmitting) to send the file. If you do not have this information, you will need to contact the SSA. Follow this link for information on how to create an account with the SSA:

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

• Use the free Accuwage software to test your file. Follow this link to download the software:

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

• Springbrook recommends that you do not submit your W-3 filing to the IRS until mid to late February. This allows you to make employee requested changes without requiring you to submit a corrected W-2. Follow this link for instructions on how to submit the wage file to the SSA:

http://www.socialsecurity.gov/employer/bsohbnew.htm

1099s

Processing 1099s

• Run the Vendor Master Report (AP> Reports> Vendor Master) to examine the 1099 vendors and their history. Be sure to check the Print YTD Amount toggle. This will allow you to confirm that the YTD totals match the 1099s that are generated.
  • If a vendor is listed on the report but not on the 1099s, check the vendor invoices on the Vendor Maintenance window (AP> Maintenance> Vendor> AP History tab) to confirm that the 1099 toggles are checked. These toggles can be changed by opening the displayed invoices.
  • The totals from this report might not always match your 1099s as this report includes all invoices for the vendor. The 1099 Proof List will only include invoices with the 1099 toggle checked.
• If you need to generate a new 1099 for a vendor not included in the batch, you will need to return to the Select Invoices step and check the toggle in the 1099 column for the desired vendor. If you need to add a new vendor to the system, the new vendor must be created before returning to the Select Invoices step.
• Do not proceed to the Edit step until you are reasonably sure that you will not need to re-generate the 1099s batch. Add all the vendor invoices before you generate the 1099 file. If you need to add the invoices later you will need to re-generate the batch or manually enter the 1099 into the system.

Printing the 1099s

• As with the W-2s, test print one 1099 first to confirm that the alignment is correct before you print the entire batch.
  • Use the Line Spacing field to adjust the vertical alignment of the text.
    • Increase the line spacing value to move the text lower on the page.
    • Decrease the line spacing value to move the text higher on the page.
  • Springbrook will adjust the horizontal alignment only if you are using the recommended 1099 stock forms from SOLV.