W-2 Print & File User`s Manual
Contents
1. This fite contains one record for every empioyer entered File Name MMW2EMPR Record Format EMPRREC Key Field s COMPNO FIELD NO FIELD FIELD FMT NAME BYTES LENGTH DESCRIPTION N COMPNO 3 3 0 Company number P EIN 5 9 0 Employer ID number A ERAGNT E il Agent indicator 1 2 P ERABIN 5 9 0 Agent EIN A ERTERM 1 1 Terminated business Y or blank A ERNAME 57 57 Employer name A ERLOCN 22 22 Employer location address A ERADDR 22 22 Employer delivery address A ERCITY 22 22 Employer city A ERSTAT 2 2 Employer state A ERZIP 5 5 Employer zip code A ERZIP4 4 4 Employer zip 4 A ERFST 23 23 Employer foreign state province A ERCTRY 2 2 Employer foreign country code A ERFPC 15 T5 Employer foreign postal code A ERTYPE 1 I Type of employment A H M Q X or R A ERTPSP 1 1 Third party sick pay Y or blank A ERTIUR 1 1 Tax jurisdiction V G S N P or blank A ESTNUM 4 4 Establishment number A OTHEIN 9 9 Other EIN A STEIN 12 12 State employer ID Number A ID1 30 360 12 30 Alternate state employer IDs A ST1 30 60 2 30 Alternate state abbreviations P FWHTP 7 12 0 Income tax withheld by third party Section 5 Page 34 File Layouts System Documentation E LE LAYOUTS Employee Master File2. Phis fite contains one record for every employ entered File Name MMW2EMPE Record Format EMPEREC Key Field s COMPNO EENUM FIELD NO FIELD FIELD FMT NAME BYTES LENGTH DESCRIPTION N COMPNO 3 3 0 Company number N EENUM 9 9 0 Employee number P SSN 5 9 0 Social security number A EEFNAM 15 15 Employee first name A EEMNAM 15 15 Employee middle name initial A EELNAM 20 20 Employee last name A EESUFX 4 4 Employee suffix A EELOCN 22 22 Employee location address A EEADDR 22 22 Employee delivery address A EECITY 22 22 Employee city A EESTAT 2 2 Employee state A EEZIP 5 5 Employee zip code A EEZIP4 4 4 Employee Zip 4 A ERFST 23 23 Employee foreign state province A ERCTRY 2 2 Employee foreign country code A EEFPC 10 10 Employee foreign postal code A STATUE 1 1 Statutory employee Y or blank A PPPART 1 1 Participant in pension plan A EETPSP 1 1 Third party sick pay Y or blank P ALOTIP 4 the 2 Allocated tips P ADVEIC 4 1 2 Advance earned income credit P FWH 5 1132 Federal income tax withheld B WAGES 5 TE 2 Wages tips amp other comp P SSWH 4 11 2 Social security tax withheld P SSWAGE 4 11 2 Annual social security wages P SSTIPS 4 11 2 Annual social security tips P MEDWAG 5 11 2 Medicare wages and tips P MEDTAX 4 a IA Medicare tax withheld P NP457 5 11 2 Nonqualified plans Sec 457 P NPN4
3. Company number s to print Enter ALL to print all employers and employees on file Enter a single number followed by XX to print forms for those companies that begin with that number For example to print an edit for companies 100 199 enter 1XX Enter a company number to print only that employer s data The default is ALL Print l wide 2 wide 4 up Enter 1 to print on l wide forms laser or laser 1 2 4 or L enter 2 to print on 2 wide forms enter 4 to print 4 up preprinted or overlay laser forms or enter L to print on preprinted laser or blank w overlay laser forms The default is l wide Overlay if blank laser forms See Appendix A for a list of valid form overlays for printing E forms and data onto blank perforated tax forms Leave this entry blank for preprinted laser E rorms Print employee as control Enter YES to print employee numbers in place of control numbers Enter NO to print sequentially assigned control numbers The default is YES Combine matching SSNs Enter YES to combine amounts for employees that have matching social security numbers Name and address information will be taken from the first employee in the group The default is NO Select employees to print Enter YES if you wish to Section 3 Page 20 Print W 2 Forms Sort employee in order by Run in batch Job queue
4. the employer and employee files to zero and optionally retains mployee names and addresses Section 7 Page 39 CL Program Descriptions System Documentation CL Program Descriptions CL Prog Name Description MMO9CL Create Employer Import Program Enter user file information and build RPG program for importing employer data MM10CL Get user file name from import program specifications MM11CL Create Employee Import Program Enter user file information and build RPG program for importing employee data MM12CL Print W 2 Forms Print W 2s on 1l wide 2 wide or laser forms MM13CL Print Employee Labels Print employee labels for mailing forms Section 7 Page 40 CL Program Descriptions System Documentation Menu Descriptions MENU MMW2 W 2 Print File for 2010 1 Enter Update employer data 2 Enter Update employee data 3 Print employer employee data 4 Enter Update submitter data 5 Build electronic BSO file E 6 Transfer electronic BSO file to PC 7 Print W 2 forms 8 Print employee labels 9 Reset employer employee files for new year 50 Go to File Import Menu 90 Sign OFF Menu Commands 1 CALL MMW2 MMO1CL 2 CALL MMW2 MMO2CL 3 CALL MMW2 MMA 4 CALL MMW2 MMO4CL 5 CALL MMW2 MMD 6 CALL MMW2 MMC 7 CALL MMW2 MMI 8 CALL MMW2 MMJ 9 CALL
5. data defined files in entering the From and To Field Positions ormation and build RPG program for importing employee Pm Menu option 20 will display or print field descriptions for externally These descriptions include field position offsets to aid you or your file to be imported Explanation of entry fields Program name Program description File name Record length From and To Field Positions Decimal Positions Packed Binary Special considerations Company number Employee number Section 4 Enter the name of the RPG program to be created DO NOT use a program name that begins with MM Enter a brief description of this import program Enter the name of your file that contains the employee data to be imported DO NOT use a period in this file name A file label may be entered when the import program is run Enter the record length of your data file Enter the From and To field positions for the various items that your file contains For the numeric amount fields enter the number of decimal positions that are used in your file for this item For the numeric amount fields enter P if this field in your file is packed or enter B if this item is binary Otherwise leav this entry blank You must either enter the field positions of a company number field in your data or you must enter a company numbe
6. Printer output queue Form type Copies Hold spooled file select certain records from the employee master file MMW2EMPE The default is NO This option utilizes IBM s Query Record Selection function Please refer to the IBM Query User s Guide for detailed instructions Enter 1 to sort by employee number Enter 2 to sort by last name first name Enter 3 to sort by social security number The default is 1 Enter YES if you wish to run this job in batch mode The default is YES If you entered YES to run in batch enter the job queue to run from The default is QBATCH Enter the name of the output queue to place this report on This entry defaults to your default output queue Enter a special form type to use The default is ASTD Enter the number of copies to be printed The default is 01 Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Section 3 Cancel this job Page 21 Print W 2 Forms Print Employee Labels Option 8 on the MMW2 menu Prints employee labels for selected companies on continuous pin feed labels Explanation of screen prompts Company number s to print Enter ALL to print all employers and employees on file Enter a Single number followed by XX
7. you entered when the import program was Created Enter the library name for this file The default is LIBL Enter YES if you wish to select certain records from your user file for importing The default is NO This option utilizes IBM s Query Record Selection function Please refer the IBM Query User s Guide for detailed instructions Enter YES if you wish to run this job in batch mode The default is YES If you entered YES to run in batch enter the job queue to run from The default is QBATCH Enter the name of the output queue to place this report on This entry defaults to your default output queue Enter the number of print lines per inch The default is 6 Enter the number of characters per inch The default is 10 Enter a special form type to use The default is STD Enter the number of copies to be printed The Page 28 Run Employer Import Importing Your Data File s default is 01 Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Cancel this job Section 4 Page 29 Run Employer Import Importing Your Data File s Create Employee Import Program Option 3 on the IMPORT menu Enter user file in
8. It was designed to function with and requires the installation of iSeries Access Client Access on the PC running this step If you have Client Access installed on your PC yet are running a different form of emulation this option may not function properly We have also included an iSeries Access transfer request with our PC Components This file is named W2REPORT TTO and is located in the MMW2 directory on your PC If you experience difficulties in running this menu option you may use open the transfer request file and manually run the transfer from within iSeries Access If your PC is connected via Twinax emulation you must manually trans using this W2REPORT TTO file E er Section 3 Page 19 Transfer BSO File Print W 2 Forms Option 7 on the MMW2 menu Prints W 2s on 1 wide 2 wide 4 up laser or preprinted laser forms for selected company numbers To print W 2 forms on blank preprinted tax forms you must have a printer configured to print overlays There are two options either an IPDS printer configured as AFP YES or a PCL compatible laser printer configured for Host Printer Transform HPT Just check the device description and if need be change the TRANSFORM parameter to YES you should also make sure you have the latest PTFs installed on your system especially any AFP related PTFs Explanation of screen prompts
9. MMW2 MMF 50 GO MMW2 IMPORT 90 SIGNOFF Section 8 Page 41 Menu Descriptions System Documentation Import Tasks Ss WN ER Utilities Menu Descriptions MENU IMPORT W 2 Print File File Import Menu Create employer import program Run employer import program Create employee import program Run employee import program 20 Display Print record layout for external file s 90 Sign OFF Menu Commands 1 CALL MMW2 MMO9CL 2 CALL MMW2 MMG 3 CALL MMW2 MM11CL 4 CALL MMW2 MMH 20 MMFFD 90 SIGNOFF Section 8 Page 42 Menu Descriptions Laser Tax Form Overlays The following 300 DPI and 600 DPI over ays may be used to print ac Form Name Overl forms and data together onto blank perforated tax forms tual tax To print W 2 forms on blank preprinted tax forms you must have a printer configured to print overlays There are two options either an PCL compatible laser printer coni Figured for Host Printer Transform Just check the device description and parameter to YES you should also make sure you have the latest PTFs installed on your system especially any AFP related PTFs if need be change the TRAN IPDS printer configured as AFP YES or a HPT SFORM
10. to print data for those companies that begin with that number For example to print an edit for companies 100 199 enter 1XX Enter a company number to print only that employer s data The default is ALL Combine matching SSNs Enter YES to combine labels for employees that have matching social security numbers Name and address information will be e e taken from the first employee in the group The default is NO m Select employees to print Enter YES if you wish to select certain records from the employee master file MMW2EMPE The default is NO This option utilizes IBM s Query Record Selection function Please refer to the IBM Query User s Guide for detailed instructions Sort employee in order by Enter 1 to sort by employee number Enter 2 to sort by last name first name Enter 3 to sort by social security number The default is 1 Run in batch Enter YES if you wish to run this job in batch mode The default is YES Job queue If you entered YES to run in batch enter the job queue to run from The default is QBATCH Printer output queue Enter the name of the output queue to place this report on This entry defaults to your default output queue Form type Enter a special form type to use The default is STD Copies Enter the Section 3 Page 22 Print Employee L
11. 102 etc Employer ID If you choose to import this item your data may be stored as 63 1234567 or it may be stored as 631234567 If the employer ID in your file contains a hyphen you should enter Y for the prompt Are hyphens included Otherwise leave that entry blank Section 4 Page 26 Create Employer Import Importing Your Data File s Explanation of command keys available F3 End the job F4 Display an alphabetized directory of all employer import programs that have been entered You may select a program from this directory for editing Roll forward and backward or position the directory alpha search until you find the import program you want Then enter the line number of that program F12 Return to previous entry screen Section 4 Page 27 Create Employer Import Importing Your Data File s Run Employer Import Program Option 2 on the IMPORT menu Import employer data from user file into Employer master file MMW2EMPR Explanation of screen prompts Program name User file name to import Library Select records from user file Run in batch Job queue Printer output queue Lines per inch Characters per inch Form type Copies Section 4 Enter the name of the RPG import program that was created Enter the name of your file which contains the data to be imported The default is the file name that
12. 57 5 11 2 Nonqual plans Not Sec 457 P SSTXTP 4 11 2 Uncoll soc sec tax on tips P MDTXTP 4 11 2 Uncoll Medicare tax on tips P INSCST 4 11 2 Employer cost group life ins P SEC401 5 11 2 Section 401 k contributions P SEC403 5 11 2 Section 403 b contributions P SEC408 5 11 2 Section 408 k 6 contrib P SEC457 5 11 2 Section 457 b contributions A OVRST2 2 2 Overriding reporting state 2 A OVRSTE 2 2 Overriding reporting state 1 P SEC501 5 11 2 Section 501 c 18 D contrib P SICKPY 5 11 2 Sick pay not included as income Section 5 Page 35 File Layouts System Documentation LE LAYOUTS Employee Master File continued FIELD NO FIELD FIELD FMT NAME BYTES LENGTH DESCRIPTION P GPPMT 5 a Tax on excess golden parachute P NTEBE 5 1172 Nontaxable part of emp bus exp P UNSSTX 5 11 2 Uncoll soc sec tax life ins P UNMDTX 5 1 32 Uncoll Medicare tax life ins A OTHDES 12 12 Other payment description 1 P OTHER 5 11 2 Other payments 1 P DEPCAR 4 is a Dependent care assistance P SWH 5 11 2 State income tax withheld 1 P STWAGE 5 11 2 State wages tips etc 1 P LWH 4 Li Local income tax withheld 1 P WAGE 5 alg rer Local wages tips etc 1 A NAME 9 9 Name of locality 1 P EXCMER 5 11 2 Excludable moving exp
13. QGPL MMA Print Employer Employee Data Display prompt screen and run MMO3 MMC Transfer Electronic BSO File to PC Run iSeries Access transfer request to copy W2REPORT file to PC MMD Build Electronic BSO File Display prompt screen and run MMO7 MMF Reset Employer Employee Files for New Year Display prompt screen and run MMO9 MMG Run Employer Import Program Display prompt screen and run MMIMPER MMH Run Employee Import Program Display prompt screen and run MMIMPEE MMT Print W 2 Forms Display prompt screen and run MM12 MMJ Print Employee Labels Display prompt screen and run MM13 MMIMPEE Run Employee Import Program Import employee data from user file into Employee master file MMW2EMPE MMIMPER Run Employer Import Program Import employer data from user file into Employer master file MMW2EMPR MMW2 Switch to W 2 Print amp File library and main menu MMO1CL Enter Update Employer Data Maintain a file of employers who report W 2 s to the SSA MMO2CL Enter Update Employee Data Maintain a file of employees for output of W 2 information to the SSA MMO3CL Print Employer Employee Data Print an edit of employer and employee information for verification MMO4CL Enter Update Submitter Data Maintain submitter and basic authorization information MMO7CL Build Electronic BSO File Build electronic file for the SSA MMO8CL Reset Employer Employee Files for New Year Sets amounts in
14. TLIB SAVLIB MMW2 DEV your device name Note Device name is usually TAPO1 for tape and OPTO1 for CD 3 Enter CALL MMW2 INSTALL 4 To install the PC Components insert the CD or diskette in your PC 5 Click Start Run and enter drive letter setup Note Substitute drive letter with your CD or diskette drive 6 Check the download section of our website at www acclaim software com for any last minute updates fixes prior to using the software INSTALLING A NEW RELEASE UPGRADE Save the existing W 2 Print amp File library Mount a tape and key the following Enter SAVLIB LIB MMW2 DEV your device name 2 Rename the existing W 2 Print amp File library to a different name Key the following Enter RNMOBJ OBJ MMW2 OBJTYPE LIB NEWOBJ MMW209 3 Insert the CD or tape 4 Enter RSTLIB SAVLIB MMW2 DEV your device name Note Device name is usually TAPO1 for tape and OPTO1 for CD 5 Enter CALL MMW2 INSTALL 6 To install the PC Components insert the CD or diskette in your PC If you installed these components last year it is not necessary to reinstall them and you can skip the next step 7 Click Start Run and enter drive letter setup Note Substitute drive letter with your CD or diskette drive 6 Check the download section of our website at www acclaim software com for any last minute
15. W 2 Print amp File 2010 Version User s Manual for the AS 400 A product of Acclaim Software 1907 Chesapeake Trail SW Decatur AL 35603 866 531 6562 FAX 877 296 4765 Web www acclaim software com Copyright 2010 Acclaim Software PART 1 TABLE OF C O NT EON ToS INSTALLATION AND OPERATION Section 1 System Description Tere 16 O GUIS GAOT att But Meas A e ca BLES a lr AR de LA ls edad Blak AE e Disclaimer 0f Warranty a Bde te wee a wes wre ord ele ee ee Section 2 Installing the Package T starllatron sCWeGk UIs Ey alos k te eeuwen ee eke BB oe ee aed ee Section 3 Operating Instructions Getting Started wag A ode tele Ge tases ere Wed Toe ee SG Enter Update employer data siewe oie tae Bae eG tae ees Sas Enter Update employee data e mail Saas Print employer employee data sacas osas a dea Enter Update Submitter data miis B lId electronte BSOY ELO esa dai Ee cit Transfer electronic BSO file to PC ooooooooooo PRIME WZ i OTIS a a AP oot Se Seek sr ds a de Print employee Ttapels croia a es bes ee eee ere es Reset employer employee files for new year Section 4 Importing Your Data File s Recommended Guidelines seses ences ee eae eee eh ee ee eee ees Create employer import program o o o ooooooooooo ee ee eee Run employer import program seses eese ee sad bod wa a ees Create employee import program
16. abels number of copies to be printed The default is 01 Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Cancel this job Section 3 Page 23 Print Employee Labels Reset Employer Employee Files for New Year Option 9 on the MMW2 menu Sets amounts in the employer and employee files to zero and optionally retains employee names and addresses This step should be done after all electronic files are prepared or before the next year s data is to be entered Please note Acclaim Software recommends that you backup the master files each year prior to resetting This backup may prove useful if you are later audited Explanation of screen prompts Company number s to use Enter ALL to reset all employees on file Enter a single number followed by XX to reset employees for those companies that begin with that number For example to reset companies 100 199 enter 1XX Enter a company number to reset only that employer s data The default is ALL Retain employee names addresses Enter YES to keep the employee names and addresses from last year Enter NO to clear names and addresses in addition to setting amounts to zero The default is YES Run in batch Enter YES if you wish to run this job in batch m
17. company enter the standard FIPS postal state abbreviation Zip code If this is a US company enter the 5 or 9 digit zip code Foreign postal code If the employer is located in a foreign country enter the foreign postal code Foreign province If applicable enter the employer s foreign state province Section 3 Page 6 Employer Data Operating Instructions Country code Tax jurisdiction code Was business terminated year this tax year Third party sick pay Income tax withheld by third party Type of employment others Establishment number Additional states to be reported State ID State If the employer is not located in the U S ora U S territory enter the country code See Appendix G in the EFW2 publication If applicable enter V for Virgin Islands G for Guam S Northern Mariana Islands or P for American Samoa N for for Puerto Rico If the business was terminated this tax Otherwise enter a Y leave this entry blanx Enter Y for third party sick pay Otherwise leave this entry blank Enter the total federal income tax withheld by third parties from sick or disability payments made to the employees Enter the appropriate code A agriculture H household M military Q Medicare Qualified Government Employment MOGE X railroad F Form 944 filers R regular all If the emplo
18. e IMPORT menu Enter user file information and build RPG program for importing employer data Pm Menu option 20 will display or print field descriptions for externally defined files These descriptions include field position offsets to aid you in entering the From and To Field Positions for your file to be imported Explanation of entry fields Program name Enter the name of the RPG program to be created DO NOT use a program name that begins with MM Program description Enter a brief description of this import program File name Enter the name of your file that contains the employer data to be imported DO NOT use a period in this file name A file label may be entered when the import program is run Record length Enter the record length of your data file From and To Field Enter the From and To field positions Positions for the various items that your file contains Packed Binary For the numeric fields enter P if this field in your file is packed or enter B if this item is binary Otherwise leave this entry blank Special considerations Company number You must either enter the field positions of a company number field in your data or you must enter a starting company number For Em example if you enter a starting number of 100 the first record in your input file will be imported as company number 100 the second record as 101 the third as
19. eee eee eee ee eee Run employee import program o oooooooooooooooonoooo 12 14 16 18 19 TABLE OF CON TEN TS PART 2 SYSTEM DOCUMENTATION Section 5 File Layouts Section 6 Program Descriptions Section 7 CL Program Descriptions Section 8 Menu Descriptions APPEND IX A Laser Tax Form Overlays 33 37 38 40 42 System Description Introduction The purpose of this manual is to provide you with a step by step approach towards using the features of this package as a stand alone system or in conjunction with your data files This manual is designed to be used in conjunction with SSA Publication No EFW2 entitled Specifications for Filing Forms W2 Electronically You should receive this publication annually after filing electronically with the SSA Please consult this publication for detailed information concerning reporting requirements This manual will provide you with sufficient information to 1 Understand the function of each menu option in the package 2 Perform the installation tasks 3 Operate the system in an efficient productive manner and 4 Import your data file s into our format Part 1 of this manual INSTALLATION AND OPERATION cover all of the above Part 2 of the manual SYSTEM DOCUMENTATION contains detailed referenc material describing the programs procedures and menus used in W 2 Pr
20. efault is 01 Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Cancel this job Section 3 Page 18 Build BSO File Transfer Electronic BSO File to PC Option 6 on the MMW2 menu Transfers the electronic BSO file W2REPORT that was created in 5 to the PC Explanation of screen prompts Delete file after transfer If you wish to Delete th lectronic file from disk after the transfer enter YES Otherwise enter NO You may want to keep the file on disk until you have saved a copy The default is YES PC Drive Directory Path Enter the PC drive and path without trailing backslash For example to copy the electronic file to the TEMP directory on the C drive enter C TEMP Explanation of command keys available F3 Cancel the job When complete you should have a file named W2REPORT on your PC This file must be electronically uploaded to the SSA via their BSO Business Services Online Please refer to SSA s EFW2 Publication for detailed instructions in using this service This publication can also be downloaded from our website at www acclaim software com in the Download section Please note This step requires the installation of the PC components that were included on your installation media
21. eport on This entry defaults to your default output queue Section 3 Page 13 Print Data Lines per inch Enter the number of print lines per inch The default Is 64 Characters per inch Enter the number of characters per inch The default is 10 Form type Enter a special form type to use The default is STD Copies Enter the number of copies to be printed The default is 01 Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Cancel this job Section 3 Page 14 Print Data Option 4 on the MMW2 menu Enter Update Submitter Data Maintain submitter and basic authorization information Explanation of entry fields Payment Year Submitter EIN User ID Company name Location address Delivery address City State Foreign province Country code Zip code Foreign postal code Submitter name Location address Delivery address City State Section 3 Enter th being pr Enter th of the s only num not be z Enter th is autho REQUIRED e year for which the report is epared Update each year e employer identification number ubmitting organization Enter eric characters This number must ero e PIN assigned to the employee who rized to submit this file A PIN is Go
22. ile contains a P for pension plan participants you would enter Test for P in position 0030 If your file contains a flag which Signifies third party sick pay enter the character to test for and the position in your file to be tested For example if position 22 of your data file contains an S for sick pay you would enter Test for S in position 0022 Explanation of command keys available F3 End the job F4 Display an alphabetized directory of all employee import programs that have been entered You may select a program from this directory for editing Roll forward and backward or position the directory alpha search until you find the import program you want Then enter the line number of that program F12 Return to previous entry screen Section 4 Page 31 Create Employee Import Importing Your Data File s Run Employee Import Program Option 4 on the IMPORT menu Import employee data from user file into Employee master file MMW2EMP E Explanation of screen prompts Program name User file name to import Library Select records from user file Run in batch Job queue Printer output queue Lines per inch Characters per inch Form type Copies Section 4 Enter the name of the RPG import program that was created Enter the name of your file which contains the data to be imported The default i
23. int File In rare cases where the import system is not capable of automatically inputting your data this information will aid a programmer in writing a program to import your data files into our format Section 1 Page 1 Introduction System Description Disclaimer of Warranty This software and manual are sold as is and without warranties as to the validity of data entered or converted by the user Acclaim s guarantee is limited solely to the accuracy of the software with respect to the official requirements for producing electronic files for the SSA Because of the diversity of conditions under which this package may be used Acclaim Software can assume no liability for the misuse of any part of the package It is the user s responsibility to insure that the information submitted to the SSA is correct and valid If the user decides to revise the software and or convert their data into our file formats the user should test the program thoroughly before relying on it Any liability of Acclaim Software will be limited exclusively to product replacement or refund of the purchase price to the original purchaser only Section 1 Page 2 Disclaimer of Warranty Installing the Package Installation Checklist The entire W 2 Print File library named MMW2 is contained on 1 tape or CD NEW INSTALLATION 1 Insert the CD or tape 2 Enter RS
24. nd employees on file Enter a single number followed by XX to use data for those companies that begin with that number For example to build a file for companies 100 199 enter 1XX Enter a company number to use only that employer s data The default is ALL Type of data 0 R Enter whether the data in this shipment is an 0O riginal or R esubmittal If Resubmittal enter WFID Enter the WFID Wage File Identifier displayed on the notice sent to you by SSA Combine matching SSNs Enter YES to combine amounts for employees that have matching social security numbers Name and address information will be taken from the first employee in the group The default is NO Run in batch Enter YES if you wish to run this job in batch mode The default is YES Job queue If you entered YES to run in batch enter the job queue to run from The default is QBATCH Printer output queue Enter the name of the output queue to place this report on This entry defaults to your default output queue Lines per inch Enter the number of print lines per inch The default is 6 Section 3 Page 17 Build BSO File Characters per inch Enter the number of characters per inch The default is LO Form type Enter a special form type to use The default is STD Copies Enter the number of copies to be printed The d
25. nformation to the SSA Explanation of entry fields Company number Enter a 3 digit number to identify this employer If you plan to output multiple employers on one electronic file assign company numbers with the same first digit Agent indicator nter 1 for 2678 Agent approved by IRS 2 for Common Pay Master A corporation that pays an mployee who works for two or more related corporations at the same time or 3 for section 3504 Agents Or m Agent EIN If you entered a code in the Agent Indicator enter the employer identification number of the agent Employer fed ID Enter the 9 digit employer identification number assigned to the employer Enter only numeric characters Other EIN If a form 941 or 943 was submitted to IRS for the same payment year as this report and the form used an employer ID other than the EIN above enter the other EIN Employer state ID Enter the employer state identification number assigned to the employer This entry F is not required for electronic filing Employer name Enter the employer s name Location address Enter the location address Attention Suite Room Number etc of this employer Delivery address Enter the street or PO Box of this employer City Enter the city the employer is located in State If this is a US
26. nty or ses File Name MMW2 TRAN Record Format TRANREC FIELD NO FIELD FIELD FMT NAME BYTES LENGTH DESCRIPTION N YEAR 4 4 0 Payment year P TREIN 5 9 0 Submitter s EIN A TRPIN 8 8 User ID A TRNAME 57 57 Company name A TRLOCN 22 22 Company location address A TRADDR 22 22 Company delivery address A TRCITY 22 22 Company city A TRSTAT 2 2 Company state A TRFST 23 23 Company foreign state province A TRCTRY 2 2 Company foreign country code A TRZIP 5 5 Company zip code A TRZIP4 4 4 Company zip 4 A TREFPC 15 T5 Company foreign postal code A FRNAME 57 57 Submitter name A FRLOCN 22 22 Submitter location address A FRADDR 22 22 Submitter delivery address A FRCITY 22 22 Submitter city A FRSTAT 2 2 Submitter state A FREST 23 23 Submitter foreign state province A FRCTRY 2 2 Submitter foreign country code A FRZIP 5 5 Submitter zip code A FRZIP4 4 4 Submitter zip 4 A FRFPC 15 15 Submitter foreign postal code A CNNAME 27 27 Contact name A CNPHON LS 15 Contact telephone number A CNEXT 5 5 Contact telephone extension A CNEMAL 40 40 Contact e mail address A CNFAX 10 10 Contact telephone number A PMPNC 1 1 Problem notification code 1 2 A PREPAR 1 Preparer code A L S P O Section 5 Page 37 File Layouts Program N M System Documentation ame M01 Enter Update Emp who report W 2 s Enter Update Emp for output of W 2 information to the SSA Print Employer En Program Descriptions Descrip
27. o Rico tax Section 3 Page 11 Employee Data Operating Instructions Allowances subject to Puerto Rico tax Tips subject to Puerto Rico tax Puerto Rico tax withheld Retirement fund annual contributions The following fields may be entered for Virgin Islands American Samoa Guam or Northern Mariana Islands employees only Total wages tips and other compensation Income tax withheld Explanation of command and function keys available F3 End the job F4 Display an alphabetized directory of all employees that have been entered You may select an employee from this directory for editing Roll forward and backward or position the directory alpha search until you find the employee you want Then enter the line number of that employee F12 Return to the previous entry screen F23 Delete this employee HELP key Displays a help screen ROLL UP Pages the employee or employee directory forward ROLL DOWN Pages the employee or employee directory backward Section 3 Page 12 Employee Data Print Employer Employee Data Option 3 on the MMW2 menu Prints an edit from the employer and employee files for selected company numbers This edit should be used to verify your data prior to building the electronic BSO file or printing W 2 forms Employees with zero in all amount fields will not print Explanation of screen prompts Company number s
28. oday s date Employee number Enter a 9 digit number for this employee You may use a company assigned number or any other number of your choice Social security number Enter the employee s social security Enter only numeric characters Employee first name Enter the employee s first name Employee middle name Enter the employee s middle name or initial Employee last name Enter the employee s last name Suffix If applicable enter the For example JR SR mployee s suffix Location address Enter the location address Attention Suite Room Number etc of this employee Delivery address Enter the str t or PO Box of this employee City Enter the city the employee is located in State If this employee resides in the US enter the standard FIPS postal state abbreviation Zip code If this employee resides in the US enter the Foreign postal code Foreign province Country code Statutory employee Section 3 5 or 9 digit zip code E If the employee is located in a foreign country enter the foreign postal code SE applicable enter the state province mployee s foreign If the employee is not located in the U S or a U S territory enter the country code See Appendix H in MMREF 1 publication If the employee s remuneration is subject to social security and Medicare taxes but not to Federal income tax
29. ode The default is YES Job queue If you entered YES to run in batch enter the job queue to run from The default is QBATCH Explanation of command keys available F3 Cancel the job Section 3 Page 24 Reset Employer Employee Files Importing Your Data File s Recommended Guidelines Acclaim Software recommends that you follow these guidelines should you E decide to import your data into our file formats If you wish to import your data file s it is best to use our exclusive import program generator You may also write a custom program to perform that function If you do decide to write your own custom program please remember that future releases of this package may require you to make changes to your custom program The most simple approach is to use our import program generator which is discussed in the next few pages on this manual The RPG programs that are generated will suffice in most cases However there are some user file structures that may require further modification of the generated RPG program If your files are designed in such a way that an import program cannot be generated by our import program generator you must either write your own import program or manually enter your data If you decide to write your own import program s your program s should add to the MMW2EMPR and or MMW2EMPE files and should f
30. ollow the file layouts exactly You should assign company numbers and employee numbers to your records so that each record is unique Once your data is imported you may revise the data using options 1 and 2 on the MMW2 menu All files included in this system are externally defined The specifications for each of the master files is included at the end of this manual You may want to use these specifications for creating special reports or files using Query or for converting a PC file using iSeries Access Please note If your employee information is located in two or more files you should create two or more import programs The only requirement is that all user files contain a common employee number As each import program is run matching employee information will be combined in the MMW2EMPE master file For example one import program might import employee name and address data anda second import program might import the year to dat E payroll amounts for these same employees Special tip After importing if you discover errors in the field positions that you input to the import program generator you may wish to reset the file using menu option 11 recreate the import program and run the import again Section 4 Page 25 Recommended Guidelines Importing Your Data File s Create Employer Import Program Option 1 on th
31. or several employers ormation or import your own employee payroll file into our MMW2EMPE file format 3 Print the employer and 4 Enter information regar employee data for verification ding the organization transmitting the data Be sure the payment yea Section 3 r is entered for the year being reported Page 4 Getting Started Operating Instructions 5 Once you have entered all of the necessary information and verified that it is correct you must build the electronic BSO file 6 The next step is to transfer the file to your PC You should also make a backup copy in Case of loss or damage of the original 7 Transmit your file electronically via SSA s BSO by March 31 2011 8 Print W 2s on 1 wide continuous 2 wide continuous or laser forms 9 After you are completely finished with the current year s data and SSA has confirmed your file you can reset the amounts in the employer and employee files to zero Employee names and addresses may be retained Please note Employers whose wage and tax data will be transmitted electronically must not send the same data to SSA on paper W 2 forms The next few pages of the manual discuss the features of each one of the menu options available Section 3 Page 5 Getting Started Operating Instructions Enter Update Employer Data Option 1 on the MMW2 menu Maintain a file of employers who report W 2 i
32. perating Instructions Section 457 b contributions Section 501 c 18 D contributions Sick pay not includable as income Tax on excess golden parachute payments Non taxable part of employee business expenses Uncollected social security tax on group term life insurance Uncollected Medicare tax on group term life insurance Excludable moving expense reimbursements Medical Savings Account Simple Retirement Account Qualified Adoption Expenses Nontaxable combat pay Deferral under sec 409A nonqualified deferred compensation plan Income under sec 409A nonqualified deferred compensation plan Designated Roth contributions to a Section 401 k plan Designated Roth contributions under a Section 403 b Salary Reduction Box 12 note A maximum of 4 codes and amounts are printed on the W 2 form Other amounts 1 and 2 State wages tips etc 1 and 2 State income tax withheld 1 and 2 Local wages tips etc 1 and 2 Local income tax withheld 1 and 2 The following fields may be used by certain states for state local reporting only Please consult your state local requirements for entries in these fields Other state data 1 and 2 pos 298 307 of MMREF 1 format Local type 1 and 2 Identifies entries in Local wages amp Local tax The following fields may be entered for Puerto Rico employees only Wages subject to Puerto Rico tax Commissions subject to Puert
33. r to use For example if you enter a company number of 100 all records in your input file will be imported as company number 100 You must either enter the field positions of an employee number field in your data or you must enter a starting employee number For example if you enter a starting number of 000000010 the first record in your input file will be imported as employee number 10 the second record as 11 the third as 12 etc Page 30 Create Employee Import Social security Statutory employee Participant in pension plan Third party sick pay Importing Your Data File s If you choose to import this item your data may be stored as 123 45 6789 or it may be stored as 123456789 If the social security in your file contains a hyphen you should enter Y for the prompt Are hyphens included Otherwise leave that entry blank If your file contains a flag which Signifies that this employee is a statutory employee enter the character to test for and the position in your file to be tested For example if position 22 of your data file contains an S for statutory employees you would enter Test for S in position 0022 If your file contains a flag which Signifies that this employee is a participant in a pension plan enter the character to test for and the position in your file to be tested For example if position 30 of your data f
34. reimbursements P SWH2 5 11 2 State income tax withheld 2 P STWAG2 5 1 2 State wages tips etc 2 P LWH2 4 11 2 Local income tax withheld 2 P WAGE 5 11 2 Local wages tips etc 2 A NAME2 9 9 Name of locality 2 P EEDATE 4 6 0 Date entered A OTHDE2 12 12 Other payment description 2 P OTHER2 5 11 2 Other payments 2 A LTXTP 1 Local tax type 1 A LTXTP2 1 i Local tax type 2 P NTCP 5 11 2 Nontaxable combat pay P MSA 5 LT 2 Medical Savings Account P SRA 5 de AS Simple Retirement Account P QAE 5 117 2 Qualified Adoption Expenses P INCNSO 5 11 2 Nonstatutory stock options P ECHSA 5 11 2 Employer Contributions to HSA P DNQDCP 5 14 72 Deferrals under section 409A P NQDCP 5 1172 Income under section 409A P DRC401 5 11 2 Roth Contributions to 401 k P DRC403 5 1172 Roth Contributions to 403 b P WAGEPR 5 11 2 Puerto Rico wages P COMMPR 5 1 2 Puerto Rico commissions P ALOWPR 5 11 2 Puerto Rico allowances P TIPSPR 5 Va 2 Puerto Rico tips P WHPR 5 L2 Puerto Rico tax withheld P RFACPR 5 11 2 Puerto Rico retirement contributions P WTOUST 5 11 2 US Terr wages tips other comp P WHUST 5 11 2 US Terr tax withheld P HIREEX 5 11 2 Hire Exempt Wages and Tips Section 5 Page 36 File Layouts System Documentation LAYOUT S Submitter Master File Phis fite contains o
35. s the file name that you entered when the import program was Created Enter the library name for this file The default is LIBL Enter YES if you wish to select certain records from your user file for importing The default is NO This option utilizes IBM s Query Record Selection function Please refer the IBM Query User s Guide for detailed instructions Enter YES if you wish to run this job in batch mode The default is YES If you entered YES to run in batch enter the job queue to run from The default is QBATCH Enter the name of the output queue to place this report on This entry defaults to your default output queue Enter the number of print lines per inch The default is 6 Enter the number of characters per inch The default is 10 Enter a special form type to use The default is STD Enter the number of copies to be printed The default is 01 Page 32 Run Employee Import Importing Your Data File s Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Cancel this job Section 4 Page 33 Run Employee Import System Documentation E LE LAYOUTS Employer Master File
36. te province If the submitter is not located in the U S or a U S territory enter the country code See Appendix G in the EFW2 publication If the submitter is located in the US If th enter the 5 or 9 digit zip code e submitter is located in a foreign country enter the foreign postal code Enter the name of the person to contact about processing problems Enter the telephone number of the person to contact Enter Enter the telephon xtension of the person to contact Enter the fax number of the person to contact Enter the e mail address of the person to contact a if you prefer to be contacted by e mail or 2 Enter ET A by postal service if the file was prepared by an accounting firm e if self prepared S if prepared by a servi compa ce ny bureau or P if prepared by the parent Otherwise enter O for other Explanation of command keys available F3 End the job Section 3 Page 16 Print Data Build Electronic BSO File Option 5 on the MMW2 menu Build electronic BSO file for the SSA Please note The SSA no longer accepts 8 5 3 diskettes or tape The PC file must be filed electronically using SSA s BSO Business Services Online This step will create a file named W2REPORT Explanation of screen prompts Company number s to use Enter ALL to use all employers a
37. tion loyer Data Maintain a file of employers to the SSA loyee Data Maintain a file of employees nployee Data Print an edit of employer and employee information for verification Enter Update Subn basic authori inf ormation Build Reset Electronic BSO nitter Data Maintain submitter and ation File Build electronic file for the SSA Year Sets amounts in Employer Employee Files for New E the employer and employee files to zer mploy Create Employer names and addresses Import Program Enter user and build RPG program f o and optionally retains e ile information or importing em Get user file nan Create Employee Import ne fron n import program Program Enter and build RPG program f ployer data specifications E user file information or importing em Print W 2 F forms Print Section 6 orms Print W 2s on Page 38 ployee data wide 2 wide or laser Employee Labels Print employee labels for mailing forms Program Descriptions System Documentation CL Program Descriptions CL Prog Name Description INSTALL Install the STRW2 command into
38. to print Enter ALL to print all employers and employees on file Enter a single number followed by XX to print data for those companies that begin with that number For example to print an edit for companies 100 199 enter 1XX Enter a company number to print only that employer s data The default is ALL Print detail or summary Enter D to print detail report Enter S to print totals only Combine matching SSNs Enter YES to combine amounts for employees that have matching social security numbers Name and address information will be taken from the first employee in the group The default is NO Select employees to print Enter YES if you wish to select certain records from the employee master file MMW2EMPE The default is NO This option utilizes IBM s Query Record Selection function Please refer to the IBM Query User s Guide for detailed instructions Sort employee in order by Enter 1 to sort by employee number Enter 2 to sort by last name first name Enter 3 to sort by social security number The default is 1 Run in batch Enter YES if you wish to run this job in batch mode The default is YES Job queue If you entered YES to run in batch enter the job queue to run from The default is QBATCH Printer output queue Enter the name of the output queue to place this r
39. to www socialsecurity gov employer for more information Enter th Enter th Room Num EFW2 annual e name of the company to receive filing instructions e location address ber etc Attention of this company Suite Enter th Enter th Enter th If appli state pr If the c U S ter Appendix If the t enter th If the t country Enter th file Enter th Room Num street or PO Box of this company e city of the company e standard FIPS state abbreviation cable enter the company s foreign ovince ompany is not located in the U S or a ritory enter the country code See G in the EFW2 publication ransmitter is located in the US e 5 or 9 digit zip code ransmitter is nter th located in a foreign foreign postal code e name of the company submitting the e location address Attention Suite ber etc of the submitter Enter th Enter th Enter th Page 15 street or PO Box of the submitter e city of the submitter e standard FIPS state abbreviation Print Data Foreign province Country code Zip code Foreign postal code Person to contact Telephone number Telephon xtension Fax number Contact e mail Preferred method of problem notification Preparer code If applicable enter the submitter s foreign sta
40. updates fixes prior to using the software When you are satisfied that the new release is operating properly you can delete the renamed W 2 Print amp File library MMW209 Section 2 Page 3 Installation Checklist Operating Instructions Getting Started Once you have installed the MMW2 library you may sign on to MMW2 using either of two methods Me thod one is to sign off of the current session and sign back on to library MMW2 menu MMW2 The second method is to simply enter the STRW2 while sign appear ed on to any library The following menu should MMW2 W 2 Print File EOR 2010 Select one of the following Enter Upda Enter Upda Print empl Enter Upda Build elec te employer data te employee data oyer employee data te submitter data Transfer e tronic BSO file Print W 2 Print empl ectronic BSO file to PC forms 00 350 dis O N E oy labels Reset empl 50 Go to File 90 Sign OFF Selection or command gt The MMW2 menu is numbered generating your electronic 1 Enter your employer inf oyer employee files for new year Import Menu c 1987 2010 Acclaim Software in the general order you should follow in file ormation or import your own employer data into our MMW2EMPR file format We recommend that you import your employer data only if y 2 Enter your employee inf ou are reporting f
41. withholding enter a Y Page 9 Employee Data Operating Instructions Participant in Pension Plan Third party sick pay Override withholding state 1 and 2 Otherwise leave this entry blank If the employee is a participant in a pension plan enter a Y Otherwise leave this entry blank Enter Y for third party sick pay Otherwise leave this entry blank If this employee s state withholding refers to a state other than the primary employer state enter the appropriate state abbreviation s These alternate state abbrev and corresponding employer IDs should be entered in the employer record All of the following money amount entries must be entered as dollars and cents without a decimal point and must not be negative Wages tips and other compensation Federal income tax withheld Social security wages Social security tax withheld Medicare wages and tips Medicare tax withheld Social security tips Allocated tips Advance EIC payment Dependent care benefits Nonqualified plans Section 457 Employer Contributions to a HSA Nonqualified plans Not Section 457 Income from Nonstatutory Stock Options Uncollected social security tax on tips Uncollected Medicare tax on tips Cost of group term life insurance Section 401 k contributions Section 403 b contributions Section 408 k 6 contributions Section 3 Page 10 Employee Data O
42. yer uses the Establishment Reporting Plan ERP enter the appropriate number Enter up to 30 alternate state employer IDs and state abbreviations that may be reported for this employer Enter th alternat state employer ID number Enter the state abbreviation which corresponds to the state ID number above Explanation of command and function keys available F3 End the job F4 Display an alphabetized directory of all employers that have been entered You may select a employer from this directory for editing Roll forward and backward or position the directory the employer you want E until you find line number of alpha search Then enter th that employer F12 Return to the previous entry screen F23 Delete this employer HELP key Displays a help screen ROLL UP Section 3 Pages the employers or employer directory forward Page 7 Employer Data Operating Instructions ROLL DOWN Pages the employers or employer directory backward Section 3 Page 8 Employer Data Operating Instructions Enter Update Employee Data Option 2 on the MMW2 menu Maintain a file of employees for output of W 2 information to the SSA Explanation of entry fields Company number Enter the 3 digit number assigned to the employer of this employee Date entered Enter the date this employee was ADDED The default is t
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