Using the Complete W-2 efile Service Center

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1 Using the Complete W-2 efile Service Center If you are interested, for a minimal fee per employee, saving considerable time, expense and much of the headache associated with the year-end W-2 filing, CYMA s Complete W2 efile Service Center (Powered by Aatrix) is the perfect solution. The W-2 efile Service Center will: Print and Mail Employee Copies ew-2 Only Employee Copies File your Fed W-2s and W-3 to the SSA File your State W-2s and Reconciliation Forms ew-2s Available for All Employees Note: This tutorial doesn t attempt to show all Aatrix dialogs, but does show those necessary for a successful efiling of your W-2s/W-3 forms and federal/state tax forms. On many of these dialogs your only action will be to press the Next button. To access the Complete W2 efile Service Center within the CYMA Payroll module follow this path: Process Year End Print W2s and 1099s Complete W2 efile Service Center. 1

2 Note: There are three Print W2s and 1099s menu options. Complete W2 efile Service Center is always enabled and is the subject of this tutorial. At the present time you will still use one of the following menu options for printing/efiling 1099 forms. Print and efile W2s & 1099s is enabled if you have acquired the CYMA Electronic W-2 Processing EW registration key. This option will not mail employee copies of the W-2. The existence of this registration code will disable the third menu option. (See separate tutorial for a discussion of this option) Print and Self-Mail W2s & 1099s menu option is only enabled if you have not acquired the CYMA EW registration key. With this option there is no efile capability or ability to mail employee copies of the W-2. (See separate tutorial for a discussion of this option) Once you select the Complete W2 efile Service Center the program will confirm your selection and list the services included with this option. Complete W2 e-file Service: The dialog allows you to start or continue with an existing work-in-process efile process. In this dialog: Select the Year for the efiling of W-2s/W-3 forms and federal/state tax forms. Select the Title of the W-2/W-3 form to be filed. (Includes options for US Territories) 2

3 Specify selection filters. All selection filters default to All but are enabled to specify an individual or a range or values. W-2 Setup Wizard: From here the W-2 Setup Wizard will guide you through the rest of the efiling and printing steps. This dialog offers several options to test drive the Wizard without saving any data. Notes: By pressing the F1 function key on your keyboard you will get a detailed description of the current Aatrix setup dialog. If you had previously started this efile process but didn t complete it you will be asked Do you want to use your work-in-process? A No response discards previous information and you will be ready to start a new efile process. A Yes response returns you to your work-in-process data. Verify Company FEIN: This dialog shows the FEIN number that is defined in CYMA s PR Configuration. If it s incorrect you must exit Aatrix and correct it in PR Configuration before resuming the efile process. Company Information: 3

4 This dialog verifies your company demographic information as defined in CYMA s PR Maintain Configuration and SM Maintain Company. All fields are enabled for edits if necessary. Note: Changes made here will not write back to CYMA s PR Configuration or SM Company dialogs. Company Information Changes: If you previously started an efile session and saved it without completing the process and subsequently changed company information in CYMA s PR Maintain Configuration that directly impacts your forms, the next time you access your work-in-process data you will be notified of the changes. You have the option of selecting which changes you want to accept and which changes you want to decline on your forms. Accepted changes will be seen next time you advance to the Aatrix Company Information dialog. A Tax Preparer Type: This dialog will come up asking if you are filing for your own company or you are a third-party tax preparer filing for one or multiple companies/fein. If you are a third-party preparer you can sign up for the Batch efiling Service. State & Local Tax Items: This dialog comes up to confirm the correctness of all State and Local Tax filing entities that are defined in CYMA s PR Configuration. In this dialog you can Add, Edit or Remove entities but CYMA users should never need to use these functions. If you do see incorrect information you should change it in CYMA s PR Configuration dialog and then return to this Aatrix dialog. 4

5 Data Verification: This dialog asks Yes/No questions that will dynamically affect the following W-2 Preparer grid based on your answers. If additional information is needed, please refer to the F1 help for this dialog to obtain a detailed description of each question. W-3 Information: 5

6 This dialog requests information that will appear on the W-3 form. Please refer to the F1 help for this dialog to obtain a detailed description of each field. Multiple Payroll Data Files: This dialog asks if you use multiple payroll data files for the same Federal EIN. If Yes is selected the program will take you to the data files merge tool after the Setup Wizard is complete. In most cases you will select the No option The Yes option might be used if you have multiple companies within CYMA and they use the same EIN. It is suggested you contact CYMA (800) for additional information about this option. W-2 Preparer: 6

7 This dialog displays all relevant W-2 information provided to Aatrix from CYMA payroll files in an Excel like spreadsheet. The columns represent the boxes on the W-2 form and each row is an employee. Note: Pressing Next Step will bring in W-2 Box amount columns further to the right while freezing the employee information columns. This W-2 Employee grid performs many data verifications (duplicate SSN, incorrect format, missing data, SS Wages less than zero, etc.) to ensure you have the correct W-2 information and to avoid rejection by the federal and state agencies. All cells identified as having an error will be highlighted in Red. Important: Please refer to the F1 help for this dialog, which details all the verifications performed plus other available grid options (Filter By, Sort Columns, Sort Rows, Insert Columns, Insert Rows, Find & Replace, Update Company Information, etc.). In this grid you have access to edit all employee information (SS#, Name, Address, etc.) and all W-2 Box amounts prior to efiling W-2s. Note: Any changes made in this dialog will not write back to the CYMA payroll module. As an Example, if in row one you changed Larry to Lawrence this employee will still be Larry in the Maintain Employees dialog. Upon completion of this grid the program will display any errors or warnings. You can also request a printed listing. You re then given options to Go Back and Correct or Continue without Correcting. 7

8 W-2 Printing and Filing Options: This dialog calculates the Price/Employee and Total Cost for the employees being processed based on which options are selected. The Complete W-2 efiling Service option (Recommended and provides the Best Value ) includes all listed services. The Other Options allows you to mix and match services but doesn t include options to mail or send electronic copies (ew-2) of W-2s to your employees. The CD Archiving Available: This dialog allows you to indicate whether you would like to purchase a CD archive of your W-2s thus saving you from having to keep a paper copy. The default is Yes. State Selection: 8

9 This dialog comes up if more than one state is found in the W-2 Employees grid and you chose to process your state copies in the W-2 Printing & Filing Options dialog. By default all states found in the W-2 Employee grid are selected but you can exclude states from processing. Note: The program will only list those states that require a W-2 be sent to them. State Form Selection: This dialog will only come up if a state has multiple reconciliation form options. If so, you must select the form you want Aatrix to use. The W-2 Control Numbers: This dialog only comes up if on the earlier Data Verification dialog you selected the use control numbers on your W-2s option. You are given options to: Specify a starting number and optionally the first three letters of the employee s last name. Use the Employee s ID as the control number Not include a W-2 control number. The Divider Sheets dialog allows you to specify whether you would like a divider sheet between your different W-2 forms. These divider sheets include information about: filing instructions; form description; where to file and what to sign. Review Data: 9

10 This dialog lists all the forms that will be efiled based on your selections and displays each form in a Forms Viewer. This dialog also allows you to print each form after previewing and before advancing (pressing the Next Step button) to the next form. The typical forms you will see include: Employer W-2 Federal W-2 Federal W-3 State(s) Reconciliation Returns Notes: CYMA highly recommends printing and saving these forms for the future. You will not be able to view the employee copies in the Forms Viewer, but will be able to reprint in the W-2 History File Options at the end of the process. In the rare case a state reconciliation form has missing information the field will be highlighted in Red. The program then allows access to correct these fields at this time. Upon correcting the program will offer the option to Double Check this form again. Connecting to Aatrix efile Center: After previewing the last form the Aatrix program will prepare your data for efiling and then connect to the Aatrix efile Center website for efile processing. If you have not created a company efile account then you should to do so on the Aatrix website If you are registered then you will be asked for your Username and Password. Aatrix efile Account Enrollment: If you have not enrolled then once this website comes up select the link in the upper right corner of the screen labeled Enroll. You will then be asked to provide: A unique Username (min. 8 characters) Password (min. 5 characters and case sensitive) Accounting Package (enter cyma ) Contact Information Whether you wish to accept SMS/Text alerts from Aatrix Aatrix Website Process: Once you are enrolled and have logged in, the following dialogs will lead you down the path to a successful efiling of your forms. These dialogs include: Notification of total cost of efiling for the number of employees being processed. 10

11 Notification of payments due to the state entities. Choosing (with suggestions by Aatrix) the submission dates for employee, federal and state W-2s and W-3s mailed or efiled. Request for Credit Card information to be used to pay Aatrix efile charges. Confirmation of company information and invoice amounts. Uploading and Submitting your efile data. This filing includes information for: o W-2 federal, state and employee filings. o Filing W-2 and W-3 forms with the SSA. o Printing and mailing employee copies for you. o Send relevant state information for the states selected. Online W-2 Wizard: This wizard will guide you thru the remaining efile processing dialogs including: Employee Selection Dialog This dialog presents all employees in a grid for selecting who is to receive a W-2. By default all employees are selected. Note: It s important to verify all employees have the correct current in the grid. You can correct them here, but this will not write back to CYMA s Maintain Employees dialog. o Those selected and who have an address will be sent an with free access to their online W-2 in addition to their paper W-2 in the mail. o Those who have opted-in to receive an online ew-2s only, and will be highlighted in Yellow, will receive a paper copy only through the mail. History File Option This dialog shows: o Last Completed Actions (Ex: Employee W-2 efiled on 02/12/14; Federal W-2/W- 3 efiled on 02/12/14, etc.) o Instructions on Returning Later to complete remaining actions (Ex: Local W- 2/W-3 not efiled). o Available Options including: Repeat Completed W-2s Reprint a copy of any W-2 filing that you have already completed. efile or Print Incomplete W-2s Make corrections to W-2 copies that you have processed. Also, add/delete employees in this process. Start Over Clear your past actions and start the W-2 process over again with new payroll data. ew-2 Password Lookup Look up your employee s password information. Reprint Options This dialog allows you to select which copies of previously completed W-2s that you want to reprint and, if you are reprinting Federal and/or State copies, select the type of copy you require. On those selected for reprint you can also specify if you want an Original copy or one with a records copy watermark. 11

12 Complete This dialog is confirmation that your filing has been successfully received for processing and you will shortly be receiving a confirmation . This dialog also shows the address that the confirmation will go to and the AFID number (Aatrix Filing Identifier) for tracking purposes. This concludes CYMA s Complete efile Service Center process. 12

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