TXEIS
2013 W-2 CHECKLIST
REGION 18
INFORMATION SYSTEMS
IMPORTANT NEWS
Due to the recent government shutdown, the dates for
Tax Year 2013 wage reporting and processing will be
delayed as follows:
• Social Security Administration’s (SSA) Electronic Wage
Reporting applications will close on 12/20/13 and re-open on
12/23/13.
• Tax Year 2013 and prior year files will be accepted beginning
on 12/23/13 and
• Files received after 12/20/13 will begin to process on 02/11/14.
For more information, please visit the Social Security website at
http://www.socialsecurity.gov/employer/.
11/21/2013
W-2 DUE DATES
• By January 31 provide each employee a completed
W-2 form.
• By February 28 file Copy A of the W-2 form with the SSA.
• By March 31 file electronic W-2 form with the SSA.
• For more information on reporting W-2 information to the
SSA electronically, visit the Social Security
Administration’s Employer W-2 Filling Instructions &
Information webpage at
http://www.socialsecurity.gov/employer/ .
11/21/2013
HELPFUL RESOURCES
IRS Current Forms and Publications
•
•
•
•
•
Publ 15 : Circular E, Employer’s Tax Guide
Publ 15-A : Employer’s Supplemental Tax Guide
Publ 15-B : Employer’s Tax Guide to Fringe Benefits
Form W-2 : Wage and Tax Statement
Inst W-2 and W-3 : Instructions for Forms W-2 and W-3,
Wage and Tax Statement and Transmittal of Wage and
Tax Statements.
All Forms and Publications listed above can be found at
http://apps.irs.gov/app/picklist/list/formsPublications.html.
11/21/2013
VERIFY W-2 INFORMATION
W-2 Information should be balanced and reviewed for
accuracy before printing and distributing W-2 forms to
employees or sending the W-2 file to the Social Security
Administration (SSA).
Generate the following reports in TxEIS to compare:
HRS3000 – Calendar Year To Date Report
HRS5000 – 941 Worksheet
HRS5100 – W-2 Forms
NOTE: If your district has multiple payroll frequencies, you
will need to run each report for all frequencies.
11/21/2013
CALENDAR YEAR TO DATE REPORT
Reports > HR Reports > Year To Date Reports
Once the report is generated, print the last page which shows the district totals. The
amounts highlighted in pink will be used in the balancing process. See slide 11.
11/21/2013
941 WORKSHEET
Reports > HR Reports > Quarterly/Annual Reports
Once the report is generated, print the last page which shows the district totals. The
amounts highlighted in pink will be used in the balancing process. See slide 11.
11/21/2013
W-2 FORMS – STEP 1
Reports > HR Reports > Quarterly/Annual Reports
11/21/2013
W-2 FORMS – STEP 2
At the prompt, select Report and then click OK.
When the report appears, click Validation.
Once the report is generated, print the last page which shows the district totals. The
amounts highlighted in pink will be used in the balancing process. See slide 11.
11/21/2013
REPORTS COMPARISON
Compare the following on the Calendar YTD, 941 Worksheet,
and the W-2 Processing reports:
 Taxable Gross / Withholding Gross
 Withholding Tax
 FICA Gross
 FICA Tax
 Medicare Gross
 Medicare Tax
 Earned Income Credit (EIC)
NOTE: If the totals do not match (due to voided checks, etc.),
you may need to file an amended 941 Quarterly Report.
11/21/2013
REPORTS COMPARISON CONT’D
11/21/2013
TAXABLE FRINGE BENEFITS
Enter Taxable Fringe Benefits, if applicable, on the Maintenance >
Calendar YTD Data > Calendar YTD tab.
11/21/2013
TAXABLE FRINGE BENEFITS CONT’D
Print the HRS3000 – Calendar Year To Date Report to verify totals on the
Reports > HR Reports > Calendar Year To Date Reports page.
11/21/2013
THIRD PARTY SICK PAY
Enter Third Party Sick Pay, if applicable, on the Maintenance > Calendar
YTD Data > Third Party Sick Pay tab.
11/21/2013
THIRD PARTY SICK PAY CONT’D
Print the HRS5200 - Third Party Sick Pay Report to verify totals on the
Reports > HR Reports > Quarterly/Annual Reports page.
11/21/2013
EMPLOYER SPONSORED HEALTH
COVERAGE
Verify the Employer Health Sponsored Health Coverage.
 Verify the W2 Health Care box is selected for each deduction code
with an AC (TRS Health Insurance), HI (Health Insurance), or RI
(Retiree TRS-Care Surcharge) Abbrev Cd on the Tables >
Tax/Deductions > Deduction Cd tab.
11/21/2013
EMPLOYER SPONSORED HEALTH
COVERAGE CONT’D
 If you use the TEA Health Ins Contribution field on the Tables > District
HR Options page to account for the $75 state contribution, you will
be ready for the January 2014 payroll.
11/21/2013
EMPLOYER SPONSORED HEALTH
COVERAGE CONT’D
 If you include the $75 state contribution in the Emplr Contrib field on the Maintenance >
Staff Job/Pay Data > Deductions tab, you will need to manually deduct $75 from the
Emplr Sponsored Health Coverage field on the Maintenance > Calendar YTD Data >
Calendar YTD tab for each month they were employed at your district.
For more information on Employer Sponsored Health Coverage, go the IRS webpage at
http://www.irs.gov/uac/Form-W-2-Reporting-of-Employer-Sponsored-Health-Coverage.
11/21/2013
EMPLOYEE’S W-2 FORMS – STEP 1
To print the W-2 Forms for employees, go to Reports > HR Reports >
Quarterly/Annual Reports > HRS5100 – W-2 Forms.
11/21/2013
EMPLOYEE’S W-2 FORMS – STEP 2
At the prompt, select Report and then click OK.
When the report appears, click Validation to toggle between the forms
and the validation report.
11/21/2013
EMPLOYEE’S W-2 FORMS – STEP 3
Verify that a form printed for every employee and all the information on the W-2 is
correct.
REMINDER: If you do not file electronically, you will need to complete a W-3 to mail with the
W-2 paper copies being sent to the SSA.
11/21/2013
EMPLOYEE’S W-2 FORMS – STEP 4
• Distribute W-2 forms to employees no later than
January 31, 2014.
• If an employee finds an issue on their W-2
information, make corrections as needed in TxEIS.
• It is recommended you choose to electronically
submit your W-2 file to the SSA. This will give you the
most time possible to correct data before sending
to the SSA, decreasing the likelihood of having to
submit lengthily correction forms later.
11/21/2013
EMPLOYEE’S W-2 FORM
11/21/2013
W-3 FORM
For districts filing paper copies to the SSA.
11/21/2013
SSA W-2 FORMS – STEP 1
To print or create the W-2 Form to be submitted to the SSA, go to
Reports > HR Reports > Quarterly/Annual Reports > HRS5100 – W-2
Forms.
11/21/2013
SSA’S W-2 FORMS – STEP 2
If you are filing electronically, at the prompt select Text and
then click Export.
If you are filing paper copies, at the prompt select Report and then
click OK.
11/21/2013
SSA’S W-2 FORMS – STEP 3
For districts electronically filing ONLY.
Check the W2report.txt file through AccuWage.
AccuWage is a free software that identifies most of the
common format errors. Using this software reduces
submission rejections. Keep in mind, your submission
could be returned due to other errors.
AccuWage can be downloaded from the following
website
http://www.socialsecurity.gov/employer/accuwage/Ac
cuWageJavaInterceptingPage.html.
11/21/2013
SSA’S W-2 FORMS – STEP 4
For districts electronically filing ONLY. Submit the W2report.txt file online
at https://secure.ssa.gov/acu/LoginWeb/loginHandler.do.
11/21/2013
COPY A FORM
For districts filing paper copies to the SSA.
11/21/2013
EMPLOYEE’S CALENDAR YTD
Verify the employee’s 2013 W-2 data is displayed on the Maintenance >
Calendar YTD Data > W2 Inquiry tab.
NOTE: If the data does not display, run the HRS5100 – W-2 Forms report
again and make sure to input ‘Y’ in the Final Run – Create W-2 Historical
Record? (Y/N) field.
11/21/2013
EXPORT HUMAN RESOURCES BY
PAYROLL
Create a backup by going to Utilities > Export Human Resources by
Payroll.
11/21/2013
PRINTER ALIGNMENT ISSUES
TxEIS Business Recommended Print Settings
Adobe Acrobat, Reader 10 or later
 Checks (pre-printed) and W-2s and 1099s Forms (pre-printed)
 Size Options: Actual size
 Orientation: Auto portrait/landscape
 Reports, Labels (HRS1450), Calendars and W-2s and 1099s Forms (blank)
 Size Options: Fit
 Orientation: Auto portrait/landscape
Adobe Acrobat, Reader X
 Checks (pre-printed) and W-2s and 1099s Forms (pre-printed)
 Page Scaling: Shrink to Printable Area
 Auto-Rotate and Center: not checked
 Reports, Labels (HRS1450), Calendars and W-2s and 1099s Forms (blank)
 Page Scaling: Fit to Printable Area
 Auto-Rotate and Center: checked
11/21/2013
MOZILLA FIREFOX
Disable Mozilla Firefox PDF viewer.
11/21/2013
CHROME
Disable Chrome PDF viewer.
 Type chrome://plugins/ in the address bar in Chrome.
 Click Disable under Chrome Remote Desktop Viewer.
 Click Disable under Chrome PDF Viewer.
 Click Enable under Adobe Reader.
 Close the web browser and re-start Chrome. This will enable you to view documents and
print using Adobe.
11/21/2013
QUESTIONS???
Information System Department
Christina Aranda – Information Systems Business Consultant
432-567-3282
Melinda Arguello – Information Systems Business Consultant
432-567-3283
11/21/2013