Obtain
Pin Number
1. Data to verify BEFORE printing W-2s
Obtain
Pin Number
A. Applied for and obtained a PIN Number/Password from the Social Security Administration.
Obtain
W-2 Forms
NOTE: Please email esales@sylogist.com if you do not have credentials for the SylogistEd Online Forms Ordering platform.
A. Received enough W-2 Forms for all employees.
Validate
Employer Information Vendor (i.e., 99999 vendor)
AP/Options/Vendor Maintenance
A. Enter and Select Employer Vendor.
B. Validate Address and Federal Tax ID for accuracy.
Validate
Employee Names and SSNs
NOTE: It is imperative that employee names match what the Social Security Administration has on file for their Social Security Number. We have created a training video to assist you when using the SSN Verification Service.
Ø SSN Verification Service (access video directly through the application: PR/Home Screen/Training Videos Link/Ctrl+F keys/Search for ‘Verification’)
PR/Employee Maintenance/Employee
A. Manually validate each Employee’s Name and SSN with their Social Security Card for accuracy.
-OR-
B. Use the automated Social Security Number Verification Service (SSNVS) tool to validate all Employee Names and SSNs with SSA records. The SSNVS handbook and information on how to register and use the SSNVS tool can be accessed here: https://www.ssa.gov/employer/ssnv.htm
PR/Options/Reports/SSN Verification Service
a. Enter the Calendar Year.
b. Select Employee Export.
c. Save the file.
d. Navigate to the Business Services Online website to login and upload the file through the SSNVS tool.
NOTE: Follow this link to login to the Business Services Online website to use the Social Security Number Verification Service (SSNVS) tool provided by the SSA: https://www.ssa.gov/bso/bsowelcome.htm
e. The SSA will verify the file overnight and return the SSN Verification results.
f. To view the results, import the SSN Verification results file to Payroll.
PR/Options/Reports/SSN Verification Service
i. Browse to select the Import File in the SSN Verification Results section.
ii. Select Results Viewer.
iii. Open the file to view the SSN Verification Service Results.
iv. If an employee’s verification status is not verified, make the necessary corrections to the employee’s record in SylogistEd prior to proceeding.
NOTE: We have created a training video to assist you when entering Third Party Sick Pay, Qualified Sick Leave & Family Leave Wages, and Payroll Adjustments.
Ø How to Make An Adjustment (access video directly through the application: PR/Home Screen/Training Videos Link/Ctrl+F keys/Search for ‘Adjustment’)
Add
Third Party Sick Pay
PR/Employee Maintenance/Employee/Pay History/Pay Detail
A. Select New to add the Third Party Sick Pay.
B. Select the Pay Period.
C. Check the Third Party Sick Pay checkbox.
D. Enter the Date.
E. Enter the other relevant information and Save.
Payroll
Adjustments
PR/Employee Maintenance/Employee/Pay History/Pay Detail
A. Make all corrections to calendar year payrolls if applicable.
NOTE: New customers that started mid-calendar year must enter all payroll balance forward records to have a cumulative calendar year total for employee W-2s.
Validate
Form 941 Information
PR/Options/Reports/Form 941 Information
A. Enter 1/1/YY as the Begin Date and 12/31/YY as the End Date.
B. Print and Save the report for your records.
C. Reconcile the Form 941 Report with the Quarterly 941 Tax Deposits made to make sure they balance.
D. Validate the calculated Social Security and Medicare amounts are accurate using the appropriate percentages for withholding.
NOTE: For more information on Employer Quarterly Federal Tax Reporting and current Social Security and Medicare tax percentages, see the IRS Instructions for Form 941: https://www.irs.gov/forms-pubs/about-form-941
Print
Payroll Deduction Code Files For Reference
PR/Options/Setup/Deduction Codes
A. Using the Grid Options, export and print the grid.
Print
Payroll Fringe Code Files For Reference
PR/Options/Setup/Fringe Codes
A. Using the Grid Options, export and print the grid.
2. Complete Form W-2 Setup
NOTE: We have created a training video to assist you when completing the W-2 Setup.
Ø Setup 7 (access video directly through the application: PR/Home Screen/Training Videos Link/Ctrl+F keys/Search for ‘Setup 7’)
Create
New Calendar Year Setting
i-PR/Options/Setup/Form W2/1095-C Setup
A. Select the current Calendar Year from the drop-down menu to create new W-2 Settings.
Enter
W-2 Setup Information
A. Truncate Employee SSN on 1095-C – this option will truncate the employee’s SSN on employee copies of Form 1095-C.
B. Use the drop down box or type to enter the Employer Information Vendor (i.e., 99999).
C. Enter the Pin Number provided by the SSA.
D. Enter the Contact Name of the person the IRS can contact.
E. Enter the Contact’s Phone, Email, and Fax.
F. Select the Employer Kind from drop down.
Specify
Deduction Codes
A. Specify the deduction codes that are used to identify the following items: 401K Plan, 401K Roth Plan, 403B Plan, 403B Roth Plan, 408K Plan, 457B Plan, 457B Roth Plan, 501C Plan, Health Savings Accounts, Dependent Child Care, and Employer Sponsored Health Insurance.
NOTE: Using the deduction code grid export for reference, enter the code UID used in each category. If more than one code applies, enter the code followed by a comma (i.e., AFA, AHA, AHM).
Specify
Fringe Codes
A. Specify the fringe codes that are used to identify the following items: Health Savings Accounts, Employer Sponsored Health Insurance, and Group Term Life Insurance Over 50,000.
NOTE: Using the fringe code grid export for reference, enter the code UID used in each category. If more than one code applies, enter the code followed by a comma (i.e., AFA, AHA, AHM).
Specify
State Wage/Payment Filing Information
A. Enter the OkTAP WTH Account Number.
NOTE: Enter the 15-digit Oklahoma Tax Identification number that starts with WTH. Make sure to include both dashes: (i.e., WTH-99999999-01).
Specify
the Plan Start Month
A. Select the Plan Start Month of the health plan in which employees are offered coverage.
NOTE: This is a required field for 1094/1095-C reporting. If you are not an Applicable Large Employer (ALE) and are not required to file 1094/1095-Cs, select January as the start month and save the settings. Otherwise, select your Plan Start Month.
REMINDER: Make sure to save the Form W-2/1095-C Setup information after entering all applicable information in the appropriate fields.
3. Validate Form W-2 Listing & Preparing W-2s
NOTE: We have created a training video to assist you when validating and preparing W-2s.
Ø Form W2 (access video directly through the application: i-PR/Home Screen/Training Videos Link/Ctrl+F keys/Search for ‘Form W2’)
Validate
and Print Form W-2 Listing
i-PR/Options/Reports/Form W2
A. Enter the Calendar Year.
B. Leave the Fund and Employee fields blank to print the Form W-2 Listing for all employees in every fund.
C. Select Print Listing to print the Form W-2 Listing report for validation.
D. Print and save the report.
NOTE: Validate the Form W2 Listing is correct using the following reports BEFORE printing W-2s. If corrections are made, repeat this step to save the new Form W-2 Listing.
Validate
Deduction and Fringe Register Totals on Form W-2 Listing
i-PR/Options/Reports/Deduction and Fringe Register
a. Select After Process and Next.
b. Leave Fiscal Year as (Empty).
c. Enter 1/1/YY as the Begin Date and 12/31/21 as the End Date.
d. Enter applicable Begin Year, January for Begin Month, and 1 for Begin Period.
e. Enter applicable End Year, December for End Month, and z for End Period.
f. Enter all deduction and fringe codes used in the W-2 Setup.
NOTE: If more than one code applies, enter the code followed by a comma (i.e., AFA, AHA, AHM).
g. Select Group By as Code, Employee.
h. Print and save the report.
Validate
Calendar Year 941 Information Totals on Form W-2 Listing
i-PR/Options/Reports/Form 941 Information
a. Enter 1/1/YY as the Begin Date and 12/31/YY as the End Date.
b. Print and save the report.
Validate
Calendar Year Teacher Retirement Report Totals on Form W-2 Listing
i-PR/Options/Reports/Teacher Retirement Report
a. Enter 1/1/YY as the Begin Date and 12/31/YY as the End Date.
b. Leave Pay Period as (Empty).
c. Select applicable year for the Report Pay Period Year.
d. Select December for the Report Pay Period Month.
e. Enter a File Name.
f. Print and save the report.
Print
a Test W-2 Form for One Employee to Validate Alignment
i-PR/Options/Reports/Form W2
A. Enter the Calendar Year.
B. Enter one employee vendor number for testing.
C. Select Print Forms.
D. Open PDF.
E. Select File and Print.
F. Verify PDF Viewer Page Sizing and Handling is set to Actual Size.
G. Print to actual W-2 Form to validate alignment.
4. Create Files, Print W-2s, & Publish IRS Forms
Create
E-File for Upload to Social Security Administration
i-PR/Options/Reports/Form W2
A. Enter the Calendar Year.
B. Select Create E-File.
C. Save the file for submission to the SSA through the Business Service Online system.
D. It is recommended, but not required, to check W-2 wage reports for correctness through the AccuWage Online application prior to uploading files.
E. Remember to file Form W-2 information electronically to the SSA using the BSO system by the appropriate deadline.
Print
W-2 Forms
i-PR/Options/Reports/Form W2
A. Enter the Calendar Year.
B. Leave the Fund and Employee fields blank to print W-2s for all employees in every fund.
C. Select the Print e-Consent Employees checkbox if applicable.
NOTE: In order to print a W-2 for ALL employees, check this box. Otherwise, if left unchecked, only employees that did NOT enroll to electronically receive their W-2 through the Employee Portal will print.
D. Select Print Forms.
E. Open PDF.
F. Select File and Print.
G. Verify PDF Viewer Page Sizing and Handling is set to Actual Size.
H. Print to actual W-2 Forms.
I. Save the file for your records.
J. Distribute W-2 Forms to employee(s) by the appropriate deadline.
Publish
IRS Forms to the Employee Portal
NOTE: In order to allow employees to electronically print IRS forms through the Employee Portal, the IRS forms must be published using the following steps. Otherwise, skip this step.
i-PR/Options/Setup/Employee Portal Settings/Publish IRS Forms
A. Select the Calendar Year.
B. Check the appropriate checkbox to publish the W-2 Forms.
NOTE: Make sure all IRS Forms and all related data have been verified and are ready to publish.
C. Click Save to publish the W-2 Forms to the Employee Portal and make them available for those employees enrolled to electronically receive them.
Create
E-File for Upload to Oklahoma Tax Commission
i-PR/Options/Reports/Form W2
A. Enter the Calendar Year.
B. Select Create E-File.
C. Save the file for submission to the OTC through the Oklahoma Taxpayer Access Point.
NOTE: The file name needs to be in the following format: (i.e., W2_001_Your School EIN_YYYY).
D. Remember to file Form W-2 information electronically to the OTC using the OKTap system by the appropriate deadline.
Create
OK TR File for Oklahoma Teachers Retirement System
i-PR/Options/Reports/Form W2
A. Enter the Calendar Year.
B. Select Create OK TR File.
C. Remember to file employee wage information electronically to OKTRS by the appropriate deadline.