Wage and Tax Statement

OBJECTIVE

The Wage and Tax Statementoption is used to print the government slips by taxation year. The forms printed in maestro* are approved on a yearly basis. They reflect the changes requested by the governments.

PREREQUISITE

Configuration- Payroll - Wage and Tax Statement tab
The most recent maestro* update includes the latest government changes.
Confirm the data entered.

PROCEDURE

To make the document easier to read, do not hesitate to click on a hyperlink:

The steps for printing a W-2 forms are:

Verification process before printing the W-2 form.
Active Year
Check government remittances
Print the miscellaneous 511 report
Data to be checked more specifically
Configuration
Data Correction
Redefine Boxes
Data Generation
Pivotal Analysis of Generated Values
Employer’s Summary
Print W-2 Form
VERIFICATION PROCESS BEFORE PRINTING THE W-2 FORM

Active Year

Make sure you are working in the correct calendar year by selecting year 2012 in the choice for the active year. You can change the active year by accessing the Time Management, U.S. Payroll module, and by selecting the active year from the status bar (see the arrow below this window).

Check government remittances

Compare the Government Remittances report for 2012 with the Miscellaneous 511 report.

The Government Remittances report can be accessed from the Time Management module, U.S. Payroll, Reports section.

Print the miscellaneous 511 report

The Miscellaneous reports including 511 reports can be accessed in the Time Management module, U.S. Payroll, U.S. payroll section.

To choose a report, select the report number 511 (W-2 Report). In the data type field, select Cumulative and click OK.

NOTE: It is important not to enter a date in the selection criteria for the Miscellaneous reports.

Data to be checked more specifically

The data that requires the most attention is 'Gross State Earnings' and 'Gross Federal Earnings'. Each of these data values is the result of adding other data, such as 'gross earnings', 'Vacation', 'taxable benefits, 'taxable portion of fringe benefits' or 'Premiums', with the latter defined in the Define Earning / Deduction codes option.

All of the data must match in all reports. If you notice differences, check your configurations.

Regarding the definition of each box on the W-2 form, refer to the guides provided by the tax authorities.

General Instructions for Forms W-2 and W-3: http://www.irs.gov/pub/irs-pdf/iw2w3.pdf.

CONFIGURATION

Taxation Year

By default, the taxation year is displayed based on the year on the operating system minus 1. The taxation year is used to tell the system the year for which slips will be processed. To print the W-2 form, you should ensure that the taxation year is the year to be processed.

To change the taxation year:

Click the Select the Taxation Year icon.
Enter the taxation year and click OK.

Configuration Icon

The Configuration icon groups the Configuration and Payroll Configurations functions.

To specify the calculation source for the W-2 forms:

Click the Configuration icon and complete the sections.
Location of Working Files section:

Field

Description

Path

Let’s you choose the directory in which the generated files will be saved. Select the location by clicking Browse.

NOTE: By default, the suggested directory is the desktop.

Field	Description
Path	Let’s you choose the directory in which the generated files will be saved. Select the location by clicking Browse. NOTE: By default, the suggested directory is the desktop.

Considered Payrollsection:

Field

Description

Payroll Date Range

By default, displays the pay periods defined in the committees, taking all committees into consideration.

NOTE: These dates cannot be changed.

Check Date Range

Prints the W-2 forms according to the payment date.

According to the tax year

Prints the W-2 forms based on committee pay periods.

NOTE: To be used if your start and/or end periods differ from one committee to another.

Field	Description
Payroll Date Range	By default, displays the pay periods defined in the committees, taking all committees into consideration. NOTE: These dates cannot be changed.
Check Date Range	Prints the W-2 forms according to the payment date.
According to the tax year	Prints the W-2 forms based on committee pay periods. NOTE: To be used if your start and/or end periods differ from one committee to another.

Click the OK icon to exit the Configuration option.

To specify the printing format for form W-2:

Click the Payroll Configuration icon and complete the Wage and Tax Statementsection.

For information on the fields to be completed, refer to help (F1) for Payroll Configuration.

Click the OK icon to exit the Configuration option.
DATA CORRECTION

Sometimes, it might be necessary to make corrections to the data that will be printed on the W-2 form for employees after installing the payroll module in maestro* or if a bonus or deduction has been configured incorrectly.

There are two ways to correct data in the application:

Method 1:Changing an employee's cumulative amounts

Method 2:Changes the W-2 form only

Correct the employee’s cumulative amounts to ensure that the W-2 form reflect the employee's cumulative amounts.

NOTE: This operation is sometimes necessary if you use maestro* during the year and errors are created when entering employee’s cumulative amounts.

NOTE: Enter the amount of the adjustment as a positive or negative value, as the case may be.

Access the Employee Management (U.S.) option in the U.S. Payroll module.

Select the employee number for which changes are required.

Click the Edit Employee Cumulativesicon.

Position the cursor in the field to be corrected under the Modification column.

Change the reports for employees without having to change the cumulative amounts one by one.

NOTE: For example, to configure a bonus configured as non-taxable when it should have been taxable. Another example would be if no boxes are available in the cumulative amounts for charitable donations. You can select one in the box redefinition option. You can change the calculation formulas for amounts displayed in each box on the slips, for all employees, some of them or one specific employee. However, this operation does not change the cumulative data in the employee's file.

From the Wage and Tax Statement option.

Click the Redefine Boxes option.

Method 1:Changing an employee's cumulative amounts	Method 2:Changes the W-2 form only
Correct the employee’s cumulative amounts to ensure that the W-2 form reflect the employee's cumulative amounts. NOTE: This operation is sometimes necessary if you use maestro* during the year and errors are created when entering employee’s cumulative amounts. NOTE: Enter the amount of the adjustment as a positive or negative value, as the case may be. Access the Employee Management (U.S.) option in the U.S. Payroll module. Select the employee number for which changes are required. Click the Edit Employee Cumulativesicon. Position the cursor in the field to be corrected under the Modification column.	Change the reports for employees without having to change the cumulative amounts one by one. NOTE: For example, to configure a bonus configured as non-taxable when it should have been taxable. Another example would be if no boxes are available in the cumulative amounts for charitable donations. You can select one in the box redefinition option. You can change the calculation formulas for amounts displayed in each box on the slips, for all employees, some of them or one specific employee. However, this operation does not change the cumulative data in the employee's file. From the Wage and Tax Statement option. Click the Redefine Boxes option.

REDEFINE BOXES

To redefine the boxes:

Click on the Redefine Boxes option.

NOTE: For linked employees, boxes must be redefined on the employee's record with the lowest number.

For example, if employee 1 is linked to employee 2001, the boxes must be redefined for employee 1.

WARNING! Box redefinitions are saved by year, which allows you to reprint slips reliably in subsequent years. Forms used will always be those approved for the current year.

ADVICE: You can always close preceding years to prevent users from making changes to the formulas for these years. To do this, click on the Configuration icon and check the Closed column for the years you want to close.

All of the changes made to redefine boxes will be included when the employer’s summary is printed.

Enter the required information in the Filters / Default Values tab:

This section can be used in two different ways:

As a filter to display only box redefinitions that have already been entered by using the settings explained below and by clicking the Filter Data According to the Specified Parametersicon:

As a default value to facilitate the entry of data in the Details section.

To enter multiple values, simply enter at least the three following pieces of information:

Select the form:
Select the box that needs to be redefined.
Select the Filling Grid Mode.
Filters / Default Values section:

NOTE: The information is automatically moved to the Details as Default Values section when a line is edited or if there is a filter with the Filling Grid Mode.

Field

Description

Taxation Year

Taxation Year selected in the Select the Taxation Year option of the Wage and TaxStatement program.

By default, if the year is not changed, this is the -1 active year.

NOTE: You can also change the taxation year in the define boxes screen if no filter has been applied.

However, this change is not made to the Wage and Tax Statement program automatically when you leave the screen.

If a filter has been applied, simply click Enter New Filter Parameters to change the taxation year. Otherwise, you will not be able to change the taxation year.

Form

Identifies the form to be modified.

Box

Box on the form to be modified.

NOTE: The drop-down list can be used to view all of the boxes based on the selected form.

NOTE: Press F7 to access a search window in which all of the boxes will be displayed based on the selected form.

NOTE: You can display all existing box redefinitions by not specifying any boxes and clicking the Filter Data According to Specified Parameters icon.

Default Formula

Default formula that represents the selected box.

Committee

Lets you filter the data based on a committee or specify to which committee the redefining of a formula applies as a default value when creating a new line.

Work Category

Lets you filter the data based on a Work category or specify to which work category the redefining of a formula applies as a default value when creating a new line.

Employee

Lets you filter the data based on an employee or specify to which employee the redefining of a formula applies as a default value when creating a new line.

Company

Payroll Company

NOTE: Available in multidimensional mode only.

Field	Description
Taxation Year	Taxation Year selected in the Select the Taxation Year option of the Wage and TaxStatement program. By default, if the year is not changed, this is the -1 active year. NOTE: You can also change the taxation year in the define boxes screen if no filter has been applied. However, this change is not made to the Wage and Tax Statement program automatically when you leave the screen. If a filter has been applied, simply click Enter New Filter Parameters to change the taxation year. Otherwise, you will not be able to change the taxation year.
Form	Identifies the form to be modified.
Box	Box on the form to be modified. NOTE: The drop-down list can be used to view all of the boxes based on the selected form. NOTE: Press F7 to access a search window in which all of the boxes will be displayed based on the selected form. NOTE: You can display all existing box redefinitions by not specifying any boxes and clicking the Filter Data According to Specified Parameters icon.
Default Formula	Default formula that represents the selected box.
Committee	Lets you filter the data based on a committee or specify to which committee the redefining of a formula applies as a default value when creating a new line.
Work Category	Lets you filter the data based on a Work category or specify to which work category the redefining of a formula applies as a default value when creating a new line.
Employee	Lets you filter the data based on an employee or specify to which employee the redefining of a formula applies as a default value when creating a new line.
Company	Payroll Company NOTE: Available in multidimensional mode only.

Massive Changesection:

This section lets you automatically apply a formula or an additional box to all lines in the grid.

Refer to the Filling Grid Modesection for more powerful performance.

Field

Description

Formula*

Formula to be applied to all lines.

NOTE: To access the variables for a formula, press the F7 key or the (...) button.

For more information, refer to the To Enter a Formula section.

Additional Box No.

Box number to be printed on the form.

NOTE: This field is only relevant if the Box field matches an additional box and applies to all lines in the detail grid.

Field	Description
Formula*	Formula to be applied to all lines. NOTE: To access the variables for a formula, press the F7 key or the (...) button. For more information, refer to the To Enter a Formula section.
Additional Box No.	Box number to be printed on the form. NOTE: This field is only relevant if the Box field matches an additional box and applies to all lines in the detail grid.

NOTE: To apply the formula and/or the additional box number to all lines in the grid, simply click the Massive Change icon.

Filling Grid Mode section:

This section makes it easier to enter data in the grid when you want to enter formulas based on a committee, work category or employees. The grid is completed after clicking the Filter data according to specified parameters icon.

NOTE: If no choice has been made in this section, the grid only displays existing formulas and box redefinitions according to the filters entered.

Field

Description

Committee

Displays all committees whether a formula has been defined or not if the box is checked.

NOTE: The committees displayed are from Define Committees option.

Work Category

Displays all employment categories that have a formula or not, if the box is checked.

NOTE: The employment categories are from Define Work Categories - Payroll.

Employee

Displays all employees whether a formula has been defined or not if the box is checked.

NOTE: The employees are from Employee Management (U.S.) - Payroll.

Employees are displayed according to the following criteria:

For a linked employee, only the first number will be displayed based on the numeric code because you cannot redefine a box for the 2nd employee of a linked employee.

By entering the 2nd linked employee number, the number will be replaced automatically by the lowest employee number and a message will be displayed to indicate the change.

For example, if employee 1 is linked to employee 2001, when you enter employee 2001, this number will be replaced by 1.

The employee must have a payroll cumulative in the taxation year.

Field	Description
Committee	Displays all committees whether a formula has been defined or not if the box is checked. NOTE: The committees displayed are from Define Committees option.
Work Category	Displays all employment categories that have a formula or not, if the box is checked. NOTE: The employment categories are from Define Work Categories - Payroll.
Employee	Displays all employees whether a formula has been defined or not if the box is checked. NOTE: The employees are from Employee Management (U.S.) - Payroll. Employees are displayed according to the following criteria: For a linked employee, only the first number will be displayed based on the numeric code because you cannot redefine a box for the 2nd employee of a linked employee. By entering the 2nd linked employee number, the number will be replaced automatically by the lowest employee number and a message will be displayed to indicate the change. For example, if employee 1 is linked to employee 2001, when you enter employee 2001, this number will be replaced by 1. The employee must have a payroll cumulative in the taxation year.

Click the Filter data according to specified parameters icon.

If the filter is used in the Filters / Default Values section, the grid only displays the results of transactions sought. If there are new transactions, the default values entered are displayed in the grid so that the user can complete the missing information.

To view the box redefinitions for the previous year:
Click the icon to the far right of the Definitions of the Previous Year section at the bottom of the screen.

This section displays the box redefinitions for the year that precedes the current taxation year. This section is completed based on the filter in the Filters / Default Values section at the top of the screen.

To copy a formula used in the previous year:
From the section maximized at the bottom of the Definitions of the Previous Year screen, select the formulas to be copied using the selectioncolumn.

NOTE: To select all of the formulas from the previous year, right click in the Definitions of the Previous Year grid and select the Check All option.

Click the Copy the selected items to the current year icon.
Complete or enter the required information in the Details tab:

You can add a formula based on a company (in multidimensional mode), state, employment category, committee or employee. By leaving one of the fields listed above empty, all of the empty values will be assigned by the formula.

NOTE: You can determine the number of lines required in the breakdown grid by clicking the Configuration icon.

NOTE: You can use the Search field to enter a value and search for it in the grid by clicking the icon or by pressing F3.

NOTE:Only the fields that require additional explanation in the details section are documented.For the other fields, please refer to Filters / Default Values section.

NOTE: Fields followed by the * character are mandatory fields.

Field

Description

Box*

Number of the box to which the formula should be applied.

NOTE: The box numbers are available depending on the form selected.

NOTE: Press F7 to access a search window in which all of the boxes will be displayed based on the selected form.

Formula

Amount or formula to be calculated to be applied to the box.

NOTE: For an amount, you cannot use a comma (,) as a thousand separator.

NOTE: To access formula variables, press F7.

For more information, refer to the To Enter a Formula section.

Additional Box No.

Box number to be printed on the W-2 form.

NOTE: This column may be edited and mandatory if it is an additional box, otherwise, it cannot be edited.

To enter a box number, simply type the box number directly (for example, 14) on the corresponding line in the Additional Box No column.

Field	Description
Box*	Number of the box to which the formula should be applied. NOTE: The box numbers are available depending on the form selected. NOTE: Press F7 to access a search window in which all of the boxes will be displayed based on the selected form.
Formula	Amount or formula to be calculated to be applied to the box. NOTE: For an amount, you cannot use a comma (,) as a thousand separator. NOTE: To access formula variables, press F7. For more information, refer to the To Enter a Formula section.
Additional Box No.	Box number to be printed on the W-2 form. NOTE: This column may be edited and mandatory if it is an additional box, otherwise, it cannot be edited. To enter a box number, simply type the box number directly (for example, 14) on the corresponding line in the Additional Box No column.

To enter a formula:

The formula must be entered in the Formula field. Enter either variables or numbers.

There are three methods for entering formulas:

Manually in the grid of the details section if the formula represents an amount.

In the Formula field by clicking (...) or pressing F7 in the Massive Changesection.

By moving the cursor to the grid and then double-clicking in the Formula column or by pressing F7.

The formula applies to an exception only:

When you double click in the Formula field, the Formula Definition window is displayed with the different variables available.

Area

Description

1.

Section where the formula must be defined.

2.

Bidirectional arrows to move the selected variable to add it to or remove it from the formula.

3.

Mathematical operators that can be used in the formula.

4.

List of variables with their descriptions.

5.

The blue arrow applies the default formula linked to the selected box.

Area	Description
1.	Section where the formula must be defined.
2.	Bidirectional arrows to move the selected variable to add it to or remove it from the formula.
3.	Mathematical operators that can be used in the formula.
4.	List of variables with their descriptions.
5.	The blue arrow applies the default formula linked to the selected box.

Simply select one variable at a time at the bottom of the screen (zone 4) and move it using the arrows (zone 2) to the Default Formula section. For more complex formulas with multiple variables, we recommend using mathematical operators (zone 3).

When you have finished, click OK to close the Formula Definition screen.

The formula applies to multiple employees, committees or work categories:

Determine the fields defined in the Filters / Default Values section at the top of the screen.

Click the Filter data according to the specified parameters icon.

NOTE: The grid in the details section is completed based on the previous step.

Define the formula for each line if it differs. Otherwise, enter the formula in the Massive Change section.

NOTE: The method for defining a formula is the same as described in the Formula applies to exceptions only section.

NOTE: To apply a mass update to the grid, simply determine the formula and click the Massive Change icon.

Click Save to save the changes.
Click Quitto exit Redefine Boxes option.
GENERATE DATA

This option is used to compile payroll information to prepare data to be printed on the W-2 forms.

To generate the data:

Click Generate Data.
Select one or more Employees.

NOTE: By default, all employees are selected by clicking the All box.

Click the Accept button to generate the files.

NOTE: Note the name of the file created. You can change the directory in which it is saved by clicking the Configuration icon.

PIVOTAL ANALYSIS OF GENERATED VALUES

The dynamic vector-based analysis of generated values displays the amounts per form, box and employee.

NOTE: The dynamic vector-based analysis of generated values displays all information from the boxes, including the additional boxes.

NOTE: If you only select certain state, only boxes 15 to 17 will be displayed according to the state selected.

To view the Pivotal Analysis of Generated Values:

Click Pivotal Analysis of Generated Values
Select the State.
Click OK.
A dynamic vector-based analysis window is displayed. At the top of the screen, the system displays the number of employees processed.

NOTE: For additional information on how to use a dynamic vector-based analysis, refer to the maestro*Express on this topic, or refer to the help available on dynamic vector-based analysis in version 3.03.

EMPLOYER’S SUMMARY

The employer summary is used to print a summary report of cumulative amounts for the W-3 form for all states, cities and counties, and is used to complete the federal form.

The information about the contact person in the header is from the Wage and Tax Statement available in Payroll Configuration. The information was configured in step 2.2 of this document.

To print the employer summary:

Click on Employer’s Summary.
Answer Yes to the question “Do you want to print the employer’s summary?”.
PRINT W-2

This function prints the W-2 form. You can also select the type of form to be printed. The print job is completed based on the form you select.

The forms can be printed collated or not collated.

By default, the forms are printed not collated.

To print a W-2 form:

Click on the W-2 option.
Select the type of report to be printed.

This function is used to print W-2 with integrated form forms only.

Select the display type.

Field

Description

Print Type

Not Collated

Collated

Specifies how the forms will be printed.

Prints one form after the other for each employee.

Example: Prints all copies of A, then all copies of 1, etc.

Prints and groups the forms for all employees.

Example: Prints the copy of A and then the copy of 1 for an employee, then does the same for the next employee, etc.

Number of employees per page

Indicates how many employees are included on the form.

The W-2 with integrated forms provided by Maestro prints one employee per page.

The W-2 with values only forms provided by Maestro prints two employees per page.

Field	Description
Print Type Not Collated Collated	Specifies how the forms will be printed. Prints one form after the other for each employee. Example: Prints all copies of A, then all copies of 1, etc. Prints and groups the forms for all employees. Example: Prints the copy of A and then the copy of 1 for an employee, then does the same for the next employee, etc.
Number of employees per page	Indicates how many employees are included on the form. The W-2 with integrated forms provided by Maestro prints one employee per page. The W-2 with values only forms provided by Maestro prints two employees per page.

Click Accept.
Exit the program
Click the Quiticon.