EFW2 Registration (1st time users of electronic filing

As soon as possible

Required by the Social Security Administration

Order PENTA-supported W-2 forms and envelopes

As soon as you receive PENTA forms information

To:

• Ensure availability of required quantities

• Allow time for problem resolution

Schedule year-end software update

As soon as your technical contact receives scheduling information from Penta (late Nov/early Dec)

To ensure:

• Preferred installation time is available

• Tax tables are current for the new year

Process Other Compensation/Imputed Income

Prior to the last payroll of the tax year

So:

• PENTA calculates associated taxes on a subsequent pay run in the same year

• Data is current when you generate W-2s

Enter Earnings Adjustments

Prior to the last payroll of the tax year

So:

• PENTA adjusts employee-portion FICA, MEDI, SUI, SDI on a subsequent pay run in the same year based on year-to-date earnings

• Data is current when you generate W-2s

Update Pay Period Dates for new payroll year

Prior to timecard entry affecting first pay period of next year

To avoid interruptions to timecard entry and payroll processing

Review Accounting Periods for new payroll year

Prior to timecard entry affecting first pay period of next year

To avoid interruptions to timecard entry and payroll processing

Complete Last Period Processes

Last pay period

To:

• Complete payroll for current year

• Facilitate tax adjustments based on Other Compensation and adjusted taxable earnings

Test Print

After:

• Year-end software update installed

• Current year forms received

To:

• Ensure proper form alignment

• Allow time for problem resolution

Generate W-2s

After:

-        Final payroll of tax year

-        Adjustments entered

-        Year-end software update installed

So:

• W-2 contains complete data

• W-2 specifications are current

Verify W-2 Data

After generation

To ensure data is correct prior to printing

Print Employee Copies

After verification and prior to furnishing deadline

To ensure you meet the deadline

Submit Federal W-2 electronic files

Prior to electronic filing deadline

To comply with SSA regulations

Submit State W-2 electronic files

Prior to electronic filing deadline - Refer to individual state publications for deadlines

To comply with state regulations

Complete Local W-2 returns

Prior to deadline - Refer to individual local taxing jurisdiction publications for deadlines

To comply with local taxing jurisdiction regulations