How do I combine multiple W-2s?

Payroll Year-end Checklist

Use these instructions to merge W-2s when the application creates more than one W-2 for the same employee. This is not a step in the Payroll Year-end Checklist. The instructions are here just in case you need them.

Combining multiple W-2s into a single W-2

1. Use the W-2 conversion report to find all employee numbers that belong to this employee.

2. Manually combine the totals for each W-2 field for this employee and make a note of the new totals on the W-2 conversion report.

Using the W-2 Conversion Report to combine totals

3. Open Connect Payroll > Government Reporting > W-2 Employees.

4. Use the Employee box to enter the employee number for the employee that you want to keep.

Employee box

5. On the Wage Information > General subtab, enter the new totals for the combined amounts into each of the W-2 boxes.

Original federal wage information

Here is the updated federal wage information.

Updated federal wage information

6. On the Wage Information tab > States subtab, enter the new totals for the combined amounts into each of the W-2 boxes.

Original state wage information

Here is the updated state wage information.

Updated state wage information

7. Click Save (CTRL+S).

The updated W-2 wage information is saved. This is the wage information that will print on the W-2 Form.

8. Now display the employee record that you wish to discard for this employee.

9. Click Delete (Ctrl+D).

The W-2s have been combined. When you’re done combining W-2s, you’ll need to re-verify the employee information, see the help topic titled Step 4: Verify employee information.

202011, 2020Oct15