Payroll Year-end FAQs

Should I install program updates prior to beginning my Payroll year-end process?

Yes, you’ll need to load all program updates before you start the Payroll Year-End Checklist. Usually, the information you’ll need from the IRS and year-end reporting is available by December.

Where do I find the new tax information for the new year?

When the IRS updates the federal tax tables, we will update the federal tax tables in Connect Payroll and send an email to you install the update. We'll follow the same pattern for changes to the state tax tables.

Should I update the final pay period of the year to the General Ledger before starting the Payroll Year-End Checklist?

We recommend completing all payroll processes for the final pay period of the year and printing and balancing 4th Quarter reports BEFORE you begin processing the year-end W-2s.

Should I update the final pay period of the year before starting the Payroll Year-End Checklist?

Yes, you can update the final pay period of the year before you start the Payroll Year-End Checklist, but you can also wait until you complete the Payroll Year-End Checklist to close the final pay period of the year. You may need to wait to update the final pay period of the year if you need to make changes or enter corrections as you complete the Payroll Year-End Checklist.

Should I close the payroll year-end before I enter the new tax information?

We recommend that you complete Step 6F: Print Sample W-2s to Scratch Paper BEFORE you enter the tax information for the new year. You can print the actual W-2s later.

I can’t start my W-2 process until after the first pay period of the new year. What should I do?

You can start the first payroll of the new year before you start the Payroll Year-End Checklist. Be aware the first payroll will use the prior year tax information to calculate payroll checks.

Can I use Doculivery to print and mail W-2s?

Yes, but there's a fee involved. Contact Caselle at (801) 228-9851 for more information.

Why is the Modify W-2 Employee option grayed out on my screen?

You’ll need to update your User Rights to include W-2 & 1099 Reporting. You may need to ask your system administrator for assistance. The system administrator will use System Management > Setup/Modify User Rights to add rights to use W-2 & 1099 Reporting.

What if the payroll amounts on the W-2 Conversion report and the Payroll History report do not match?

You may have two reports for two different report date ranges. Start troubleshooting by printing the Payroll History report [Caselle Master] using the calendar year date. Then, check the payroll amounts on the Payroll History report against the payroll amounts on the W-2 Conversion report.

What if an employee has a 0 (zero) in the Box 2 Wage field on the W-2?

When the Federal or State tax pay code uses “Do Not Calculate” because the employee status is tax exempt, a 0 (zero) prints in the Box 2 Wage field on the W-2. In this situation, the employee’s checks will compute as usual, but the wrong amount will appear on tax reports and year-end W-2 information. To set up the employee record the right way, change the Employee ARP Type to 0 amount (Modify Existing Employees > Pay Codes tab). Now, the tax reports and year-end W-2 information will show the correct amounts. If you have already converted the W-2 information, you will need re-convert the W-2 information to import the correct information into Box 2.

Can I edit an amount on a W-2?

Yes, you can edit an amount on a W-2. Open Connect Payroll > W-2 & 1099 Reporting > W-2 Employees. Look up the employee’s record, and then locate the W-2 field that needs to be corrected. Now, you can update the amount.

Note: If you reconvert the W-2 information, you will lose the changes you have made to the W-2 amounts.

When can I enter the codes in Box 12 for W-2s?

You can enter the W-2 codes at any time during the year. You can even enter the Box 12 codes when you are in the middle of converting W-2s. If you need to add a Box 12 code to a pay code after you have converted the W-2 information, you must reconvert the W-2 information to ensure you’re working with the latest W-2 information.

Will the Affordable Care Act (ACA) requirements for health insurance paid by the employee and employer show on the W-2?

Yes, the W-2 code for health insurance is “DD”. The DD code is required and will be reported on the W-2.

What if the wrong amounts appear in Box 12 or 14?

Start by checking the employee record for the employee with the wrong amounts. The employee record may have a begin date or end date that affects the amounts that appear on the Payroll History report and W-2 Conversion report. The begin date should be the date when the pay code was applied to the employee record or the end date should be the date after the final check where the pay code calculated. The employee’s start date and end date can also affect the figures that calculate on the report.

How do I combine W-2s for employees with more than one W-2?

Follow these steps to combine multiple W-2s into a single W-2.

Important! If you reconvert W-2s, you will need to recombine the W-2s for the employee. To make the process run more smoothly, it’s a good idea to finish balancing before you combine W-2s for an employee.

Do this...

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

This is the report that you created when you ran the Convert Year-End Tax Information routine.

2. Manually combine the totals for each W-2 field for this employee and print the new totals on the W-2 Conversion report.

3. Open Connect Payroll > W-2 & 1099 Reporting.

4. Look up the employee number that you want to keep. Press Enter.

Remember, you want to display the employee record that you want to keep for this employee.

5. Click the Wage Information tab > General subtab.

6. Type the new totals into each of the W-2 fields.

The W-2 fields display the W-2 information for both of the employee’s records.

7. Now display the employee record that you wish to discard.

8. Click Delete (CTRL+D).

The W-2 record is deleted. The W-2 forms are merged into a single W-2 form.

Will the forms print correctly if I use Caselle to print W-2s?

Yes, the forms will print correctly if you use Caselle to print W-2s. Caselle uses the same IRS forms that employers use to print W-2s. You can also use W-2 & 1099 Reporting to print employee copies of 3 or 4 Up forms to perforated paper.

Note: The W-3 form totals that print on Copy A of the W-2 will print at the end of the W-2 print job.

202411, 2024Dec17