Wiki source code of W-2 Error Checking

Last modified by Derek K on 2024/02/07 22:29
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1 ====== When using Aatrix' eFile solution for the W-2 process, we perform basic error checking in the Preparer. Aatrix does this to ensure that the filing has the correct W-2 information and to avoid rejections by federal and state agencies. Below are some of the basic error checks that will be performed.** ** ======
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4 ====== **Error Checking in the W-2 Employee Preparer** ======
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7 ====== The W-2 Employee Preparer performs several data verification steps to ensure W-2 information is correct and to avoid rejections by federal and state agencies.** ** ======
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10 ====== **Verifying Employee Information** ======
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13 ====== Upon entering the Preparer, the first step for all users is to verify employees' names. This requires you to pay special attention to employee information to avoid sending employee copies out with incorrect information// (i.e. name change)//, and then being required to send a corrected W-2 copy to those employees. ======
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15 ====== Although we are asking the user to verify employees' names, there are several verifications being processed on all employee information. ======
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18 ====== **Invalid Social Security Numbers** ======
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21 ====== If an error is detected on any of the employees' social security numbers, the following error dialog will appear: ======
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23 >"X employee(s) have incorrect social security numbers. Incorrect social security numbers on your W-2 forms will be rejected by the SSA.  If the number begins with 9, it is likely an Individual Taxpayer Identification Number (ITIN). An ITIN cannot be used for the W-2."
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25 ====== These errors must be corrected, or delete the employee(s) from the filing and process them through alternative means;they cannot be processed through the W-2 Preparer. All fields with identified errors will be highlighted in red. ======
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28 ====== **Duplicate Social Security Numbers** ======
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31 ====== Employees with a duplicate social security number cannot be processed. If any employees have the same social security number, the following error dialog will appear: ======
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33 >"Social security number XXX-XXX-XXX is listed X times in the preparer. You are unable to process more than one employee with the same social security number in the W-2 Preparer. All cells with identified errors will be highlighted in red."
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35 ====== You will then have option to either manually go back and make the changes to the employees with the duplicate social security number or combine them automatically. ======
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37 **Note: You can only automatically combine employees with duplicate social security numbers if they have matching employee information (name, address, ect.). **
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41 ====== **Employee Name and Address Verification** ======
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44 ====== If an error is detected on any employee's names or addresses, an error message will state: ======
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46 >"The following errors occurred with your employee information. All cells with identified errors will be highlighted in red; you must correct these errors before
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48 **Note: This will also check the address for any foreign employees. Specifically for Canadian employees, the Postal Code format will be checked along with the Province code.**
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51 ====== **Employee Wage Amounts ** ======
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54 ====== When the W-2 Employee Preparer is verifying employee wage amounts, there are two types of errors that can occur: ======
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56 ====== **1. Fatal Errors. **These types of errors are considered a cause of rejection by the Social Security Administration and you are not able to bypass the W-2 employee Preparer without correcting them. ======
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58 ====== **2. Non-Fatal Errors// (Warnings).//** These types of errors are considered warnings and are not a cause of rejection by the Social Security Administration but are not common in W-2 processing. We suggest you look over these errors; however, you are able to continue in the W-2 employee Preparer without correcting these errors. ======
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61 ====== **Fatal Employee Wage Errors ** ======
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64 ====== If a fatal error is detected on any of the employee's wage details, an error message will state: ======
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66 >"The following errors occurred with your employee wage details. All cells with identified errors will be highlighted in red; you must correct these errors before continuing”
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68 [[image:W2_Error_Checking_01_-_New.png||alt="Learn more about Aatrix eFile Preparer's error checking."]]
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71 ====== **Non-Fatal Employee Errors** ======
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74 ====== If a non-fatal error is detected on any of the employee's wage details, an error message will state: ======
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76 >"The following problems occurred with your employee wage details. All cells with identified issues will be highlighted in red.”
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78 [[image:W2_Error_Checking_02_-_New.png||alt="Learn more about Aatrix eFile Preparer's error checking."]]
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80 ====== However, if you believe that the employees are exempt from these issues as indicated in Circular E, Section 15, you may ignore this message and choose to continue without correcting. ======
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83 ====== **Verify Linked Boxes** ======
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86 ====== Not all data required for W-2 processing comes through to the employee preparer as defined to certain boxes. If the columns that are undefined come through and dollar amounts are detected the following message will appear: ======
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88 >"The following warnings occurred with your employee wage detail: Undefined columns must be defined as Box 8-14 if you want the data to be transferred to the W-2 forms. There are one or more undefined columns with dollar amounts in the Preparer”
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90 ====== Any unassigned columns will not display on the W-2 forms. ======
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94 **Additional Information:**
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96 [[Social Security Number Information>>doc:Windows.U\.S\..Standard Filing Questions ».Processing & Forms Introduction.Social Security Number Information.WebHome]]
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98 ----
99
100 == Related Pages: ==
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102
103 === [[1099 eFiling Process>>doc:Windows.U\.S\..Year-end, W-210951099 Questions ». Processing and Form Introduction.1099 eFiling Process.WebHome]] ===
104
105 ====== Learn more about the 1099 e-Filing Process with the Aatrix 1099 Preparer. ======
106
107
108 === [[Importing a CSV File>>doc:Windows.U\.S\..Affordable Care Act (ACA) ».Processing and Form Introduction.Importing a CSF File.WebHome]] ===
109
110 ====== Learn about importing a CSV into the ACA Preparer. ======
111
112
113 === [[eFile or Print Incomplete>>doc:Windows.U\.S\..Year-end, W-210951099 Questions ». Processing and Form Introduction.eFile or Print Incomplete.WebHome]] ===
114
115 ====== Learn how to eFile or Print additional forms. ======
116
117
118 === [[Amount Due on State Reconciliation Returns>>doc:Windows.U\.S\..Year-end, W-210951099 Questions ». Processing and Form Introduction.Amount Due on State Reconciliation Returns.WebHome]] ===
119
120 ====== Learn about amounts due during the W-2 and 1099 process on state reconciliation returns. ======
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122
123 === [[W-2 eFiling Process>>doc:Windows.U\.S\..Year-end, W-210951099 Questions ». Processing and Form Introduction.W-2 eFiling Process .WebHome]] ===
124
125 ====== Learn more about the W-2 e-Filing Process with the Aatrix W-2 Preparer. ======