Summary

The Import W-2 Updates utility is used to import data for a specific set of W-2 fields en masse via CSV file. The data that can be imported includes Employee Number, SSN, Box Number, Box Code, Amount, Wages, and Description.

Step by Step

1     Open the Import W-2 Updates window (PR> Utilities> Import W-2 Updates).

2     Import the W-2 file. 

• The Batch Number field is used to select the uncommitted W-2s batch you would like to import the data into.
  • There must be an existing open W-2s batch in order to import updates.
  • Only those employees that are in the selected batch can be updated via this process.
  • Once an import is complete, the W-2s process will proceed or be reset to the Edit step.
• Click VIEW LAYOUT/FORMAT to display additional information about the expected layout of the import file.
  • The following list includes the data that can be imported and the requirements for that data:
    • Employee Number*
    • SSN*
    • Box Number**
    • Box Code (optional)***
    • Amount
    • Wages (optional)****
    • Description (optional)****
      • * Employee Number OR SSN is required but not both
      • ** Box numbers allowed are 12, 14, and 19.
      • *** Box Code is optional for Box 19 but required for Box 12 and Box 14.
      • **** These fields are optional for Box 12 and Box 14. Both are required for Box 19. Wages will be displayed in Box 18 and Description will be displayed in Box 20.
• Click the SELECT FILE button to browse to the import file or drag and drop the file into the area to the right of the button. You can view the progress of the import on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
• Any line items that failed to import will be skipped during the import process identified in the jobs viewer so users can attempt to reimport or hand update that data.