Employees with only STANDARD_READONLY_USER privilege, will NOT be able to see/run W2 Archive Individual and W2 Mailable Forms. The user will need granted, USPS_STANDARD_FEDERAL_CREATE privilege, to see/run all W2 Report Options.

W2 Archive Individual Forms is used to schedule a job (Job Scheduler) and produce a file in a folder in Utilities/File Archive/W2 Archive for the year being reported. This folder will contain each employee’s W2 file as a separate pdf file. This file should be created after the user has verified that they have finalized W2 processing and can be used by 3^rd party vendors (Kiosk). It is our recommendation you reach out to the 3rd party vendor to verify their acceptable file format.

Users will need to make sure they use the same SORT order that they used when processing the Mailable W2 forms. This will ensure that the control numbers that are generated, match the printed forms and XML file. W2 Archive Individual Forms are NOT in Medicare/Non-Medicare order (just the sort order selected in the input screen).

An employee's Compensations Job Status should NOT be changed until both XML and Archive files has been completed. This will insure both files have the same sort order in place.

The Save and Recall option , allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.

Federal ID Number - **Required field** Defaulted to district's Federal ID Number

State ID Number - **Required field** Defaulted to district's State ID Number

Kind of Employer -**Required field** Available choices from the drop-down box:

F, Federal Government
S, State and Local Governmental Employer (non 501c)
T, Tax Exempt Employer
Y, State and Local Tax Exempt Employer (501c)
N, None apply

Sort Options - **Required field**Available choices from the drop-down box:

Employee SSN
Employee Name
Building/Department and Employee Name
Building/Department, Pay Group and Employee Name
Pay Group
Zip Code and Employee SSN
Zip Code and Employee Name
Check Distribution and Employee Name

Report for Year - **Required field**Select reporting year from available choices from the drop-down box -

Employer Name - **Required field**The Employer Name must be entered.

Employer Address first line - **Required field**This must be entered and be the Delivery Address-Example 1495 Rains Park

Employer Address second line - This must be entered and be the Location Address e.g., the multi-tenant designation and number within a multi-tenant building. So an example may be P.O. Box 234 or Apt. 5

Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Address then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park

Employer City - **Required field**The Employer City must be entered.

Employer State - **Required field**The Employer State must be entered.

Employer Zip Code - **Required field**The Employer Zip Code must be entered.

Check to include Fringe Benefits if there is any.

Additional payroll item(s) can be provided to your employees using the box labeled 'Other' on the W2 forms. Entering the payroll item(s) will cause the year-to-date amount to print on the forms. From the drop down box option, select the Payroll Item(s) or type in the payroll item code, click on the code and then click on :

Select Payroll Items to print in box 14 (maximum of 3 selected will print in box 14, leave empty to not include specific payroll items in box 14)

Click on the calendar icon to Schedule a Date and Time to Archive W2 Individual Forms. The user can schedule the job to run immediately or a future date:

Once all selections have been entered, click on

A Info Message will appear, stating that the Job was scheduled correctly with the Date and Time:

If trying to schedule W2 Archive Individual Forms for the same year, you will encounter the following error:

This means that the W2 Archive job is already in Job Scheduler for that year. The user would need to go to Job Scheduler and delete the W2: Archive Individual W2 Forms job:

Once the job has been deleted from Job Scheduler, the user will be able to run W2 Archive Individual Forms and produce the file in W2 Archive when the job has completed successfully.

The user can go to Utilities/Job Scheduler to view the Status of the job. The name of the job will be called “W2: Archive Individual W2 Forms”.

After the job completes successfully, the file will be in Utilities/File Archive/ W2 Archive under the 20XX Tax Year. You can view, edit or delete the folder with each employee’s W2. If you view the folder, you will see each employee’s W2 as a PDF. You can download each employees’ W2 separately.

If for any reason a district decides to schedule Archive Individual W2 Forms again in the same year, they will get the following error:

This is notifying the user that there should only be 1 copy of the Archive for individual W2 forms in File Archive. The user can delete the file from W2 archive if they wish to delete the old file and produce another file.

The user cannot run the Archive Individual W2 Forms for the same year until the file has been removed from W2 Archive.

W2 Archive -Kiosk

Kiosk uses this file for employees to View their W2's

To create an individual W2 file, click on View or Edit and select