CenterPoint Payroll - W-2 Forms - Prepare and Print or eFile

W-2 Forms Prepare & Print - Duration: 53 min 36 sec

 

Document #: 3042 Product: CenterPoint® Payroll

 

This document describes how to print and eFile W-2 forms using Red Wing PayrollChampion ControllerPerception PayrollCenterPoint PayrollAgCHEK and Federal/State Tax Forms (Aatrix). You can print and eFile forms in any combination. For example, many people choose to eFile the federal and state copies and then print the employee copies. An increasing number of people are using the complete eFile process in which Federal and State copies are eFiled and the employee copy is printed and mailed by Aatrix. The W-2 printing/efiling process includes multiple steps which are detailed below.

Installing the Federal/State Tax Forms (Aatrix) Update

Exporting Data form From CenterPoint Payroll

Forms Update

W-2 Setup

Prepare W-2s

Print/Efile W-2s

Frequently Asked Questions

Installing the Federal/State Tax Forms (Aatrix) Update:

Please note that this step can be skipped if the process was already completed when printing 1099s.

  1. In CenterPoint Payroll, select Help > Online Updates > Check for Fed/State Tax Forms Updates. Your system will be updated with the latest Aatrix Federal and State tax forms.
  2. If you don’t have an internet connection at this PC, you will need to install the Federal/State Tax Forms (Aatrix) by downloading it from our website at a computer that does have internet access. If internet access is not available from any computers, you can call the Red Wing Software Sales department at 800-732-9464, and we'll send the updates to you on a CD once a quarter for a minimal annual fee.

Exporting Data from CenterPoint Payroll

  1. Begin processing W-2s by selecting Reports > Federal & State Payroll Forms & Reports > Federal Tax Forms . Note: If you have not registered Aatrix or your registration has expired, you will be prompted to register. Step-by-step instructions on how to register Aatrix can be found in the Help. From within CenterPoint select Help > CenterPoint Payroll Help. Select Menu > Installation and Registration from the top of the screen, and then select Register Federal/State Tax Forms (Aatrix).

Forms Update

If you have internet access and the latest version of Federal/State Tax Forms (Aatrix) is not installed, the following Aatrix Update screen will display when you select the menu selection above.

  • If you want to immediately install the update, click Yes and follow the on screen instructions. A progress bar will display as the update continues.

  • If you do not want to immediately install the update and continue processing without the required update, click No.
  1. The Federal Tax Forms screen will display.

  1. In the Report box, select 2020 W-2/W-3 and 2020 in the Year. Click OK. Note: If the 2020 W-2/W-3 is not available in the Report box, then the 4th quarter update for Aatrix has not yet been installed. This can be installed by clicking on Help > Online Updates > Check for Fed/State Tax Forms Update.
  2. Under employees, select whether you want to include Non-Agricultural Employees, Agricultural Employees, or Both.
  3. Click OK.
  4. It may take several minutes for the payroll data to be transferred to the W-2 printing process. Actual time will depend on the number of employees in your database.
  1. To verify that the correct information transferred to Aatrix, you can print the W-2 Summary report from CenterPoint Payroll by selecting Reports > Payroll Tax Data Reports > Reports > Federal Tax Reports to verify federal, FICA, and FUTA and Reports > Reports > Payroll Tax Data Reports > State & Local Tax Reports to verify state, local withholding, and SUTA.
  • The following Forms Update screen will display if you chose not to perform the Aatrix update when you first selected Reports > Federal & State Payroll Forms & Reports > Federal Tax Forms or State Tax Forms. If you want to continue processing your forms without performing the required update, click Continue Expired. Note: Expired forms will be marked as expired and cannot be filed. This screen will continue to display each time you choose not to perform the required update until you click Yes when first prompted to install the available update or you click Automatic Update or Download Update to perform the required update from this screen.

W-2 Setup

If changes have been made in CenterPointRed Wing Payroll that affect the information used on the selected form, a screen indicating that changes were detected in the company information will display.

Choose to either accept or reject these changes. To accept only certain changes, use the check box provided to indicate which changes to apply.

Note: Any changes that are accepted will overwrite the current data stored in the Company Setup Wizard in Aatrix. The Company Setup Wizard will display to allow you to review the new data updates.

Note: Changing company information in Aatrix does not change company information in your Red Wing Software program. If a change is needed, it is suggested to change company information in your Red Wing Software program.

 

  1. If this is the first time W-2s are being processed this year, the W-2 Setup Wizard will automatically be displayed. The wizard will guide you through the process of verifying data and efiling or printing year end forms. To start the actual W-2/W-3 process, select the recommended No thanks, start processing my W-2/W-3s, then click Next. To test the process prior to processing the W-2/W-3s (none of your selections or forms will be saved), you can select I want to test drive the
    W-2/W-3 Wizard with only the first 25 of my employees or all of my employees    .

Note: If you started processing W-2s previously, printed, or eFiled at least one form and then exited the process, a history file would have been created. The following W-2 History File Options screen will be displayed instead of the W-2 Wizard. Choose the appropriate Available Action on the right and click Next.

  • If the Reprint Completed W-2s or Process Non-Filed W-2 Copies is selected, it will automatically bring you to the
    W-2/1099 Preparer detailed in the next section of this document.
  1. The Taxpayer Identification Number for this company is displayed. If it's correct, click Next. If it's incorrect, click Cancel. You will need to go back into your payroll program and select Setup > Payroll Details > Employers > Taxes tab to correct the number and then start the export process again.

  1. The Multiple Payroll Data Files option will be displayed. Select Yes if you have multiple payroll databases with the same EIN, see the FAQ section in this document for more information. Otherwise select No and click Next.

  1. Review your Company Information. The system will notify you if any required fields have incorrect or missing information. Click Nextif the screen is correct, if it's incorrect, click Cancel. You will need to go back into your program and select Setup > Payroll Details > Employers to correct the information and then start the export process again.

  1. Specify the correct Tax Preparer Type. If you are processing the W-2s for your company/employer or if you are a paid 3rd party tax preparer. If you are a 3rd party tax preparer, you will then be prompted for your information. After making the selection, click Next.

  • If you are a 3rd party tax preparer, you will then be prompted for your information. After making the selection, click Next.

  1. The State & Local Tax Items screen will display. Click Next. The Setup Wizard will automatically verify that all required information for listed states and local taxes are complete and conform to the required formats.
Note: Most filing errors are due to incorrectly formatted withholding or unemployment account numbers. Verify each state and account number. See the steps listed below to edit or add account numbers.

 

  • Click Edit to add any applicable information to each state, for example tax account numbers for state withholding, state unemployment, workers' compensation, etc.
  • Click Add to add a state and applicable tax account numbers.
  • If there is blank or incorrect data on the State & Local Tax Items screen, or the tax account number is improperly formatted the line will be highlighted and you will be automatically prompted to correct the data. Enter the correct Tax Account Number (Each state has different requirements, the screen that displays will guide you through the requirements for the state formatted in error.). Some states have more than one account number format, to see all account number formats available, click the "…" button in the Tax Account Number box. You will not be able to continue to the next screen of the wizard until all required fields are correct.
  1. The Data Verification screen will display four questions. Please review and answer each question accurately as they affect how the W-2s are processed. Once all questions are answered, click Next.

  1. Review the information on the W-3 Information screen. The Wizard will notify you if any required fields are not filled in or if data is formatted incorrectly. Note: The Kind of Employer (Box b) field will be blank. Please select one of the employer types; select None apply if you are not a 501c non-govt., State/local non-501c, State/local 501c, or Federal govt. employer.

  1. Click Next and the data will be transferred to the W-2/1099 Preparer.

Prepare W-2s

The W-2/1099 Preparer will walk you through the process of efiling and/or printing your W-2s. Once the displayed data has been reviewed, click Next Step or click the Next button to continue to the next screen. The W-2/1099 Preparer will automatically verify that all required fields are filled in and the data is formatted correctly. Anytime the Preparer finds data that is incorrect or missing, it will automatically prompt you to correct it.

This is an example of what the W-2/1099 Preparer will display if it finds incorrect or missing data on a screen. If this message is displayed, simply click on the Go Back and Correct button and the data that needs to be corrected will be displayed in red. Click on the red data and correct the information. Once all data has been corrected, click Next Step or click the Next button again to continue to the next screen.

  1. The first screen of the W-2/1099 Preparer displays the Employee Information (box a - f on the W-2).

  • If you are filing for multiple Kinds of Payers, the Filter by box at the top of the screen can be used to filter for All, 941 or 943 payers, and for each employee, in the Employment Code box, click the drop-down arrow and then select 943 or 941.

  • To add a line to the W-2/1099 Preparer grid, right-click over one of the line numbers on the left side of the screen and select Insert Row, enter the number of rows you want to add to the end of the list of employees, and then manually enter the new information into the grid.

Note: If you need to report COVID wages paid in BOX 14 of the W-2, see the Frequently Asked Questions section in the COVID Paid Leave Setup & Reporting document.

  • To delete a line from the W-2/1099 Preparer grid, right click over the line you want to remove and select Remove Row.
  • To copy a line on the W-2/1099 Preparer grid, right click over the line you want to copy, and then select Copy.
  • To add a copied line to the W-2/1099 Preparer grid, right click over the line where the copied row should be inserted, and then click Paste.
  • To Find information in a column in the W-2/1099 Preparer grid, right-click on the column header name, select Find, in the Find What box, enter the information you want to locate, click Find Next.
  1. Click Next Step or the Next button at the top of the screen.

Note: The total for the columns appears above the column in the Totals Row.

 

  1. The Verify Electronic W-2 Information screen will display next. Review the supplied data and click Next Step or the Next button. Note: on all pages of the W-2/1099 Preparer, there is a Filter by option in the top right that allows you to view just 941 employees, 943 employees or both. This box is only available if you have included both 941 and 943 employees in this company.
  2. Continue reviewing the supplied data and clicking Next Step or the Next button on each screen displayed.
  3. The Complete W2 eFile Service screen will eventually display. Click Next.
  4. The W-2 Printing and Filing Options screen will display. E-filing options are displayed with the costs associated, but that service is optional. Printing forms is free of charge. Choose the appropriate options for your company and click Next. Note: If you chose to print your forms, you may receive a message that you've exceeded your state's maximum limit for paper filing. If you receive this message, click Back to return to the eFile options screen to make e-filing selections (continuing without e-fling may cause you to be subjected to federal/state penalties).

  1. If you chose the Complete W-2 eFiling Service, you have the option to purchase a PDF archive on a USB drive of your
    W-2s, select Yes, include a PDF archive to purchase an archive or select No, thank you to continue without purchasing an archive.
Red Wing Software recommends purchasing a PDF Archive of your W-2s as a backup so you can easily view or reprint a filed W-2 form if your Aatrix History file becomes corrupt, the file cannot be located, or you get a new computer and the file is not copied to your new computer.

  1. If you have not chosen the Complete W-2 eFiling Service option, you have another chance to select that service instead of printing the W-2s yourself. Click Next to continue.

  • If you use the Complete eFiling Service for your W-2 forms, there are applicable discounts for using the complete eFile service for your ACA 1095 forms. To qualify for discounted 1095s:
    1. eFile your W-2s using the Aatrix W-2 Complete eFile Service
    2. Select a mail date for your employee W-2s that provides you with enough time to complete your ACA filing (the mail date may be adjusted at efile.aatrix.com up to one day prior of the set date).
    3. eFile your ACA forms utilizing the Aatrix Complete eFiling Service and save 50%.
  • There may be additional discounts available when you select the UNLIMITED eFile Package which includes Federal & State Unemployment, Wage Withholding Report, New Hire Reports/Payments, and ANY Associated Payment, it does not include additional discounted W-2s, 1099s, or 1095s. Package pricing is based on the number of employees in your company.
  1. The states screen will be displayed if you chose to print or eFile any state forms. States can be unselected if you'd like to file them at a later date. Then click Next.

  1. The Review Data screen will be displayed. Note: If you select the Print button, it will create a printed version of exactly what displays on this screen. If any changes are needed, click Back.   Otherwise click Next to continue.

Print/eFile W-2s

  1. The first W-2 form will be displayed. The form type is displayed in the yellow bar. Note: If you are using the Complete Efiling Service, you will not be able to view your employee copies while in the Forms Viewer. If you would like to view your employee W-2 forms, please choose to reprint in the W-2 History File Options screen at the end of this process. It also specifies how many different forms were selected to be printed.
    • To print this first form, click Print Final. You will be prompted to enter either plain paper or perforated paper. Click OK. Once the data is printed, click Next Step to continue to the next selected form.

  1. The next form will be displayed. Click Print Final to print the form, then click Next Step to continue to the next form. Repeat this process for each selected form.
  2. Depending on the form selected to print, the following message may be displayed. Selecting Double Check will bring you back to the previous screen so you can verify your data. Selecting Agree will bring you to the efiling login screen.

This section will not display if you have not chosen to eFile your W-2 forms.

  • If you have chosen to eFile any of your forms, and you have not filed previously, the Aatrix Secure eFile screen will be displayed.

  • If you are not enrolled to eFile with Aatrix, you can do one of the following:
  • Click Enroll to be transferred immediately to http://efile.aatrix.com to enroll this Taxpayer EIN, then click Enroll in the upper-right corner to begin the enrollment process. After you are enrolled, close the Browser window and select I have enrolled and have my Login Id. Enter your login information and then follow the onscreen instructions to eFile your forms.

  • Click Cancel and enroll each Taxpayer EIN at http://efile.aatrix.com. Go back to CenterPoint, select your forms to eFile, click I have enrolled and have my Login Id, enter your login information, and then follow the onscreen instructions to eFile your forms.

  • If you are enrolled to eFile with Aatrix, click I have Enrolled and have my Login ID, enter your login information, and then follow the onscreen instructions to eFile your forms.

  • If you need additional information during the efile process, click here or enter https://www.aatrix.com/support/knowledgebase/windows/ to view answers to common questions.

  • For additional information about efiling and to view videos about the efile process, click here or enter http://partner.aatrix.com/redwing

  • You will have the option to select to allow your employees to securely import their W2 information into certain tax software products by approving the Aatrix Tax Form Transfer Agreement displayed during the eFiling process.
  • When the efile process is complete, the Complete screen will indicate that your filing was successfully received for processing. A confirmation email will be sent to the email address specified on this screen.
  • The AFID (Aatrix Filing Identifier) is a number assigned to your submission for tracking purposes. If you contact Aatrix Support, they will request this number.

Note: It is important to write this number down. It will be required when contacting the eFile Center with questions about your submission.

  • If you eFiled your W-2 forms, and have questions regarding your filing, contact Aatrix by email at helpme@aatrix.com, on their website at https://efile.aatrix.com/ by clicking Login and entering your Aatrix username and password, or on their website at https://efile.aatrix.com/ by clicking the Search our FAQs button.
  1. Upon exiting the W-2 process, the W-2 History File Options screen is displayed. If no other actions are needed at this time, select Close.
    • This screen will also be displayed if the W-2 printing process is started again and you can select to reprint, efile or print incomplete W-2s, correct, or start the W-2 process again (if you've submitted any of the filing, you'll need to reprint or correct the W-2 forms).
    • Use the eW-2 Password Lookup selection to see a full list of your employee passwords and you can distribute as you'd like.

Frequently Asked Questions

Q: When is the filing deadline for 2020 W-2 forms?

A: The Internal Revenue Service filing deadline for W-2 forms submitted to the Social Security Administration can be located by using the Search feature on the Internal Revenue Service website at www.irs.gov.

Q. Do I need to order W-2/W-3 forms or can I print them on plain paper?

A. You are able to print all of your W-2 copies on plain paper; you no longer need to print any on preprinted forms. Even the W-3 Social Security Copy A (often called the “red copy”) can be printed on plain paper. Note: There is special perforated blank paper available that is recommended for use when printing employee copies of the W-2s. This paper comes with employee W-2 information printed on the back of the paper (for the employee copy) and blank for the State / Local copies. This paper is available from Computer Forms, Inc. at http://redwing.computerforms.biz/shop_category.aspx?cid=131 or by calling 800-458-0158.

Q. Do I need to print my W-2 forms before I close the 2020 year and print January checks?

A. There is no closing process in CenterPoint Payroll, so W-2 forms can be printed anytime.

Q. Why is the 2020 W-2 not available in the list when I select Reports > Federal & State Payroll Tax Forms & Reports?

A. You need to install the latest update of Aatrix Federal and State Tax Forms. Select Help > Online Updates > Check for Fed/State Tax Forms Updates. Your system will be updated with the latest Aatrix Federal and State tax forms.

Q. I’m trying to process my W-2 forms, but I keep getting the message “Would you like to register now, or evaluate?”

A. You’ll need to register your Federal/State Tax Forms (Aatrix) software. If you have an internet connection, choose Help > Product Registration > Federal/State Tax Forms Registration. Your login will be recognized from the Red Wing Software website, follow the prompts to create your registration code. If you don’t have an internet connection, call 800-732-9464 and request an Aatrix registration code. If a registration code is faxed to you, do not enter the hyphen included in the number. Enter just the letters and numbers.

Q. Why am I getting a “forms update” or "mandatory update" message when I try to process my W-2 forms and what do I need to do?

A. At least once a quarter, including at year end, updates are created for the Federal/State Tax Forms (Aatrix) software. When you receive either of those messages, it means that Aatrix has an update available that you should install prior to continuing. If you have internet access at this machine, you can simply select Automatic Update and follow the prompts to do the update through the program. Note: If you have signed up for the service that automatically sends an Aatrix CD at the end of each quarter, please follow the instructions that will be included with the CD. Those CDs will begin shipping before January 1, 2021.

If you don't have internet access at the computer that has CenterPoint Payroll installed, but you do have it available at another workstation, follow the instructions below. This process does require the use of a removable drive (CD, thumb, zip or flash drive, USB Drive, etc.).

  1. Log into the Red Wing Software website at www.redwingsoftware.com, from the My Member Account screen, select the Downloads tab, under CenterPoint Payroll, select Downloads Payroll, select Downloads. Select Federal/State Tax Forms. Click the download file and follow the on-screen instructions.
  2. When the download is complete, exit the website. Copy the RedWingForms.exe file from your desktop to the removable drive (CD, thumb drive, etc.) you’ll be using to move the downloaded file.
  3. Take the removable media source to the computer with CenterPoint Payroll and install by double-clicking on the RedWingForms.exe.

If you don’t have an internet connection at any of the computers, you can call the Red Wing Software Sales department at 800-732-9464, and we’ll send the Federal/State tax forms (Aatrix) updates to you on a CD once a quarter for a minimal annual fee.

Q. Can I change the figures on my Federal reports if they are incorrect?

A. Yes, once the data is in Aatrix Federal/State Tax Forms, you can change any figure on the reports that are highlighted blue. Any figure that is highlighted red must be changed before you can print the report. Any figure that is white cannot be changed, but it is a calculated number, so it can be changed by adjusting the fields around the white field.

Changing the figures on this screen will only change the printed Federal reports, it will not change the data in your payroll program. If you make changes, you need to make sure your 941/943 report amounts match your W-2 report amounts for federal wages, social security, medicare wages, and withholding amounts.

Q. I'm attempting to log into the Red Wing Software website, but it does not recognize my Email and/or Password?

A. Follow the instructions below for information about the Red Wing Software website.

To Log in to the Red Wing Software website:

  1. In your web browser, enter www.redwingsoftware.com, and press Enter.
  2. In the upper-right of the Red Wing Software home page, click Log in.
  3. Enter your Email Address and your Password.
  1. Click Login.

To Register on the Red Wing Software website:

If you have not previously registered or logged in on the Red Wing Software website, please follow the steps below:

  1. In your web browser, enter www.redwingsoftware.com, and press Enter.
  2. In the upper-right of the Red Wing Software home page, click Log in.
  3. Click Register.
  4. In the Account Number box, enter your company Account Number. Your Account Number can be located in a few different places:

    1. On the Support Certificate that you receive upon renewing Customer Care Membership.

    2. Red Wing Software sends customers a renewal form for Customer Care Membership. This renewal form contains your account number.

    3. Invoices you’ve received from Red Wing Software contain your account number.

    4. If others at your company have already registered, they can sign in to their account and find your company’s account number at www.redwingsoftware.com/home/myaccount.

  5. Continue entering your Title, First and Last Name, Email Address (which is your login) and a Password.
  6. Enter the displayed Security Verification code, and then click Submit.

To Retrieve a Forgotten Password:

  1. In your web browser, enter www.redwingsoftware.com, and press Enter.
  2. In the upper-right of the Red Wing Software home page, click Log in.
  3. Click the link.
  4. Enter/verify your Email Address.
  5. Enter the Security Verification code, and then click Send. Click Close.
  6. Wait until you receive an email that includes instructions to reset your password.
  7. Click the link in the email that you received from Red Wing Software.
  8. Enter the Validation Code which was included in the email. If you enter the code and it is not recognized, copy and paste the code from the email. The Validation Code expires in 24 hours.
  9. Enter a New Password and then Re-enter the New Password.
  10. Click Submit.
  11. Click OK.

To Log Out of the Red Wing Software website:

  1. At the top of the Red Wing Software home page, click Welcome, (Your Name).
  2. In the displayed menu, select Logout.

Q: I'm trying to eFile my W-2s and I can't remember my Aatrix eFile username and/or password, how can I get it?

A: We recommend you contact Aatrix by calling 800-426-0854 or by clicking on the Forgot Login button.

Q: I eFiled my W-2 forms, and I have questions regarding my filing, how do I contact Aatrix ?

A: For specific questions regarding your filing, you can contact Aatrix by email at helpme@aatrix.com, on their website at https://efile.aatrix.com/ by clicking Login and entering your Aatrix username and password, or on their website at https://efile.aatrix.com/ by clicking the Search our FAQs button.  

Q: If I use the Complete eFiling Service for my W-2 forms, are there any applicable discounts for using the complete eFile service for my ACA 1095 forms?

A: Yes, the Aatrix ACA Complete eFile Service can print and mail employee copies and eFile the required reports to the IRS at a discounted rate. To qualify for discounted 1095s, follow the steps below:

  1. eFile your W-2s using the Aatrix W-2 Complete eFile Service.
  2. Select a mail date for your employee W-2s that provides you with enough time to complete your ACA filing (the mail date may be adjusted at efile.aatrix.com up to one day prior of the set date).
  3. eFile your ACA forms utilizing the Aatrix Complete eFiling Service and save 50%.
  • There may be additional discounts available when you select the UNLIMITED eFile Package which includes Federal & State Unemployment, Wage Withholding Report, New Hire Reports/Payments, and ANY Associated Payment, it does not include additional discounted W-2s, 1099s, or 1095s. Package pricing is based on the number of employees in your company.

Q: After exporting my data it asked to register Federal/State Tax Forms Aatrix. How do I register?

A: If you have internet access, simply click on the Online button and follow the onscreen instructions. If internet access is not available, then click on the Manual button and enter your current Aatrix Registration number. Please call Red Wing Software at 800-732-9464 if you need a manual Aatrix Registration number.

Q: I have multiple payroll databases for one EIN; how do I merge the databases so I get one set of W-2s?

A: Follow the steps below to merge multiple databases into one set of W-2s?

  1. Start the W-2 process and continue until the Multiple Payroll Data Files screen displays. On the Multiple Payroll Data Files screen, select Yes, I use multiple payroll data files for the EIN and click Next to continue.

  1. The next Multiple Payroll Data Files screen displays, click Save, enter a name for the payroll data file, and click Close.

  1. Open the other database(s) and repeat steps 1-2 above for all databases you want to merge. When all data files are saved, continue to step 4.
  2. At the bottom of the Multiple Payroll Data Files screen, select each database to be merged and then click Merge.
  3. On the Multiple Payroll Data File Merge screen, click Yes.

  1. On the Multiple Payroll Data Files screen, click Continue to continue processing W-2s.

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