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1.2. Print W2 Slips

Printing W2 slips is done using the DiskfilerSUTA program. You will need a current copy of DiskfilerSUTA (this is normally installed on your hardware by a Questek Systems support person). Payroll data for the year is exported from Humanis using one of two methods.

Exporting Payroll Data from Humanis:

You'll need to know what version of Humanis you are using. The easiest way to tell is by looking at the Login screen. When starting the Front Office or Back Office program, you'll be asked for a username and password. The Summer 2007 version added a third field: Database. If your Login screen has a Database field then you are running the Summer 2007 version and you should follow the Summer 2007 instructions below. If you do not see a Database field on your Login screen then follow the instructions for older versions below.

If using Humanis Summer 2007 version:

Go to the Payroll menu, and select W2 Preparation from the Staff submenu
Pick the year
If present, click the Create button and follow the instructions that follow
Check the totals to make sure they match your expectations for W2 totals for the year
When ready, click the Export button
If you pay employees using more than one Federal ID, you'll be asked to select which Federal ID to export
Select a save location and filename for your exported data. Make sure you can find this file easily as you'll need it in a later step
Repeat steps 6 and 7 for any other Federal ID #s you use for paying employees

If using older versions of Humanis:

Run the W2Export program (you should have an icon for it on the computer where DiskfilerSUTA program is installed)
Go to the Year End/W2 tab
Make sure the year is set appropriately and take note of the Export Filename field. You'll need that so you can find the file when you go to import it into DiskfilerSUTA.
Click Export Data and answer any further questions the W2Export prorgam asks

Importing W2 Data into DiskfilerSUTA:

Double click on the DiskfilerSUTA icon on your desktop
If this is your first time using DiskfilerSUTA, create an employer record (or employer records if you produce payroll for more than one Federal ID). Employer records are created through Edit->Employer Maintenance->Employer Information and Edit->Employer Maintenance->State ID Information.
Go to File->Import Data->Year End W2 Information
Enter into File name to import the filename you used in the Export Payroll Data from Humanis steps above
In File format of input file select Tab Export - Field Names in Header
Select your company from Employer to assign W2s to
Click Proceed
Once the import has completed (the progress bar will reach the right-hand side), click Finished
Repeat from step 3 for any additional Federal IDs for which you produced payroll

Form Lineup:

If you are using forms with boxes preprinted on the "front" side then you need to check your form alignment. Check should load your W2 paper and then print a single slip to test the lineup of printed values into the preprinted boxes. If you have preprinted forms, please see Form Lineup below. If your forms are blank on the "front" then you may skip the Form Lineup section.

If DiskfilerSUTA is not already running, double click the DiskfilerSUTA icon on your desktop
Go to Reports->Print W2 Reporting Forms->Laser or Continuous Forms
Select your company in Select Employer
Select your form type in Select Form Type
Click Print
On the preview screen, click the printer icon button near the top left
Select Pages under Print Range and then set the print range to print pages From 1 to 1.
Close the print preview window and retrieve your test page from the printer.
If the values that were printed onto your test page are:

- too high for the box positions on your form then increase the top margin
- too low for the box positions on your form then reduce the top margin
- too far left for the box positions on your form then increase the left margin
- too far right for the box positions on your form then reduce the left margin

After making any changes to the top or left margin, repeat from step 5 above until your test print gives you an acceptable lineup. Remember to fold a completed form and place it into a mailing envelope to ensure the text fits properly within the envelope's window(s).

Printing your W2 slips:

If DiskfilerSUTA is not already running, double click the DiskfilerSUTA icon on your desktop
Go to Reports->Print W2 Reporting Forms->Laser or Continuous Forms
Select your company in Select Employer
Select your form type in Select Form Type
Choose a Print Order
Choose a Record Selection
Print a W3 report by clicking Print Summary
Print the W2 slips using the Print button

Creating the Magnetic Media or Electronic Submission file (MMREF-2 or W2REPORT file):

If DiskfilerSUTA is not already running, double click the DiskfilerSUTA icon on your desktop
If this is your first year running DiskfilerSUTA, you must enter your transmitter information. You must first gather the information required for electronic or magnetic media filing. You may need to contact another agency (your accountant, the IRS or the Social Security Administration) for this information. Once you have the information in front of you, go to Edit->Enter Transmitter Information and fill out the required fields. Fields below Contact's Email and Contact's Fax Number are only required in some situations (filing 1099s or filing in NJ or FL).
Go to Tools->Generate Year End/Quarterly File
Select your Transmitter
Select your Employer ID
Set the Disk Type to Year End
Set the Agency to Federal
Click Generate Work File
Set Output Dest to Hard Drive
Click Produce MagMedia
The W2 submission file is called ##-#######_YE_2008_W2REPORT and is found in the ProAuto folder off the root of your C: drive where ##-####### is your Federal ID
Click Summary to print a summary report

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1.2. Print W2 Slips