Period-end tasks

To edit company information on Forms W-2 and W-3

The W-2 Preparer window must be open before you start to edit company information that will appear on Forms W-2 and W-3.

  1. Click Company to open the W-2 Preparer Settings window - Company Information view.


    Note:  Where to get answers to your questions about payroll tax forms
  1. The Company Information area displays all of the information from the Company Information window that will appear on the W-2s displayed in the W-2 Preparer, as well as on their related W-3.


    Note:  
    Any changes you make here will not affect entries in the Company Information window

To edit Company Information:

  1. Click in the appropriate field and delete the incorrect information.
  2. Type the correct information directly into that field. (Data fields on Form W-2 or Data fields on Form W-3)
  3. To change the state in your company address, select the correct two-letter abbreviation from the drop-down list in the State field.
  4. If you terminated this business during the last tax year, mark the box next to "This business was terminated in 2004."
  1. The State Information area displays all of the states for which you've indicated you have established a state employer ID. If you need to add a state to this list, follow the steps below. If you need to edit your ID for a state already in the list, follow the procedure "To edit an existing state ID," below.


To add a State ID to the list:

  1. Click New to open the State Information dialog.
  2. Select the state for which you want to record an ID from the drop-down State list.
  3. Type your state ID for that state in the State provided ID number list.

To edit an existing State ID:

  1. Highlight the state and ID number that you want to change.
  2. Click Edit to open the State Information dialog.
  3. Type the correct state ID for that state in the State provided ID number list.
  4. Click OK to record the updated state ID information and return to the W-2 Preparer window.
  1. Enter information in the Locality Information area only if you plan to eFile. Otherwise, go on to step 5.


    If you plan to eFile and you withheld local taxes from your employees' pay, you must follow the procedure "To add a Locality to the list" to enter information for those localities.
    If you need to edit information for a locality already in the list, follow the procedure "To edit an existing Locality ID."

To add a Locality ID to the list:

  1. Click New to open the Locality Information dialog.
  2. Type a brief identifier for the locality in the Locality Name field.
  3. Use the drop-down list to select the Tax Type Code that identifies the kind of local tax you withheld.
  4. Select the two-letter abbreviation for the state where this locality is located.

To edit an existing Locality ID:

  1. Highlight the locality information that you want to change.
  2. Click Edit to open the Locality Information dialog.
  3. To change the locality name, delete the existing entry and type the correct name in its place.

    To change the tax type code or state    , select the correct entries from the drop-down lists.
    Important:
    You can't eFile or print certified copies of any form until you've entered all required information
  1. Click OK to record your changes and return to the W-2 Preparer window.


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