W-2 Data Export

This W-2 Data Export contains every employee’s W-2 reporting information for electronic submission to the Social Security Administration.

Social Security Administration

Refer to the Social Security Administration for instructions and definitions regarding electronic filing.

The SSA provides a tool called AccuWage to validate W-2 export files. You are encouraged to run your file through this program before submission. This tool is not maintained or supported by Apta Software, Inc.

State taxes

The state in which an employee works is specified in their deduction set. If an employee does not have a deduction set, AptaFund assumes that the employee is working in the same state as the Installation Site and will generate the RS (state income tax) records in the W-2 export. This does not apply in states that do not have an income tax.

To create the export:

1. Select My AptaFund, then Exports, then W2 Data Export or W2 Data Export (multiple EIN).

2. Complete the parameters as described.

   • Tax Year: Select the reporting year. The list includes all years containing active payroll cycles.

   • File Type: Select Original or Resubmit.

   • Resubmit TLCN: Defaults to None. If applicable enter the alphanumeric character that appears on the notice sent to you by the Social Security Administration. Note: Complete this field only if this export file is for a re-submission.

   • Preparer: Select from Accounting Firm, Self-Prepared, Service Bureau,Parent Company, or Other.

   • Income Tax Withheld: Enter the total federal income tax withheld by third parties from sick or disability payments made to employees.

   • Terminating Business: Defaults to No. Selecting Yes indicates that the reporting entity is going out of business.

   • Export Format: Select Federal or the applicable state.

   • Paycheck Site (Only in multiple EIN): Set parameters to filter by specific site(s).

   • Department *Only in multiple EIN): Set parameters to filter by specific department(s).

   • Include Record Separator: Select No if you want all records to be created on one line. Select Yes to create each record on a separate line.

3. Click Export to File.

4. When the Save As dialog box appears, navigate to the location you want to save the file, and click Save.

  Return to W-2 Process Overview