Create a W-2 for a terminated employee not in AptaFund

In order to create W-2s for employees who are no longer working and who are not already in the AptaFund system, add them using the Manage Employees window. This action makes them available in the Employee W-2 Information window, where you can create a W-2. They will also appear in the W-2 Data Export.

Note: Remember to update addresses for these employees.

Create the W-2

  1. Select Employee W-2 Information from the Payroll menu, and the window opens.

  2. Click in the Employee Name field, and select the employee from the drop-down list.

  3. Click in the Calendar Year field, and select the calendar year for the W-2 information. The W-2 information is then displayed with all amounts zero.

  4. Check the box for the W-2 box you want to adjust, and click the Add Adjustment button at the bottom of the window. The Employee W-2 Adjustment Detail window opens.
    The amount in the Register Total field is read-only.

  5. Enter the new amount in the Adjusted Value field.

  6. Required: Type a reason for the adjustment in the Comment field. Once you save the adjustment, this text appears in the Reason field in the lower grid.

  7. Click the Save button. You're asked to confirm that you want to make the change..

  8. Click Yes to save the adjustment. The record is saved, and the information displayed in the W-2 Adjustments grid in the bottom of the window.

  9. Click the Return to Search link in the upper right corner to return to the employee's W-2 information.

  10. Repeat steps 4-9 to make additional adjustments for this employee.

Return to Employee W-2 Information Overview

Return to W-2 Process Overview