2016 Version 7 Payroll Update Instructions

2016 Version 7 Payroll Update Instructions
American Business Systems, Inc.
______________________________________________________________________________________
ABS Payroll Subscription Service—2016 Tax File Update Packet
TO THE ABS SYSTEM MANAGER...
This packet contains the information and software you need to update your company's ABS Payroll System
so you can print W-2s for 2015 and comply with 2016 tax laws.
Before you begin to install your new software update...
1. Read the contents of this entire packet.
2. Make two backup copies of your ABS Payroll software, your payroll data files and the enclosed
update (diskette or CD).
3. Do not install the software if...
 You do not have the experience and expertise to do so. (Call your ABS Dealer.)
 Your ABS Payroll System software has been modified. (Contact the ABS dealer who modified it.)
There are 10 steps required to update your ABS Payroll System.
You must complete each step in the exact order listed in the following chart.
Complete this step...
To perform this part of the update process...
1
Verify you received the correct media.
2
Read all warnings and assumptions.
3
Make your backup copies.
4
Run your last payroll for 2015.
5
6
Load the 2016 Payroll Tax File Update.
Verify the message, “New Tables for 2016; Updated 12/23/15.”
7
Print all required quarterly, end-of-year and management reports.
8
Close the 2015 payroll year.
9
Verify FICA, Medicare, State and Local wage limits and rates
10
Either print W-2s for 2015or run your first payroll for 2016.
Note: If you use ABS Payroll for multiple companies, you must complete Steps 4, 7, 8, 9 and 10 for
each company.
 You should not load the 2016 Tax Update (Step 5) until you have completed your last 2015
payroll for ALL companies.
 You should verify FICA, Medicare, State and Local wages limits and rates (Step 9) for ALL
companies before you run your first 2016 payroll.
December, 2015
Copyright © 2015 by ABS
Ver. 7—1
Now, please go to Step 1 to begin.
Step 1—Verify you received the correct media for your computer system.
Your updates are for a specific computer operating system, such as UNIX or DOS or Windows. Check the
label on the update you received to verify you received the correct one for your system. If the update
media is not correct, do not install the update. Call ABS immediately at (978) 250-9600.
Step 2—Read the following warning and assumptions.
WARNING:
 Do not install the update until you read all of the enclosed instructions thoroughly. Failure on
your part to do so could result in the permanent loss of payroll data.
ABS ASSUMES THAT...
 You are currently processing payrolls with the ABS Version 7 Payroll System.
 You have made two backup copies of your payroll software, and your payroll data and your
2016 payroll tax file update.
 You will only install the update if you have the experience and expertise to do so correctly. If
not, do not install the update. Call your ABS dealer.
 Your ABS Payroll System software has not been modified. If it is modified, do not install the
update. Contact the ABS dealer who modified your software.
Step 3—Make the backups.
As an added measure of protection, make two backup copies each of your ABS Payroll software, your
payroll data files and the update before you begin the update process.
Step 4—Run your last payroll for 2015.
Step 5—Load the update.
 Reminder: Do not install the 2016 Payroll Tax File Update until you run your company's last
payroll for 2015. You must, however, install the update and make any necessary changes in tax
authority information before running your first payroll for 2016.
 If your company has any special State Quarterly Reports, they will be loaded automatically when
you install the 2016 Payroll Tax File Update.
Follow these instructions to run the Load Tax File Utility.
A. From the Payroll Main Menu, select Utilities, then select Load tax file, then select Load.
B. Second, follow the instructions appropriate for your computer system.
For DOS: Version 7.00 through 7.04 only.
At LOAD TAX FILE?, type Y.
Important. If you previously used the Load Tax Utility, the system will automatically display the
Source and Destination Drive Names you last entered.
At SOURCE DRIVE?, the default is A. If you are loading the update from floppy drive A, press
ENTER. If you are loading it from another floppy drive or CD, such as B, C, D, E or F, type the
letter that identifies that drive.
At DESTINATION DRIVE?, the default is C. If you are copying the files from the update to
drive C on your computer’s hard disk, press ENTER. If you are copying the files to another drive,
such as A, B, D, E or F, type the letter that identifies that drive.
After you verify your entries and type Y at DATA OK?, the system may display a message line to
indicate that it is loading data. When the tax file is loaded, the system clears the screen and
returns to Exit on the Load tax File Menu Bar.
December, 2015
Copyright © 2015 by ABS
Ver. 7—2
For DOS: Version 7.05 only.
At LOAD TAX FILE?, type Y.
Important. If you previously used the Load Tax Utility, the system will automatically display the
Device Type, Source Directory and Destination Directory names you last entered.
At DEVICE TYPE, the default is D. If you are loading the update from a Directory, press
ENTER. Otherwise, type the letter that indicates your system's device type.
F = floppy
C = CD
L = load command.
Note: If you entered D or L at DEVICE TYPE, go to the SOURCE DIRECTORY field. If you
entered F or C, the SOURCE DRIVE field will be displayed.
At SOURCE DIRECTORY, the default directory is displayed. If you need to change this
directory, enter the new directory path, then press ENTER.
At SOURCE DRIVE, the default is A. If you are loading the diskette from floppy drive A, press
ENTER. If you are loading it from another floppy drive or CD, such as B, C, D, E or F, type the
letter that identifies that drive, then press ENTER.
At DESTINATION DIRECTORY, the default directory is displayed. If you need to change this
directory, enter the new directory path, then press ENTER.
After you verify your entries and type Y at DATA OK?, the system may display a message line to
indicate that it is loading data. When the tax file is loaded, the system clears the screen and
returns to Exit on the Load tax File Menu Bar.
For SCO UNIX, AIX and LINUX only.
Important. If you received your tax update on a CD, you must use one of the following mount
commands to make the CD loadable on your SCO UNIX, AIX or Linux system.
For SCO or AIX: mount /dev/cd0 /mnt.
For Linux: mount /dev/cdrom /mnt .
At LOAD TAX FILE?, type Y.
Important. If you previously used the Load Tax Utility, the system will automatically display the
Devise Type, Load Command and Destination Directory you last entered.
At LOAD COMMAND, the default load command is displayed. If this is the correct command for
your computer system, press ENTER.
If the displayed load command does not work, you can choose another one from the following list.
December, 2015
Copyright © 2015 by ABS
Ver. 7—3
For your information, here is a list of common UNIX load commands. If the command for your
system is not listed, please refer to your operating system manual. Also, please note that a bold "0"
indicates a zero.
If you use this computer...
This is the common load command...
Any 3½" SCO system
Any LINUX system
IBM RS/6000
(AIX)
Sun Microsystems/Solaris
tar xvf /dev/rfd0
tar xvf /dev/fd0
tar xvf /dev/fd0
cpio -icdmuvB </dev/fdl0a (l = the letter l)
Note: If your tax update was delivered on a CD, enter the following load command:
tar xvf /mnt/PY2016.TAR.
After you enter the Load Command, type Y at DATA OK?.
After you run the "Load Tax File" utility, the system automatically installs the tax file update, plus any
special State Quarterly Reports, if applicable. When installation is completed, the system will display the
message “Press ENTER to continue.” Press the ENTER key to return the cursor to Exit on the Menu Bar.
No other entry is required.
Step 6—Display the Calculate Taxes screen and verify that the message “Updated:
12/23/15” appears.
From the Payroll System Transactions Menu, select Calculate Taxes. When the screen is displayed, the
following message should appear in the lower right corner of the screen.
Tax tables for: 2016
Updated: 12/23/15
If the message “Tax tables not recognized” appears—or if the first line of the message is not "Tax tables
for: 2016"—STOP! Call ABS immediately at (978) 250-9600.
Reminder. If you loaded the tax update from a CD and run ABS Payroll on a SCO UNIX, AIX or
Linux system, before you eject the CD from its drive, you must use the appropriate unmount
command.
For SCO or AIX:: umount /dev/cd0.
For Linux: unmount /dev/cdrom.
Step 7—Print your quarterly and year-end reports.
Print the following quarterly and year-end payroll reports:
 Quarterly Earnings Report
 State Quarterly Earnings Report
 State Monthly Earnings Report
 Optional. Print the W-2 Control Sheet to verify the types of pay/deductions that will be printed
on 2015 Form W-2.
 Optional. Employee Earnings Report
 Optional. Any special state quarterly reports.
 Optional. Any other payroll reports you want to archive.
Step 8—Close the year.
Following the instructions in your Version 7 Payroll System User's Manual, use the "Utilities/Close
Current Month" function to close your 2015 payroll year.
Note: If you are closing the current month—and if the current month is 12—you must complete 3
additional fields to close the year. These 3 fields do not appear in Version 7.05.
December, 2015
Copyright © 2015 by ABS
Ver. 7—4
All Special Reports Run? This field reminds users to run any State Quarterly Reports—or special state
annual reports—before closing the year. This field must be set to Y before you can close the year.
Clear Check Records? The default is N. If you use the default, you retain all the information since
the last clear from the prior year. This results in larger files. (You can purge this information later
using Purge Processing.)
If you change the default to Y, you tell the system to purge all employee history except W-2
information through the end of the month/year displayed at the next field, Cut Off Date. For example,
when you are closing 12/13, the displayed cut-off date will be 12/13. Also, if you answer Y, the only
“prior” information left will be your W-2 or YTD information for that year. (You can view this
information in Employee Inquiry—Last.)
Note: Since you have the option of setting the cut-off date to a prior year, if you entered Y at Clear
Check Records?, then changed 12/15 to 12/14, the system would erase employee history through
12/14, but maintain employee 2014 W-2 records.
Clear W-2 Records? This question (and the Ending Year question) only appears if you have prior year
(not purged) W-2 information on file. It will always display Last Year as the Ending Year regardless
of how many years of W-2 information are on file. For example, if you are closing 12/15, the Ending
Year will be 2014. Again, an N will result in larger files which you can purge later.
Step 9—Verify 2016 FICA, FUTA, Medicare, State and Local wage limits and rates. (See
Appendix A for currently known changes for 2016.)
IMPORTANT:
If you followed the previous steps in order and installed the update before you ran the
year-end close, the system will have already updated the FICA and Medicare wage limit/percent
fields for 2016.
 If you closed the year, then installed the update, you must manually enter the FICA and Medicare
limits and percents for 2016.
 In each case, however, you must manually enter any State and Local Tax Authority changes that
affect your company's payroll.
Before you run your first payroll for 2016, you will need to make sure that Federal, State and Local tax
authority rates are correct. (See Appendix A.) You may also need to add or change employee deduction
codes and pay codes for your company's 2016 payrolls.
 Update tax authorities. Following the instructions in your Version 7 Payroll System User's Manual,
use the "Maintenance/Tax Authorities" function to update all tax authorities that affect your company's
payroll.
FEDERAL TAXES.
Verify that the Federal wage limits and tax percents for both FICA and Medicare
have been updated for 2016 as specified below. If they are not updated, you must enter them.
C
FICA (OASDI) WAGE LIMIT
Employee FICA (OASDI) TAX PERCENT
Employer FICA (OASDI) TAX PERCENT
$118,500
6.200%
6.200%
MEDICARE (HI) WAGE LIMIT
MEDICARE (HI) TAX PERCENT
999999.99
1.450%
MEDICARE (HI) THRESHOLD
MEDICARE (HI) THRESHOLD PERCENT
200000.00
.9000%
STATE TAXES.
All changes for State taxes are automatically installed when you load the tax file
update diskette. (See Appendix A.)
STATE SUI/SDI.
Make any changes necessary for State Unemployment and State Disability percents
and maximums. (See Appendix A.)
December, 2015
Copyright © 2015 by ABS
Ver. 7—5
LOCAL TAXES.
Make any changes necessary for Local taxes. (See Appendix A.)
 Update deduction codes and pay codes. Following the instructions in your Version 7 Payroll System
User's Manual, use the Deduction Codes and Pay Codes functions to make any change to the deduction
codes and the pay codes your company will use for 2016 payrolls.
Step 10—At your option, either print 2015 W-2s or run your first 2016 payroll.
You can perform the following functions in the order which best suits your company's needs.
2015 W-2S. If you need to process employee W-2s before you run your first 2016 payroll, follow the
"Running 2015 W-2s" instructions. (See page 6.)
2016 PAYROLLS. If you need to run a 2016 payroll before you print 2015 W-2s, follow the "Running
your first 2016 payroll" instructions. (See page 12.)
Running 2015 W-2s
If you have completed Steps 1 through 9 in the order listed in these instructions, you can print W-2s for
2015 When you use the W-2's function, you will find that the FORM TYPE field has been modified to
include the following options: 1, 2, L and 4. The following table describes each Form Type and lists the
FORMCENTER order number for each.
To order W-2 forms from FORMCENTER, call (800) 662-3218.
Type
1
Description of W-2 Form
1-Wide Continuous Form
This is a continuous, carbonless 1-page W-2 form
designed for pin-fed, dot matrix, impact printers.
Note: If your printer cannot print 6 or 8-part forms,
use the 1-Wide, Twin Set Continuous Form.
1
1-Wide, Twin Set Continuous Form
Each is a continuous, carbonless 1-page W-2 form
for pin-fed, dot matrix, impact printers. Requires
two sets: one for Employer, one for Employee.
Note: You must order both sets.
1
1-Wide Continuous Form for Magnetic Media
Reporting
This is a continuous, carbonless 1-page W-2 form for
magnetic media filers and is designed for pin-fed, dot
matrix, impact printers.
Item No. to Order from FORMCENTER
9811 – 4A (4 parts: A, B, C, D)
9811 – 6A (6 parts: A, 1, B, C, 2, D)
9811 – 8A (8 parts: A, 1, 1, B, C, 2, 2, D)
Employer Set:
7600 – 3A (3 parts: A, 1, D)
7600 – 4A (4 parts: A, 1, 1 D)
Employee Set:
7640 – 3A (3 parts: B, C, 2)
7640 – 4A (4 parts: B, C, 2, 2)
7521 – 3A (3 parts: B, C, 1 or D)
7521 – 4A (4 parts: B, C, 2, 1 or D)
7521 – 5A (5 parts: B, C, 2, 2, 1 or D)
Note: Employers reporting by magnetic media who
do not require Copy 1 or Copy D may use the 1Wide Employee Twin Set Continuous Form listed
above.
December, 2015
Copyright © 2015 by ABS
Ver. 7—6
Types of W-2 Forms for 2015 Reporting (continued)
2
2-Wide Continuous W-2 Form
This is a continuous, carbonless form designed for
pin-fed, dot matrix, impact printers. This prints 2 W2 forms side-by-side per page for one employee.
The right side is larger than the left side
Important. To print this form, the NUMBER OF
COLUMNS for your Printer ID must be set to 136
characters, not to 132 characters.
8888–2 (4 Part/3 Ply)
Ply 1: left = Copy 1/D; right = Copy A
Ply 2: left = Blank; right = Copy B
Ply 3: left = Blank; right = Copy C
8888–4 (6 Part/4 Ply)
Ply 1: left = Copy 1/D; right = Copy A
Ply 2: left = Copy 1D; right = Copy B
Ply 3: left = Blank; right = Copy 2
Ply 4: left = Blank; right = Copy C
8888–3 (8 Part/5 Ply)
Ply 1: left = Copy 1/D; right = Copy A
Ply 2: left = Copy 1D; right = Copy B
Ply 3: left = Copy 1/D; right = Copy 2
Ply 4: left = Blank; right = Copy 2
Ply 5: left = Blank; right = Copy C
L
4
2-Up Laser W-2 Form
This is a 2-Up form which prints W-2s for 2 separate
employees per page. (1 sheet = 2 forms.) It is
designed for laser printers.
5201A (Federal Copy A)
Note: You will need to order multiple parts, because
a laser printer only prints one part—such as Copy A
or Copy 2—at a time.
5204A (Employer Copy 1 and/or Copy D)
4-Up Laser W-2 Form
This is a 4-Up form which prints all of the copies for
1 employee on a single page. (1 sheet = 1 form.) It
is designed for laser printers.
5205A (Employee Copies B, C, 2 and 2)
Note: You must also order the following
forms to print employer information:
5201A (Federal Copy A)
5204A (Employer Copy 1 and/or Copy D)
Note: Only use this form if you do not need Item
Number 5203A. (See "2-Up Laser W-2 Form.)
5202A (Employee Copy B
5203A (Employee Copy 2 and/or Copy C)
Tip…Adjusting the W-2 Forms in your printer. Whether you use laser or pin-fed W-2 forms, you
should always print a sample W-2 form to determine where your printer begins to print on the form. If you
need to make any adjustments, follow these instructions.
NO. OF COLUMNS IN. (For both laser and pin-fed forms) You can use this field to adjust the
column at which the information will begin to print on the W-2 form. The default is 5 which is the
standard starting column for most printers. If you need to begin printing at another starting point,
you can enter the appropriate number (0 to 4) to move the starting point closer to the left margin, or
6 to 8 to increase the distance from the left margin.
NO. OF LINES TO ADVANCE. (For laser forms only.) You can use this field to specify how
many lines you want the system to skip—from the top of the form—before it prints the first line on
the form. Most laser printers begin printing 3 lines down from the top of the form. The default for
this field is 3. If you need to begin printing higher (closer to the top of the form), enter a smaller
number (0, 1 or 2). To begin printing lower (further down from the top of the form, enter a larger
number (4 or 5).
Note: If you use Form Type 4 (the 4-Up Laser W-2 Form), you must use compressed print. That
is, you must set your laser printer to 8 lines per inch and 12 characters per inch.
December, 2015
Copyright © 2015 by ABS
Ver. 7—7
Reminders…
If you need to print your company's State Unemployment Tax ID on employee W-2s, you must
enter Y at the PRINT SUT ID IN BOX 14? field.
If you need to print employee IDs in Box a on employee W-2s, you must enter Y at the PRINT
EMPLOYEE ID IN BOX A? field.
Printing 2015 W-2s
1. Instructions for printing W-2s are listed in the "Filing Reports" chapter in your user manual. Please
refer to the section titled "Employee W-2s."
2. Optional. After you verify that the printed W-2s are correct, you may run the Purge History
function to erase 2015 W-2 data.
Reminder…You can run W-2s multiple times, if necessary, any time prior to running the Purge History
function.
About the W-2 Boxes
Detailed information about the data the Payroll System will print in each numbered W-2 box—plus
an updated list of the pre-defined pay types and deduction types—are listed at the end of this packet
in Appendix B.
Running Magnetic Media W-2s
If you have completed Steps 1 through 9 in the order listed in these instructions, you can generate the
magnetic media file for reporting 2015 W-2 information.
Before you can create the W-2 magnetic media file, you must use the Set function to record information the
Social Security Administration (SSA) needs to know about your company. This information includes the
name of a person within your company whom the SSA can contact should they experience any processing
problems with your file, how best to contact that person—by E-mail or by Postal Service—and a code that
indicates who prepared the information in your file. Once you enter this information, you can edit it, if
necessary.
If you have never used the Set function, the system will display an asterisk (*) at Build on the menu bar to
indicate that you will not be able to access it. When you complete the Set function, the system will remove
the asterisk to indicate you can now use the Build function to create your W-2 magnetic media file.
 To use the Set function, please follow the instructions in Table A.
 After you complete the Set function, see Table B for instructions for completing the Build function.
The Set function
When you are ready to set company contact information required by the SSA, select Filing from the Main
Menu Bar, then select magNetic w-2s, then select Set from the menu bar, then follow the instructions in
Table A.
Table A—Set company information
DATA ENTRY FIELD
LOCATION ADDRESS
December, 2015
FORMAT
INSTRUCTIONS
1 to 22 characters
Optional. You can use this field to record a special
location, such as a suite, floor or room number, at
your company's delivery address. Enter a special
location address, or press ENTER to skip this
field.
Copyright © 2015 by ABS
Ver. 7—8
Table A (continued)
DELIVERY ADDRESS
1 to 22 characters
The system displays your delivery address from
the Control File. If the correct street address is
displayed, press ENTER to accept it. If it needs to
be corrected, enter the new delivery address.
CONTACT NAME
1 to 27 characters
Enter the name of the person the Social Security
Administration (SSA) should contact if they
experience any problems processing your magnetic
media file.
PIN
1 to 17 characters
Enter a unique PIN (Personal Identification
Number) for your contact person.
TELEPHONE
1 to 10 digits
Enter the contact person's telephone number.
(Type the 3-digit area code and the 7-digit phone
number. There is not need to separate these
numbers. The system will do that automatically.)
EXT
1 to 5 digits
Optional. If the contact person has a telephone
extension number, enter the extension number.
Otherwise, press ENTER to skip this field.
FAX
1 to 10 digits
Optional. If the contact person has a fax number,
enter the fax number. Otherwise, press ENTER to
skip this field.
1 to 40 characters
If the contact person wants to be notified by e-mail
of any processing problems experienced by the
SSA, enter the contact person's e-mail address.
E-MAIL
If the contact person does not have an e-mail
address—or does not want to list it because another
problem notification method will be used—press
ENTER to skip this field.
METHOD FOR PROBLEM NOTIFICATION
PREPARER CODE
December, 2015
1 or 2
A, L, S, P or O
Type the number that identifies the method you
want the SSA to use to notify your contact person
about any processing problems.
1 = E-Mail
2 = Postal Service.
Type the letter that best identifies who prepared
your company's magnetic media file.
A = an accounting firm
L = self-prepared
S = service bureau
P = parent company
O = other.
Copyright © 2015 by ABS
Ver. 7—9
Table A (continued)
OTHER EIN USED
THIS YEAR
1 to 9 characters
For the current tax year, if you previously
submitted a Form 941 or a Form 943 to the IRS—
or if you previously submitted W-2 data to the
SSA—and if you used an EIN (Employer
Identification Number) which is different from the
one you are now using—enter the previously used
EIN.
If you did not use a different EIN on previously
submitted data for the current tax year, press
ENTER to skip this field.
After you verify your entries and type Y at DATA OK?, the system closes the Set screen and returns the
highlighter to Exit on the Magnetic Media W-2s menu bar. You can now use the Build function (see Table
B) to create your magnetic media file.
The Build function
When you are ready to create the magnetic media file, select Filing from the Main Menu Bar, then select
magNetic w-2s, then select Build from the menu bar, then follow the instructions in Table B.
Note: You will only access the STATE field if you enter Y at the INCLUDE STATE field. If you want to
include all states, leave the STATE field blank. If you want the file to include information for a specific
state, enter the 2-letter abbreviation for that state. If you do this, the file will include all employees who
have state taxable wages or state unemployment/disability wages for the specified state.
Table B—Build magnetic media file
DATA ENTRY FIELD
FORMAT
INSTRUCTIONS
BUILD MAGNETIC
W-2'S?
Y or N
If you are ready to build the magnetic media file,
type Y. Otherwise, press ESCAPE to exit.
YEAR
4 digits
Your current payroll calendar year (e.g., 2015) is
displayed. Press ENTER to accept that year.
Or, if you have not yet purged prior year (e.g.,
2014) payroll data, you can enter a previous year.
Note: The next field is only displayed for New Jersey businesses.
NJ DI PRIVATE PLAN #
FLI DED
December, 2015
1 to 10 characters
The default is N. If your New Jersey-based
company has a private plan for employee disability
insurance (DI), enter the plan number
1 to 10 digits
Optional. This field is used only if you need to
enter a deduction code for Family Leave Insurance.
Copyright © 2015 by ABS
Ver. 7—10
Table B (continued)
TYPE OF
EMPLOYMENT
A, H, M, Q, R or X
The default is R(egular). If your company's
employees do not fall into one of the other types
listed below, press ENTER to classify them as
regular employees.
Otherwise, type the letter that best describes your
company's employees.
A = agricultural
H = household
M = military
Q = qualified by Medicare
X = railroad.
KIND OF EMPLOYER
1 character:
N, F, S, T or Y
INCLUDE STATE?

STATE
The default is N (None Apply). You will only
need to select another option if your business is …
F
S
T
Y
the Federal Government
a State or Local Government
a tax exempt employer
state and local tax exempt.
Y or N
The default is N. If you want the file to include
state and local supplemental records, type Y.
2-letter state
abbreviation
If you entered Y at INCLUDE STATE, you can
include information for a specific state for all
employees who have state taxable wages or state
unemployment/ disability wages for that state.
To do this, enter the 2-letter abbreviation for that
state.
If you want the file to include all states, leave this
field blank.
Note: The cursor will skip the next field, QUARTER, unless you entered Y at INCLUDE STATE?.
QUARTER
0, 1, 2, 3 or 4
If you want the file to include state and local
records for the full year, type 0 (zero).
Otherwise, type the number that identifies the
payroll quarter for which you want the file to
include state and local records.
TERMINATE
BUSINESS?
Y or N
The default is N. Use the default if your business
is active. If you terminated your business during
the current tax year, type Y.
IS THIS A
RESUBMISSION?
Y or N
The default is N. Use the default if this is a new
file—one you have not previously submitted to the
SSA.
If the file contains W-2 data which you previously
submitted to the SSA—but the SSA rejected it for
any reason—type Y.
Note: You only access the next field, RESUBMISSION TLCN, if you entered Y at the IS THIS A
RESUBMISSION? field.
December, 2015
Copyright © 2015 by ABS
Ver. 7—11
Table B (continued)
Note: You only access the next field, RESUBMISSION TLCN, if you entered Y at the IS THIS A
RESUBMISSION? field.
1 to 6 characters
RESUBMISSION TLCN
If the SSA notifies your company that it must
resubmit a magnetic media file, the notice will
contain a TLCN (Tape Library Control Number)—
a number assigned by the SSA to the submission
for tracking purposes.
Enter the TLCN as it is listed on your notice.
Y or N
ARE YOU REPORTING
3RD PARTY PAY?
The default is N. Use the default if you are
reporting only employee W-2 wages.
If the file includes 3rd party pay—such as disability
income paid to an employee by your insurance
company—type Y.
After you verify your entries and type Y at DATA OK?. the system builds the magnetic media file and
stores it on your computer's hard disk.
The file is stored in your abs directory as file name W2REPORT.
The system then displays the message, IS PAPER MOUNTED FOR CONTROL SHEET?
Follow the instructions at the end of the W-2 Magnetic Media File section in Chapter 6 of your Payroll
System User Manual for further instructions.
Running your first 2016 payroll
If you have completed Steps 1 through 9 in the order listed in these instructions, you can run your first
payroll for 2016.
To be sure that your ABS Payroll System is ready to process 2016 payrolls, take time to complete this
checklist before you run your first 2016 payroll.
Please verify that you have...
 Made backup copies as specified in Step 3.
 Run your company's last payroll for 2015.
 Installed the 2016 Tax File Update.
 Printed the quarterly and year-end reports you need to save.
 Optional. Printed your special state reports.
 Closed the 2015 year.
 Verified all Federal, State and Local tax limits and rates which apply to your company.
 Optional. Updated deduction codes for 2016 payrolls.
 Optional. Updated pay codes for 2016 payrolls.
When you have completed all these steps, your ABS Payroll System is ready to process 2016 payrolls for
your company. Follow your normal procedures (as outlined in the Version 7 Payroll System User's
Manual) to process your first 2016 payroll.
Thank you for using the ABS Payroll System.
December, 2015
Copyright © 2015 by ABS
Ver. 7—12
APPENDIX A
All changes described below go into effect January 1, 2016.
Tax authority and code
Federal Government (FG)
Description of changes
New Tax Withholding Tables are in effect.
New EIC Tables are in effect.
Reminder: If an employee is eligible for EIC under Table B,
you must select Separate at the EIC field in the employee's record.
FICA (OASDI) wage limit is unchanged at $118,500. The tax percent
remains unchanged at the rate of 6.200%. The maximum FICA tax for
2016 is $7,347.00.
Medicare (HI) wages are unlimited (999999.99). The tax percent
remains unchanged at the rate of 1.450%.
Alaska (AK)
SUT limit increases from $38,700 to $39,700. Employee SUT rate
decreases from 0.57% to 0.50%. Employee SUT rate is also 0.50%.
California (CA)
New tax tables are in effect.
SDI limit increases from $104,378 to $106,742. The SDI rate remains
0.90%.
Exemptions increase from $114.40 to $116.60.
Minimum taxable incomes increase as follows: for employees filing
as single or married with less than 2 exemptions, from $12,997 to
$13,419; for employees filing as married with 2 or more exemptions or
as head of household from $25,994 to $26,838.
Standard deductions increase as follows: for employees filing as
single or married with less than 2 exemptions, from $3,906 to $4,044;
for employees filing as married with 2 or more exemptions or as head
of household from $7,812 to $8,088.
Colorado (CO)
SUT limit increases from $11,800 to $12,200.
Delaware (DE)
Maryland residents working in Delaware. If your company has a
presence in Delaware and in Maryland—and you want to withhold
Maryland state taxes for your Maryland residents working in
Delaware—your Tax Authority file must include the following state
tax authorities:
DE—the state tax authority code for Delaware
MD—the state tax authority code for Maryland
MDD—the special state tax authority code for Maryland residents
working in Delaware.
After you update your system to make sure all three state tax
authorities are defined, you must then update the file for each
employee who resides in Maryland, but works in Delaware, by entering
MDD at the STATE TAX ID field and DE at the LOCAL TAX ID field in
Employee Maintenance.
Iowa (IA)
SUT limit increases from $27,300 to $28,300.
Kansas (KS)
SUT limit is $14,000 for 2016.
December, 2015
Copyright © 2015 by ABS
Ver. 7—13
Kentucky (KY)
New standard deduction 2,460 is in effect.
SUT limit increases from $9,900 to $10,200 with a .21% surcharge.
Louisiana (LA)
Reminder. To enter the number of personal exemptions and
dependents for state withholding, you must use the #EXEMPTIONS
and #DEDUCTIONS fields in the Employee File.
At state # EXEMPTIONS, enter the number (0, 1 or 2) of personal
exemptions claimed for state withholding.
At state # DEDUCTIONS, enter the number (0 or higher) of
dependents claimed for state withholding.
Maine (ME)
New tax tables are in effect.
Maryland (MD)
Note: You should review the following information regarding
Maryland residents working in Delaware and Maryland county tax
rates.
Maryland residents working in Delaware. If your company has a
presence in Delaware and in Maryland—and you want to withhold
Maryland state taxes for your Maryland residents working in
Delaware—your Tax Authority file must include the following state
tax authorities:
DE—the state tax authority code for Delaware
MD—the state tax authority code for Maryland
MDD—the special state tax authority code for Maryland residents
working in Delaware.
After you update your system to make sure all three state tax
authorities are defined, you must then update the file for each
employee who resides in Maryland, but works in Delaware, by entering
MDD at the STATE TAX ID field and DE at the LOCAL TAX ID field in
Employee Maint.
Reminder. If an employee is subject to a county tax, you must do 3
things.
1. In Tax Authority Maintenance, you must create a record for the
county tax code (see chart) if it doesn’t already exist.
2. In Employee Maintenance, you must enter the special county
tax code at the STATE TAX ID field in the employee’s record.
3. Important: In Employee Maintenance, you must enter 0
(zero) in the state ALT. TAX % field in the employee's record to
ensure the proper state and county tax is calculated.
December, 2015
Copyright © 2015 by ABS
Ver. 7—14
Maryland (MD) (cont.)
Table of County Tax Codes for 2016
Note: The tax codes for 2016 are the same as those for 2015.
Bold = new tax rate for 2016.
County
2016 Tax Code
Allegany
Anne Arundel
Baltimore County
Calvert
Caroline
Carroll
Cecil
Charles
Dorchester
Frederick
Garrett
Harford
Howard
Kent
Montgomery
Prince George's
Queen Anne's
Saint Mary's
Somerset
Talbot
Washington
Wicomico
Worcester
Baltimore City
MD1
MD2
MD3
MD4
MD5
MD6
MD7
MD8
MD9
MDA
MDB
MDC
MDE
MDF
MDG
MDH
MDI
MDJ
MDK
MDL
MDM
MDN
MDO
MDP
Non-residents. For non-Maryland residents working in Maryland, use
MD at the STATE TAX ID field, then enter 0 (zero) at the state ALT. TAX
% field.
Minnesota (MN)
Exemptions increase from $4,000 to $4,040.
SUT limit increases from $30,000 to $31,000.
Montana (MT)
SUT limit increases from $29,500 to $30,500.
Nevada (NV)
SUT limit increases from $27,800 to $28,200.
New Jersey (NJ)
SUT and SDI limits increase from $32,000 to $32,600.
New York (NY)
SUT limit increases from $10,500 to $10,700.
North Carolina (NC)
Tax rate changed to 5.85%.
SUT limit increases from $21,700 to $22,300.
Oregon (OR)
SUT limit increases from $35,700 to $36,900.
Employer SDI is $.017/hour. Employee SDI is $.016/hour.
Pennsylvania (PA)
SUT limit increases from $9,000 to $9,500.
South Carolina (SC)
SUT limit increases from $12,000 to $14,000.
South Dakota (SD)
SUT limit increases from $14,000 to $15,000.
December, 2015
Copyright © 2015 by ABS
Ver. 7—15
Utah (UT)
SUT limit increases from $31,300 to $32,200.
Vermont (VT)
SUT limit increases from $16,400 to $16,800.
Washington (WA)
SUT limit increases from $42,100 to $44,000.
Wyoming (WY)
SUT limit increases from $24,700 to $25,000.
See the next page for a list of special state and local tax authority codes and rates.
December, 2015
Copyright © 2015 by ABS
Ver. 7—16
Special State and Local Tax Authority Codes and Rates
Note: For Kentucky and Michigan only
When Appendix A was printed, the 2009 Tax Rate % per locality was confirmed. However, the Exemption
rate for each locality was not available. The amounts in the Exemption column are for 2008. If you are
notified by one of the localities that there has been a change in the exemption amount for 2009, please call
ABS, because you will need to receive an update for that locality.
ABS Code
Resident
Tax Rate %
Exemption
Battle Creek, MI
Yes
1.00
$1,500
BC2
Battle Creek, MI
No
0.50
1,500
BER
Berea, KY
Yes
2.00
N/A
GL2
Grayling, MI
No
0.50
1,500
GR1
Grand Rapids, MI
Yes
1.30
750
GR2
Grand Rapids, MI
No
0.65
750
HD1
Hudson, MI
Yes
1.00
1,000
HD2
Hudson, MI
No
0.50
1,000
HP1
Highland Park, MI
Yes
2.00
600
HP2
Highland Park, MI
No
1.00
600
LEX
Lexington, KY
Yes
2.25
MI1
Michigan—any city
Yes
1.00
600
MI2
Michigan—any city
No
0.50
600
MST
Mount Sterling, KY
Yes
1.00
NJA
New Jersey
Tax rate is from NJW-4 Table A.
NJB
New Jersey
Tax rate is from NJW-4 Table B.
NJC
New Jersey
Tax rate is from NJW-4 Table C.
NJD
New Jersey
Tax rate is from NJW-4 Table D.
NJE
New Jersey
Tax rate is from NJW-4 Table E.
SA1
Saginaw, MI
Yes
1.50
1,000
SA2
Saginaw, MI
No
0.75
1,000
SP1
Springfield, MI
Yes
1.00
1,000
SP2
Springfield, MI
No
0.50
1,000
WK1
Walker, MI
Yes
1.00
750
WK2
Walker, MI
No
0.50
750
BC1
December, 2015
Locality
Copyright © 2015 by ABS
N/A
N/A
Ver. 7—17
APPENDIX B
Note: The letters below correspond with those in the "Instructions for Employees" on the back side of
Copy C and Copy 2 of the 2015 W-2 Form.
For Pay Codes, these include…
C Taxable cost of group term life insurance over $50,000.
J Non-taxable sick pay
K 20% excise tax on excess golden parachute payments
L Substantiated non-taxable employee business expense reimbursements
P Excludable (non-taxable) moving expense reimbursements
Q Nontaxable combat pay
R Employer contribution to an Archer medical savings account (MSA)
T Adoption benefits
V Income from exercise of non-statutory stock options
W Employer's contribution to an employee's Health Savings Account (HSA)
Z Income under a section 409A nonqualified deferred compensation plan
DD Cost of employer-sponsored health coverage. The reported amount is not taxable.
For Deduction Codes, these include…
D Deferrals under a section 401(k) plan
E Deferrals under a section 403(b) plan
F Deferrals under a section 408(k) (6) plan
G Deferrals under a section 457 (b) plan
H Deferrals under a section 501(c) 18 (D) plan
S Employee contributions under a 408(p) SIMPLE plan
T Adoption benefit
Y Deferrals under a section 409A nonqualified plan
AA Designated Roth contributions to a section 401 (k) plan
BB Designated Roth contributions under a section 403 (b) plan
EE Designated Roth contributions under a governmental section 457 (b) plan. This amount does not
apply to contributions under a tax-exempt organization section 457 (b) plan.
If you need to define a Pay Code or a Deduction Code record you have not used before (such as Employer
Contribution to a Roth 401-k plan), you must add a new Pay Code or Deduction Code record.
If you need to do this—for 2015 or 2016 reporting—follow the appropriate instructions below.
For a Pay Code:
Use Pay Code Maintenance/Add to enter the new pay code's number and description.
At TYPE, use the Search Key to display the options, then select the appropriate letter or number.
At W2 BOX 12 CODE, use the Search Key to display the options, then select the appropriate option.
Complete the rest of the new Pay Code record as usual.
For a Deduction Code:
Use Deduction Code Maintenance/Add to enter the new deduction code's number and description.
At TYPE, use the Search Key to display the options, then select the appropriate letter or number.
At W2 BOX 12 CODE, use the Search Key to display the options, then select the appropriate option.
Complete the rest of the new Deduction Code record as usual.
December, 2015
Copyright © 2015 by ABS
Ver. 7—18
This list includes the most current, pre-defined Pay and Deduction Types used by the ABS Payroll System.
ABS Pay Types.
Type
Description
Type
Description
A
Alternate regular pay
S
Sick pay
B
Bonus
T
Tips
C
Commission
U
Payroll documented expenses
D
Double time
V
Vacation pay (or, Paid Time Off, if applicable)
E
Dependent care
W
Taxable moving expenses
F
Fringe benefits
X
Other
G
Golden parachute
Y
Nontaxable moving expenses
H
Holiday pay
Z
Nontaxable expenses
I
Insurance
1
125 contribution
J
Insurance/Former Employee
2
Income from non-statutory stock options
K
Employer 401-k contribution
3
3rd party pay
L
Excess employee reimbursement
4
457 distribution
M
Minimum wage tips
5
Income from a Section 409A plan
N
Nonqualified distribution
6
Employer contribution to a Roth 401-k.
O
Overtime
7
Employer contribution to HSA
P
Premium
8
Employer contribution to MSA
Q
Allocated tips
9
Employer contribution/adoption
R
Regular (hourly) pay
ABS Deduction Types
Type
Description
A
125 Adoption
Type
Description
R
SIMPLE 408-p plan
B
Bond
S
Savings account
C
Contributions
T
Tax
D
Dependent care
U
Union dues
G
Garnishment
1
125 plan
H
Checking account
3
403-b plan
I
Insurance
4
457-b plan
K
401-k plan
5
501-c plan
L
Loan
6
Roth 401-k Plan
M
Medical Health Savings Account
7
Deferrals under a 409A plan
O
Other
8
408-k plan
P
Purchases by employees
9
414-h plan
December, 2015
Copyright © 2015 by ABS
Ver. 7—19
Reporting 125 Plan Dependent Care Deductions on W-2s
Important: In ABS Payroll, there is a deduction type (1) for employee contributions to a 125 Plan and
another deduction type (D) for employee, pre-tax deductions for dependent care.
This notice will not apply to your company if...
 you have a 125 Plan under which all type 1 deductions are for medical disbursements;
 you track all dependent care deductions under deduction type D.
However, if you have a 125 Plan defined as deduction type 1—and if any portion of the employee’s
deduction for the 125 Plan is allocated for dependent care—the system will not print the annual deduction
amount for dependent care in Box 10 on the employee’s W-2.
If you have not been tracking dependent care as a type D deduction, you must follow these steps to insure
that the system prints the correct amount for dependent care in W-2 Box 10.
Step 1—Set up deduction type D(ependent care).
If all—or a portion—of the 125 Plan deduction is currently defined as deduction type 1, you must use
Deduction Maintenance to set up a second deduction type—type D—for the dependent care portion.
(The type D deduction is the amount that will appear in Box 10.)
When you set up this deduction, make sure that the following fields in the “Deduct Before Taxes”
column—plus any other fields applicable to your state or locality—are set to Yes:
HIW
FICA
FEDERAL WITHHOLDING
STATE WITHHOLDING.
Step 2—Enter a “correcting check” for each applicable employee.
If you have not been tracking employee dependent care deductions as type D, you must create a
correcting check for each employee who has a dependent care deduction—before you print W-2s—so
that the correct dependent care deduction amount appears in Box 10.
You do this by using the Manual Checks/Correct function.
The correcting check must decrease the employee’s type 1 deduction for the tax year and increase the
employee’s type D deduction for tax year.
Example: Let’s assume an employee contributed $1,200 under your company’s 125 Plan. Of that
amount, $400 was for medical and $800 was for dependent care. If you have been tracking the 125
Plan amounts as a type 1 deduction, the total deduction amount for the tax year will be $1,200.
Therefore, your correcting check should...
 decrease the medical amount by $800 ($1,200 less $800 = $400, the medical portion)
 increase the dependent care amount by $800 ($1,200 less $400 for medical = $800).
As a result, W-2 Box 10 will show $800—the correct dependent care deduction for the tax year—rather
than $1,200.
December, 2015
Copyright © 2015 by ABS
Ver. 7—20
Reporting Employer Contribution to HSA on W-2s
Important: In ABS Payroll, there is a Pay Type (7) for employer contributions to an HSA (Health Savings
Account) Plan. If applicable, these contributions will be reported in Box 12 of Form W-2.
Generally, employer contributions to an eligible employee's HSA are not subject to Income, Social
Security, Medicare, or Railroad Retirement taxes and will not affect amounts otherwise reported in Boxes
1, 3, and 5 of Form W-2
However, employer contributions to an employee's Health Savings Account (HSA) must be reported on the
employee's W-2.
If your company contributes to an employee's HSA, you must follow either Step A or Step B below to
insure that the system prints the correct amount for the HSA contribution in W-2 Box 12.
Important. Do not complete this process until you have loaded the 2016 Tax Update. You must complete
the process before you complete Step 9 of the Year-End Instructions—Close the 2015 Payroll Year.
Step A
If you have been tracking employer HSA contributions for 2015 under a separate Pay Code which is not
coded as Pay Code Type 7, use the Pay Code Maintenance Change mode to display that Pay Code record,
then change the Pay Code Type to 7.
Step B
If you have made employer HSA contributions, but have not been tracking them in ABS Payroll, you must
add a new Pay Code for the HSA contributions with 7 at the PAY CODE TYPE field. You must then use
the Manual Checks/Correct function for each employee who has received an employer HSA contribution to
enter the YTD employer contribution. You must do this prior to closing the 2015 payroll year.
About the Boxes on the 2015 W-2 Form
This section lists the information your ABS Payroll System will print in the lettered and numbered boxes
on the 2015 W-2 form, and the pay and deduction types the system uses to calculate the result the system
prints in each box.
Box a— Employee's social security number
This number comes from the SSN field (Tax Screen) in the employee's record Employee Maintenance.
Box b—Employer identification number [EIN]
This ID comes from the Employer ID field in Tax Authority Maintenance for the FG (Federal
Government) tax authority record.
Box c—Employer’s name, address and ZIP code
This information comes from the ABS Activation record for your company.
Box d— Control number
The ABS Payroll System does not print a Control Number in this box..
Box e—Employee's first name and initial/last name/suffix
This information comes from the employee's record Employee Maintenance.
Box f—Employee's address and ZIP code
This information comes from the employee's record in Employee Maintenance
Box 1—Wages, tips and other compensation
This total is the sum of all Pay Codes marked as FWT taxable, less the sum of all Deductions marked
FWT deductible (except K, 3, 4, 5 and 8), and less the sum of all Deduction Types K, 3, 4, 5 and 8 if
the FG Tax Authority is defined as 401-k deductible.
December, 2015
Copyright © 2015 by ABS
Ver. 7—21
Box 2—Federal income tax withheld
This is the annual total FWT withheld based on the number of federal exemptions—plus any additional
federal tax amount withheld from each check—as specified in the employee’s record in Employee
Maintenance.
Box 3—Social security wages
This is the sum of all Pay Codes marked as FICA taxable, less the sum of all Deductions marked FICA
deductible, and less the sum of all Pay Type T(tips). (The maximum amount for 2015 is $110,100.
For employees who earn tips, $110,100 is the maximum for the amounts listed in Box 3 plus Box 7.)
Box 4—Social security tax withheld
This is the annual total FICA tax withheld based on the employee’s earnings (maximum = $110,100)
subject to FICA tax. The rate for 2015 is 4.200%. (The maximum amount for 2015 is $4,624.20.)
Box 5—Medicare wages and tips.
This is the amount of the employee’s wages subject to Medicare (HIW) Tax. It is the sum of all Pay
Codes marked as HIW taxable, less the sum of all Deductions marked HIW deductible.
Box 6—Medicare tax withheld
This is the annual total Medicare tax withheld based on the employee’s Medicare Wages reported in
Box 5. The rate for 2015 is 1.450%.
Box 7—Social security tips
This is the amount of the employee’s earnings from Reported Tips subject to Social Security tax. It is
the sum of all Pay Type T(tips), up to the maximum of $110,100 for 2015.
Box 8—Allocated tips
This is the amount of Tips, if any, allocated to the employee by the employer. It is the sum of all Pay
Type Q (allocated tips).
Box 9—Advance EIC payment
This is the amount paid to the employee as Advanced Earned Income Credit (EIC) payments.) If the
entry at the EIC FLAG field in the employee’s record is Yes or Both, the EIC payments made to the
employee prints in this box.
Box 10—Dependent care benefits
This is the amount of Dependent Care Benefits paid or incurred by the employer. It is the sum of all
Pay Type E (dependent care benefit).
Note: If you have any Section 125 dependent care deductions for employees, the amount for those
deductions (the sum of all Deduction Type D) will be added to the sum of all Pay Type E in Box 10.
Box 11—Nonqualified plans
The purpose of this box is for SSA to determine if any amount reported in Box 1 or Boxes 3 and/or 5
was earned in a prior year. It shows the total amount of distributions to the employee from a
nonqualified deferred compensation plan. It is the sum of all Pay Type N.
Note: In previous years, distributions for a Section 457 Plan (Pay Type 4)—for non-government
agencies and for state and local agencies—were reported in Box 11. All Section 457 Plan distributions
for state and local agencies only must be reported on Form 1099-R.
December, 2015
Copyright © 2015 by ABS
Ver. 7—22
Box 12—Excess deferrals
Sections 12a, 12b, 12c and 12d list amounts for up to 4 deduction and/or pay types listed below. Each type
(A through V) is referred to as a code for W-2 reporting purposes. If an employee qualifies for more than
4, the system will print a second W-2 form for that employee.
A Uncollected social security (FICA) tax (or RRTA) on tips
B Uncollected Medicare (HIW) tax on tips
C Taxable cost of group term life insurance over $50,000. (The sum of pay type I.)
D Elective deferrals to a section 401(k) plan. (The sum of deduction type K.)
E Elective deferrals under a section 403(b) salary reduction plan. (The sum of deduction type 3.)
F Elective deferrals under a section 408(k) plan. (The sum of deduction type 8.)
G Elective deferrals and employer contributions to a section 457 (b) plan. (The sum of deduction type
4.)
H Elective deferrals to a section 501(c) tax-exempt organization plan. (The sum of deduction type 5.)
J Non-taxable sick pay not included in Boxes 1, 3 or 5. (The sum of pay type S marked as FWT
nontaxable.)
K 20% excise tax on excess golden parachute payments. (The sum of pay type G.)
L Substantiated non-taxable employee business expense reimbursements. (The sum of pay type L.)
M Uncollected social security (FICA) or RRTA tax on cost of group term life insurance over $50,000
for former employees. (The FICA tax code in the pay code = type J.)
N Uncollected Medicare (HIW) tax on cost of group term life insurance over $50,000 for former
employees. (The HIW tax code in the pay code = type J.)
P Excludable (non-taxable) moving expense reimbursements paid directly to the employee. (The sum
of pay code type Y.)
Q Nontaxable combat pay.
R Employer contribution to your medical savings account (MSA). (The sum of pay code type 8.)
S Employee salary reduction contributions under a section 408(p) SIMPLE. (The sum of deduction
type R.)
T Adoption benefits (not included in Box 1). Requires completion of Form 8853 (The sum of
deduction type A and pay type 9).
V Income from exercise of non-statutory stock options included in Boxes 1, 3 (up to the Social
Security wage base) and 5. (The sum of pay type 2.)
W Employer's contribution to an employee's Health Savings Account. (Generally, employer
contributions to an employee's HSA are not subject to income, social security/Medicare, or Railroad
Retirement taxes and will not affect amounts otherwise reported in boxes 1, 3, and 5 of Form W-2.)
Y Deferrals under section 409A on a nonqualified deferred compensation plan.
Z Income under a section 409A nonqualified deferred compensation plan. The sum of all Pay Type 5.
AA Designated Roth contributions to a section 401 (k) plan.
BB Designated Roth contributions under a section 403 (b) salary reduction agreement.
DD Cost of employer-sponsored health coverage. The reported amount is not taxable.
EE Designated Roth contributions under a governmental section 457 (b) plan.
December, 2015
Copyright © 2015 by ABS
Ver. 7—23
Box 13—One or more boxes will be checked based on the following criteria:
Statutory employee—This box is checked if the employee’s record includes FICA = Yes and if the
number of FWT Exemptions is 99.
Retirement plan—This box is checked if the PENSION field is checked or if Box 12 contains a
deduction code D, E, F or H for an amount greater than zero.
Third party sick pay—This box is not checked by ABS. Only insurance companies that issue checks
for 3rd party sick pay will check this box. (This box is only checked by ABS when you print an
alignment pattern.)
Box 14—Other
This is the total of other information an employer wishes to give, such as union dues, health insurance
premiums deducted, educational assistance payments, and so on.
 For all states, the amount of employee SUT Tax, if any.
 For all states, the amount of employee SDI Tax, if any.
 For all states, the state Unemployment ID...if you enter Y at the PRINT SUT ID IN BOX 14? Field.
(See Print W-2s Screen.)
 For California, “CA-SDI” followed by the amount of employee SDI Tax, if any.
 For Kentucky, the amounts for up to 4 separate Deduction Type T (tax), if any.
 For New Jersey, the amount for the NJ Private Disability Plan, if any.
 For New Mexico, the employee's marital status (Married or Single) is printed.
 For New York, the amount for the NY State Employees 414h Plan (deduction type 9), if any.
 For Ohio, the amount for School Taxes (deduction type T), if any.
 For Toledo, Ohio, the amounts (if any) for deductions under Section 125 Cafeteria Plans and Section
129 dependent Care benefits Plans.
 For South Carolina, the employee's marital status (Married or Single) is printed.
Box 15—State/Employer's state ID number
This box lists the employer’s State abbreviation and State ID number. (The ID number is listed at the
EMPLOYER ID field in the State Tax Authority record.)
Box 16—State wages, tips, etc.
This total is the sum of all Pay Codes marked as SWT taxable, less the sum of all Deductions marked
SWT deductible (except K, 3, 4, 5 and 8), and less the sum of all Deduction Types K, 3, 4, 5 and 8 if
the State Tax Authority is defined as 401-k deductible.
 For New Jersey, the 2nd state line may contain the NJ SUT Taxable Amount.
 For Montana, Box 19 will contain OFLT, Box 20, Montana Gross Wage, and Box 21, the total of all
Deduction Type T.
Box 17—State income tax
This is the annual total of State income tax withheld from the employee based on the number of state
exemptions—plus any additional state tax amount withheld from each check—as specified in the
employee’s record.
Box 18—Local wages, tips, etc.
This total is the sum of all Pay Codes marked as LWT taxable, less the sum of all Deductions marked
LWT deductible (except K, 3, 4, 5 and 8), and less the sum of all Deduction Types K, 3, 4, 5 and 8 if
the Local Tax Authority is defined as 401-k deductible.
December, 2015
Copyright © 2015 by ABS
Ver. 7—24
Box 19—Local income tax
This is the annual total of Local income tax withheld from the employee based on the number of local
exemptions—plus any additional local tax amount withheld from each check—as specified in the
employee’s record.
Box 20—Locality name
This box lists the name of a local tax authority, if any, to which the employee reports local wages and
income tax paid as reported in Boxes 18 and 19. This is the name listed in the DESCRIPTION field in
the Local Tax Authority record.
_____________________________________________________________
Important: If an employee is subject to 3 or more State or Local Tax Authorities, the system will print
multiple W-2 forms for that employee.
The first W-2 will include Federal tax information, plus information for the first 2 State Tax Authorities
and/or the first 2 Local Tax Authorities. Information for the 3 rd (or more) State and/or Local Tax Authority
will be printed on the second W-2.
 To order W-2 forms that are compatible with your ABS Payroll System,
please call FormCenter toll-free at (800) 662-3218.
December, 2015
Copyright © 2015 by ABS
Ver. 7—25
APPENDIX C
State Quarterly Reports and Magnetic Media Files for
AL, CA, CT, FL, GA, IL, IN, KY, LA, MA, MD, MI, MS, NC,
NH, NJ, NM, NY, OH, OR, PR, SC, TN, TX, VA, VT and WV.
Introduction
Your ABS Payroll System includes a special report function that automates the printing of
selected state quarterly earnings reports and magnetic media files. If your company purchased
any new selected state quarterly reports, they will be installed automatically when you install the
2016 Payroll Tax File Update.
Depending on the number of report programs your company purchased, your ABS Payroll
System will generate one or more of these reports and/or magnetic media files after you install the
Quarterly Reports diskette on your system.
State Quarterly Earnings Reports
California
Form DE 6
Connecticut
Form UC-5A and 5B (PDF; requires Windows workstation.)
Florida
Form UCT-6A (plain paper; prints the word FACSIMILE on top of form.)
Georgia
Form DOL-4A
Michigan
Form UIA 1017 (prints on plain paper)
New Jersey
Report WR 30 (prints on plain paper)
New York
Form NYS-45-ATT
North Carolina
Form NCUI-101
Ohio
Form JFS-66113
Oregon
Form OQ
Puerto Rico
Special W-2s
South Carolina
Form UCE-120A
Tennessee
Form LB-0851 (prints on plain paper)
Texas
Form C-4 (Continuation Sheet)
Virginia
Form VEC-FC21 (prints on plain paper)
West Virginia
Form WVUC-A-154-A
Magnetic Media Files:
Alabama
California
Connecticut
Florida
Georgia
Illinois
Indiana
Kentucky
Louisiana
Maryland
Massachusetts
Mississippi
New Hampshire
New Jersey
New Mexico
New York
North Carolina
Ohio
Oregon
South Carolina
Texas
Vermont
Virginia
West Virginia
 If your company needs one or more of these special reports before the end of 2015,
please call ABS immediately at (978) 250-9600. We'll do our best to either download or
ship the reports you need within 24 hours!
December, 2015
Copyright © 2015 by ABS
Ver. 7—26
When do you print the Quarterly Reports?
You must print all quarterly and all year-end reports immediately after you run your last payroll
for 2015, after you load the 2016 tax update and before you close the 2015 payroll year. (See
Step 8.)
Running the Quarterly Reports
1. To access the State Quarterly Reports function (after installation), display the Payroll Menu,
select Filing, select quarterly state Forms, then choose the appropriate option:
Select A-H
Select I-M
Select N-P
Select R-W.
2. Move the highlighter to the state for which you want to generate a report or create a magnetic
media file, then press ENTER.
3. The system will then display the data entry screen for that state and position the highlighter on
the menu bar. Select Print (or Build, if appropriate), press ENTER, then complete the required
fields as listed in the state’s table.
State-by-state instructions begin below.
__________________________________________________________________
Alabama Magnetic Media File
At this field...
Make this entry...
Build Magnetic Media?
Type Y to begin or press ENTER to exit.
Quarter
If you are building the file for reporting year-end W-2
information, press ENTER. Otherwise, type the number (1-4)
which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
Last Name First (Y/N)?
The default is Y. Use the default if the names in your
Employee File are stored in last name first order. If they are
stored in first name first order, type N.
Computer Manufacturer
Type up to an 8-character name which identifies the
manufacturer of your computer system. (Examples: IBM,
Compaq, Dell.)
ASCII/EBCDIC (A/E)?
The default is A. Use the default to generate an ASCII-format
file. Only type E if you have a system that will generate an
EBCDIC file format.
December, 2015
Copyright © 2015 by ABS
Ver. 7—27
California Quarterly Earnings Report and Magnetic Media File
If your employees are included in more than one wage class, you should use the Employee
Maintenance Change function to assign an Employee Class Code to each California employee
before you run this report. The alphanumeric code you assign must correspond with one of the
five wage classes as defined by the state. (If all your California employees fall into a single wage
class, this step is not necessary.)
Create five, new (previously unused) Employee Class Codes, one for each wage class.
CA Wage Class 1
Employee is required to pay state taxes based on
unemployment insurance and disability insurance wages.
CA Wage Class 2
Employee is required to pay state taxes based on unemployment insurance wages only. Includes religious exempt, sole
stockholder, public entities, third-party sick pay.
CA Wage Class 3
Employee is required to pay state taxes based on disability
Insurance wages only. Includes sole stockholder, elective
coverage, domestic services.
CA Wage Class 4
Employee is required to pay state taxes based on unemployment, and voluntary disability insurance wages.
CA Wage Class 5
Employee is required to pay state taxes based on personal
income tax (PIT) only.
At this field...
Make this entry...
Print Quarterly Report?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
Note: If you are using Build, the system skips the next field, ARE FORMS ALIGNED?.
Are Forms Aligned (Y/N)?
Type N to print an alignment pattern before you print the
actual report. When your alignment is correct, type Y.
Voluntary Plan DI Wages?
In the Print mode: Y or N
If you company has a voluntary plan for disability insurance
wages, enter Y. If your company participates in the state plan,
enter N.
In the Build mode: S, U, J, L, R, A and P.
Based on the choices listed below, enter the letter that best
describes the type of coverage your employees have. (This is
correlated with your state employer account number.)
December, 2015
Copyright © 2015 by ABS
Ver. 7—28
For the Build mode only, these are the options for completing the Voluntary Plan DI Wages
field. (UI = Unemployment Insurance; DI = Disability Insurance)
Enter the letter...
If the employee is covered...
S
under a State Plan for both UI and DI.
U
under a Voluntary Plan for DI and the State Plan for UI.
J
under a State Plan for DI and is exempt from UI.
L
under a Voluntary Plan for DI and is exempt from UI.
R
under a State Plan for UI and is exempt from DI. This only
applies to employees who claim exemptions as Sole Stock-holders
Section 637.1 of the CUIC), or Third Party Sick Pay Recipients
(Section 931.50), or Religious Exemption (Section 2902). [A
religious exemption certificate must be filed.]
A
the State Plan for UI and is a public entity employee.
P
for Personal Income Tax Withholding purposes only.
Employee Class?
If all employees whose payroll information will be printed on
this report are in the same wage class, press ENTER.
Otherwise, type the 1-2 digit, user-defined code to identify this
group of employees.
Due Date
Optional. Enter the date (mmddyy) this report is due.
Mail Date
Optional. Enter the date (mmddyy) on which you mailed this
report.
Connecticut Magnetic Media File and PDF Form
Note: If you are generating the magnetic media file for year-end-W-2 reporting (QUARTER =
0), you may need to run Set in the Magnetic W-2s function (Filing Menu) before you can build
the year-end magnetic media file. If you need to do this, the system will display a message
instructing you to do so.
The Form option allows you to generate a PDF version of this report. To use this option, you
must run ABS Payroll on a Windows workstation which has Acrobat Reader 5.0 or higher, and
Internet access. If you use the new Form option, the system will print the Employee Quarterly
Earnings Report Form (UC-5A and 5B)...completely filled in and ready for signing.
At this field...
Make this entry...
Build?
Type Y to begin or press ENTER to exit.
Quarter
If you are building the file for reporting year-end W-2
information, use the default 0 (zero). Otherwise, type the
number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
December, 2015
Copyright © 2015 by ABS
Ver. 7—29
Connecticut Magnetic Media File and PDF Form (continued)
Last Name First (Y/N)?
The default is Y. Use the default if the names in your
Employee File are stored in last name first order. If they are
stored in first name first order, type N.
Type of Employment
Type the appropriate 1-character code to identify the type of
employees for which your company processes payrolls:
R = regular
M = military
A = agriculture
Q = Medicare qualified
H = household
X = railroad.
Florida Quarterly Earnings Report, Magnetic Media File and Web Option
Before you can use the Build or Web option, you must select Set, then enter the following
information. (Later, if any of this information changes, you can update it.)
At this field...
Make this entry...
Delivery Address
The system displays your company's main delivery address as
recorded in your ABS System's Registration File. If the correct
street address is displayed, accept it.
If you need to updated, enter the correct street address.
Note: Changing this address will NOT update the address in
the ABS Registration File.
Contact Name
Enter the name of the person responsible for submitting this
report.
Telephone/Ext.
Enter the contact person’s phone number. Then, enter the
extension number, if any.
Fax
Optional. Enter the contact person’s fax number.
E-Mail
Optional. Enter the contact person’s e-mail address
After you complete the Set screen, select Build (Print or Web), then provide the following
information.
At this field...
Make this entry...
Build Quarterly Report?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
Location Code
Enter the 2-character, state-assigned location code for the
mailing of claim information. Or, if this does not apply to your
company, leave this field blank.
December, 2015
Copyright © 2015 by ABS
Ver. 7—30
Florida Quarterly Earnings Report, Magnetic Media File and Web (continued)
Note: The next two fields are only used for the Web option. This option will cause the system to
create a special CSV file suitable for submission over the Internet
Interest Due
Enter the amount of any interest due for underpayment of
previous quarters.
Penalty Due
Enter the amount of any penalty due for late payment for
previous quarters
Georgia Quarterly Earnings Report and Magnetic Media File
At this field...
Make this entry...
Print Quarterly Report?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
Contribution Tax Rate
The current rate is 2.7%. This rate also applies to a new
employer. Enter .027.
Administrative
Assessment
The current rate is 0.8% (.0008). This rate applies to all
employers except minimum rated (0.3%) and maximum rated
(5.4%).
Enter the appropriate rate for your company.
Due Date
Enter the date (mmddyy) this quarter's report is due.
Illinois Magnetic Media File
The first time you run this program, you must select Default, then enter the following
information. (Later, if any of this information changes, you can re-set the defaults.)
At this field...
Make this entry...
Contact Name
Enter the name of the person responsible for submitting this
report; or, press ENTER if you decide to exit.
Telephone Number
Enter the contact person’s phone number.
Extension
Optional. Enter the contact person’s telephone extension.
Diskette Type
Enter D3 if you are generating this report on a 3½” diskette;
enter D5 if you will use a 5¼” diskette.
After you set the defaults, select Build, then provide the following information.
At this field...
Make this entry...
Build Magnetic Media?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
December, 2015
Copyright © 2015 by ABS
Ver. 7—31
Illinois Magnetic Media File (continued)
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
Previous Underpayment
Enter the amount of any previous quarter(s) under-payment,
including previously due penalty and interest.
Interest
Enter the amount of the interest due, if any..
Penalty
Enter the amount of the penalty due, if any.
Previous Overpayment
Enter the amount of any previous overpayment being applied to
the balance due.
Document Control #
Enter a control number (1 to 10 digits) that uniquely identifies
this report.
Indiana Magnetic Media File
At this field...
Make this entry...
Build Magnetic Media?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) for the reporting quarter.
Contact
Enter the name of the person responsible for submitting the
report.
Telephone
Enter the contact person’s telephone number.
Extension
Optional. Enter the telephone extension number.
Location
Enter the location number (if any) for your Indiana employees.
Kentucky Magnetic Media File
At this field...
Make this entry...
Build Magnetic Media?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
Last Name First (Y/N)?
The default is Y. Use the default if the names in your
Employee File are stored in last name first order. If they are
stored in first name first order, type N.
Contact Name
Enter the name of the person responsible for submitting the
report.
Contact Telephone/Ext
Enter the contact person’s telephone number. Then, optionally,
enter the contact person’s extension number.
December, 2015
Copyright © 2015 by ABS
Ver. 7—32
Louisiana Magnetic Media File
The first time you run this program, you must select Set, then enter the following company
information. (Later, if any of this information changes, you can use Set again to make necessary
corrections.)
At this field...
Make this entry...
Location Address
Optional. You can use this field to enter a suite number, floor
number or other location at this address; or, press ENTER if
you decide to exit.
Delivery Address
Enter your company's delivery address.
Contact Name
Enter the name of the person responsible for submitting this
report.
Telephone
Enter the contact person’s phone number.
Ext
Optional. Enter the contact person’s telephone extension.
Fax
Optional. Enter the contact person’s fax number.
Other EIN used this year
Optional. If you used another Employer Identification Number
(EIN) this year when you submitted quarterly information,
enter that EIN number.
After you enter the company information, select Build, then provide the following information.
At this field...
Make this entry...
Build Magnetic Media?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
Electronic Funds
Transfer?
If your company participates in the ETF Unemployment
Insurance Taxes program, type Y.
Maryland Magnetic Media File
At this field...
Make this entry...
Build Magnetic Media?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
December, 2015
Copyright © 2015 by ABS
Ver. 7—33
Massachusetts Magnetic Media File
The first time you run this program, you must select Set, then enter the following information.
(Later, if any of this information changes, you can update it.)
At this field...
Make this entry...
Location Address
Optional. You can use this field to record a special location,
such as a Suite, Floor or Room Number, at your company's
main location. Enter the special location address, if any, or
skip this field to leave it blank.
Delivery Address
The system displays your company's main delivery address as
recorded in your ABS System's Registration File. If the correct
street address is displayed, accept it.
If you need to updated, enter the correct street address.
Note: Changing this address will NOT update the address in
the ABS Registration File.
Contact Name
Enter the name of the person responsible for submitting this
report.
Telephone
Enter the contact person’s phone number.
Extension
Optional. Enter the contact person’s telephone extension.
Fax
Optional. Enter the contact person’s fax number.
Other EIN used this year
If you have used another Employer Identification Number
(EIN) during this tax year—on an IRS Form 941 or 943, or
with W-2 data you submitted to the SSA—enter that EIN
number. Otherwise, press ENTER to leave this field blank.
After you complete the Set screen, select Build, then provide the following information.
At this field...
Make this entry...
Build Magnetic Media?
Type Y to begin or press ENTER to exit.
Quarter
If you are building the file for reporting year-end W-2
information, use the default 0 (zero). Otherwise, type the
number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
Or, press ENTER if you decide to exit.
Type of Employment
Type the appropriate 1-character code to identify the type of
employees for which your company processes payrolls:
R = regular
M = military
A = agriculture
Q = Medicare qualified
H = household X = railroad.
Filing Entity Code
If your company has been assigned an MNFC (Massachusetts
Filing Entity Code), enter it.
Amended Return?
The default is N. If this file contains changes to information
you previously submitted, type Y.
December, 2015
Copyright © 2015 by ABS
Ver. 7—34
Michigan Quarterly Earnings Report (Note: Totals on Form UA-1017 can be used to
complete Form MESC 1017.)
At this field...
Make this entry...
Print Quarterly Report?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
MESC Account Number
Enter your MESC Account Number.
Multi Unit Number
Enter your MESC multi unit number.
Are Forms Aligned?
Type N to print an alignment pattern before you print the
actual report. When your alignment is correct, type Y.
Mississippi Magnetic Media File
At this field...
Make this entry...
Build Magnetic Media?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
New Hampshire Magnetic Media File
At this field...
Make this entry...
Build Magnetic Media?
Type Y to begin or press ENTER to exit.
Quarter
If you are building the file for reporting year-end W-2
information, press ENTER. Otherwise, type the number (1-4)
which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
New Jersey Quarterly Earnings Report and Magnetic Media File New Jersey has changed
the name of the magnetic media file to: WR[Employer Registration No.].TXT
At this field...
Make this entry...
Print Quarterly Report?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
Maximum Weeks
Enter the number of weeks (12, 13 or 14) in this reporting
period.
December, 2015
Copyright © 2015 by ABS
Ver. 7—35
New Jersey Magnetic Media File (continued)
Note: You only access the next 2 fields in the Build mode.
Employer Registration No.
Type your company's employer registration number.
Magnetic Authorization #
Type the number assigned your company for authorization to
file on magnetic media.
Note: You only access the next field in the Print mode.
Are Forms Aligned?
Type N to print an alignment pattern before you print the
actual report. When your alignment is correct, type Y.
New Mexico Magnetic Media File
At this field...
Make this entry...
Build Magnetic Media?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) for this reporting quarter.
You can enter a file name, such as WAGES.NM, of up to 40
characters. Enter the name you want to use to identify this file.
File Name
New York Quarterly Earnings Report and Magnetic Media File
At this field...
Make this entry...
Build Magnetic Media?
Type Y if you are ready to build the magnetic media file or
print the report, or press ENTER to exit.
Quarter
For BUILD only. If you are reporting year-end W-2
information, press ENTER. Otherwise, type the number (1-4)
which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
Note: The system only stops at the next field if you entered 0 (zero) at QUARTER.
Type of Employment
Type the appropriate 1-character code to identify the type of
employees for which your company processes payrolls:
R = regular
A = agriculture
H = household
M = military
Q = Medicare qualified
X = railroad.
Is This A Test?
For Build Only. Type Y if you are creating a test file before
submitting it. Otherwise, type N.
Last Qtr This Year?
The default is N. Only type Y if this report or magnetic media
file is for the last quarter of this calendar year.
December, 2015
Copyright © 2015 by ABS
Ver. 7—36
North Carolina Quarterly Earnings Report and Magnetic Media File [ESCNC.WGS]
At this field...
Make this entry...
Print Quarterly Report?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
Last Name First (Y/N)?
Type Y if the names in your Employee File are stored in last
name first order; otherwise, press the ENTER key.
Include Zero-Wage
Employees (Y/N)?
Type Y if you want the report to include employees who had
no (zero) wages for this quarter; otherwise, type N.
Remitter Number
The North Carolina ESC assigns this number to companies that
report payroll data electronically. Type the number ESC
assigned your company. [If you don’t know the number, call
ESC at (919) 733-9600.]
Note: If you are generating the Magnetic Media File [ESCNC.WGS], the system automatically
skips the next field.
Are Forms Aligned (Y/N)?
Type N to print an alignment pattern before you print the
actual report. When your alignment is correct, type Y.
Ohio Quarterly Earnings Report and Magnetic Media File
At this field...
Make this entry...
Print Quarterly Report?
Type Y to begin or press ENTER to exit.
Quarter
If you are building the file for reporting year-end W-2
information, press ENTER. Otherwise, type the number (1-4)
which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
December, 2015
Copyright © 2015 by ABS
Ver. 7—37
Ohio Quarterly Earnings Report and Magnetic Media File (continued)
Are Forms Aligned (Y/N)?
Type N to print an alignment pattern before you print the
actual report. When your alignment is correct, type Y.
Note: You only access the next 4 fields in the Build mode.
Work Site
If your company has been assigned a Work Site Number, enter
it. Otherwise, leave this field blank.
Contact Name
Enter the name of the person responsible for submitting this
report.
Contact Telephone
Enter the contact person’s phone number.
Contact Extension
Optional. Enter the contact person’s telephone extension.
Oregon Quarterly Earnings Report and Magnetic Media File
For the Quarterly Earnings Report:
At this field...
Make this entry...
Print Quarterly Report?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) for this reporting quarter.
Note: The system only stops at the next field if you entered 0 (zero) at QUARTER.
Use Plain Paper (N/F/S)?
Type N if you will print this report on a pre-printed form rather
than plain paper.
Type F if this is a File Copy. (The system will print "File
Copy—Do Not Send This Form To The State.")
Type S if this is a State Copy. (The system will print "Send
This Form To The State.")
Note: In the Build mode, the system skips the next field, FORMS ALIGNED?.
Forms Aligned (Y/N)?
Type N to print an alignment pattern before you print the
actual report. When your alignment is correct, type Y.
For the Magnetic Media File:
Complete the same fields as listed above. When you are done, the system will produce a file
named F132.TXT for use in the state of Oregon Diskette Wage Reporting Program. You must
contact the state agency to receive diskette(s) for the wage reporting program.
December, 2015
Copyright © 2015 by ABS
Ver. 7—38
Oregon Quarterly Earnings Report and Magnetic Media File (continued)
To create the Federal format file (W2REPORT), use the Magnetic Media W-2s function which is
listed on the Filing Menu. When you do, you must make the following two entries:
At INCLUDE STATES?, enter Y.
At QUARTER, enter the number (1-4) that identifies the reporting quarter.
Puerto Rico W-2s (Follow the “Employee W-2s”instructions in Table 6.8 in your Payroll
System User manual.
South Carolina Quarterly Earnings Report and Magnetic Media File
At this field...
Make this entry...
Print Quarterly Report?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
Forms Aligned (Y/N)?
Type N to print an alignment pattern before you print the
actual report. When your alignment is correct, type Y.
For the Magnetic Media File: After you complete the required fields, the system will produce a
file named SCDATA.TXT for use in the state of South Carolina Diskette Wage Reporting
Program. You must contact the state agency to receive diskette(s) for the wage reporting
program.
To create the Federal format file (W2REPORT), use the Magnetic Media W-2s function from the
Filing Menu. When you do, you must make the following two entries:
At INCLUDE STATE?, enter Y.
At QUARTER, enter the number (1-4) that identifies the reporting quarter.
Tennessee Quarterly Earnings Report
At this field...
Make this entry...
Print Quarterly Report?
Type Y to print the report or to generate the magnetic media
file; or, press ENTER to exit.
Quarter
Type the number (1-4) that identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this quarter falls.
Texas Quarterly Earnings Report and Magnetic Media File
At this field...
Make this entry...
Print Quarterly Report?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) in which this reporting quarter falls.
December, 2015
Copyright © 2015 by ABS
Ver. 7—39
Texas Quarterly Earnings Report and Magnetic Media File (continued)
Account Number
This is a 2-part number: 2 digits, then 6 digits. It is assigned
your company by the Texas Employment Commission. Type
your company's account number.
County Code
Type the code which identifies the county in which your
company is based.
Tax Rate
Type the tax rate for that area. (If the rate is 3%, type 3.00; if
it's 3½%, type 3.5.)
Unit Number
Type your company's unit number. (Please refer to TEC
publications for instructions.)
Suffix Code
Type the suffix code assigned your company by the Texas
Workforce Commission. Or, type the word TEST if the file
you are building is a test file.
Computer
For Build Only: Type up to an 8-character name which
identifies the manufacturer of your computer system.
(Examples: IBM, Compaq, Dell.)
NAICS Code
For Build Only: Enter your company’s 6-digit North American
Industry Classification System (NAICS) Code.
Are Forms Aligned?
For Print Only: Type N to print an alignment pattern before
you print the actual report. When your alignment is correct,
type Y.
Virginia Quarterly Earnings Report and Magnetic Media File
At this field...
Make this entry...
Print Quarterly Report?
Type Y to print the report or to generate the magnetic media
file; or, press ENTER to exit.
Quarter
Type the number (1-4) that identifies the reporting quarter.
Year
Type the year (e.g., 2015) for this reporting quarter.
Vermont Magnetic Media File
At this field...
Make this entry...
Build Magnetic Media?
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) for this reporting quarter.
Internet Format?
If you are submitting this report via the Internet, type Y. This
will cause the system to create a special CSV file suitable for
submission over the Internet.
Type N if you are not submitting this report via the Internet.
December, 2015
Copyright © 2015 by ABS
Ver. 7—40
West Virginia Quarterly Report and Magnetic Media File
If you are printing the quarterly report, the first field will be, PRINT REPORT?. If you are
generating the magnetic media file, it will be BUILD MAGNETIC MEDIA? All other fields are
the same for both functions.
At this field...
Make this entry...
Print Report? (or, Build
Magnetic Media?)
Type Y to begin or press ENTER to exit.
Quarter
Type the number (1-4) which identifies the reporting quarter.
Year
Type the year (e.g., 2015) for this reporting quarter.
Computer Manufacturer
Type up to an 8-character name which identifies the
manufacturer of your computer system. (Examples: IBM,
Apple, Dell, NCR.)
Contact Telephone
Enter the contact person’s telephone number.
Due Date
Enter the date (mmddyy) this report is due.
Note: The system automatically skips the next 2 fields in the Build mode.
Top Preprinted?
If you are printing the report on plain paper, type N.
If you are using a form with a pre-printed heading, press
ENTER.
Are Forms Aligned?
Type N to print an alignment pattern before you print the
actual report.
When your alignment is correct, type Y.
December, 2015
Copyright © 2015 by ABS
Ver. 7—41
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