CenterPoint® Payroll - Correcting Completed W-2s

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This document describes how to make corrections to processed W-2 forms.

The W-2 correction printing/efiling process includes multiple steps which are detailed below.

Note: If you cannot locate a screen during this process, the screen may be behind your program window. To locate the screen, minimize your program window or simultaneously press Alt+Tab (and continue pressing Tab).

 

 

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  1. Begin processing W-2s by selecting Reports > Federal & State Payroll Forms & Reports > Federal Tax Forms.

Forms Update

If you have internet access and the latest version of Federal/State Tax Forms (Aatrix) is not installed, the following Aatrix Update screen will display when you select the menu selection above.

  • If you want to immediately install the update, click Yes and follow the on screen instructions. A progress bar will display as the update continues.

  • If you do not want to immediately install the update and continue processing without the required update, click No.
  1. The Federal Tax Forms screen will display.

  1. Select the appropriate Employer.
  2. In the Report Method box, select Normal to correct processed current tax year W-2 forms, or select History to correct processed prior tax year W-2 forms.
  3. In the Report box, select the form and year you want to correct, for example, select 2024 W-2/W-3 and 2024 in the Year to correct current tax year W-2 forms.
  1. Under employees, select whether you want to include Non-Agricultural Employees, Agricultural Employees, or Both.
  2. Click OK.
  3. It may take several minutes for the payroll data to be transferred to the W-2 printing process. Actual time will depend on the number of employees in your database.

Forms Update

  • The following Forms Update screen will display if you chose not to perform the Aatrix update when you first selected Reports > Federal & State Payroll Forms & Reports > Federal Tax Forms or State Tax Forms. If you want to continue processing your forms without performing the required update, click Continue Expired.
Note: Expired forms will be marked as expired and cannot be filed. This screen will continue to display each time you choose not to perform the required update until you click Yes when first prompted to install the available update or you click Automatic Update or Download Update to perform the required update from this screen.

 

 

Note: The W-2 History File Options screen that will display next may be behind your program window. To locate the screen, minimize your program window or simultaneously press Alt+Tab (and continue pressing Tab). There will not be an icon in your task bar that will identify that this screen is an active screen.

 

W-2 History File Options

  1. The following W-2 History File Options screen will be displayed.
  2. Choose Correct Completed W-2s on the right and click Next.

  1. The Correction Options screen will display and ask you questions based on the status of your original W-2 process. The following screen shot is an example screen that will display. Answer the questions that display and then click Continue.

  1. The W-2/1099 Preparer will display. Here you can change any of the employee information.

  • To correct any box values including names, addresses, and social security numbers, simply select the box in the employee row and just type in the new value.
  • To add an employee to the W2/1099 Preparer grid, select Edit > Row > Insert and enter the new name, address, social security number, box values, etc.
  • Do not remove employees that are not being corrected; they need to remain in your filing. Only remove employees if they in fact did not need a W-2 form from your company.

 

Note: When you change data in the Preparer, the column and row will change to a green color which is an indication that you are in correction mode.

 

  • For any data you change, the cell values will turn blue and the far left column in the row of the employee's name will turn green. Keep in mind that all the same error checking done in the Preparer applies again just as the first time you went through.
  • The Preparer will walk you through your particular correction depending on whether your initial W-2 process was printed, efiled, or you used the complete filing option.

  • When you have completed all changes, click Next Step, the Divider Sheet screen will display and then the Review Data action list will appear. The action list is created based upon the type of W-2 copies previously completed, what was changed in the W-2 Preparer, and the current status of the eFiling. All this information is compiled through the software to determine what needs to be completed for the corrections made.

  1. Click Next, the Forms Viewer will display. The forms will begin to display in the same order as displayed on the action list.

Note: The forms displayed are determined based on what has already been processed.

  • When you are done in the Forms Viewer, and if the original submission was eFiled, the eFile Wizard will appear. Enter the username and password to eFile and submit the corrections.

    After submitting, you will receive a new Aatrix Filing Identification Number (AFID).

    Note: If the eFile Center has not submitted the filing to the agency, there is no charge to send a replacement filing. If the filing has been submitted, there is a charge per corrected employee only. Once your Federal Filing is processed a minimum charge will be implemented for all corrections. Please log on to your eFile account at efile.aatrix.com and select the Pricing tab to view your pricing.

  • The W-2C will display the information that was changed. If you are correcting an amount, the form will display the previous information from the original filing and then it will display the corrected amount. Amounts NOT being corrected will NOT be displayed. Name and SSN changes will be marked in the top right of the form. The original information will display even if it is not corrected.

  • If a State correction is required, and your state filing has already been submitted to the State agency, the corrections will need to be printed and mailed to the agency.

Frequently Asked Questions

Q: When corrections are made to W-2s at what point does Aatrix need to be notified about changing the eFile?

A: Aatrix is notified automatically through the eFile process. When the corrected eFile is received a new AFID is received. The status of the eFile can be viewed on the efile.aatrix.com website.

Below are few different scenarios regarding correcting W-2s. These scenarios will help you determine the differences that will occur during the W-2 correction process.

Example Scenario 1

A customer submitted the Complete Filing Option W-2s to Aatrix for e-filing and mailing out. A future date was selected for the e-file so Aatrix still has the filing. Corrections are made with the processes outlined above, do they need to notify Aatrix that there is new information to be mailed and efiled and is there a charge associated?

No, Aatrix does not need to be notified. When the customer selects to Correct W-2s and opens their history, Aatrix checks the status of their filing to determine what forms are needed based on the state of their filing. During the corrections process Aatrix tracks the changes, and when they eFile again they get a new AFID. Anything that hasn’t already been processed will move forward to the new filing and use the new information. There is no charge to replace the filing, but if something has already been processed, then the customer is charged just for the additions, corrections, and deletions. This is all based on the status of the filing when the corrections are submitted. If nothing has been processed yet, then the replacement filing is free.

Pricing schemes change once Federal W-2s have been corrected. A $14.95 minimum applies to all correction filings submitted after the Federal or State W-2s have been processed.

Example Scenario 2

A customer submitted the Complete Filing Option W-2s and Aatrix has processed the eFile and mailed out the copies. Corrections are made with the processes outlined above do they need to notify Aatrix that there is new information to be mailed and efiled and is there a charge associated?

No, Aatrix does not need to be notified. When the customer selects to Correct W-2s and opens their history, Aatrix checks the status of their filing to determine what forms are needed based on the state of their filing. During the corrections process Aatrix tracks the changes, and when they eFile again they get a new AFID. Anything that hasn’t already been

processed will move forward to the new filing and use the new information. There is no charge to replace the filing, but if something has already been processed, then the customer is charged just for the additions, corrections, and deletions. This is all based on the status of the filing when the corrections are submitted. If nothing has been processed yet, then the replacement filing is free.

Pricing schemes change once Federal W-2s have been corrected. A $14.95 minimum applies to all correction filings submitted after the Federal or State W-2s have been processed.

Example Scenario 3

A customer submitted printed copies of W-2s to their employees. Corrections are made with the processes outlined above but not eFiled. Is thee a charge for the corrected W-2s?

No, there is not a charge for reprinting corrected W-2s. If you process corrections after a filing has been sent to the agency, the software will produce W-2Cs. The employee will receive a W-2C when the SSA portion of the original filing has been sent to the agency.

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