Disclaimer: This information is provided for general reference only. Always verify filing and reporting details with your CPA or tax advisor before submitting forms. Cyncly does not provide tax or legal advice.
This guide explains how to generate, review, edit, and print W-2 and W-3 forms in RFMS as part of your year-end payroll process.
Use this guide after your final payroll for the year has been posted and reconciled, and after you have run the first payroll of the new year, to generate, review, edit, and print W-2 and W-3 forms.
If you also process 1099s, see Processing 1099s in RFMS.
| Step | Action Items |
|---|---|
| 1. Confirm Readiness |
☐ Verify you’re on the latest RFMS version. ☐ Confirm the HR Update is installed and shows the correct tax year. ☐ Back up company data before starting. |
| 2. Generate W-2 Information |
☐ Go to Accounting > File > Human Resources > File > End of Year > Generate W-2 and 1099 Information. ☐ Confirm the correct Tax Year,FICA, and Medicare limits appear. ☐ Verify state and locality ID numbers for each payroll state. ☐ Add or confirm local tax codes, if applicable. ☐ Review deduction types (e.g., 401(k), Health Savings, Section 125) and confirm they’re mapped correctly in the deduction table. ☐ (Optional)Select “Exclude Voids” to omit voided checks from totals. ☐ Click Process to generate the W-2 data. ☐ When complete, review results under Browse W-2 Information before continuing. |
| 3. Review and Edit Employee Data |
☐ Go to File > End of Year > Browse W-2 Information. ☐ Review each employee record for accuracy. ☐ Use Edit (✏️) to correct fields or Add/Delete to modify the record list. ☐ Verify that Boxes 1–14 reflect correct taxable wages, deductions, and other values. ☐ Complete Box 12 Detail for retirement plans, health coverage, or other coded amounts as needed. ☐ Confirm that any benefit or deduction entries (e.g., 401(k), HSA, Section 125) appear correctly under Box 12. ☐ Compare totals against payroll summary or YTD reports. ☐ Save all changes before exiting. Note: Edits made here affect the W-2 form only—they do not change payroll or general ledger history. Discuss manual adjustments with your accountant or payroll administrator before finalizing. |
| 4. Generate Reports |
☐ Go to Human Resources > Reports > End of Year > Reports. ☐ Run and save: Detail Report |
| 5. Print or Save W-2/W-3 Forms |
☐ Go to Reports > End of Year > W-2 and W-3 Forms. ☐ Confirm employer EIN, address, and contact details. ☐ Choose print order (Name or SSN). ☐ Click Generate to create a PDF. ☐ Print on plain paper first, then on official pre-printed forms. ☐ Adjust PDF scaling if alignment is off. For more information see Printing Year-End Tax Forms. |
| 6. Optional: Export or Import Data |
Export to CSV ☐ Go to Reports > End of Year > Export Tax Forms. ☐ Choose W-2, select save location, then click Process. ☐ Share CSV securely with your accountant if needed. Import from CSV ☐ Go to Reports > End of Year > Import Tax Forms from CSV. ☐ Click Create Empty File to download the template. ☐ Fill in employee data and re-import using Process. |
Tax Exempt Overtime and Tips
Eligible tips and overtime that are tax exempt should be entered in box 14 of the workers W-2. For more information please see the article One, Big, Beautiful Bill Act: Tax deductions for working Americans and seniors.
Importing Tax Data from a CSV File
If you’re importing W-2 or 1099 data from an external source, you can generate a blank Tax Form Import (.csv) template from Human Resources > Reports > Import Tax CSV. Enter the required data and import the completed file to add or update form information.
Note: Selecting Add Duplicate Tax Form numeric totals to existing matching Tax Form during import will add the imported amounts to any existing totals for that employee or subcontractor, rather than replacing them.
Imported forms can be reviewed or edited from Accounting > Human Resources > File > End of Year > Browse W-2 & 1099 Information.
E-Filing Reminder
If you file 10 or more total information returns (W-2s + 1099s), you must e-file.
See Electronic Filing W-2s and 1099s in RFMS.
To e-file W-2s, set up an SSA Business Services Online (BSO) account well in advance.
Quick Troubleshooting
| Issue | Resolution |
|---|---|
| Wrong tax year appears | Install latest HR Update |
| Misaligned printed forms | Adjust PDF scaling or printer driver |
| Missing employee data | Check Browse W-2 Information for deletion |
| Manual edits not showing on reports | Coordinate with accountant for adjusting entries |
Next Steps
To e-file W-2s, see:
To print final forms, see:
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