Video & Printed Instructions

Watch the video (above) for a visual tour. You may also Print W2 / 1099 Instructions in PDF format.

W2 and 1099 Forms

You'll need to obtain W2 and/or 1099 Forms compatible with Procare. Print a Sample W2 Form

• Forms must be in 2-per page format. That is, two W2’s (or 1099’s), are printed on each 8-1/2 x 11 sheet of paper. The lines and boxes must be preprinted on the forms. Do NOT purchase blank forms.
• Purchase forms from your local office supply store or, for guaranteed compatibility, contact Dynamic Systems.

Your Responsibilities

• Review the instructions provided by the IRS for Form W-2, Form W-3, Form 1099-MISC and Form 1096. IT IS YOUR RESPONSIBILITY to comply with the rules and regulations explained in the IRS publications – which may be printed from within the software in .PDF format.
• Procare has made every effort to ensure the accuracy of the information in this program, however, the ultimate responsibility for your employee W2's and vendor 1099's is in your hands. Please check every document that is printed for accuracy.
• Questions regarding tax regulations should be directed to the appropriate federal or state agency, or to your accountant. Procare Support can only answer questions about the software itself.

Before You Begin

• Make sure your payroll and/or vendor check information for last year is complete for all employees and vendors.
• Install the latest online update. From the Procare Home screen click Utilities > Check for Online Update.

You must have version 10.2.4323 or higher!

• Download and Install the W2 / 1099 Software

Note: If you wish to run the W2 & 1099 software on more than one computer you'll need to install it on each one.

Using the W2 & 1099 Software

This section applies to both W2's and 1099's.

Getting There

• Once the software is installed log in to Procare. From the Procare Home screen go to Utilities > Procare Extras > W-2s and 1099s.
• The first time you open the program you'll be asked to enter your Activation Code. If you install on more than one computer you'll be asked for the code at each computer.



• Your Activation Code will appear on the Procare News tab about 1 business day after your order is received.



• If you placed your order online, your Activation Code is always available at www.procareonline/store. Click Order History (at the top) to view the Details of your order.

Company Info, Data Source, State ID

1. Click Data Source and Select a Region. If you have more than one region you'll generate W2s for each one separately. If you were previously working in the W2 & 1099 software (and saved your work) you may choose to Load Previously Saved Data to pick up where you left off.



2. Click Company Info and enter the basic contact information including your Employer Identification Number (EIN) sometimes referred to as your tax ID number. If you intend to e-file (the EFW2) you must include your Business Services Online User ID established when you register at the Social Security Administration website. Visit www.ssa.gov for information.

 

3. Click State ID Numbers. Any states for which taxes have been withheld will be displayed. Enter your state tax ID number(s). If you need to report wages or withholdings for another state click Add State (not common).

Exit, Save and Come Back Later

• At any point, when you Exit you'll be asked if you want to save your work. In most cases you'll want to answer Yes, so you may return later, to the same point at which you left off.
• When you return to the W2 / 1099 program click the Data Source button and choose to Load Previously Saved Data.



Notes:

- If you install on more than one computer the data is saved separately on each computer.

- Data from the W2 / 1099 program is not included in a regular Procare backup; however, the source data (actual paychecks and vendor checks) is part of the backup.

W2 Instructions

This section applies only to employee W2's.

IRS Instructions

Click the W-2 Instructions button to view or print instructions from the IRS. You'll need this information to determine what box number (if any) your general withholdings should appear in. See "Map General Withholdings" below.

Map General Withholdings

Mapping simply means to assign, or link withholdings to a box on the W2.

1. At the W-2 and 1099 Program screen click Map General Withholdings. Skip this step if you’ve already done this and do not want to lose any manual changes you may have made.



2. At the Map W-2 Boxes screen you'll see a list of any "general" withholdings you have used during the year for things like health insurance, retirement, employee child care, local taxes, etc. Refer to the IRS instructions to determine if any of these should be included in the following boxes.

   Box 10 - Place a check mark in the box.

   Box 12 - Enter a code letter(s) per IRS instructions.

   Box 14 - Enter a short word or abbreviation to explain the withholding.

   Box 20 - Enter the name of a place for a local tax.

   None - If a withholding does not belong in any of these boxes leave it blank. You may manually enter items in another box later, if needed.

3. In most cases you'll want to Automatically Correct Social Security and Medicare withholdings. See: What does "Automatically Corrected" mean?



4. Click Exit. This will import data from the payroll module to the W-2's.

Review & Edit W2's

You must review the W2's for accuracy. You may also make any manual changes, if needed.

1. Click Form W-2 Edit.



2. Review the boxes for each employee by selecting their name (left side). If you have more than one location, be sure to review the W2s for people at each location. You may need to scroll down.



3. Make any manual changes as needed, for example you can change a number or type data in another box. Use the BACKSPACE key (on your keyboard) to remove existing information from a box.
4. When you have reviewed all your W-2’s and are satisfied with their accuracy, click Exit.

Print Forms W-2 and W-3

1. Click Print W-2's and W-3.



2. You may get a warning or error message at the top. Make sure you understand all warnings/errors, then choose how you wish to continue (lower right) and click Exit.



3. Select your Printer.
4. Choose a Font. The IRS recommends 12 point Courier.



5. Click Print Test Page. You may print the sample on an actual W-2 or on plain, white paper. If using plain paper hold the sample page up to the light against a real W-2 form to check for proper alignment.



Note: Do not use a photo copy of the W-2 as a test page. Most copiers will magnify the page and the copy will not be the exact size of the original.

6. If needed, click Adjust Printer to modify your printer alignment then print another test page. Use the Left/Right and Up/Down arrows (on screen) to make any needed adjustments. Positive numbers move the print area down or to the right. Negative numbers move the print area up or to the left.



7. Ready to print? Place the first set of W-2 forms in your printer, for example "Copy A". Click Print W-2s. There is no print preview. The forms will print immediately. Repeat for "Copy B" then "Copy C", etc.



8. Place the W-3 summary form in your printer. Click Print the W-3. Review the totals on screen. You cannot make changes at this point. Click Print.

9. 

e-file Federal Forms (EFW2)

The e-file feature allows you to export a file that may be imported to the Social Security Administration (SSA) website.

1. Click Print W-2's and W-3.



2. Click Print the W-3. Even though you are on the W-3 screen, e-filing includes all employee W-2 information. Review the totals on screen.



3. Click the EFW2 Export button (top right).



4. Specify a location to save the export file, such as your Desktop, then click OK. The file will be saved with a name like: EFW2_Name_of_Your_Region.txt.

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Important! The Social Security Administration does not allow the file to be encrypted. It is up to you to safeguard this file.

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5. Click the SSA button (top right) to go to the Social Security Administration website or manually go to the SSA Business Online Services page at http://www.ssa.gov/bso/bsowelcome.htm. Follow the SSA instructions for how to complete the e-file procedure.



Note: Contact the SSA for any questions related to e-filing. Procare Support can only help with use of the W2 Software.

How do I e-file State Forms?

Due to the great variation in state e-filing requirements you cannot directly e-file W2s for your state through Procare. However, if your state requires electronic filing you may use the Procare W2 software to generate your W2 information, then go to the website provided by your state and enter the figures manually (or copy & paste).





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