Preparing for W2s Summary

Combining Office & Regular Payroll Companies

This is a summarized list of steps to be followed to close the year if you have a separate company for Office Payroll.

The instructions are for both your Office and Regular payroll companies. Detailed instructions can be found on the Support website (cfdatasupport.com) under Year-End.

Please read through all of the instructions. Keep track of each step after it is done.

During December, before the last week of Payroll for 2025:

• ETW - Run to find out how many W2s to order.

In the Office payroll AND the Regular payroll company:

• Include insurance and vehicle allowance (if applicable) as part of the employees' weekly checks.

• Issue bonus checks.

NOTE: W2s for 2025 must be created and EYU run BEFORE running Payroll checks in 2026.

Before the First Week of Payroll for 2026 - In the Office payroll AND the Regular payroll company do the following:

• EWU - Run reports and update the last week of the year.

• EMU - Run reports and update the last month of the year.

• ECR - Run 401K Contribution Report and Update (if applicable).

• EQU - Run reports and update the last quarter of the year (if applicable, run payroll specials first).

Before the First Week of Payroll for 2026 - In the OFFICE Payroll Company ONLY:

• EWF - Create the W2 Master File.

• EWE - Print the W2 Edit Report. Be sure to check the bottom of the report for asterisks indicating an error.

• If needed,  make edits to the W2s in EWT. Items can be added to boxes 12 and 14 (401K automatically prints in Box 12). Be sure to print the new EWE - W2 Edit Report when exiting EWT.

• Compare the EWE (W2 Edit) report to the total of the four quarters' 941 reports and the Quarterly Tax Figures (EQU/EQF) for state wages (instructions can be found on the support website).

Before the First Week of Payroll for 2026:

In the Office payroll company AND the Regular payroll company - Run these recommended year-end reports:

• ESY, EYC, EYF, EYO (all under Year End & W2s)

• EXI (under Tax Check History) Can be run at any time.

  • Answer 'No' to Inquiry; answer 'Yes' to Report.

  • Will print tax payments.

• EPD (under Inquiries & Reports)

  • Can be run at any time.

  • Will print year-to-date (YTD) deduction amounts.

• ELR - Use the [Maintenance] button to create a report with column choices 8 and 14.

NOTE: Put aside a backup from just prior to updating the year (EYU).

VERY IMPORTANT:

• EYU - Update the Payroll year. (Both companies.)

• ES4 - Set new 401K limit. (Both companies.) - both the Z and z (Roth) codes will be updated.

Mid-January 2026: 2026 Tax changes will be available the second week of January. Watch for an upgrade notification.

Before January 31:

• EW2 - Print W2s

• EWD - Create your Federal W2s to be filed electronically.

• EXF - Federal EFW2 Transfer- go to ssa.gov/employer to upload Federal W2s.

• EWS - Create your state W2s to file electronically. (Note: Your state may not require the State W2s to be filed electronically.)

• EXS- go to your state’s website to upload State W2s if needed.

NOTE: Form 1095-C runs independently of W2s and may be started at any time during the Year End Process.

Preparing for W2s Summary

No Separate Company for Office Payroll