Preparing for 2026 W-2s: Year-End Checklist for Separate Office and Regular Payroll Companies

This checklist summarizes the year-end steps required when you maintain a separate company for Office Payroll. Some steps apply to both payroll companies, while others apply to the Office Payroll company only.

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Before you begin, read the complete instructions in the Year End section of cfdatasupport.com. Use those detailed procedures alongside this checklist, and mark each step as you complete it.

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During December 2026, Before the Final Payroll Week

• Run ETW to determine how many W-2 forms to order.

• In both the Office and Regular Payroll companies, include applicable insurance and vehicle allowance amounts in employees’ weekly checks.

• Issue employee bonus checks in both companies, as applicable.

Important: Create your 2026 W-2 records and run EYU before processing any 2027 payroll checks.

Before the First Payroll of 2027: Both Companies

Complete the following in both the Office and Regular Payroll companies:

• EWU: Run the reports and update the final payroll week of 2026.

• EMU: Run the reports and update the final month of 2026.

• ECR: Run the 401(k) Contribution Report and update, if applicable.

• EQU: Run the reports and update the final quarter of 2026. Run any applicable payroll specials first.

Before the First Payroll of 2027: Office Payroll Company Only

• EWF: Create the W-2 Master File.

• EWE: Print the W-2 Edit Report. Check the bottom of the report for asterisks indicating errors.

• EWT: Make any necessary corrections to the W-2 records. Add applicable items to Boxes 12 and 14 as directed in the detailed year-end instructions. The 401(k) amount automatically prints in Box 12.

• After making changes in EWT, print a new EWE report when exiting the program.

• Reconcile the EWE report against the totals from all four quarterly 941 reports. Also compare state wages with the Quarterly Tax Figures in EQU/EQF. Detailed reconciliation instructions are available on the Support website.

Recommended Year-End Reports: Both Companies

Before updating the payroll year, run these reports in both companies:

• ESY, EYC, EYF, and EYO: Located under Year End & W-2s.

• EXI: Located under Tax Check History. Select No for Inquiry and Yes for Report to print tax payments. This report may be run at any time.

• EPD: Located under Inquiries & Reports. Prints year-to-date deduction amounts and may be run at any time.

• ELR: Use the Maintenance button to create a report using column choices 8 and 14.

Retain a backup taken immediately before running EYU.

Update the Payroll Year: Both Companies

After completing the required year-end steps:

• EYU: Update the payroll year in both companies.

• ES4: Set the new 2027 401(k) contribution limit in both companies. Update both the Z and z (Roth) codes. Then manually change the limit on EMT for those with catch-up contributions.

January 2027: Tax Updates

Watch for an upgrade notification during the second week of January, when the 2027 tax changes are scheduled to become available. Follow all instructions provided with the update.

By the End of January 2027: Prepare and Submit W-2s

Allow enough time to complete the following before the applicable deadlines:

• EW2: Print W-2 forms.

• EWD: Create the federal W-2 electronic filing data.

• EXF – Federal EFW2 Transfer: Follow the instructions to upload federal W-2s through ssa.gov/employer.

• EWS: Create state W-2 electronic filing data, as required by your state.

• EXS: Follow the instructions to upload state W-2s through your state’s website, if required.

The federal deadline to furnish and file 2026 W-2s is Monday, February 1, 2027.

Check your state’s requirements for its filing deadline and electronic filing rules.

Reminder: Form 1095-C is processed independently of W-2s and may be started at any point during the year-end process.