Payroll Software by Medlin Accounting

W-2 Software - Medlin Payroll Software

Magnetic Media W2 - EFW2
Order Medlin
Payroll Now
Latest News


Medlin Accounting
1461 Sproul Ave
Napa, CA 94559
707-255-4475
FAX 707-255-9266

Payroll Software

FREE Magnetic Media W-2 Software
from Medlin Payroll Software

Download and Install TY2007 Medlin Magnetic Media Software

  • Should I file my SSA W-2's using magnetic media?
    • Only if you have 250 or more employees, or have been specificially required to by the SSA.
  • Filing State returns
    • Medlin Magnetic Media also prepares the state portion of the W2REPORT file using the EFW2 format.
  • How to I install and run the Medlin Magnetic Media program?
    • The Medlin Magnetic Media program is available only by downloading.
    • Click here to start the download process.
    • When you see the option whether to open the file or save it, choose "Save".
    • Select the desired folder, then click OK to begin the download.  (We recommend you save the file into C:\MWACCT)
    • To run Medlin Magnetic Media, click Start, then Run.  Enter the folder and file name.  If you saved the file into C:\MWACCT enter C:\MWACCT\MEDLINW2.  If you saved the file into another folder, enter the folder's name followed by MEDLINW2.
  • Why do I need a PIN / User ID ?
    • The SSA needs to know who is sending the data and who the "responsible party" is.  When applying for a PIN / User ID, the SSA checks to see your Social Security Number (SSN) you give matches your name and that you work for the company submitting the W-2's.
  • How do I get a PIN / User ID from the SSA?
  • What goes in each box?
    • This is a detailed list of what should be entered into each box.  For exact instructions, refer to the EFW2 and state guidebooks.
      • Employer Data
        • Company Name - Enter the employer's name
        • Street - Enter the employer's mailing address
        • Apt / Ste - Enter the employers apartment, suite, or room number.
        • City - Enter the employer's city
        • State - Enter the employer's two character state abbreviation.  NOTE: Medlin Magnetic Media will only prepare files if the employer and employees are all in the same state.
        • Zip - Enter the employer's five digit zip code
        • Contact Person - Enter the name of the person the SSA should contact for questions regarding your payroll.
        • Phone - Enter the phone number of the person the SSA should contact for questions regarding your payroll.
        • PIN / User ID - Enter the number assigned to you by the SSA
        • WFI - Enter the Wage File Identifier given to you by the SSA.  This field is only used to submit a corrected file.
        • Federal EIN - Enter the federal employer identification number
      • For State Filing
        • State EIN - Enter the employer's state employer identification number.  Refer to your state guidebook for the proper format.
      • California Specific Information
        • Report Period - Select the ending month for the quarter you are submitting
        • Employees in Pay Period Which Includes the 12th of the Month - Enter the number of employees for the each pay period including the 12th of the month
      • Employee Data
        • First Name - Enter the employee's first name as shown on their Social Security card
        • Middle - Enter the employee's middle name or initial as shown on their Social Security card
        • Last Name - Enter the employee's last name as shown on their Social Security card
        • Suffix - Enter the employee's suffix (JR, SR, III, IV, MD) as shown on their Social Security card
        • SSN - Enter the employee's Social Security number
        • Street - Enter the employee's mailing address
        • Apt / Ste - Enter the employee's apartment, suite, or room number
        • City - Enter the employee's city
        • State - Enter the employee's state.  NOTE: Medlin Magnetic Media will only prepare files if the employer and employees are all in the same state.
        • Zip - Enter the employee's five digit zip code
      • Employee Data - Dollar Amounts
        • Wages, Tips, & Other Compensation - Total wages paid for the year excluding elective deferrals (like a retirement plan) and excluding allocated tips.  This is the same amount that would be in Box 1 of a paper W-2.
        • Federal Tax Withheld - The total federal withholding for the year.  This is the same amount that would be in Box 2 of a paper W-2.
        • Social Security Wages - The total wages subject to Social Security tax. Includes retirement amounts and excludes tips and allocated tips.  Social Security Wages plus Social Security Tips should not be over the Social Security limit for the tax year.  This is the same amount that would be in Box 3 of a paper W-2.
        • Social Security Tips - The amount of tips subject to Social Security.  Social Security Wages plus Social Security Tips should not be over the Social Security maximum for the tax year.  This is the same amount that would be in Box 7 of a paper W-2.
        • SS Tax Withheld - The amount of Social Security tax withheld.  This amount should not be over the current Social Security limit multiplied by 6.2%.  This is the same amount that would be in Box 4 of a paper W-2.
        • Medicare Wages & Tips - The total wages & tips subject to Medicare tax.  Includes Wages, Tips, & Other Compensation plus elective deferrals (like a retirement plan) and excludes allocated tips.  This is the same amount that would be in Box 5 of a paper W-2.
        • Medicare Tax Withheld - The amount of Medicare Tax Withheld.  This should be the Medicare Wages & Tips amount multiplied by 1.45%.  This is the same amount that would be in Box 6 of a paper W-2.
        • State Taxable Wages - This field is only for those reporting to their state using magnetic media.  The total wages subject to state tax.
        • State Tax Withheld - This field is only for those reporting to their state using magnetic media.  The amount of state tax withheld.
        • 401(k) Contributions - The amount the employee contributed to a 401(k) plan.  Also include Simple Retirement Accounts which are part of a 401(k) arrangement.
        • Simple Retirement Account - The amount the employee contributed to a Simple Retirement Account using a 408(p) salary reduction.  If the amount is part of a 401(k) plan, use the 401(k) field.
        • 403(b) Contributions - The amount the employee contributed to a 403(b) salary reduction agreement
        • 408(k)(6) Contributions - The amount the employee contributed to a 403(b) salary reduction SEP
        • Earned Income Credit - The amount paid to the employee as Earned Income Credit.  This is the same amount that would be in Box 9 of a paper W-2.
        • Allocated Tips - The amount of tips allocated to the employee.  Exclude tips classified as Wages, Tips, & Other Compensation, Social Security wages, Social Security Tips, or included in Medicare Wages & Tips.  This is the same amount that would be in Box 8 of a paper W-2.
        • Group Term Life - The cost of group term life insurance provided to the employee in excess of $50,000.  Should also be included in Wages, Tips, & Other Compensation and Social Security Wages
        • Medical Savings Account - Employer contributions to a Medical Savings Account.  Employee contributions are deducted on the employee's income tax return.
      • California Specific Amounts - These figures are used to file the California DE6 Quarterly Report using magnetic media.  At year end, only the DE 7 is required.
        • CA QTR Taxable Wages - The amount of wages for the quarter subject to California state tax.  This amount should exclude retirement.  This is the PIT Wages amount which is shown in the second column of the California Quarterly Report (DE6).
        • CA QTR Withheld - The amount of California state tax withheld for the quarter.  This is the PIT Withheld amount which is shown in the third column of the California Quarterly Report (DE6).
        • CA QTR Total Wages - Ths total wages paid to the employee for the quarter - includes retirement.  This is the Total Subject Wages amount which is shown in the first column of the California Quarterly Report (DE6).
  • How can I test the file before I send it to the SSA?
    • The SSA makes a testing program available.  It is called "AccuWage".  AccuWage can be downloaded from www.ssa.gov/employer/accuwage/
    • Remember: Garbage In, Garbage Out.  Make sure the information you enter is correct.
    • Are the dollar amounts "reasonable"?  Check several employees against your payroll records.
    • Is all of the employer information correct?
    • Are the retirement amounts in the proper field?
    • Are all of the employee names correct?  The SSA prefers you use the names exactly as printed on the Social Security cards.
    • Are the employee Social Security Numbers (SSN) correct? The SSA offers a free service to check the validity of SSN's.
  • Limitations of the Medlin Magnetic Media program
    • Can only be used by employers and only for employees in the 50 US states and the District of Columbia
    • If there is a deduction that you need to report which is not currently supported by Medlin Magnetic Media, let us know.  We will consider adding it to the next version.
    • Medlin Magnetic Media was designed specifically for use with data from Medlin Payroll Software.  You can also manually enter figures from other payroll software or manually prepared payrolls.
  • Tell me about Medlin Accounting