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Importing Information to the Program

1. 49 Warnings The Department of the Treasury the Commonwealth of Puerto Rico its agents or representatives are not responsible for the use of this Program or for corrections and the accuracy of the end result from the process of generating the forms Every Employer or Withholding Agent using this Program must keep a copy of the Employer Identification No 104 file which contains the forms data for a minimum period of 4 years For preservation of documents reasons you may only use a Laser printer We are not responsible for problems that may occur to the forms due to the use of another type of printer other than the one specified above The information in this document is subject to change without prior notice The examples of companies organizations products persons and events herein represented are fictitious It is the responsibility of the user to comply with any copyright laws applicable Notwithstanding copyright s limitations no part of this manual or databases may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying recording or information storage and retrieval systems for any purpose other than the Taxpayer s personal use without the express written permission of the Department of the Treasury Instructions for Users of the Program in CD Program e To install the Program provided by the Department of the Treasury from the CD Installation proceed with th
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3. Name of the Worksheet Continued on next page 43 Importing Information to the Program Continued Importing to the j e Press the Import button and select the file from the following screen or from Withholding the directory where you have saved the file Statements continued Import 4806 Import 49962102 F Dos TIT Len He rte Dat ar rn hy Documents hy Computer E File name Files af type Excel 97 Worksheet L ancel My Network Open as read only e If the file does not appear on this screen o must browse through your computer system to find the location of the file o then select Open e When the Program finishes importing the following message will appear indicating how many withholding statements were correctly processed CM x Finished importing 489R 2 W 2PR information with 20 of 23 Continued on the next page 44 Importing Information to the Program Continued Importing to the Withholding e The error report is a list that includes Statements nane continued 7 o Social security number and o the fields of the withholding statement per employee Report Preview 4 4 b 4 From to f Imprimir Records 499R 2 W 2PR with errors 5 ot 2004 J PERTZ SATS 4 PATOS Current Page Ma 1 Total Page Ma 1 Zoom Factor 504 e The checked boxes are the fields that h
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5. 31 Informative Returns Continued Printing Drafts e To print out the draft forms select the option Print Form 480 6A 480 6B or and 480 6C from the menu Reviewing the Forms Print Utilities Continued Form 480 66 amp Specific All 450 66 Copy of Withholding Agent e Select Print All 480 6A forms WARNING If you DO NOT REVIEW a drat of the informative returns and the information is transmitted with errors YOU CAN ONLY CORRECT THE SAME BY PREPARING AN AMENDED INFORMATIVE RETURN It will be necessary to transfer the informative returns again e he printed form will include a watermark with the phrase For Review Purposes Only e o print out the form on screen select from the menu Print amp J Report Preview ELS d4 4 b M Qr From 1 Imprirnir Current Page No 1 Total Page No 2 Zoom Factor 50 NOTE Remember that in order to print out the forms without the watermark For Review Purposes Only you must first complete the electronic transfer process Continued on the next page 32 Informative Returns Continued Editing the e If after reviewing the draft forms you find an error in any of the informative Forms returns proceed with the following steps Go to the informative returns screen Look for the informative return of the individual or entity you need to edit The informative returns are ordered by social security number or employer ident
6. ER OFT CD I DH T RR 23 svete fees ies TT TO UU UTE 24 SUM Maryan Reconciliatio 26 Reconciliation Statement 499 H 3 26 Corrected Withholding Statement 499 2 2 27 informative 30 Printing Drafts and Reviewing the Forms cccccccsccceceseeeceeeeceeeceeceueeseeceeseueeseeeseeeseeeens 31 mella EET TULIT 33 PIS CIROMIC Whale ITI EENET IEI 34 a a 35 Summary and Reconciliation nennen nnne nnne nna nnn 36 Summary of Informative Returns 480 5 iriser AA AAAA 36 Annual Reconciliation Statement of Income Subject to Withholding 480 6B 1 37 Nonresidents Annual Return of Income Tax Withheld at Source 480 30 38 Amending Informative Returns 480 6 40 Importing Information to the 42 Importing to the Withholding Statements ccccccccccseeecseeeeeeeeeeeeeeseeeeseeeeseeeeseeeseeeeseeeesaes 43 Importing to the Informative 46 Labeling and Shipping Instructions for the Magnetic Media
7. m Withholding Statement 4838 2 w 2PR gt Informative Return 480 6 Form 460 64 Income Not Subject to Withholding Form 460 66 Income Subject to Withholding Form 460 60 Income Subject ta Withholding Nan Residents Amended Return 450 6 Create Amended View Amended Select the type of form you want to amend Select Employee to Create Amended q ct inadmnmidual or Entmy to Create Amended C 480 68 480 6C e From this screen you can select o the social security number or employer identification number or o thename of the entity Continued on the next page 40 Amending Informative Returns 480 6X Continued Form 480 6X Screen Continued Amending 480 6B 1 480 30 amp FORM 480 68 INFORMATIVE RETURN INCOME SUBJECT TO WITHHOLDING Social Security No or Employer s Ident No Bank Account Number SEs Zip Code Control Number 00756 00000001 RA ISL 18 IB MOL PA i Mi AMOUR vy i 1 Payments for Services Rendered by Individuals 7841 2 Payments for Services Rendered by Corporations and Partnerships 3 Payments for Judicial or Extrajudicial Indemnificati 4 Dividends 5 Partnerships Distributions 6 Interest except IRA 7 Dividends from Industrial Development Income Act 26 of June 2 1978 8 Dividends from Industrial Development Income Act 8 of January 24 1987 9 Pension Plans Distributions You can only edit or correct the inf
8. form for each individual or entity The required fields are Social Security Number or the Employer Identification Number Name Postal Address Municipality State Zip Code Amounts Paid Amounts Withheld NOTE The Program automatically changes the characters to capital letters 30 Continued on the next page Printing Drafts e Informative Returns Continued ACTION Once you finish entering the information for the first individual or entity press Save If you make an error and need to erase an individual or entity data from the screen press Cancel 2ave Create 460 66 anc To add another informative return select Add from the menu File Print Utilities Add Delete Close Repeat this process as many times as necessary to complete all the informative returns of the individuals or entities of your company Once the first informative return is saved the following buttons will appear in order to move from one return to another Error messages In each field with an error the Program will show an icon next to the field Move the mouse to the top of the icon to display the error type in the particular field Hame and Last Name or Entity Name Pp CCS Postal Address Please include the first name pid pd Once you finish entering all the informative returns data you must print out a draft of the forms in order to avoid the transfer of incorrect information Reviewing the Forms Continued on next page
9. jot xi J K Stabe zipcpde ZpcoedeExt Citau PA qe 1234 1 PR 935 Continued on the next page Importing Information to the Program Continued Importing to the Informative Returns Continued e Press the Import button and select the file from the following screen or from the directory where you have the saved the file Import 49962102 und n My Documents File name Files af type Excel 97 Worksheet Cancel My Network Open as read only e If the file does not appear on this screen o you must browse through your computer system to find the location of the file o then select Open e When the Program finishes importing the following message will appear indicating how many informative returns were correctly processed A Finished importing F480 6A information with 1 of 3 Continued on the next page 47 Importing Information to the Program Continued Importing to the Informative Returns Continued The error report is a list that includes o name o Social security number or the employer s identification number and o the fields of the informative returns for the individuals or entities The checked boxes are the fields that have errors Refer to example in page 45 To print this report select from the menu Print You must o Open the Excel or Text file o correct the marked information and o begin the import process again until ther
10. Confirmming Connecting Compiling Info Transmiting Data Confirmming Continued on the next page 22 Electronic Transfer Continued Internet e Once the electronic transfer process is completed through the Internet Confirmation Confirmation Report will automatically appear on screen which you should Report print for your records as evidence of filing e Select Print e f you do not wish to print the Confirmation Report at that moment you may select from the menu File Close and you will be able to print it at another time Ell Screen amp PReport Preview 4 4 bk h a gt E f Imprirnir Commonwealth of Puero Rico Department of the Treasury Internal Revenue Area Electronic Transfer Confirmation Marne DEPT HACIENDA Employer s Identification Mo EIN Racor Tima Form Type Received Status 1 33 1PM 92 DE Current Page Ma 1 Total Fage Mo 1 Zoom Factor 50 Confirmation e To print the Confirmation Report of the Electronic Transfer select from the Report main menu Utilities Print Confirmation Report Confirmation Report of 499R 2 W 2PR Screen File Forms Utilities Calculator Import Infarmatian Electronic Transfer Summary and Reconciliation Confirmation Report of 499A 2 w 2PH Confirmation Report of 480 Bi Print Confirmation Report rhe T F Print Magnetic Media Transmittal Form 23 Printing the Forms Printing the
11. Forms Screen Printing the Forms Printing Specific Forms Screen Printing Specific Forms To print a form select the option Print Form 499R 2 W 2PR from the menu You will be able to print o aspecific withholding statement o all 499R 2 W 2PR o the Employer s Copy or o the Social Security Administration s copy Print Utilities Form 499R zlW 2PR Specific All 499R 2WwWPR Copy For Employer Copy Far Social Security Administration To print a specific form you can select from the following screen O O the Social Security number or the employee s name Print Form 499R2W 24 Continued on the next page Printing the Forms Continued Print e Press Continue the following message will appear Selection Warning 54 Would vau like bo see ik an screen e Answer Yes to view the form on screen e Answer No to send the form to print e To print the form that appears on screen select from the menu Print 20 5 4 d EE um From 1 to 2 mil Imprirnir Printing the Forms PLDT RSE AORTIC DR A DA A TH TS ivo DEF AHUSPEHTZ Db MPa a oe TEM EIS WES a eee pu degre Se DEPUI YEH ij Taid Lekki hpm een a mE y anao uuu 5590 55 55 54 ew den Fen rmi e maye E o rg ole en I EAN
12. Forms e To print these forms as a draft select the option Print 499R 2 W 2PR Form All 499R 2 W 2PR from the menu File Print Utilities Form 499R 2 2PR Specific All 499R 2 PR Copy For Employer Copy For Social Security Administration WARNING If you DON T REVIEW the withholding statement s drafts and the information is transmitted with errors YOU WILL NOT BE ABLE TO MAKE CHANGES You will have to file a Corrected Withholding Statement 499R 2C W 2cPR in paper form since these cannot be electronically transferred with the Program e The printed form will include a watermark with the phrase For Review Purposes Only e To print out the form on screen select from the menu Print TT 4 4 b M Q From 1 Imprimir Current Page No 1 Total Page No 2 Zoom Factor 50 NOTE Remember that in order to print the forms without the watermark For Review Purposes Only you must first complete the electronic transfer process Continued on the next page 17 Withholding Statements 499R 2 W 2PR Continued Editing the e If after reviewing the draft forms you found an error in any of the withholding Forms statements proceed with the following steps Look for the withholding statement of the employee you need to edit The withholding statements are ordered by social security number Use the Previous and Next buttons to search 3 Once you have found th
13. Purposes Only you must first complete the electronic transfer process wisi e The electronic transfer process be completed through the Internet 480 30 3 5 floppy disk e Select from the menu Utilities Electronic Transfer 480 30 Annual Return File Forms Utilities Calculator Import Information Electronic Transfer 499A 2 w 2PFH Withholding Statement amp Summar and Reconciliation Returns 460 6 Informatie A etur Print Confirmation Report 460 681 Annual Reconciliation k Print Magnetic Media Transmittal Farm 460 30 Annual Return Disk Internet e continue with the electronic transfer select o 3 5 Floppy Disk please refer to the Electronic Transfer section of the Withholding Statements see page 19 or o Internet please refer to the Electronic Transfer section of the Withholding Statements see page 22 e o print the Confirmation Report of the Electronic Transfer please refer to page 23 e You can print the form for your records by pressing Print Remember that you DO NOT have to send the signed form to the Department of the Treasury 39 Amending Informative Returns 480 6X oe e You will only have access to this screen if you have completed the electronic transfer process Select from the menu Forms Informative Return 480 6X Amended Return 480 6X Create Amended e In this screen you can create an amended informative return Form 480 6X Screen
14. STEP ACTION e When you finish entering the information select Continue gt gt e t is important that in the following screen you review all the information because ONCE YOU CREATE THE COMPANY YOU CANNOT CHANGE THIS INFORMATION except for the telephone number contact person contact phone number and the PIN assigned by the SSA e Select the Form or Forms to prepare W2 480 6 X or Both VERIFICATION COMPANY INFORMATION Please make surethe information below is complete and correct This information wil be used to prepare the Withholding Statements Informative Returns and for Electronic Filing purposes Hame DEPT Contact Person PATRONALES Employer s Identification Humber Contact Phone Postal Address Employer Type AV Others 787 877 1337 PO BO0xsS3022503 Preparer Type Accounting Firm Type of Taxpayer Corporation Employer Municipalit Coun Zip Code Specialist Register Humber SAM dui N PR 00902 29071 12345 Telephone Humber 7357 227 2020 Personal Identification Ho assigned by Social Security Administration Operations Ceasing Date 01234567 Select form to create C W2 C 4806 x Both If the information above is correct press CREATE If you want to make changes to the information press EDIT ONCE YOU PRESS CREATE YOU CANNOT EDIT THIS INFORMATION e Press EDIT to change any information or CREATE if you wish to continue If the file has al
15. e Select Print k E loj x 1 re f Imprirnir Report Preview Magnetic Media Transmittal Form For Tax Year 2004 Mall the Magnetic Media and this Company EIN 1211011011 Form to Company Nama DEPT Departmel of the Treasure PX 6022501 Juan Puerto Reco 00902250 Company Phone 757 2 4 303 K r P TX ons er Bring the Magnetic Medis and this nia Any inquiries may ba directed ta 5 JE AR 21 Diepariment of the Treasury Mal Becton 2 14 indente Rainer Bui ring 10 Paseo Covadonga Submittsr Centact Parron DE Eubenittar CentzetPhone E507 San Juan Puerto Roco Contact Addzraaa Date Subelti d Original File Corrected File by Chale mm neces Diskalles Dale retard o Production Coin Section Dole Pai Pet on Current Page Mo 1 Total Page Mao 1 Zoom Factor 50 Continued on next page 21 Electronic Transfer Continued Internet e For the electronic transfer through the Internet follow the Program s instructions until the process is completed e See the following diagram Warning 2 Do vau want ta send the information to the Department of the Treasury 2 Are pou sure you want to send the information es Internet Electronic Transfer Connecting Compiling Info Transmiting Data
16. form 480 6A 480 6B 480 6C for which you would like to see the Summary e You can print the form for your records by pressing Print Remember that you DO NOT have to send the signed form to the Department of the Treasury 4 490 5 SUMMARY OF THE INFORMATIVE DECLARAT Ioj Screen INFORMATION C 480 6A 480 6B 480 6C Amount Withheld 445 00 Total Amount Paid 7 841 00 Continued on the next page 36 Summary and Reconciliation Continued Annual e The Program only completes the 1 and 27 columns of the form You must Reconciliation complete the remaining fields Statement of n CO me rv 480 6B 1 ANNUAL RECONCILIATION STATEMENT OF INCOME SUBJECT TO WITHHOLDING Subject to Original C Amended Withholding 480 6 1 Municipality State Zip Code dis 3E p s zew S Partnerships irato sono o e Once you have completed the form press Save m e Once you have completed and save the form you must print a draft of the Printing a Draft form and review it in order to avoid transferring incorrect information and Reviewing the Form e Press the Print button The printed form will include a watermark with the ohrase For Review Purposes Only WARNING If yu DO NOT REVIEW a draft of the Annual Reconciliation Statement 480 6B 1 and it is transmitted with errors YOU CAN ONLY CO
17. the computer in order to use it Instructions to e To copy the data file proceed with the following instructions Copy your Company s File to the Hard Disk STEP ACTION 1 Insert the diskette provided by the Department of the Treasury into Drive A of your computer 2 From My Computer or Windows Explorer select Drive A to install the Program 4 3 A file will appear with your Employer s Identification Number l04 select the file with your Employer s Identification Number l04 to copy it on your computer 5 select the COPY option from the menu bar Go to My Computer or Windows Explorer select Drive C and look for the following Directory C DH INFORMATIVES Data 2004 In the 2004 folder select from the menu bar the PASTE option This process will copy the file in the diskette to the hard disk of your computer Once this process is finished remove the diskette from Drive A In the Desktop select the 2004 W 2 and Informative Returns icon Continued on the next page Instructions for Users of the Program in CD Continued STEP ACTION Once you open the Program select Open 2004 W 2 amp Informative Returns Program CopyRight WARNING Utilities This software and its associated user manuals are both protected by US copyright law Title 17 United States Languages code Unauthorized reproduction and or sale may Y resultin imprisonment of upto one year and fines up to 10 000 1
18. 234567 f Corporation Employer Indicate Date 11 5 200 Employer Type ALL OTHERS Preparer Type ACCOUNTING FIRM cancer e o continue you must complete all of the following fields Postal Address Municipality Country Zip Code Telephone Employer Type Preparer s Type Contact Person Contact Phone and Type of Taxpayer If you are a Specialist please enter your Registry Number Include the Personal Identification Number PIN assigned by the Social Security Administration SSA To request your PIN you may call to 1 800 772 6270 Monday through Friday from 7 00 a m to 7 00 p m Also you may obtain it through WWW Socialsecurity gov bso bsowelcome htm Select File W 25 Register and More and Registration This service is available Monday through Friday from 5 00 a m to 1 00 a m Saturdays from 5 00 a m to 11 00 p m and Sundays from 8 00 a m to 10 00 p m If you select Individual in the Taxpayer Type question you will not have access to the withholding statements part of the Program The following message will appear when pressing Continues if you selected Individual warning d 1 d vau are an Individual that has employee s as an EMPLOYER and you need ta prepare the Withholding Statement v2 select the Corporation Employer option Ta choose Corporation Employer press YES otherwise select WO Continued on the next page Creating a Company Continued
19. 6 Corrected Withholding Statement 499R 2c W 2cPR Form e You will only have access to this screen if you have completed the electronic transfer process C File Forms Utilities au Cle ano wee wiEhhalding Statement Informative Return 480 6x 499R 2 2PR Corrected Withholding Statement Create Correction view Correction e In this screen you can correct the withholding statement of any employee You will only be able to correct the original withholding statement up to TWO times per employee e Select if you are going to correct the original withholding statement 499R 2 W 2PR or a previously amended withholding statement 499R 2c W 2cPR Select Employee to Create Amended Ba 499R 2AW 2PR 499R 2cAW 2cPR e From this screen you can select o the social security number or o the employee s name Continued on the next page 27 Corrected Withholding Statement 499R 2c W 2cPR Continued Form 499R e You can only edit or correct the information of the non shaded fields 2c W 2cPR continued 499R 2c W 2cPR CORRECTED WITHHOLDING STATEMENT 1a Year 1b Operations 2a Employee s 2b Spouse Social 3 Employer s Being Ceasing Date Social Security No Security No Identification No EIN Corrected 1 Name Initial Surname s 5a Employer s Name and Mailing Address EMPLOYEE A DEPT HACIENDA Postal Address P O BOX 9022501 POSTAL 1 Municipality State Zi
20. 7 USC508 Copyright infringers may also be subjectto civil liability 2004 CEG IHC amp ALL RIGHTS RESERVED eec ee pee cm After selecting Open you will see an message informative to the User If you agree press OK USER INFORMATION The Department of the Treasury the Commonwealth of Puerto Rico and its agents or employees are not responsible for claims related to the use of this Program Do you agree to these terms A screen will appear indicating Open Existing File In this screen you will find a file with the Employers Identification Number 104 select and press Open Open Existing File Look in y 2004 ze ek Ee 5595955555 104 999999999 104 File name 111111111104 Files of type Informative 1 0 104 Cancel My Network Open as read only Help 12 The Connection screen will then appear refer to the Open Company section on page 11 IMPORTANT If you have any questions regarding the installation of the 2004 W 2 amp Informative Returns Program please call TEL 787 725 4200 or 787 725 4219 Due Dates for Filing Due Dates for Ihe due dates for filing the following forms are Filing 499R 2 W 2PR and 499R 3 January 31 2005 480 6A 480 6B and 480 6B 1 February 28 2005 480 6C and 480 30 April 15 2005 Accessing the Program Program Access The first screen on the Program is the following 2004 W 2 amp Informative Returns Program WA
21. COMMONWEALTH OF PUERTO RICO DEPARTMENT OF THE TREASURY 2004 W 2 amp INFORMATIVE RETURNS PROGRAM USER MANUAL lt REASUR TABLE OF CONTENTS MV Cldnleersmeet RR RC US 1 Instructions for Users of the Program in CD 2 Program Installatt m Ne DD esta epe ee ete tea ee 2 Instructions to Copy your Companyss File to the Hard 3 DUE DAES Or cR T nt 5 ACCESSING tne Pr g aMis Eos x E ces cesa ses 6 Creating a ARE m 7 ODOn CoInDally ou ccn qs rrr rrr en er errr ee REP err etre herent rr rere Mere C errr EIE 11 Main 12 Entering Information to the Forms 14 Withholding Statements 499 8 2 2 15 Printing Drafts and Reviewing the Forms ccccccseceseeeseeeeeeeeneeeseeeeeeeeseeseeesaeeeneeeseeeeaeeens 17 EGUNO INO oM S MM 18 Moll ici T 19 OO TOO DISK pue tetas D d M E Et E 19 MOO Rare PIECE 22 COMI UON ADO coul qa waa ae eae
22. Code and any of the income boxes NOTE The Program automatically changes the characters to capital letters 2 Enter the information of the employee for whom you are preparing the form in the corresponding boxes Continued on the next page 15 Withholding Statements 499R 2 W 2PR Continued STEP ACTION Once you finish entering the first employee s information press Save If you make an error and need to erase an employee data from the screen press Cancel Create J89R 2 W 2PR To add other withholding statements select from the menu Add File Print Utilities Add Delete Close Repeat this process as many times as you need to complete the withholding statements for all the employees of your company Once the first withholding statement is saved the following buttons will appear in order to move through the withholding statements Error messages In each field with an error the Program will show an icon next to the field Move the mouse to the top of the icon to display the error type in the particular field Initial Surnames Postal Address Please include Ehe First name POSTAL1 Continued on next page 16 Withholding Statements 499R 2 W 2PR Continued Printing Drafts e Once the process of entering all the withholding statements data is completed and you must print a draft of the forms and review them in order to avoid the transfer Reviewing the incorrect information
23. RNING This software and its associated user manuals are both protected by US copyright law Title 17 United States code Unauthorized reproduction and or sale may resultin imprisonment of upto one year and fines up to 10 000 17 USCB50B Copyright infringers may also be subjectto civil liability CopyRight Utilities Languages 2004 CEG IHC amp ALL RIGHTS RESERVED The following are the different options provided by the menu Buttons Utilities Create Use this option to create the working file of your company Open If you have already created a working file select this option to access the file Exit Closes the Program Lanquages Espanol If you wish to change the language from English to Spanish select Espanol Select Data Path You can browse throughout your directory in order to change the address where new files will be saved If the file s location is not changed it will be saved in your computer s hard disk Calculator Provides a calculator you can use on screen to make mathematic calculations Creating a Company Creating a e Before creating your company s file you must agree to the terms of the Company Department of The Treasury e This step will be done only once Afterwards you will select Open to enter e create a company proceed with the following instructions STEP ACTION In this screen select OK to continue USER INFORMATION The Depar
24. RRECT THE SAME BY PREPARING AN AMENDED ANNUAL RECONCILIATION STATEMENT It will be necessary to transfer the Annual Reconciliation Statement again NOTE Remember that in order to print the form without the watermark For Review Purposes Only you must first complete the electronic transfer process Electronic e The electronic transfer process can be completed through the Internet or on a Transfer 3 5 floppy disk 480 6B 1 e Select from the menu Utilities Electronic Transfer 480 6B 1 Annual Reconciliation File Forms Utilities Calculator Import Infermation Electronic Transfer 433H 2 w 2PH withholding Statement Summary and Reconciliation Returns 460 64 Informative Return Print Confirmation Report k 450 651 Annual Reconciliation Disk Print Magnetic Media Transmittal Forn 480 30 Annual Return k Internet Continued on next page 37 Summary and Reconciliation Continued hel a e continue with the electronic transfer select 480 6B 1 o 3 5 Floppy Disk please refer to the Electronic Transfer section of continued the Withholding Statements see page 19 or o Internet please refer to the Electronic Transfer section of the Withholding Statements see page 22 e To print the Confirmation Report of the Electronic Transfer please refer to page 23 e You can print the form for your records by pressing Print Remember that you DO NOT have to send the signed form to the Department of
25. ave errors e To print this report select from the menu Print e You must o Open the Excel or Text file o correct the marked information and o begin the import process again until there are no errors in the report Continued on the next page 45 Importing Information to the Program Continued Importing to the Informative Returns The importing process for the Informative Returns is similar to the process for the Withholding Statements e However when you select the type of file from where you will import the data you must specify and select which informative return you will be completing o 480 6A o 480 6B o 480 6C e See the following example x Hn m T a jT tri Fk Lln E T Bases whai type of File you Want to 480 68 480 66 480 6C EXCEL 97 C EXCEL 5 Later EXCEL TEXT If it is an EXCEL document please enter de Worksheet rame Sample Data e You must choose the specific file name of worksheet to import the data from Microsoft Excel to this application S C L E Emphame Empridie me 2 Jua J 5 Maria 4 Sr Ben i mb cre HM o4 H Sample Data g Layout ED 11 iz 3 ast Ha Socbsisecaityo 111223333 Calls Bb2233411 alle Luna COD Son En uar Perez halos Excel Worksheet Name of the Worksheet 46
26. cial Security Administration Media 3 5 AWR Magnetic Media Processing floppy disk to 5 F 17 NB Metro West the Social PO Box 33014 Security Baltimore MD 21290 3014 Administration If you are going to send it through ANOTHER CARRIER other than the U S Postal Service use the following address Social Security Administration AWR Magnetic Media Processing 5 F 17 NB Metro West 300 N Greene Street Baltimore MD 21290 0300 Continued on the next page 50 Labeling and Shipping Instructions for the Magnetic Media Continued Address Information for Sending the Magnetic Media 3 5 floppy disk to the Department of the Treasury Important lf you are going to send it by the U S Postal Service use the following address Department of the Treasury PO BOX 9022501 San Juan PR 00902 2501 e f you are going to send it through ANOTHER CARRIER other than the U S Postal Service use the following address Department of the Treasury Mail Section S 14 Intendente Ramirez Building 10 Paseo Covadonga San Juan PR 00902 In order for the Department of the Treasury to properly read and process the 3 5 floppy disk it is very important that you do not block the security holes on both ends of the diskette with the company information label Do not Do not block 5 block 51
27. ct the directory where you will create a magnetic media disk and press OK Continued on the next page 19 Electronic Transfer Continued STEP ACTION 2 Once you select a directory and the process is completed on the disk the following message will appear Warning ees d Electronic File creation was successful X Dont Forget the creation of Ehe Label that you will include an your disk It must refer to the Magnetic Media Rootulation The Department of Treasury strongly recommends that you make a BACKUP of vour 104 located in CADHAINFORMATIVASYDatay20041111111111 I04 Far your personal records 3 Once this process is completed e print the Magnetic Media Transmittal Form which must be enclosed with the 3 5 floppy disk this Magnetic Media Transmittal Form is available through the main menu Utilities Print Magnetic Media Transmittal Form Transmittal Form 499R 2 W 2PR Fille Forms Utilities Calculator Import Information Electronic Transfer Summary and Reconciliation Returns Print Confirmation Report Print Magnetic Media Transmittal Form Transmittal Form 499R 2 W 2PR Transmittal Form 480 65 NOTE The Program completes part of the Magnetic Media Transmittal Form automatically You must complete the name address and telephone number of the contact person the filing date and indicate if it is an original or corrected disk Continued on next page 20 Electronic Transfer Continued 4
28. e are no errors in the report 48 Labeling and Shipping Instructions for the Magnetic Media Withholdin ae e Place an external label on the 3 5 floppy disk for the Department of The 499R 2 W 2PR Treasury e See the following example Department of The Treasury MMW2PR 1 Year EIN Name Tel e f your company will submit a copy to the Social Security Administration place an external label on the 3 5 floppy disk as shown SSA AWR MMREF 1 EIN Name Address City Country Zip Code Phone Continued on the Next Page 49 Labeling and Shipping Instructions for the Magnetic Media Continued Informative e Place an external label on the 3 5 floppy disk for the Department of The Returns 480 5 Treasury 480 6A 480 6B 480 6C e See the following example 480 6B 1 and aoe Department of The Treasury Informative Returns Year Packaging e Do not use paper clips rubber bands or staples on the 3 5 floppy disks Instructions for Insert each 3 5 floppy disk in its own protective sleeve before packaging the 3 5 floppy Send the 3 5 floppy disk an appropriate container to prevent damage disk transit e Use an appropriate disposable container o Special mailers for 3 5 floppy diskettes are available in the market e We not return special containers Address Information for If you are going to send it by the U S Postal Service use the following Sending the address Magnetic So
29. e following instructions from the CD STEP ACTION Insert the Program CD into your computer s CD Drive 2 From My Computer or Windows Explorer select the CD Drive to read the CD ELEM The following folders will appear on screen Full Install and Manual The Full Install folder contains the following subfolders Floppy and Single In the Single subfolder you will find the installation for the Program Informative2004 msi Windows e Directory of the file for installation Informative2003 exe Explorer screen example a Explonng Ele Edt Go Favorites Took Help Back up Cir Copy Urdo Delete ET Views Address E Ful Instal Single x Haw Type 20 Desktop ip Informative2004 msi Dasr KB windows My Compute 829 3M Floppy H a IC H Removable Disk Dr Continued on the next page Instructions for Users of the Program in CD Continued Program Installation from the CD continued STEP ACTION Select Informative2004 msi and follow the instructions that appear on your screen to install the Program 7 Once the Program is installed you will see on your Desktop the 2004 W 2 and Informative Returns Program icon In the Manual s folder you will find the User Manual for the 2004 W 2 and_Informative Returns Program Please print the instruction s Manual BEFORE using the Program It is not necessary to leave the Program CD in
30. e withholding statement make all the necessary changes to the employee s form After you finish editing the forms and you are sure that all the forms are correct you may begin the process of electronic transfer to the Department of the Treasury see next page NOTE Remember that you will NOT BE ABLE TO MAKE CHANGES to the withholding statements after you have electronically transferred the same 18 Electronic Transfer Electronic Transfer e The electronic transfer process can be completed through the Internet or on a 3 5 floppy disk e Select from the menu Utilities Electronic Transfer 499R 2 W 2PR Withholding Statement Screen File Forms Utilities Calculator Import Information Electronic Transfer 499R 2A 2PR Withholding Statement 3 5 Floppy Disk Summary and Reconciliation 460 64 Informative Return Internet Print Confirmation Report Print Magnetic Media Transmittal Farm K OPPY To electronically transfer to a 3 5 floppy disk complete the following instructions IS If you choose to file through the Internet go to page 22 STEP ACTION e Insert a blank disk into your computer and follow the Program s instructions until the process is completed See the following diagram warning Are YoU sure vou want to create Ehe Electronic Filing Browse For Folder Computer 2 H E Local Disk C Eu Compact Disc E HE Control Panel OK Cancel New Folder 2 e Sele
31. es File Forms Utilities Calculator Import Information Electronic Transfer Summary and Reconciliation Returns Print Confirmation Report Print Magnetic Media Transmittal Farm Alternatives Definition Calculator Available to make numeric calculations Import Information To import the information to the withholding statements 499R 2 W 2PR and informative returns 480 6A 480 6B and 480 6C from a spreadsheet in Excel Lotus or text format Electronic Transfer To transfer electronically the forms completed by Internet or to a 3 5 floppy disk Summary and Reconciliation To complete and print the 499R 3 480 5 480 6B 1 Returns and 480 30 forms Print Confirmation Report To print the Confirmation Report when the electronic transfer was processed through Internet Print Magnetic Media To print the Magnetic Media Transmittal form when Transmittal Form the electronic transfer was processed with a 3 5 floppy disk 13 Entering Information to the Forms e There are two ways to create the Withholding Statements and Informative Returns Enter the information directly to the corresponding form screen Import the information automatically Program Entering e enter information to the forms proceed with the following instructions Information to the Forms the option you choose is to continue on this section complete the information directly to the form s screen the option that you choose is refer to
32. he other tab includes an example of the data e It is very important to follow the order of the fields as they are shown in the layout including the headers of each column e f you are not able to export the payroll data into an electronic Excel spreadsheet or text format from your current accounting application you should contact your software provider e n general all accounting applications provide tools to generate electronic spreadsheets Continued on the next page 42 Importing Information to the Program Continued Importing to the Withholding Statements e From the Utilities menu select Import Information e Then select Withholding Statements e Specify the type of file from where the data will be imported e See the following screen Please chooose the type of file to import Please specify what type of File you want to impar EXCEL 5 EXCEL 87 or Later EXCEL TEXT If it is an EXCEL document please enter de Worksheet name Sample Data e You must choose the specific file name of worksheet to import the data from Microsoft Excel to this application E Import ae D E Empl ast Ha Emphame Empiiddle ScdebsecantyMo 2 Juan d Perez 111223333 C alla hMatadera 3 Maria M Malos 662233411 Calle Luna State Zipcode ZpcoedeExt Citau PA 00935 7234 1 San Aan PA 0935 i Excel Worksheet ar H 4 HM Sample Data Laat
33. ification number Use the Previous and Next buttons to search Once you have found the informative return make all the necessary changes to the individual or entity s return After you finish editing the forms and you are sure that all the forms are correct you may begin the process of electronic transfer to the Department of the Treasury see next page NOTE Remember that you will NOT BE ABLE TO MAKE CHANGES to the informative returns after you have electronically transferred the same 33 Electronic Transfer Electronic Transfer e The electronic transfer process can be completed through the Internet or on a 3 5 floppy disk e Select from the menu Utilities Electronic Transfer 480 6X Informative Return Screen File Forms Utilities Calculator Import Information Electronic Transfer 499R 27 2PR Withholding Statement Summary and Reconciliation Returns 430 64 Informative Return Print Confirmation Report 450 661 4nnual Reconciliation Print Magnetic Media Transmittal Farm 430 30 Annual Returni e The following screen will appear ELECTRONIC FILE METHOD Please select the forms you wish to transfer e Select the forms you will transfer electronically You may select either one all or a combination of the forms e o continue with the electronic transfer select o 3 5 Floppy Disk please refer to the Electronic Transfer section of the Withholding Statements see page 19 or o Interne
34. ormation of the non shaded fields To print and review the draft of the amended form press Print To print the amended forms without the watermark For Review Purposes Only you must complete the electronic transfer process again Please refer to the Electronic Transfer section on page 34 Once you prepare an amended informative return of any 480 6 form B or C the Program will automatically update the amount paid and amount withheld columns of forms 480 6B 1 and 480 30 respectively You must print and review a draft of the form that changed due to the amendment To print the amended forms without the watermark For Review Purposes Only you must complete the electronic transfer process again 41 Importing Information to the Program Importin This section only applies to users that will import information to the Program the Program You may import the information data to the forms from an Excel or Lotus spreadsheet or text format e To see the layout and examples of how the data must be organized you must search for the following directory o Toimport to the Withholding Statements C DH INFORMATIVAS Import Layout 2003 Import_499R2W2 xls o Toimport to the Informative Returns C DH INFORMATIVAS Import Layout 2003 Ilmport_4806 xls Important e These files Import 499R2W2 xls or Import 4806 xls have 2 tabs each one includes the data structure layout specifications and t
35. p Code Municipality coun Zip Code 6a Incorrect Social Security No 6b Employee s Incorrect Name aes eae ee ee 8 Wages 0 9 Commissions OE 7 e When you finish entering the data on the form press Save e Once you create a corrected withholding statement select the following option to print File Forms Utilities Withholding Statement 499R 2 Ww 2PR P 4aog znhy 2PR Withholding Statement Informative Rekurn 480 6x 499R 2 2PR Corrected Withholding Statement Create Correction view Correction e Select the corrected withholding statement you want to see Select Employee to View Amended 499R 2AN 2P R 499R 2c AW 2cPR e Press Continue Continued on next page 28 Corrected Withholding Statement 499R 2c W 2cPR Continued e To print the corrected withholding statement select Print from the menu File Print Utilities Copy af Employee All 488Hi 2e w 2cPFH of Employer s of Social Security e Once you have printed the corrected withholding statement you must sign it and file it with the Department of the Treasury since the Program does not provide for the electronic transfer of these forms e f the corrected withholding statement changes the total amounts of the Reconciliation Statement of Income Tax Withheld Form 499R 3 you must print and file it along with the corrected withholding statement to the Department of the Treasury Remember that you must sign bo
36. ready been created you cannot create it again The following message will appear X 7 If the company s file was already created refer to Open Company on page 11 Continued on the next page Creating a Company Continued The file will be created automatically in your computer s directory defined in the Utilities menu see next section The file name will be your Employers Identification Number 104 Example 123456789 104 As part of the process of creating the file the Program needs access to the Internet if you are not connected the following message will appear Warming Please verify your internet connection and try again Verify your connection to the Internet and try again lf you have problems with the Internet connection you may send us an email with a description of your particular situation to techsupport hacienda gobierno pr As an alternative we can send you by email your company s file so that it can be copied directly to your computer directory If you prefer this option write to us at w2info hacienda gobierno pr or send us a fax at 787 977 1337 or 787 977 1338 requesting the file When you receive the email with your company s file refer to page 3 from step 4 forward in order to copy the file to the hard disk of your computer 10 Open Company Open e To open a company proceed with the following instructions Company ACTION e You must agree with the terms of the Depa
37. rtment of the Treasury to continue Press OK The Department of the Treasury the Commonwealth of Puerto Rico and its agents or employees are not responsible for claims related to the use of this Program Do you agree to these terms e Enter the Employer s Identification Number and the New Access Code assigned by the Department of the Treasury twice Press Enter to continue Employer ID Humber Access Code IMPORTANT On October 29 2004 the Department of The Treasury sent a Notification to all employers and withholding agents with the New Access Code 11 Main Menu Main Menu Screen e This is the main menu once you create or open the company it contains the following FILE FORMS UTILITIES File Forms Utilities LEALT a AD 0 cin 7 and e Following is a description of the alternatives under each option File File Forms Utilities Company Information Add Farm Close Company Information You may view the company information previously created Add Form To add forms not created at the moment of Create Company Close Closes the company file and returns to the previous screen File Forme Utilities Withholding Statement 499A 2 2PR Informative Retur 490 6 Withholding Statement 499R 2 W 2PR and 499R 2c W 2cPR Forms Informative Return 480 6A 480 6B 480 6C and Amended Continued on the next page 12 Main Menu Continued Utiliti
38. scorrsci iu pma 1 paiya h Pe Current Page Ma 1 Total Page Mo 2 Zoom Factor 5054 25 Summary and Reconciliation Reconciliation Statement 499 R 3 Screen Reconciliation Statement 499 R 3 File Forms Utilities Calculator Import Information Electronic Transfer Summary and Reconciliation Returns Reconciliation Statement 499 R 3 Print Confirmation Report Summary of Informative Return 480 5 Print Magnetic Media Transmittal Form Annual Reconciliation 480 66 1 Annual Return 460 30 The Program will automatically complete the Reconciliation Statement of Income Tax Withheld 499 R 3 You can only edit or correct the information of the non shaded fields You can print the form for your records by pressing the Print button Remember that you DO NOT have to send the signed form to the Department of the Treasury 3499 R 3 ESTADO DE RECONCILIACI N DE CONTRIBUCION SOBRE INGRESOS Bussiness Hame Employer s Identification Number Employer s Name or Contact Telephone Humber Person OFICINA DE PATRONALES 787 721 2020 Postal Address First date of operations T pue Municipality State Zip Code SEE GU GISELE Number of Statements Included Business Location Municipality Zip Code Original C Amended 1 Wages 2 Commission 3 Allowance 6 Reimbursed Expenses T Tax Withheld 8 Retirement Fund 9 Contributions to CODA Plans 2
39. t please refer to the Electronic Transfer section of the Withholding Statements see page 22 e To print the Confirmation Report of the Electronic Transfer please refer to page 23 34 Printing the Forms Printing the Form e To print a form select the option Print Form 480 6A 480 6B 480 6C from the menu e You will be able to print o aspecific Informative Return o all 480 6A 480 6B 480 6C or o the Withholding Agent s copy Screen Print Utilities aeii Aa Specific All 480 66 Copy of Withholding Agent e o continue printing the forms please refer to the Printing section of the Withholding Statements see page 24 39 Summary and Reconciliation Summary and Reconciliation 1 this option you can review edit and print the following forms o Summary of the Informative Returns 480 5 o Annual Reconciliation Statement of Income Subject to Withholding 480 6B 1 o Nonresidents Annual Return of Income Tax Withheld at Source 480 30 File Forms Utilities Screen Calculator Import Information Electronic Transfer Summary and Reconciliation Returns Reconciliation Statement 499 R 3 Print Confirmation Report Summary of Informative Return 480 5 Print Magnetic Media Transmittal Farm Annual Reconciliation 460 66 1 Annual Return 430 30 Summary of die e The Program automatically completes the Summary of Informative Returns Returns 480 5 480 5 e Select the
40. th forms before filing them NOTE The Program provides for the automatic update of Form 499R 3 when corrected withholding statements change the total amounts that were originally filed 29 Informative Returns Informative e Tocomplete the Informative Returns you must follow these instructions Returns File Forms Utilities Withholding Statement 4338 2 2PH Informative Fretum 400 62 Form 460 64 Income Mat Subject to Withholding Form 480 65 Income Subject to Withholding Form 480 5C Income Subject to Withholding Residents Amended Return 460 6 ACTION Informative Return s Screen 480 6A 480 6B and 480 6C 4 FORM 480 68 INFORMATIVE RETURN INCOME SUBJECT TO WITHHOLDING Name and Last Name or Entity Name Po Postal Address Municipality Country Zip Code Social Security No or Employer s Ident No Bank Account Number Control Number 1 Payments for Services Rendered by Individuals 2 Payments for Services Rendered by Corporations and Partnerships 3 Payments for Judicial or Extrajudicial Indemnificati 4 Dividends 5 Partnerships Distributions 6 Interest except IRA 7 Dividends from Industrial Development Income Act 26 of June 2 1978 8 Dividends from Industrial Development Income Act 8 of January 24 1987 9 Pension Plans Distributions 10 Other Payments Create 480 6B e n this screen you will enter the information to the appropriate
41. the Treasury Nonresidents Annual Return of Income Tax Wit h h e d at 480 30 NONRESIDENTS ANNUAL RETURN OF INCOME TAX WITHHELD AT SOURCE Source amendea 480 30 The Program only completes the 1 and 2 columns of the form You must complete the remaining fields Industrial Code 1 Salaries Wages or Compensation 2 Partnerships Distributions 3 Sale of Property 4 Dividends 5 Royalties 6 Interest T Rents 8 Pension Plan Distributions 9 Public Shows 10 Others ej ae nn ej T ciel e Once you have completed the form press Save Continued on next page 38 Summary and Reconciliation Continued Printing a Draft e Once you have completed and save the form you must print a draft of the and Reviewing form and review them in order to avoid the transfer of incorrect the Form information e Press the Print button The printed form will include a watermark with the phrase For Review Purposes Only WARNING If you DO NOT REVIEW a draft of the Nonresidents Annual Return of Income Tax Withheld at Source 480 30 and it is transmitted with errors YOU CAN ONLY CORRECT THE SAME BY PREPARING AN AMENDED NONRESIDENTS ANNUAL RETURN It will be necessary to transfer the Nonresidents Annual Return again NOTE Remember that in order to print the forms without the watermark For Review
42. the section Importing Information to the to import the information to Program on page 42 for instructions on how to the forms import the information 14 Withholding Statements 499R 2 W 2PR e complete the withholding statements follow the instructions below File Farms Utilities Withholding Statement 499R 2 W 2PR k 499R z lw 2PR withhalding Statement Informative Return d8n 65 k 49S8R 2hw 2PR Corrected Withholding Statement STEP ACTION 1 e Withholding Statement Screen 499R 2 W 2PR Form 499R 2 W 2PR WITHHOLDING STATEMENT 1 Name Initial Surname s 3 Social Security No Postal Address 4 C Single Married 7 Cost of Pension or Annuity G EME JL IL pp __DePARTMENT THE TREASURY mrorMaTion 8 Wages 13 Reimbursed 17 Social Security 21 Social Security Expenses Wages Tips 9 Commissions 14 Tax Withheld 18 Social Security 22 Uncollected Social Tax Withheld Security Tax on Tips 10 Allowances 15 Retirement Fund 19 Medicare Wages 23 Uncollected Medicare i Tax on Tips 16 Contributions to 20 Medicare CODA PLANS Tax Withheld 12 Total 8 9 10 11 Create 499R 2 W 2PR e n this screen you will enter the information in the corresponding form for each employee e he required fields are Name Last Name Social Security Number Postal Address Municipality Country Zip
43. tment of the Treasury the Commonwealth of Puerto Rico and its agents or employees are not responsible for claims related to the use of this Program Do you agree to these terms Enter the Employer s Identification Number and the New Access Code assigned by the Department of The Treasury twice Press Enter to continue Employer ID Humber Access Code To complete this step you need access to the Internet If have a problem with the connection to the Internet go to step 10 IMPORTANT On October 29 2004 the Department of The Treasury sent a Notification to all employers and withholding agents with the New Access Code If you did not receive this Notification you may call 787 721 2020 extension 4511 or send a fax to 787 977 1337 or 787 977 1338 to request the New Access Code Continued on the next page Creating a Company Continued STEP ACTION Once you have selected Enter complete the information in each corresponding box COMPANY INFORMATION Name Contact Person DEPT HACIEMDA OFICINA DE PATRONMALES Employer s Identification Number Postal Address Type of Taxpayer PO BOX 8022501 Individual C Partnership Others C Estate nr Trust Municipality Country Zip Code SAN JUAN 00902 2501 Telephone Indicate if business mere s Humber ceased operations this Specialist Register Number Uus 87 721 2020 C Yes Personal Identification No PIN assigned by Social Security Administration 01

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