How to exclude agriculture employees from my w-2s - 941

[Hanna]

I have both regular employees and 1 agriculture employee. My agriculture employee shows up on my w-2s for regular employees. How do I get him seperated so I can report him undermy 943 report. He is on the system marked with a check mark as agriculture employee.

[Paul Mayer]

Just print the 943 Report and he will be on it as long as that Agricultural check box was selected for all of his payroll transactions.

[Hanna]

Yes, I see he is on the 943 report, but he is also included in my W-3 report which should balance with my quartely 941 reports. As of right know he'll be included on both reports.

[Paul Mayer]

Wait, how do agricultural employees file their taxes? This was set up years ago and none of the agricultural employers ever brought this up in the past years as we've always printed the W2 Forms and W3's for them.

[Hanna]

I guess agricultural employees file their taxes same way the rest of us do, but for employers, agricultural employees are treated different, I'm not really sure why, but they are. I'm not a CPA so I called our CPA to confirm, and was told that regular employees and agricultural employees do need to be reported seperately. She suggested that I mark the W-2 for the agricultural employee"Void" and adjust my W-3 and then make a different W-2/W-3 batch for my lonesome agricultural employee. Appreciate your quick response. Thank you.

[Hanna]

For anybody with the same problem, I figured a way to split the two groups of employees up. To run W-2s on regular employees, add the letter Z to all your agricultural employees. You can then un-select "All Employees", pick your employees from top to bottom except the ones with the letter Z. Run you W-2s and your W-3 for the regular employees. Remove the "Z' from the agricultural employees, add it to the regular employees and repeat steps, and Voila, you now have two sets of W-2/W3s.

[braathwaate]

You can also use employee code to split the 943 and 941 employees. Use a range of codes say (0-999) for 943 and (A0-A999) for 941s. I find this necessary to generate other reports (employer totals). The only issue I have with the W2/W3s is that by using employee code, the copy As of the W2 are sorted by code, rather than alphabetically or numerically by social security number as the IRS specifies, but I doubt that their machine readers really require that.

[Paul Mayer]

Actually the best practice is to create two company databases.

One for the regular employees and then one for just the Agricultural workers.

That will take all the worries out of it for you.