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This page was created on 26-Nov-2021 10:22 by jmyers

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16 19-Oct-2022 21:02 27 KB Karen Parrott to previous
15 26-Nov-2021 10:22 28 KB Karen Parrott to previous | to last
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W2_PROCESS_PROCESSING

Version management

Difference between version and

At line 5 changed 4 lines
*Federal information is totaled for all states for all employments for the reporting year by Federal Government Registration, this includes Box 1 to 14.
*The reporting of W2 Form and Government file is sorted and grouped by Federal Government Registration.
*After all federal information is summarized by Federal Government Registration and when W2 Forms are printed, if the employee has information overflow onto multiple W2 Forms, then the first W2 Form will print the Federal Information (Box 1 to 11, with Box 12 first 4 entries, Box 14 first 2 entries).
*Additional Box 12 and 14 information will be printed on subsequent W2 form for the same employee and the federal information (Box 1 to 11) will not be repeated.
*Federal information is totaled for all states for all employments for the reporting year by Federal Government Registration
*This includes Box 1 to 14
*The reporting of W2 Form and Magnetic Media filing is sorted and grouped by Federal Government Registration.
*After all federal information is summarized, the Federal information will be printed on the first W2 form for the employee (Box 1 to 11, Box 12's first 4 entries and Box 14's first 2 entries).
*Additional Box 12 and 14 information is printed on subsequent W2 forms for each employee. These forms will __not__ repeat the federal information (Box 1 to 11).
At line 11 changed 3 lines
*State information is summarized by each individual state regardless of whether the State Tax is generated from Work State Tax or Residence State Tax.
*If an employee has multiple tax jurisdictions within one state, the State tax information is summarized. This includes Box 15 to 17, SUI quarterly information.
*After all the information for states is summarized, the states are printed on the W2 form and overflows onto subsequent W2 form until all states are printed.
*State information is summarized by each individual State regardless of whether the State Tax is generated from Work State Tax or Residence State Tax.
*If an employee has multiple tax jurisdictions within one State, the State tax information will be summarized by State.
*This includes Box 15 to 17 and SUI quarterly information.
*After all State information is summarized, each State is printed on the W2 form and overflows onto subsequent W2 forms, until all states are printed.
At line 17 changed 2 lines
*If County tax has been withheld for a GEO code, the County tax information is summarized by the GEO code regardless of whether the tax is generated as Work County or Residence County tax
*If City tax has been withheld for a GEO code, the City tax and wages are summarized by the GEO code regardless of whether the tax is generated as Work City or Residence City tax. This includes Box 18 to 20.
*If County tax has been withheld for a GEO code, the County tax information is summarized by the GEO code, regardless of whether the tax is generated as Work County or Residence County tax
*If City tax has been withheld for a GEO code, the City tax and wages are summarized by the GEO code regardless if the tax is generated as Work City or Residence City tax.
*This includes Box 18 to 20.
*After all Local (County/City) information is summarized, each Local is printed on the W2 form and overflows onto subsequent W2 forms, until all Locals are printed.
At line 22 changed 2 lines
*On each W2 form, Box 14 - "Other Information" allows up to four lines to be reported. Each Box 14 information requires 2 lines to be printed, first line to print the description and second line to print the amount, School information will be printed using 4 lines, therefore subsequent W2 forms will be used if more Box 14 entries (4 lines) are required.
*On each W2 form, Box 12 code allows for up to four entries to be reported and subsequent W2 forms will be used if more than four entries are required.
*On each W2 form, Box 14 - "Other Information" allows up to four lines to be reported. Each Box 14 information requires 2 lines to be printed; the first line to print the description and second line to print the amount. School information requires 4 lines, therefore subsequent W2 forms will be generated if more Box 14 entries (4 lines) are required.
*On each W2 form, Box 12 code allows up to four entries to be reported. Subsequent W2 forms will be generated if more entries are required.
At line 26 changed one line
*On [IDGR], ‘W2 Employment Type’ must be defined on the [Registrations|IDGR#RegistrationsTab] tab for each group
*On [IDGR], the ‘W2 Employment Type’ field must be defined on the [Registrations|IDGR#RegistrationsTab] tab to qualify employees who have YTD information and belong to a Group, for each W2 Type of Employment.
At line 34 changed one line
*The ‘W2 Employment Type’ for a group MUST NOT BE CHANGED even if there are multiple effective date records for a group.
*Users must run [RPYEU] for each W2 Type of Employment. Example: Run RPYEU for 'Regular' employment, then run RPYEU for 'Agriculture' employment.
*The ‘W2 Employment Type’ for a group __MUST NOT BE CHANGED__ even if there are multiple effective date records for a group.
At line 36 changed 4 lines
*An employee may work for multiple ‘Types of Employment’ during a year, for example, an employee is a ‘Regular Employment’ employee during the year and is an ‘Agriculture Employment’ employee during the summer. In this case, the Agriculture Employment requires the reporting of the earnings on 943 and the agriculture earnings to be separate from the regular reporting of W2. A different group for Agriculture should be set up and the employees should be paid under the Agriculture group.
*When [RPYEU] is run, the employee will automatically be reported under the proper ‘W2 Type of Employment’ from [IDGR].
*For Medicare Qualified Government Employees, a specific Group with ‘W2 Type of Employment’ = ‘Q’ does not need to be set up in order for the employees to be reported with ‘Q’ type employment. The employee is classified as MQGE by the FICA and Medicare tax method on [IPRLU].
*If [IPRLU] FICA method = ‘Do not Calculate’ and the Medicare method is set up, this employee is qualified as MQGE employee and will be reported under ‘W2 Type of Employment’ ‘Q’ regardless of which group the employee belongs to.
*Employees can work for multiple ‘Types of Employment’ during a year. Example: An employee is a ‘Regular Employment’ employee during the year and also works for ‘Agriculture Employment’ during the summer. In this case, the Agriculture Employment requires to report earnings on Form 943 and the Agriculture earnings should be separate from the Regular employment reporting on the W2. Users should set up a different group for Agriculture and the employees should be paid and reported under the Agriculture group.
*When [RPYEU] is run, the employee will be automatically reported under the proper ‘W2 Type of Employment’ from [IDGR].
*For Medicare Qualified Government Employees, users do not need to define a specific Group with ‘W2 Type of Employment’ as ‘Q’ in order for the employees to be reported with ‘Q’ type employment. Employees are classified as MQGE by the FICA and Medicare tax method on [IPRLU].
*If the [IPRLU] FICA method is defined as ‘Do not Calculate’ __and__ the Medicare method is defined, the employee is qualified as an MQGE employee and will be reported under ‘W2 Type of Employment’ ‘Q’ regardless of which group the employee belongs to.
* When RPYEU is run, if the 'W2 Type of Employment' selected is 'R', the employee will still be reported under Q depending on the FICA and MEDICARE tax method (defined on IPRLU).
At line 42 changed 5 lines
*When [RPYEU] is run, the government media file may be selected to be generated
*A valid directory name must be provided and a magnetic media file name {e.g. W2_2013.txt) specified.
*The [RPYEU] Execution ID may also be attached to the file name by specifying the word ‘mex’ in the file name. For example:
**W2_2013_mex.txt - this will generate magnetic media file W2_2013_67109.txt for Execution ID 67109
**W2_mex_ohio.txt - this will generate magnetic media file W2_67109_ohio.txt for Execution ID 67109
*When [RPYEU] is run, users can select to generate a magnetic media file
*Users must define a valid directory name and a magnetic media file name, such as W2_2021.txt)
*Users can also attach the [RPYEU] Execution ID to the file name by defining the word ‘Mex’ in the file name, such as W2_2021_mex.txt. This will generate a magnetic media file W2_2021_67109.txt for Execution ID 67109
Example: W2_mex_ohio.txt will generate a magnetic media file W2_67109_ohio.txt for Execution ID 67109
At line 49 changed 8 lines
*When [RPYEU] is run, a valid File Directory name must be selected in order for the XML file to be generated.
*The XML file contains all employees information to be read by the Oracle W2 Form Print program RPW2.
*RPYEU attaches the ‘.xml’ extension to the specified Media File name for the XML file, for example:
**Media File Name: W2_2013_mex.txt\\XML File Name: W2_2013_mex.xml
**Media File Name: W2_2013_mex\\XML File Name: W2_2013_mex.xml
*After [RPYEU] is run, Notepad or PFE editor can be used to review the XML file content.
*Double click on the .xml file to open the XML file using an xml editor.
*This XML file may be archived for historical purpose or for reprinting purpose by Oracle version RPW2
*When [RPYEU] is run, users MUST define a valid File Directory name in order for the XML file to be generated.
*The XML file contains all employee information to be read by RPW2 (the Oracle W2 Form Print program).
*RPYEU attaches the ‘.xml’ extension to the defined Media File name for the XML file.
Examples:\\
*Media File Name: W2_2021_mex.txt\\XML File Name: W2_2021_mex.xml \\ \\
*Media File Name: W2_2021_mex\\XML File Name: W2_2021_mex.xml \\ \\
*After [RPYEU] is run, users can use Notepad or a PFE editor to review the XML file content.
*Users should Double click on the .xml file to open the XML file using an xml editor.
*Users can archive this XML file for historical reporting purposes or to reprint the W2s.
At line 59 changed 3 lines
*[RPYEU] should always be run with Trace Level = ‘Exceptions only’ for all employees
*if there is problem in [RPYEU] and there is a need to determine which employee has the problem, [RPYEU] should be run with Trace Level = ‘Program Trace'. This will print a list of processed employees in order to determine which employee has the problem.
*When Trace Level = ‘Program Trace’, the SQL SELECT Statements for Federal, State and Local levels are written as Trace messages.
*Users should always run [RPYEU] with the Trace Level set to 'Exceptions only’ for all employees
*If there is problem in [RPYEU] and a user needs to determine which employee has the problem, the user should run [RPYEU] with the Trace Level set to ‘Program Trace'. This will print a list of processed employees in order to determine which employee has the problem.
*When the Trace Level is set to ‘Program Trace’, the SQL SELECT Statements for Federal, State and Local levels are also written as Trace messages. Users can review the select statement by running RMEX for the RPYEU Execution ID.
At line 63 changed 6 lines
*After determining which employee has the problem, [RPYEU] should be run for one employee with Trace Level = ‘Utility Trace’ to determine the problem in detail.
*When [RPYEU] is run with any Trace level, all trace messages are also written to a ‘_trace.csv’ file so that the file can be open with Excel for investigation, the dynamic SQL SELECT statement is written to ‘_select.txt’ file
*When the parameter ‘Create Data Dump’ toggle is checked, [RPYEU] will generate data dump files with .csv extension for any available Federal, State, Local, School information. These data dump files can be opened with an Excel spreadsheet for debugging and balancing purposes. For example, mex id 750234 is run with trace and data dump and following files are generated:
**rpyeu_w2_750234.txt - Government magnetic media file to be sent to the government
**rpyeu_w2_750234.xml - xml file to be read by RPW2 to print W2 forms
**rpyeu_w2_750234_select.txt - SQL SELECT statement, may be used in SQL+
*After determining which employee has the problem, users should run [RPYEU] for one employee with the Trace Level set to ‘Utility Trace’ to determine the problem in detail.
*When [RPYEU] is run with any Trace level, all trace messages are also written to a ‘_trace.csv’ file so users can open the file in Excel for investigation. The dynamic SQL SELECT statement is written to ‘_select.txt’ file
*When the ‘Create Data Dump’ toggle is set to YES, [RPYEU] will generate data dump files with a .csv extension for any available Federal, State, Local and School information. Users can open these data dump files in Excel for debugging and balancing purposes. Example: When Mex ID 750234 is run with trace and data dump and following files are generated:
**rpyeu_w2_750234.txt - Magnetic media file to be sent to the government
**rpyeu_w2_750234.xml - xml file to be read by RPW2 (Oracle Version Only) to print the W2 forms
**rpyeu_w2_750234_select.txt - SQL SELECT statement, can be used in SQL+
At line 70 changed 4 lines
**rpyeu_w2_750234_fed.csv - Data dump file with Federal information for debugging or balancing
**rpyeu_w2_750234_state.csv - Data dump file with State information for debugging or balancing
**rpyeu_w2_750234_local.csv - Data dump file with Local information for debugging or balancing
**rpyeu_w2_750234_school.csv - Data dump file with School information for debugging or balancing
**rpyeu_w2_750234_fed.csv - Federal data dump file for debugging or balancing
**rpyeu_w2_750234_state.csv - State data dump file for debugging or balancing
**rpyeu_w2_750234_local.csv - Local data dump file for debugging or balancing
**rpyeu_w2_750234_school.csv - School data dump file for debugging or balancing
At line 75 changed 2 lines
**rpyeu_w2_150277.txt - Government magnetic media file to be sent to the government
**rpyeu_w2_150277.xml - xml file to be read by RPW2 to print W2 forms
**rpyeu_w2_150277.txt - Magnetic media file to be sent to the government
**rpyeu_w2_150277.xml - xml file to be read by RPW2 (Oracle Version Only) to print the W2 forms
At line 79 changed 2 lines
*When [RPYEU] is run and and 'By State' is not selected, then the Federal media file will be generated with Code RW records on the media file.
*When [RPYEU] is run and one state is selected, then [RPYEU] will be processed for that specific state only. Code RW and RS records will be generated according the State government requirement and the [IDGV Variables|IDGV#VariablesTab] tab ‘W2 State Media Filing’ set up.
*When [RPYEU] is run with no specific State selected, the Federal magnetic media file and Code RW records will be generated.
*When [RPYEU] is run with one State selected, only the specific State records is processed, therefore Code RW records will __not__ be generated.
Code RS records will be generated according the State government requirements and the W2 State Media Filing’ defined on [IDGV Variables|IDGV#VariablesTab] tab.
At line 83 changed 2 lines
*The user may exclude certain employees may be excluded W2 reporting by setting up [IDFDV] Identifier ‘W2-EXCLUDE-EE’
*If the value of this ‘W2-EXCLUDE-EE’ identifier is evaluated to ‘Y’, then the employee is bypassed.\\e.g. If employees whose Assignment Title = ‘Election Worker’ or ‘Self Employed’ are not to be reported, then for Identifier ‘W2-EXCLUDE-EE’, set up the following:
*Users can exclude certain employees from W2 reporting by setting up 'W2-EXCLUDE-EE’ Identifier on [IDFDV]
*If the value of the 'W2-EXCLUDE-EE’ identifier is defined as ‘Y’, the employee is bypassed.\\Example: If a user does not want to report employees whose Assignment Title is ‘Election Worker’ or ‘Self Employed’, set up the ‘W2-EXCLUDE-EE’ Identifier with the following:
At line 86 changed 5 lines
**Derivation Expression = decode(UPPER(~),’ELECTION WORKER','Y',‘SELF EMPLOYED’,'Y','N')\\%%information Note: UPPER(~) should be used to convert alphanumeric field to compare all Upper case letters.%%
*If there is a complex situation to exclude an employee, a STAT CODE may be used to indicate that the employee is excluded.\\e.g. An employee is excluded when he works in certain groups or with certain hours, then his work activity may kept track by using a STAT CODE. If the employee is to be excluded, then set the STAT CODE value to 1.00. In this case, [IDFDV] for Identifier ‘W2-EXCLUDE-EE’, the following should be set up:
**Field Source = Statistics
**Field variable = the STAT CODE that is used to exclude employee
**Derivation Expression = decode(~,1,'Y','N')
**Derivation Expression = decode(UPPER(~),’ELECTION WORKER','Y',‘SELF EMPLOYED’,'Y','N')\\%%information Note: Use UPPER(~) to convert an alphanumeric field to compare all upper case letters.%%
*If a user has a complex situation to exclude an employee, a STAT CODE can be used to indicate that the employee should be excluded.\\Example: An employee is excluded when they work in certain groups, or with certain hours. Users can keep track of this setting the 'STAT CODE' value to 1.00.
Then the ‘W2-EXCLUDE-EE’ Identifier on [IDFDV] should be set up with:
*Field Source = Statistics
*Field variable = the STAT CODE that is used to exclude employee
*Derivation Expression = decode(~,1,'Y','N')
At line 93 changed one line
The election workers earnings should be reported on W2 if the payment is $600 or more. If the payment is less than $600 and if social security and medicare taxes are withheld, then the earnings should be reported.
Election workers earnings __should__ be reported on the W2 if:
At line 95 changed 4 lines
In this situation, that means if the election worker’s earnings is less than $600 and there is no social security and medicare tax withheld, then the payment should not be reported on W2. The Election Worker situation should be handled as follows:
#Use a separate pay component to record the election worker payment. If FICA and Medicare are not calculated for these payments, then the election worker payment can be excluded by not putting the pay component in the element for each W2 Box.
#If the employee is paid with election worker payment and FICA and Medicare tax are withheld, then determine if the employee should be excluded or not. If employee is excluded, a STAT CODE may be set up for [IDFDV] Identifier ‘W2-EXCLUDE-EE’ to exclude the employee from reporting on W2 form.
#All Election Workers may be excluded by using the EASD.ASSIGNMENT_TITLE = ‘ELECTION WORKER’, then the Identifier ‘W2-EXCLUDE-EE’ should be used to exclude EASD.ASSIGNMENT_TITLE = ‘’ELECTION WORKER’.
* The earnings are less than $600 and the Social Security and Medicare taxes __are__ withheld
At line 100 changed 2 lines
!Reissued / Corrected W2 Form
If an employee has lost the W2 Form, the W2 Form can be reissued by running RPW2 with the employee selected.
Election workers earnings __should NOT__ be reported on the W2 if:
At line 103 changed 3 lines
For Oracle version RPW2, prior to reissue of the W2 Forms by RPW2, the XML file must be ready for the RPW2 program. The XML file can be from one of the followings:
#[RPYEU] may be re-run to generate the XML file for the reissued employees, OR
#The archive XML file may be used from the previous [RPYEU] run and the employees from XML file selected
* The earnings are less than $600 and the Social Security and Medicare taxes are __NOT__ withheld
At line 107 changed 3 lines
For Windward version RPW2, the GVT Run number that the employee belongs to when RPYEU is run must be selected:
#[RPYEU] may be re-run to generate a new GVT Run number for the employee, OR
#The existing GVT Run number that the employee’s W2 was originally issued may be located
Users can manage this reporting as follows:
At line 111 changed one line
When RPW2 is run, the word ‘REISSUED’ or ‘CORRECTED’ should be entered for the prompt ‘Reissued/Corrected:’, then the W2 form will be printed with word specified.
#Use a separate pay component to record the Election worker earnings. If FICA and Medicare are not calculated for these earnings, users can exclude the election worker earnings by __not__ defining the pay component in the element for each W2 Box.
#If the employee is paid with election earnings and FICA and Medicare tax __are__ withheld, users should determine if the employee should be excluded or not. If an employee is excluded, users can set up a 'STAT CODE' for the ‘W2-EXCLUDE-EE’ Identifier on IDFDV, to exclude the employee from reporting on the W2 form.
#Users can exclude All Election workers by setting the EASD.ASSIGNMENT_TITLE to‘ELECTION WORKER’, then setting the ‘W2-EXCLUDE-EE’ Identifier to EASD.ASSIGNMENT_TITLE.
At line 115 added 9 lines
!Reissued / Corrected W2 Form
If an employee loses their W2 Form, organizations can reissue the W2 Form by running RPW2 and selecting the specific employee.
For RPW2W4C/RPW2W4TB (Windward versions), users must select the GVT Run number that the employee belongs to when RPYEU is run.
#Re-run [RPYEU] to generate a new GVT Run number for the specific employee, OR
#Use the existing GVT Run number that the employee's W2 was original issued for. \\ \\
When any W2 Print Program is run, users should enter the word ‘REISSUED’ or ‘CORRECTED’ in the ‘Reissued/Corrected field’, so the W2 form will be printed with the defined word.
At line 114 changed 2 lines
*If an error is discovered on the W2 forms and the W2 Forms have not be distributed to the employees yet, the problem should be fixed and [RPYEU] and RPW2 rerun.
*If an error is discovered on the W2 forms after the employee receives the W2 Forms, the error W2 should still be filed to the government and the W2 Forms manually corrected by completing Form W2-C for corrections. [RPYEU] and RPW2 do not use the VOID box on the W2 Form to indicate error situation.
*If an error is discovered on the W2 forms and the Forms have __not__ be distributed to the employees, users should fix the error(s) and re-run [RPYEU] and the W2 Print Program(s).
*If an error is discovered on the W2 forms nd the Forms __have__ be distributed to the employees, users must manually correct the W2 Forms by completing Form W2-C for corrections. High Line does not support the W2-C form.
The incorrect W2 should still be filed to the government. High Line does not support the VOID box on the W2 Form to indicate an error.
At line 129 added one line
At line 118 changed one line
When [RPYEU] is run, there is an option to audit and fix the government registrations set up on [IDGV].
When [RPYEU] is run, users have the option to audit and fix the government registrations set up on [IDGV]. Users can define the following the Regist/Set Up Audit field to:
At line 120 changed 2 lines
The following prompt can be answered:
Regist/Set Up Audit: Print and Run
||Option||Description
|00|Do not print, run. \\ After the Government Registration is audited, do not print all registrations, continue to run [RPYEU].\\ This option suppresses all exception messages to be printed.
|01|Print, do not run. \\ After the Government Registration is audited, print all registrations, do not run [RPYEU].\\ This option is used when a user just wants to verify all of the government registration set up prior to running [RPYEU]. This option allows exception messages to be printed.
|02|Print and run. \\ After the Government Registration is audited, print all registrations and continue to run [RPYEU]. \\ This should be the default so users can verify all of the government registration set up and run [RPYEU]. This option allows exception messages to be printed.
|03|Excp and run. \\ After the Government Registration is audited, do not print registrations and continue to run [RPYEU]. \\ This option allows exception messages to be printed.
This field is validated from the ‘[X_PRINT_AND_RUN]’ lexicon.
At line 123 removed 10 lines
This prompt is validated from lexicon ‘[X_PRINT_AND_RUN]’
*00 – Do not print, run
*01 – Print, do not run
*02 – Print and Run
*03 – Excp and Run
;‘00 – Do not print, run’:After the Government Registration is audited, do not print all registrations, continue to run [RPYEU]. This option suppresses all exception messages to be printed.
;‘01 – Print, do not run’ :After the Government Registration is audited, print all registrations, do not run [RPYEU]. This is used when all government registration set up needs to be verified prior to the [RPYEU] run. This option allows exception messages to be printed.
;‘02 – Print and Run’:After the Government Registration is audited, print all registrations, continue to run [RPYEU]. This should be the default so all government registration set up can be verified and [RPYEU] run. This option allows exception messages to be printed.
;‘03 – Excp and Run’:After the Government Registration is audited, do not print registrations, continue to run [RPYEU]. This option allows exception messages to be printed.
At line 134 changed one line
Negative (credit) amounts are never allowed for W2 reporting and therefore if negative amounts are encountered, an exception message is printed, the negative amount must be resolved and the report re-run.
Negative (credit) amounts are never allowed for W2 reporting. If negative amounts are encountered, an exception message is printed. Users must resolve the negative amount and the re-run the report until no exceptions are found.
At line 136 changed one line
The following set up exception messages are highlighted if the ‘Set Up Exceptions’ are selected to be printed:
The following set up exception messages are highlighted if one of the ‘Regist/Set Up Audit field' are defined that allows exception messages to be printed (Options 01, 02 and 03 only):
At line 138 changed 5 lines
|[IMUF]|User Field: W2 STATE MEDIA FILING is not set up for [P2K_CM_GOVT_REGISTRATIONS]
|[IMUF]|User Field: W2 TAX TYPE CODE is not set up for [P2K_CM_GOVT_REGISTRATIONS]
|[IMUF]|User Field: W2 TAXING ENTITY is not set up for [P2K_CM_GOVT_REGISTRATIONS]
|[IDGV]|Federal Registration is not set up for Entity: entity name
|[IDGR]|W2 EMP TYPE is not set up for Entity: entity code Unit: unit code Group: group code Effective date
|[IMUF]|User Field W2 STATE MEDIA FILING is not set up for [P2K_CM_GOVT_REGISTRATIONS]
|[IMUF]|User Field W2 TAX TYPE CODE is not set up for [P2K_CM_GOVT_REGISTRATIONS]
|[IMUF]|User Field W2 TAXING ENTITY is not set up for [P2K_CM_GOVT_REGISTRATIONS]
|[IDGV]|Federal Registration is not set up for Entity: Entity name
|[IDGR]|W2 EMP TYPE is not set up for Entity: entity code, Unit: unit code, Group: group code or Effective date
At line 150 changed one line
%%warning __Warning:__\\IDFDV Identifier Name is not set up\\IDFDV Identifier Name contains CONSTANT%%
|Warning|IDFDV Identifier Name is not set up
|Warning|IDFDV Identifier Name contains CONSTANT
\\ \\
At line 153 changed 8 lines
;Empl nnn:Invalid SSN: ssn, SSN must be 11 positions, position 4 and 7 must be a hyphen (-)\\ \\The SSN number must be verified and corrected, otherwise W2 form and Magnetic media filing will be incorrect for the employee
;Empl nnn:Term date CCYYMMDD is prior to reporting year CCYY\\ \\This is a warning to indicate the employee has been terminated in prior years and has YTD information for this calendar year
;Empl nnn:Box 3 999999.99 + Box 7 999999.99 = 999999.99 exceeds Annual Max Wage Base 999999.99\\ \\Either Box 3 or Box 7 set up must be corrected, the system does not adjust this number because it does not know if Box 3 or 7 is correct. If this situation is not corrected, the W2 will be rejected because the government does not allow these wage base to exceed the annual maximum.
;Empl nnn:Employee has no Federal Information for Employment Type R, employee is bypassed
;Empl nnn:Identifier Amt 999999.99-, negative amount not allowed, amount change to 0.00\\ \\This situation must be reviewed and the negative amount corrected, otherwise the system reports zero for this field.
;Empl nnn:Identifier Amt 999999.9999 exceeds 2 decimals, amount change to 999999.99\\ \\This situation may cause a rounding error and should be reviewed in order to find out why the amount exceeds 2 decimals and corrected if necessary.
;Empl nnn:Identifier Amt 999999999.99 exceeds 11 digits, check printed Form and Govt File size\\ \\The system highlights the amount that exceeds 11 digits, the printing of W2 for this field and the government file size to report this amount should be reviewed.
;Empl nnn:Error: RS record posn 999 length = nn only, Field size exceeded for Amt 99999999.99\\ \\This Error message is issued when the Length of the Field Size available on the magnetic media file is not large enough to hold the amount. The field size is always checked for each numeric field prior to writing the amount into the file\\ \\This situation must be corrected because Oracle will report ‘#######’ in the field and the government will reject this file. The ‘#######’ is not corrected to report zero in the file because this will result in incorrect reporting for the W2 between the W2 form print and the W2 file.\\ \\The printing of the W2 will probably be large enough to print the field size while the magnetic media reporting could not report this large amount.\\ \\An investigation must be made to see if incorrect data is the cause of the problem, or Support must be contacted.
||Code||Message
|Empl nnn|Invalid SSN: ssn, SSN must be 11 positions, position 4 and 7 must be a hyphen (-). Users must verify and correct The SSN number, otherwise W2 form and Magnetic media filing will be incorrect for the employee
|Empl nnn|Term date YYYYMMDD is prior to reporting year YYYY. This is a warning that indicates the employee has been terminated in a prior year, but has YTD information for this calendar year
|Empl nnn|Box 3 999999.99 + Box 7 999999.99 = 999999.99 exceeds Annual Max Wage Base 999999.99. Users must correct either the Box 3 or Box 7 set up. The system does not adjust this number because it does not know if Box 3 or 7 is correct. If this situation is not corrected, the __W2 will be rejected__ because the government does not allow these wage base to exceed the annual maximum.
|Empl nnn|Employee has no Federal Information for Employment Type R, employee is bypassed.
|Empl nnn|Identifier Amt 999999.99-, negative amount not allowed, amount changed to 0.00. Uses must review this error and correct the negative amount, otherwise the system will report zero for this field.
|Empl nnn|Identifier Amt 999999.9999 exceeds 2 decimals, amount changed to 999999.99. This can cause a rounding error. Users should be review the error to find out why the amount exceeds 2 decimals and correct the data.
|Empl nnn|Identifier Amt 999999999.99 exceeds 11 digits, check printed Form and Govt File size. The system highlights the amount that exceeds 11 digits. Users should review the printing of W2 for this field and the government file to report this amount.
|Empl nnn|Error: RS record posn 999 length = nn only, Field size exceeded for Amt 99999999.99. This Error message is issued when the Length of the Field Size available on the Magnetic Media file is not large enough to hold the amount. The field size is always checked for each numeric field prior to writing the amount on the file\\Users MUST correct this error because the report will show ####### in the field and the government will reject the file. __Users should not correct the ####### to zero in the file__. This will result in incorrect reporting for the W2, between the W2 form print and the W2 file.\\ \\The W2 form may be large enough to print the field size while the magnetic media reporting could not report this large amount.\\ Users must find out if incorrect data is the cause of the problem, or contact High Line for support.
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The Federal level print is reported and sorted by employee and has all levels of details for an employee
The Federal level print is reported and sorted by employees and has all levels of details for an employee.
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The printing of ‘Set Up Exceptions’ may be suppressed for [IDFDV], [IDGV], etc. However, the employee level of exception are always printed, as error or warning situations are encountered for each employee.
Users can suppress the printing of ‘Set Up Exceptions’ for [IDFDV], [IDGV], etc., however, the employee level of exception are always printed, to show error or warning messages for an employee.
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!RPYEU Sort Level
There are three prompts to allow sorting of employees in [RPYEU] for distribution of W2 Form purposes:\\ \\
!RPYEU Trace Level
Users should always run RPYEU with the Tracel Level set to 'Exceptions Only' for all employees. \\
If there is problem in RPYEU, users should run RPYEU with the Trace Level set to Program Trace. This will print a list of processed employees to determine which employee has the problem.
When the Trace Level is set to Program Trace, the Select Statements for Federal, State and Local levels are also written as Trace messages. Users can review the Select statements by running RMEX for the RPYEU Execution ID.
After determining which employee has the problem, users should run RPYEU for the specific employee with the Trace Level set to Utility Trace to review and determine the problem in detail.
!RPYEU Sort Levels
There are three options to sort employees in [RPYEU] for distribution of the W2 Forms:\\ \\
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The department is the prime assignment details’ department that is effective as of the user specified ‘As of date’
\\
A special ‘W2 Destination’ may be defined at the department level or employee level for W2 distribution purpose.
\\
‘Provide Sort Level Totals’ may also be specified if a ‘Sort Level By’ level has been specified
\\ \\
*Department is the prime assignment details’ department that is effective as of the defined ‘As of date’.
*Users can define a special ‘W2 Destination’ at the department level or the employee level for W2 distribution purposes.
*Users can also define to ‘Provide Sort Level Totals’ by defining a ‘Sort Level By’ level
Options are: \\
*00-Not Applicable
*01-Department
*02-Dept W2 Destination
*03-Dept SUI ER Number
*04-Pay Dest (EASD)
*05-Location (EASD)
*06-W2 Destination (EID)
\\ \\
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This prompt is useful for sorting Terminated employees from Active employees in order that the W2 forms for terminated employees can be mailed.
This prompt is useful for sorting Terminated employees from Active employees for distribution purposes.
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If 00 is selected, the terminated employees will not be sorted before active employees
The options are:
*00-Do not sort active/inactive. Terminated employees will not be sorted before active employees
*01-Before Sort Level. Terminiated employees will be sorted before the defined 'Sort Level By' field (above). Example: All Inactive employees are group together, by Department (Sort Level), followed by Active employees.
*02-After Sort Level. Terminiated employees will be sorted after the defined 'Sort Level By' field (above). Example: All inactive employees are grouped together, within each department (Sort Level), followed by Active Employees in the same department.
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If 01 is selected, all terminated employees will be sorted before the sort Level from the previous prompt.\\
For example:\\
If Department A has 2 terminated employees (A1, A2), 3 active employees (A3, A4, A5)\\
If Department B has 2 terminated employees (B1, B3), 3 active employees (B3, B4, B5)
[RPYEU] will show in this order
__Example for 01-Before Sort Level__\\
Department A has 2 terminated employees (A1, A2) and 3 active employees (A3, A4, A5)\\
Department B has 2 terminated employees (B1, B3) and 3 active employees (B3, B4, B5)\\
[RPYEU] will sort in this order:
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All Inactive employees are grouped together by Department (Sort Level) and then followed by all Active employees.
All Inactive employees are grouped together, by Department (Sort Level), followed by all Active employees.
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If 02 is selected, all terminated employees will be sorted After the Sort Level from the previous prompt.\\
[RPYEU] will show in this order:
__Example for 02-After Sort Level__\\
Department A has 2 terminated employees (A1, A2) and 3 active employees (A3, A4, A5)\\
Department B has 2 terminated employees (B1, B3) and 3 active employees (B3, B4, B5)\\
[RPYEU] will sort in this order:
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Inactive employees are grouped together within each department (Sort Level) and then followed Active employees of the same department.
Inactive employees are grouped together, within each Department (Sort Level), followed by all Active employees in the same department.
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This prompt is sorted within the ‘Sort Level By’ and ‘Sort by Active / Inactive’ prompt
This prompt will sort within the ‘Sort Level By’ and ‘Sort by Active / Inactive’ fields. The options are:
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*01-Person Code
*02-Last Name/First Name
*03-Destin/Last/First
*04-Dept/Last/First
*05-Mailing Zip/Last/First
*06-Primary Zip/Last/First
!RPYEU Sort by Zip – Mailing W2 at discount rate
For organizations who are mailing a large volume of the W2 forms to their employees, arrangements can be made with the US Post Office to mail the W2 forms at a discounted postal rate if the W2 forms are sorted by ZIP code.
To mail W2 forms at a discounted rate, when RPYEU is run, users should select to Sort Employees By:
*Mailing ZIP/Last/First name (recommended)
*Primary ZIP/Last/First name
If the IEPI Mailing Address does not exist, the IEPI Primary Address will be used.
The RPYEU report prints the employees by ZIP code sequence and prints the ZIP codes on the Employee’s line.
The RPW2 (Oracle Version only) print program reads from the xml file and prints records in the sequence as sorted by RPYEU. If the RPW2W4C/RPW2W4TB (Windward Version only) print program is used, the print program reads the IPGH ID Sequence that has been sorted by the RPYEU process.
NOTE: When using the option to sort by ZIP code, the employees are sorted in ZIP order and not by Last/First name or Person code sequence. This can make it difficult to locate a specific employee.
For auditing and balancing purposes, it is recommended that RPYEU should be run with the Sort Employee By parameter set to either Person Code or Dept/Last/First. This will generate the government file, to balance to the RPREGT, and submit to the government.
Prior to printing the W2 forms through the W2 Print Form programs, users should re-run the RPYEU with the Sort Employee By parameter set to either Mailing ZIP/Last/First or Primary ZIP/Last/First to generate the xml file to sort by ZIP code. Users should also verify that this RPYEU run report balances to the RPYEU report from the prior run, to ensure the totals match. Users can then run W2 Print Form programs to print the W2 forms.
After the W2 Print Form program is run, users should save the RPYEU xml file for backup or auditing purposes. If a user needs to reference the order of W2 printing, users can re-run RPYEU with the Sort Employee By parameter set to either Person Code or Dept/Last/First to generate the government file sequence to be kept on the IPGR / IPGH form for balancing to the government file.
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The EFW2 media file code RE Employer record requires to report one of the following types of employment:
The EFW2 media file Code RE Employer record requires to report one of the following types of employment:
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The Employment Code is retrieved from [IDGR] ‘W2 Employment Type’ or employee’s [IPRLU] FICA and Medicare method.
The Employment Code is retrieved from the ‘W2 Employment Type’ parameter on [IDGR] or from the employee’s FICA and Medicare method defined on [IPRLU].
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*If [IPRLU] FICA method = ‘Do not calculate’ and MEDICARE method is NOT ‘Do not calculate’, then this employee is classified as Employment Type ‘Q’ for W2 reporting. Otherwise, the W2 Type of Employment is derived from the [IDGR] ‘W2 Employment Type’ field.
*The Federal Filing of EFW2 requires Code RE records to be reported by 'Type of Employment'. However, filing for some states do not require that employees be separated by type of Employment, therefore, on [RPYEU], the following prompt is used:\\Combine Employment Types: Yes/No
*The default should be ‘No’ for most [RPYEU] file reporting. However, if the State filing does not require filing by ‘Types of Employment’, then this may be changed to ‘Yes’ in order to combine all types of employment under one Code RE record.
*If there is only ‘Regular’ types of employment, then this prompt can be ignored and ‘No’ will default all the time.
*If [IPRLU] FICA method __is__ set to ‘Do not calculate’ and the MEDICARE method is __NOT__ set to ‘Do not calculate’, the employee is classified as 'W2 Employment Type Q’ for W2 reporting.
Otherwise, the W2 Type of Employment is derived from the ‘W2 Employment Type’ field on [IDGR].
*The EFW2 Federal Filing requires Code RE records to be reported by 'Type of Employment', however, some States filing do not require to separate employees by the Type of Employment, therefore, the 'Combine Employment Types' field on [RPYEU] is used. \\
*Typically, this field is set to NO for most [RPYEU] file reporting, however, if a State filing does not require to file by Types of Employment, users can set this field to YES to combine all Types of Employment under one Code RE record.
*If your organization has only ‘Regular’ types of employment, users should set this field to NO all the time.
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On W2 Form 2-on-1-page Box d, the Control Number may be printed on the form for reference or distribution purpose, 9e.g. Person Code). The following identifiers may be set up on [IDFDV]:
On the W2 Form, 2-on-1-page, Box D, users can print the Control Number on the form for reference or distribution purpose, such as a Person Code.
Users must set up the following Identifiers on the [IDFDV] form:
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__Seq 2800 W2-CONTROL-PRT__
Print Control Number on Form
Constant
__Seq 2800 W2-CONTROL-PRT__\\
Print Control Number on Form \\
Form Code: Use current year's form code \\
Identifier: W2-CONTROL-PRINT \\
Level: Federal \\
O/R: CONTROL NUM PRT \\
Source: Constant \\
Field Variable Options: \\
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*2 - Print Control Number as defined from RPYEU ‘Sort Level By’ prompt
*2 - Print Control Number as defined from RPYEU ‘Sort Level By’ field
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*4 - Print ‘Sort Level By’ prompt and Person Code
*5 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier
*6 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier and Person Code
*4 - Print ‘Sort Level By’ field and Person Code
*5 - Print ‘Sort Level By’ field and W2-CONTROL-NUM Identifier
*6 - Print ‘Sort Level By’ field, the W2-CONTROL-NUM Identifier and Person Code \\
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__Seq 2810 W2-CONTROL-NUM__
Control Number on Form
Data Base Column
*Enter your company data (e.g. ‘EID.PERSON_CODE’, or ‘DLN.LOCALITY’, or ‘PPA.PAYROLL_CODE’ etc.)
*Suppose a situation where Seq 2810 W2-CONTROL-NUM specifies a Data Base Column (e.g. ‘PPA.PAYROLL_CODE’) and within this year the employee has been paid by more than one entry of this database column (e.g. employee is paid under 2 Payroll Codes). If the Government Registrations are the same, the YTD values will be accumulated together and W2 Form Box d Control Number will be printed with one [PAYROLL_CODE] only (usually the [PAYROLL_CODE] with the name that is sorted last). For example:\\ \\Employee is paid by - PAYROLL_CODE: US CENTRAL BW\\Employee is also paid by - PAYROLL_CODE: US WEST BW\\Then ‘US WEST BW’ will be printed.
\\
__Seq 2810 W2-CONTROL-NUM__\\
Control Number on Form \\
Form Code: Use current year's form code \\
Identifier: W2-CONTROL-NUM \\
Level: Federal \\
O/R: CONTROL NUMBER \\
Source: Data Base Column \\
Field Vaiable Option: Enter your company data, such as 'EID.PERSON_CODE’, or ‘DLN.LOCALITY’, or ‘PPA.PAYROLL_CODE’ etc. \\
If Seq # 2810 W2-CONTROL-NUM defines a data base column, such as PPA.PAYROLL_CODE, and:
* within the reporting year the employee has been paid by more than one entry of this database column (employee is paid under 2 Payroll Codes), and
* the Government Registrations are the same \\
the YTD values will be accumulated together, and W2 Form Box D Control Number will be printed with one [PAYROLL_CODE] only, usually the [PAYROLL_CODE] with the name that is sorted last. \\ \\
Example:\\
Employee is paid by PAYROLL_CODE: US CENTRAL BW\\
Employee is also paid by PAYROLL_CODE: US WEST BW\\
Then ‘US WEST BW’ code will be printed.
This page (revision-16) was last changed on 19-Oct-2022 21:02 by Karen ParrottTop