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Page References

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W 2_PROCESS_W 2_FORM_PRINT...nobody
W2_PROCESS_W2_FORM_PRINT

Version management

Difference between version and

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!RPW2 – W2 Form Print Selection Criteria
For Oracle version RPW2, run RPW2 must be run and the report sent to PDF file instead of to the Previewer. RPW2 aligned the W2 government forms in PDF format, allowing the user to adjust the parameters for ‘Top Margin’ and the ‘Between Form Space’ when generating the PDF file. Once the PDF file is generated, the page set up does not need to be adjusted when printing.
The W2 Print Programs completes and prints the W2 forms and generates the W2 Media File, based on the defined parameter selections.
At line 4 changed 11 lines
__Report Parameters - (For both Oracle and Windward RPW2)__
||Report Parameters||Description
|EE/ER Copy|Specifies if the Employee Copy or Employer Copy of W2 are to be printed\\ \\From the [X_W2_COPY] lexicon.\\ \\01 – Employer Copy\\On one page, print multiple Employees W2 info\\For ‘2 on 1 Page’, print two employees on one page\\For ‘4 on 1 Page’, print four employees on one page\\ \\02 – Employee Copy - on one page, print one Employee W2 info\\For ‘2 on 1 Page’, print one employee twice\\For ‘4 on 1 Page’, print one employee four times
|Show Form|Specifies which W2 Form Copy image is to be shown on the background\\This option is for ‘2 On 1 Page’ only, there is no form image for ‘4 On 1 Page’ from the government\\From the [X_W2_FORM_COPY] lexicon\\ \\00 – Not Specified - do not show W2 Form image\\This option is used to print W2 Forms on the pre-printed W2 Forms\\ \\01 – Copy A, SSA copy - This Copy A option is for viewing purpose only\\Copy A should not be sent to SSA with this option. Copy A should be printed on the pre-printed Copy A that are machine-readable\\ \\02 – Copy 1, State,Local copy\\ \\03 – Copy B, EE Federal copy\\ \\04 – Copy C, EE Record copy\\ \\05 – Copy 2, EE State,Local copy\\ \\06 – Copy D, ER copy\\ \\20 – Copy B + C (1 Pg)- Show Copy B and Copy C on one page\\ \\21 – Copy C + 2 (1 Pg)- Show Copy C and Copy 2 on one page\\ \\22 – Copy B + C + 2 (2 Pg) - Show Copy B and Copy C on one page follow by Copy 2 and Copy 2 on the next page
\\ \\For Windward RPW2\\Only ‘2-on-1-Page’ format is supported, the '4-on-1-Page' format is not available\\Only option ‘01 – Copy A, SSA copy’ is supported, the other options are not available
|Employment Type|Optional\\A specific employment type may be chosen to print, e.g. Agriculture employees
|State|Optional\\If used, only one state can be entered\\This prompt should not be entered when the EMPLOYEE copy is being printed\\The employee MUST have all the states printed on their W2 forms.\\When the EMPLOYER copy is being printed, there is an option to print by state so the paper W2 copy can be filed to the state. If the filing W2 is in magnetic media format, then the W2 forms should not be printed by state.
|Reissued/Corrected|Optional\\If an employee has lost their W2 Forms and have requested a replacement copy, RPW2 should be run with the ‘Person Code’ specified and the word ‘REISSUED’ or ‘CORRECTED’ entered for this prompt. [RPW2] will then print the W2 Form with the exact wording ‘REISSUED’ or ‘CORRECTED’ as entered on the W2 form.
|Exception Level|should always be run with 'Exception Only' unless for tracing
|Test Form Set Up|Optional\\All users should test their printer with this ‘Form Set Up’ toggle to find out the correct Page Set Up for ‘Top Margin Adjustment’ and ‘Between Form Space’ adjustment prior to printing the actual W2 Forms.\\ \\Since each printer’s page set pp margin varies differently, each time the W2 forms are printed on a different printer, the Printer set up test should be run.
|User Comment|Enter any comment to be printed on RPW2 report parameter page
W2s are printed with boxes on blank forms. For self-mailing, the MW1288 form will be supported. For envelope-distributed forms, we will support the LW28700BLANKW format. Both formats are 4 on a page, one above the other.
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__Report Parameters (* Oracle Report Only)__
||Report Parameters||Description
|Directory Name|Mandatory\\For Oracle version RPW2, enter a valid directory name\\Should be the same Directory Name from the [RPYEU] run
|XML File Name|Mandatory for Oracle version RPW2\\Enter the xml file that is generated from RPYEU with file extension .xm
|Print W2 Forms|Specifies the W2 Format to be printed:\\From [X_W2_PRINT] lexicon\\ \\01 – 2 On 1 Page - ‘2 On 1 page’ W2 format is used\\ \\02 – 4 Corner Form - ‘4 Corners Form’ W2 format is used\\ \\03 – 4 Corner, Addr. Back - ‘4 Corners Form’ W2 format is used with Address printed on the back of form\\The printer must be set to to Duplex mode when printing\\ \\04 – 4 On 1 Page (Top-bottom) - ‘4 On 1 Page’ W2 Top to Bottom format is used\\ \\EE instruction on back - when the ‘Show Form (2 on 1 pg)’ parameter is selected to print on the employee’s copy, (i.e. Copy B, C, 2), the associated employee instructions can also be printed on the back of these W2 Forms.\\ \\Note that for each employee copy (i.e. Copy B, C, 2), the EE Instructions are different.\\ \\In order to print a complete set of all Employee’s W2 Copies and Instructions, select:\\22 – Copy B + C + 2 (2 Pg) - Show Copy B and Copy C on one Page followed by Copy 2 and Copy 2 on the next page
|Adjust Top Margin|Optional\\ \\Specifies the Top Margin Adjustment for the printing of the form\\ \\Default to NULL or ‘00 – 0 line’ adjustment to begin testing\\ \\After the PDF file is generated, print one page on blank paper, align the paper with the pre-printed form and check if the alignment fits into the box.\\ \\If adjustment is needed, then re-run RPW2 by entering the Top Margin adjustment\\ \\From [X_TOP_MARGIN_ADJ] lexicon\\00 – 0 line\\11 – Up 1/5 line\\12 – Up 2/5 line\\13 – Up 3/5 line\\21 – Down 1/5 line\\22 – Down 2/5 line\\23 – Down 3/5 line
|Between Form Space|Optional\\ \\Specifies the space increment between 2 forms on the same page\\ \\Default to NULL or ‘0 – 0 line space’ to begin testing\\ \\After the PDF file is generated, print one page on blank paper, align the paper with the pre-printed form and check if the alignment fits between 2 forms\\ \\If adjustment is needed, then re-run RPW2 by entering the ‘Between Form Space’\\ \\From [X_BTWN_FORM_SPACE] lexicon\\0 – 0 line space\\1 – 1/5 line space\\2 – 2/5 line space\\3 – 3/5 line space\\4 – 4/5 line space\\5 – 1 line space
|Show Frame|When testing the margin set up or to debug a Print Format problem, this toggle may be used to show the line border of the internal frames.
!!RPW2W4C Report - Windward Version Only
*Reads the XML file generated by RPYEU to print the W2 forms
*Produces W2 forms, __4-on-a-page formats ONLY__\\ \\
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__Report Filters (For Oracle and Windward RPW2)__
__RPW2W4C Report Parameters__
||Report Parameter||Description
|W2 Form No.|This field defines which W2 form will be printed. Options are: \\* MW1279: 4 on 1 page, 4 corner, legal size, self-mailer \\* LW24UPB: 4 on 1 page, 4 corner, letter size \\* MW283: 4 on 1 page, 4 corner, letter size, self-mailer
|Reissued/Corrected|Defines if the W2 is being reissued for an employee. Enter the word ‘REISSUED’ or ‘CORRECTED’ in this field and RPW2W4C will print the W2 Form with the exact wording from this field.
|Person Code|Users can enter one or more person codes to report on
|Status Type|To define and report on specific Status Types. Options are:\\* Active \\* Cobra \\* Inactive \\* Leave \\* Pending \\* Retired \\* Survivor \\* Terminated \\* Unpaid Leave
|W2 Employment Type|This field defines which Employment Types are to be printed, such as Regular or Agriculture. Optional
|RPYEU XML Directory|Directory name where XML file was created and saved by RPYEU
|RPYEU XML File Name|Name of the XML file that was created by RPYEU
|Exception Level|Defines the level of detail on the exception report. Users should always run with 'Exception Only' unless for required for tracing.
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|GVT Run (WW only)|If running Oracle version of RPW2, this GVT Run parameter is not used\\ \\For Windward version of RPW2, one GVT Run number MUST be entered.
|Person Code|Optional\\Enter one or more Person Codes
!!RPW2W4TB Report - Windward Version Only
*Reads the XML file generated by RPYEU to print the W2 forms
*Produces W2 forms, __4-on-a-page, top-to-bottom, self-mailer, blank front, text on back, legal size format ONLY__. Form # MW1288 \\ \\
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%%information NOTE for Oracle RPW2: If the combination of ‘Top Margin Adjustment’ and ‘Between Form Space’ pushes the form to go over to the next page, the alignment should be checked with the actual pre-printed form and RPW2 re-run with different ‘Top Margin’ and ‘Between Form Space’.%%
__RPW2W4TB Report Parameters__
||Report Parameter||Description
|W2 Form No.|This field defines which W2 form will be printed. Options are: \\* MW1288: 4 on 1 page, Top-to-Bottom, legal size, self-mailer
|Reissued/Corrected|Defines if the W2 is being reissued for an employee. Enter the word ‘REISSUED’ or ‘CORRECTED’ in this field and RPW2W4C will print the W2 Form with the exact wording from this field.
|Person Code|Users can enter one or more person codes to report on
|Status Type|To define and report on specific Status Types. Options are:\\* Active \\* Cobra \\* Inactive \\* Leave \\* Pending \\* Retired \\* Survivor \\* Terminated \\* Unpaid Leave
|W2 Employment Type|This field defines which Employment Types are to be printed, such as Regular or Agriculture. Optional
|RPYEU XML Directory|Directory name where XML file was created and saved by RPYEU
|RPYEU XML File Name|Name of the XML file that was created by RPYEU
|Exception Level|Defines the level of detail on the exception report. Users should always run with 'Exception Only' unless for required for tracing.
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When running RPW2 for pre-printed forms, please do not toggle the ‘Show W2 Form’, ‘Show Frame’ parameters.
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RPW2 Example:
|Show Form (2 on 1 Pg)|Copy B + C (1 Pg)
|Show Frame (Test Only)|Yes
All W2 Form Print Programs are aligned with the government forms in the PDF format. Users can adjust the parameters for the Top Margin and the Between Form Space when generating the PDF file. Once the PDF file is generated, users will not need to adjust the Page Set up when printing.
The PDF file is generated in the working directory of your P2K path. Write down the Execution ID of the W2 Print Program report and run RMEX to obtain a grand total report.\\
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For 'Top Margin' adjustment, on the top form, the darker red line above the top form is between several green lines, in the center. It can be adjusted up or down from the ‘Adjust Top Margin’ parameter.
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For ‘Between Form Space’, the blue line in the middle is the bottom of the Top form. The space increment can be increased for the Bottom form from the ‘Between Form Space’ parameter.
!!Printing W2 Forms
!Consent Logic
Printing of the W2 forms can be done either by running the RPW2W4C/RPW2W4TB and/or using the REW2/BEW2 functions in Self Service. \\ \\
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!RPW2 – Printer Set Up
%%warning Important: When printing from the pdf file, the Page Scaling option must be set to ‘None’ to avoid re-sizing of the form on a page.%%
Logic for the RPW2W4C/RPW2W4TB function has been added to respect the IMST “SS_REW2’ preference. As well, the REW2 will respect the IMST “EE_W2_GVT_RUN preference. Depending on the set up of these two preferences, the RPW2W4C/RPW2W4TB and the REW2/BEW2 will print the W2 information.
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!RPW2 – Form Print Processing
*The P2K Oracle version RPW2 Form Print program prints all information retrieved from the [RPYEU] xml file according to selection criteria.
*If an employee has multiple States and Local tax jurisdictions to be printed, each W2 form is printed with information for two States and two Locals until all State and Local information are printed. The Local information printed may not necessary coincide with the information for the State where the Local resides.
*RPW2 program generates Summary Totals by each Employer Identification Number and Employment Type. At the end of the RPW2 run, a grand total is generated for all employers.
*RMEX must be run with the RPW2 mex id to obtain the Summary and Grand totals to balance to the [RPYEU] Summary report
*RPW2 Summary and Grand Totals are accumulated for Federal Level Box 1 to 11 only, Box 12 and 14 are not totaled.
*RPW2 Box 1 to 11 totals should be verified to balance to RPYEU Box 1 to 11
*For Box 12 ‘Code Information’ and Box 14 ‘Other Information’, since the printing on W2 Forms are free format, RPW2 will not total these boxes, RPYEU Summary Report contains the totals for these boxes for user reference.
*RPW2 accumulates the Summary Totals and Grand Totals for all States and Locals regardless if the tax is from WORK or HOME tax jurisdiction and regardless of which States and Locals the taxes are in.
*RPW2 does not accumulate the State and Local tax totals by each State and Local. The RPYEU Summary report should be used to obtain the totals by each State and Local.
*If RPW2 cannot select any information from the xml file to print, RMEX must be run with the RPW2 mex id to review the errors or exception messages to locate the problem, usually the problem is because of an invalid Directory or File name
*From this link [http://www.irs.gov/pub/irs-pdf/fw2.pdf], there are different copies of the W2 form that needs to be distributed to the employees and send to the government: Copy A, 1, B, C, 2, D
*RPW2 provides options from Selection criteria parameter ‘Show Form (2 on 1 pg)’ to print different copies of the W2 forms and the Employee Instructions on the back.
*There is an to print the W2 forms on the pre-printed W2 forms or to show Copy A, 1, B, C, 2, D of the W2 forms
*W2 Form Copy A, 1, B, C, 2, D and instructions are taken directly from the government link above. It is, however, the user’s responsibility to ensure these employee copies are accepted by the government as substitute of the pre-printed forms prior to distributing to the employees.
!Processing Logic
The SS_REW2 preference must be defined prior to running the RPYEU function. \\ \\
The EE_W2_GVT_RUN preference can be updated (to define the GVT RUN#) prior to running the REW2/BEW2 function. This allows the employees to access their forms online using Self Service.
After running the RPYEU function, the W2 forms need to be generated.
1. If the SS_REW2 preference is set to N:
*If an employee gives consent, W2-BY-E-FORM = Y
**Employee will not be on the RPW2W4C/RPW2W4TB reports
* If the EE_W2_GVT_RUN preference contains the GVT RUN # (from the RPYEU run)
** Employee will have REW2 available
* If the EE_W2_GVT_RUN preference does NOT contain the GVT RUN # (from the RPYEU run)
**Employee will NOT have REW2 available
* If an employee does not give consent, W2-BY-E-FORM = N
** Employee will be on the RPW2W4C/RPW2W4TB reports
** REW2 will NOT be available
\\
2. If the SS_REW2 preference is set to Y (default) or is not defined:
*All employees will be on the RPW2W4C/RPW2W4TB reports
* If the EE_W2_GVT_RUN preference contains the GVT RUN # (from the RPYEU run)
** All employees will have REW2 available
* If the EE_W2_GVT_RUN preference does NOT contain the GVT RUN # (from the RPYEU run)
** REW2 will NOT be available
3. The BEW2 forms in Self Service will be available to employees after the RPYEU and RPW2W4C/RPW2W4TB functions have been run.
Please refer to the chart below as a quick reference for this logic. \\ \\
||IMST:SS_REW2||IEPW2(Consent)||IPGR:W2-BY-E-FORM||IMST:EE_W2_GVT_RUN||RPW2W4C/RPW2W4TB||BEW2||REW2
|N|N|N|Y|Yes|Yes|No
|N|Y|Y|Y|No|Yes|Yes
|N|N|N|N|Yes|Yes|No
|N|Y|Y|N|No|Yes|No
|Y|N|N|Y|Yes|Yes|Yes
|Y|Y|Y|Y|Yes|Yes|Yes
|Y|N|N|N|Yes|Yes|No
|Y|Y|Y|N|Yes|Yes|No
This page (revision-20) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop