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W 2_PROCESS_W 2_FORM_PRINT...nobody
W2_PROCESS_W2_FORM_PRINT

Version management

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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.
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__Report Parameters - (For both Oracle and Windward RPW2)__
The RPW2 process completes and prints the W2 forms, as well as the W2 Media File (based on the parameter selections.
For Oracle version RPW2, RPW2 must be run and the report sent to PDF file instead of to the Previewer.
For the Oracle RPW2 version, before running any reports, users must define the Destination Format as PDF on the 'Run Options' tab. Users should run all Oracle Government Form Print programs with this setting.
The 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 RPW2 report and run RMEX to obtain a grand total report.
RPW2 Oracle Version Only
*Reads the XML file generated by RPYEU to print the W2 forms
*Produces W2 forms on 2-on-a-page, 4 corners or 4-on-a-page (top to bottom) formats.
__RPW2/RPRW2 Report Parameters - (For both Oracle and Windward)__
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|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 RPW2W\\Only ‘4-on-1-Page’ format is supported, the '2-on-1-Page' format is not available as of 2015 Reporting year\\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
|EE/ER Copy|Defines if the Employee Copy or Employer Copy of W2 are to be printed\\ \\Options are 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|Defines 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\\ Options are 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 purposes only. \\ Copy A should not be sent to SSA with this option. Copy A should be printed on the pre-printed Copy A forms 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 followed by Copy 2 on the next page
|Employment Type|Optional\\This field defines which Employment Types are to be printed, such as Regular or Agriculture.
|State|Optional\\Select one State to print, only one state can be entered\\This field should not be defined when the EMPLOYEE copy is being printed\\
The employee MUST have all of the States printed on their W2 forms.\\When the EMPLOYER copy is being printed, there is an option to print by State, for the W2 paper copy to be filed to the State.
If the W2 filing is in a Magnetic Media format, the W2 forms should not be printed by State.
|Reissued/Corrected|Optional\\Defines if the W2 is being reissued for an employee. Enter the word ‘REISSUED’ or ‘CORRECTED’ in this field and RPW2 will print the W2 Form with the exact wording from this field.
|Exception Level|Defines the level of detail on the exception report. Uers should always run with 'Exception Only' unless for required for tracing.
|Test Form Set Up|Optional\\Defines if RPW2 SHOULD PRINT THE ACTUAL W2s, or to print a sample of the W2 form to find out the correct page set up for the printer.
All users should test their printer set up 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 margins vary, each time the W2 forms are printed on a different printer, the Printer set up test should be run.
|User Comment|Users can enter a comment that will print on the top line of the report.
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__Report Parameters (* Oracle Report Only)__
\\ \\__For Windward RPW2W__
\\Only ‘4-on-1-Page’ format is supported, the '2-on-1-Page' format is not available as of 2015 Reporting year\\
Only option ‘01 – Copy A, SSA copy’ is supported. The other options are not supported.
__RPW2 Report Parameters (* Oracle Report Only)__
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|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.
|*Directory Name|Mandatory\\Defines the directory name where the XML file will be stored.\\Should be the same directory name from the [RPYEU] run
|*XML File Name|Mandatory for Oracle version RPW2\\Defines the name of the .xml file that is generated from RPYEU
|*Print W2 Forms|Defines which W2 Format will be printed:\\Options 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 the Address printed on the back of form\\Users must set their printer to Duplex mode when printing.\\
\\04 – 4 On 1 Page (Top-bottom). ‘4 On 1 Page’ W2 Top to Bottom format is used\\
|EE instructions on back|When the ‘Show Form (2 on 1 pg)’ parameter is selected to print on the employee’s copy, such as Copy B, C or 2), users can also print the associated employee instructions can also be printed on the back of these W2 Forms.\\
\\Note: For each employee copy (Copy B, C or 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\\ \\Defines the adjustment spacing for the Top Margin when printing the W2 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 an adjustment is needed, re-run RPW2 by entering the Top Margin adjustment\\ \\Options 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\\ \\Defines the space increments between the 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 (Test Only)|Used when testing the margin set up or to debug a Print Format problem. Users can use this toggle to show the line border of the internal frames.
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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
|GVT Run (WW only)|Mandatory when running Windward Report only. This field defines the GVT Run number to be used to read, extract the daa from and produce the W2 forms.
|Person Code|Optional\\Users can enter one or more Person Codes to report on.
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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’.%%
%%information NOTE: for Oracle RPW2: If the combination of ‘Top Margin Adjustment’ and ‘Between Form Space’ pushes the form to go over onto the next page, users should check the alignment with the actual pre-printed form and re-run RPW2/RPRW2 with different ‘Top Margin’ and ‘Between Form Space’ options.%%
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When running RPW2 for pre-printed forms, please do not toggle the ‘Show W2 Form’, ‘Show Frame’ parameters.
When running RPW2/RPRW2 for the actual W2 form printing, __do not__ set the ‘Show W2 Form’, ‘Show Frame’ parameters to ON. \\
The RPW2 (Oracle report version) Form Print program prints all of the information retrieved from the RPYEU xml file according to the defined selection criteria.
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*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.
*If an employee has multiple States and Local tax jurisdictions to be printed, each W2 form is printed with two States and two Locals information until all State and Local information are printed.
The Local information printed may not necessary coincide with the State information where the Local resides.
*The 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.
*Users must run RMEX with the RPW2 Mex ID to obtain the Summary and Grand totals to balance to the [RPYEU] Summary report
*The RPW2 Summary and Grand Totals are accumulated for Federal Level Boxes 1 to 11 only, Box 12 and Box 14 are not totaled.
*Users should verify the RPW2 Box 1 to 11 totals balance to RPYEU Box 1 to 11 totals.
*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. The 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 the 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. Users should use the RPYEU Summary report to obtain the totals by each State and Local.
*If RPW2 cannot select any information from the .xml file to print, users must run RMEX with the RPW2 Mex ID to review the errors or exception messages to locate the problem. Typically, 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 sent to the government: Copy A, 1, B, C, 2, D
*The RPW2 report ‘Show Form (2 on 1 pg)’ option can be set to print different copies of the W2 forms and the Employee Instructions on the back.
*Users can select 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
*The W2 Form Copy A, 1, B, C, 2, D and Instructions are taken directly from the government link above, however it is 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.
This page (revision-20) was last changed on 26-Nov-2021 10:22 by Meg McFarlandTop