[{TableOfContents }]
!!!US W2 PROCESS EP 2012
The US W2 Process allows for reporting to the US government from the employees' YTD information according to the government specified requirement and for generating the magnetic media or electronic files to send to the government.
For annual reporting, this allows for reporting from the employees' YTD information according to selected criteria in order to produce the W2 Wage statement and for generating the W2 media file to send to the government.
For quarterly reporting, this allows for reporting from the employees' QTD information according to selected criteria and for generating the media file to send to the government.
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!!2011-2012 Year End Changes
[{InsertPage page='W2_2011-2012_YEAR_END_CHANGES'}]
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!!Government Reporting Procedures
[{InsertPage page='W2_GOVERNMENT_REPORTING_PROCEDURES'}]
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!!Set Up
[{InsertPage page='W2_PROCESS_SET_UP'}]
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!!Processing
[{InsertPage page='W2_PROCESS_PROCESSING'}]
[W2_PROCESS_PROCESSING]
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!!RPREGT – Pay Totals Register
!RPREGT – Selection Criteria
For auditing purpose between [RPREGT] and [RPYEU], the following should be selected when [RPREGT] is run:
;Provide Totals By: Fed Regist Number
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!!RPYEU – US Year End Summary Report
!RPYEU – Selection Criteria – Annual Reporting
__Report Criteria Tab__
||Report Parameters||Description
|Annual Form Code|Mandatory\\HL$US-W2-2012\\NOTE: always use the most current year form code ‘HL$US-W2-2011’\\Enter the most current year’s Form Code because [RPYEU] is programmed with identifiers from the most current year information. Prior year’s Form Code should not be used because prior year’s identifiers may be obsolete.\\For 2011-2012 reporting, Form Code from current year ‘HL$US-W2-2012’ contains the STORE OPTION field to store the Employer Addresses, Employee Addresses and Amounts in the Government Remittance Tables to be viewed on [IPGR]/[IPGH]
|Quarterly Form Code|Blank for Annual reporting
|Govt Interface Format|Blank for Annual reporting
|Period Type|Enter ‘Year’ for Annual reporting
|Period End Date|Enter the Year Ending Date
|As of Date|This date is used to retrieve employee information such as name, address, etc.
|Combine Employment Type|Check this toggle to combine ‘Regular’, ‘Agriculture’ employment, etc.
|Combine Fed Regist|Check this toggle to combine all selected ‘Federal Regist’ for State/Local reporting.\\Do not check this toggle when generating the Federal File\\When this toggle is checked, [RPYEU] will not store the Federal Level amounts on [IPGH] because the Federal Registration Number are combined and will not be linked to a specific Federal Registration Number.
|Media Format|Enter ‘Federal File Format’ for SSA reporting
|Directory Name|Enter a valid directory name
|Media File Name|Enter a file name for govt magnetic media file
|Create Data Dump|Optional toggle\\If checked, [RPYEU] will generate data dump files with .csv extension for Federal, State, Local, School information. The data dump file can be opened with Excel spreadsheet for debugging and balancing purposes.
|Trace Level|Should always run with Exception only unless for tracing
|Regist/Set Up Audit|Can select to audit Govt Registration set up and continue processing, etc.\\[Print and Run|X_PRINT_AND_RUN] lexicon available.
|User Comment|Enter any comment to be printed on RPYEU report
||Report Filters||Description
|Entity|Optional\\Enter one or more Entities
|Federal Regist Set|Optional\\Enter only if you want to select by different ‘Federal Regist Set’. Otherwise, do not select Federal Regist Set if run for all employees.
|Federal Regist Number|Optional\\Enter one or more Federal Registration Number
|People List|Optional\\Specify if a 'People List' is to be used
|Person|Optional\\Enter one or more Person Codes
|Select State|Optional\\Do not enter any state when generating the Federal File for W2.\\If a state is entered, [RPYEU] automatically switches to report by state.
|State Regist Set|Optional\\Enter one or more State Registration Sets
|State Regist Number|Optional\\Enter one or more State Registration Numbers\\Enter State Regist Set and State Regist Number only when running for one state.
|Local Regist Set|Optional\\Enter one or more Local Registration Sets
|Local Regist Number|Optional\\Enter one or more Local Registration Numbers\\Enter Local Regist Set and Local Regist Number only when running for one Local
|Select County|Optional\\Enter one or more Counties\\If a County is entered, [RPYEU] may switch to report by this County
|Select City|Optional\\Enter one or more Cities\\If a City is entered, [RPYEU] may switch to report by this City
|Select School|Optional\\Enter one or more Schools\\If School list are entered, [RPYEU] reports for these schools only
__Report Run Options Tab__\\
For Annual reporting, [RPYEU] generates .xml file for RPW2 to print W2 Forms and generates Federal media file for SSA government.
||Report Options||Description
|Sort by Level|Enter ‘Sort by Level’ if necessary
|Sort by Active/Inactive|This prompt is used to separate Active and Inactive employees for distribution purpose
|Sort People by|Enter ‘Sort People by’ if necessary
|Provide Sort Level Totals|Optional, if the toggle is ON, the total is generated for ‘Sort by Level’
|Federal Level Print|Enter‘Federal Level Print’ to show the amount detail for Federal level
|State Level Print|Enter ‘State Level Print’ to show the amount detail for State level
|SUI Level Print|Enter ‘SUI Level Print’ to show the amount detail for SUI level
|Local Level Print|Enter ‘Local Level Print’ to show the amount detail for County and City level
|School Level Print|Enter ‘School Level Print’ to show the amount detail for School level
!RPYEU – Selection Criteria – Quarterly Reporting
||Report Parameters||Description
|Annual Form Code|Mandatory\\HL$US-W2-2012, use most current year Form Code
|Quarterly Form Code|Optional\\If not specified, it defaults to the Annual Form Code with EFW2 format.\\If the State is using the format such as the [ICESA], TIB-4 and special format for quarterly reporting, enter ‘HL$US-QTR-2012.\\‘HL$US-QTR-2012’ may not be updated after 2012 because this format code is only used for prior year format [ICESA] and TIB-4, most states are converted to EFW2
|Govt Interface Format|Optional\\Some states require specific government XML file format that is defined on [IDIF], e.g. Florida State format HL$US-QTR-FL2008\\Please refer to the State document that indicates if this parameter should be used
|Period Type|Enter ‘Quarter’ for Quarterly reporting
|Period End Date|Enter the Quarter Ending Date
|As of Date|This date is used to retrieve employee information such as Name and address etc
|Combine Employment Type|Check this toggle to combine ‘Regular’, ‘Agriculture’ employment etc
|Combine Fed Regist|Check this toggle to combine all selected ‘Federal Regist’ for State/Local reporting
|Media Format|Enter ‘State File Format’ or ‘SUI File Format’ for State reporting\\For ‘SUI File Format’, the [IDGV] ‘SUI Registration’ number is used.
||Report Filters||Description
|Federal Regist Set|Optional\\Enter only if you want to select by different ‘Federal Regist Set’
|Federal Regist Number|Optional\\Enter only if you want to select by different Federal Registration Number
|Select State|Mandatory for Quarterly State Filing, if State is not entered, then it’s a Federal run
|State Regist Set|Optional\\Enter only if you want to select by different ‘State Regist Set’
|State Regist Number|Optional\\Enter one or more State Registration Numbers\\Enter State Regist Set and State Regist Number only when running for one state
Please enter other prompts accordingly.
!RPYEU – Quarterly Form Code Set Up
*For quarterly filing, [IDFDV] Annual Form Code ‘HL$US-W2-2012’ must be set up for all Federal and State identifiers, including SUI/SDI, respecting the Work and Home State pay components. Form Code ‘HL$US-QTR-2012’ may also need to be set up, depending on each state.
*Annual Form code ‘HL$US-W2-2012’ is used to report the Federal File and W2 Form Information for 2011 year end, this Form Code information is also used to report quarterly information for the states for 2012.
*The difference for Federal and State Filing is the file format for each state, e.g. EFW2, ICESA, TIB4 or specific State Format
*Prior to Jan 1, 2004, if the state is using ICESA, TIB4 or specific State Format, the [RPQTR] program was used to report the quarterly file with Form Code ‘HL$US-QTR-2012’
*Effective Jan 1, 2004, [RPYEU] supports the filing of multiple Government Registrations at Federal/State/Local level. [RPYEU] and the [RPQTR] program are now merged together, therefore [RPQTR] was no longer used after Jan 1, 2004
*The quarterly Form Code ‘HL$US-QTR-2012’ is being used and may not be changed because it contains all necessary identifiers to support the ICESA, TIB-4 and State specific format. However, all main processing is derived from Annual Form Code ‘HL$US-W2-2012’.
*When [RPYEU] is run for quarterly reporting, the Annual Form Code MUST be entered. It is optional to enter the Quarterly Form Code to use ‘HL$US-QTR-2012’ or to default to EFW2 ‘HL$US-W2-2012’ format.
*All identifiers from ‘HL$US-QTR-2012’ fields 3100, 3110, etc. will be calculated by [RPYEU] by retrieving values from HL$US-W2-2012 sequence #'s 7010, 7020 etc. Any value may be entered on ‘HL$US-QTR-2012’ sequence 3100, 3110, etc. and it will not be used.
*HL uses ‘HL$US-QTR-2012’ identifiers to obtain values that are applicable for ICESA, TIB4 formats.
*After [IDFDV] HL$US-W2-2012 State and SUI info are set up, the employees must also be paid in [UPCALC] with the State/SUI info for that state in order to be reported for the quarterly filing.
!RPYEU – Sample Run
*[RPYEU] produces Summary Total Report by Government Registrations, this report must be verified with the [RPREGT] report for balancing purpose.
*Each [RPYEU] run generates one GVT Run (Government Run Number).
*All employees processed by this [RPYEU] run belong to this GVT Run Number.
*At the end of [RPYEU], the Government Reporting Statistics are printed with the GVT Run Number generated.
*After [RPYEU] is run, [IPGR] (Government Run) can be used for online inquiry by GVT Run number.
*From [IPGR] the employee’s detail government reporting information on [IPGH](Government Header) can be accessed.
*Many [RPYEU] runs may be run for different sets of employees for testing or auditing purposes
*All employees must be run together in one [RPYEU] by Federal Registration in order to generate the Government Media file. Thus this [RPYEU] GVT Run number or xml file should be used to run RPW2 in order to print W2 for the same set of employees that have been reported on the Government Media file.
*In a subsequent [RPYEU] run, the employee’s Government Header (PGH) information are re-generated, the same PGH information will be removed automatically when the new PGH is re-generated.
*At the end of each run, [RPYEU] removes any GVT Run Number that does not have any GVT Header associates with it.
*[RPYEU] may be run concurrently for different sets of employees.
*At the beginning of the [RPYEU] run, the Execution Run Log is stamped with the Execution Start Date, then at the end of RPYEU, the Execution End Date is stamped
*For a concurrent [RPYEU] run that has not been finished with the Execution End Date, the other concurrent [RPYEU] run will not remove the GVT Run Number even if there are no GVT Headers.
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!!IPGR – Government Reporting Screen
!IPGR – GVT Run tab
*The [GVT Run|IPGR#GVTRun] tab is for viewing only in order to display the GVT Run numbers and general information for the GVT Run.
*[IPGR] displays the Form Code that was used when generating this GVT Run.
*The ‘Gvt Run’ column can be clicked in order to sort this column in either ascending or descending order of the Gvt Run #.
*Any column can be clicked and dragged to the first column position in order to sort and display the record information by that column data.\\For instance, clicking and dragging 'Period' to the first column will sort the information by the period (either by ascending or descending order).
!IPGR – Header Tab
*The [Header|IPGR#HeaderTab] tab is for viewing only in order to display GVT Headers information by employees for the GVT Run.
*The ‘Tax Info’ is displayed from GVT Headers taxation_level_suffix or State/Province, this Taxation Level Suffix is the ‘Type of Employment’ from [IDGR].
*The ‘Employee Remittance’ line stores the Federal Govt Registration information with the employer’s name and addresses along the total amounts. This employer name and address information will be printed on W2 Form by the Windward version of RPW2.
*The ‘Govt Reg – Tax Suffix’, ‘Employee Name’, or ‘Tax Info’ column can be clicked in order to sort these columns in either ascending or descending order.
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!!IPGH – Employee Government Reporting Screen
!IPGH
*This screen is for viewing only in order to display the GVT Headers information for the selected employee.
*The ‘Tax Level’, ‘Type’, ‘Period’ or ‘Govt Registration’ column can be clicked in order to sort these columns in either ascending or descending order.
*Any column can be clicked and dragged to the first column position in sort and display the record information by that column data.\\For instance, clicking and dragging 'Employee Name' to the first column will sort the information by the employee name (either by ascending or descending order.)
!IPGH – Amount tab
*The [Amount|IPGH#AmountTab] tab is for viewing only in order to display GVT Amount information by employees.
*The Seq, Identifiers and Description fields are from [IDFDV] definitions.
*The amount or the alphanumeric value of the identifier is displayed.
*The employee’s name and address information are stored for historical reference purpose, these name and address information will be printed on W2 Form by the Windward version of RPW2.
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!!UPGRUNDO – Undo GVT Run
!UPGRUNDO – Selection Criteria
;GVT Run Number:Mandatory, at least one GVT Run Number must be entered\\A list of GVT Run Numbers generated by RPYEU for undo can be selected.
;Person Code:Optional, Enter one or more Person Codes\\The selected Person codes within the GVT Run Numbers are processed.
;Trace Level:"Exception Only" should always be run, unless for tracing.
;Trial:Optional toggle allows for review of the report for verification prior to undo.\\In non-trial mode, UPGRUNO removes GVT Headers and GVT Run for the qualified GVT Run.
UPGRUNO allows the GVT Run number to be undone by employees. This procedure should be used to undo erroneous GVT Run due to set up issues or to remove any archived GVT information that are not needed.
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!!RPW2 – W2 Form Print
!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.
__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
__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.
__Report Filters (For Oracle and Windward RPW2)__
|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
%%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’.%%
When running RPW2 for pre-printed forms, please do not toggle the ‘Show W2 Form’, ‘Show Frame’ parameters.
RPW2 Example:
|Show Form (2 on 1 Pg)|Copy B + C (1 Pg)
|Show Frame (Test Only)|Yes
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.
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.
!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.%%
!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.
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!!W-2 Wage Form Descriptions - (2011 Format – Reporting in 2011)
[{InsertPage page='W2_WAGE_FORM_DESCRIPTIONS'}]
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!!Government Media Reporting
[{InsertPage page='W2_PROCESS_GOVERNMENT_MEDIA_REPORTING'}]
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!!SSA ACCU Wage Software
!Validate EFW2 File Format
The Social Security Administration has provided a software program AccuWage for users to download from SSA website to validate the EFW2 file prior to submitting to SSA.
The web link is http://www.ssa.gov/employer/accuwage/index.html#download
Please download the AccuWage software for the current year with this link. Then user should always run AccuWage software with the EFW2 file generated by RPYEU to verify and correct all potential errors prior to sending the EFW2 file to SSA.
AccuWage Error Example:
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![Notes|Edit:Internal.US W2 Process eP]
[{InsertPage page='Internal.US W2 Process eP' default='Click to create a new notes page'}]