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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#

There is no page called 'W2_2011-2012_YEAR_END_CHANGES'. Would you like to create it?

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Government Reporting Procedures#

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Set Up#

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Processing#

Taxation Level Processing#

If an employee has worked in and/or lived in multiple tax jurisdictions during one taxation year, the reporting of W2 for this employee is as follows:

Federal Level

• 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.

State Level

• 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.

Local Level

• Local information is reported for County Tax Information and City Tax Information.
• 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.

School Level

• School District tax information is reported in Box 14 with School Wage Base and School Tax
• 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.

W2 Type of Employment#

• On IDGR, ‘W2 Employment Type’ must be defined on the Registrations tab for each group
  • A - Agriculture
  • F – Form 944 filer
  • H - Household
  • M - Military
  • Q – Medicare Qualified Government Employment
  • R – Regular (All others)
  • X - Railroad
• The ‘W2 Employment Type’ for a group MUST NOT BE CHANGED even if there are multiple effective date records for a group.
• If the ‘W2 Employment Type’ is changed for a group for different effective date, then the W2 reporting will be incorrect because it cannot qualify the YTD information under the proper ‘W2 Employment Type’.
• 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.

Government Media File Name#

• 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_2012.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_2012_mex.txt - this will generate magnetic media file W2_2012_67109.txt for Execution ID 67109
  • W2_mex_ohio.txt - this will generate magnetic media file W2_67109_ohio.txt for Execution ID 67109

XML File#

• 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_2012_mex.txt
    XML File Name: W2_2012_mex.xml
  • Media File Name: W2_2012_mex
    XML File Name: W2_2012_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

RPYEU Trace and Data Dump File#

• 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.
• When Trace Level = ‘Program Trace’, after each employee is processed, the estimated performance time for this employee is displayed.
• 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+
  • rpyeu_w2_750234_trace.csv - Trace file for debugging
  • 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
• If RPYEU is not run in Trace mode, then only the first two files are generated:
  • 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

Government Media File – Code RW, RS when Select by State#

• 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 tab ‘W2 State Media Filing’ set up.

Exclude Employees#

• 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:
  • Field variable = EASD.ASSIGNMENT_TITLE
  • Derivation Expression = decode(UPPER(~),’ELECTION WORKER','Y',‘SELF EMPLOYED’,'Y','N')
    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')

Election Workers#

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.

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:

1. 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.
2. 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.
3. 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’.

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.

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:

1. RPYEU may be re-run to generate the XML file for the reissued employees, OR
2. The archive XML file may be used from the previous RPYEU run and the employees from XML file selected

For Windward version RPW2, the GVT Run number that the employee belongs to when RPYEU is run must be selected:

1. RPYEU may be re-run to generate a new GVT Run number for the employee, OR
2. The existing GVT Run number that the employee’s W2 was originally issued may be located

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.

Void W2 Form#

• 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.

RPYEU Registration Set Up Audit#

When RPYEU is run, there is an option to audit and fix the government registrations set up on IDGV.

The following prompt can be answered: Regist/Set Up Audit: Print and Run

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.

RPYEU Exception Messages#

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.

The following set up exception messages are highlighted if the ‘Set Up Exceptions’ are selected to be printed:

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
IDGV	State Registration is not set up for State: State name
IDGV Variables	State: State name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03
IDGV	Local Registration is not set up for County Tax Jurisdiction: County name
IDGV Variables	County: county name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03
IDGV	Local Registration is not set up for City Tax Jurisdiction: City name
IDGV Variables	City: city name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03
IDGV	School Registration is not set up for School: School name

Warning:
IDFDV Identifier Name is not set up
IDFDV Identifier Name contains CONSTANT

The following exception messages are always printed for an employee:

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.

RPYEU Summary Report Level#

There are five levels of reporting for RPYEU Summary Report:

• Federal
• State
• County
• City
• School District

Each level of print can be suppressed by selecting the options from the RPYEU run. However, the Federal level grand total report is always printed to capture all statistics of the RPYEU run.

The Federal level print is reported and sorted by employee and has all levels of details for an employee The State, County, City and School District levels are reported and sorted by State, County, City and School District.

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.

RPYEU Sort Level#

There are three prompts to allow sorting of employees in RPYEU for distribution of W2 Form purposes:

1. Sort Level By
The lexicon X_W2_SORT_LEVEL is used for this prompt.
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

2. Sort by Active/Inactive
This prompt is useful for sorting Terminated employees from Active employees in order that the W2 forms for terminated employees can be mailed.
The lexicon X_W2_SORT_ACTIVE is used for this prompt.
If 00 is selected, the terminated employees will not be sorted before active employees
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

Department A	Status: Inactive	Employee A1
		Employee A2
Department B	Status: Inactive	Employee B1
		Employee B2
Department A	Status: Active	Employee A3
		Employee A4
		Employee A5
Department B	Status: Active	Employee B3
		Employee B4
		Employee B5

All Inactive employees are grouped together by Department (Sort Level) and then followed by all Active employees.

If 02 is selected, all terminated employees will be sorted After the Sort Level from the previous prompt.
RPYEU will show in this order:

Department A	Status: Inactive	Employee A1
		Employee A2
	Status: Active	Employee A3
		Employee A4
		Employee A5
Department B	Status: Inactive	Employee B1
		Employee B2
	Status: Active	Employee B3
		Employee B4
		Employee B5

Inactive employees are grouped together within each department (Sort Level) and then followed Active employees of the same department.

3. Sort Employees By
The lexicon X_W2_SORT_PERSON is used for this prompt.
This prompt is sorted within the ‘Sort Level By’ and ‘Sort by Active / Inactive’ prompt

RPYEU Combined Employment Type#

The EFW2 media file code RE Employer record requires to report one of the following types of employment:

• A - Agriculture
• F – Form 944 filer
• H - Household
• M - Military
• Q – Medicare Qualified Government Employment
• R – Regular (All others)
• X - Railroad

The Employment Code is retrieved from IDGR ‘W2 Employment Type’ or employee’s IPRLU FICA and Medicare method.

• All employees with the same Employment Code are grouped together under one Code RE record.
• 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.

W2 Form Control Number Print#

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:

Seq 2800 W2-CONTROL-PRT Print Control Number on Form Constant

• Null, 0 – Do not print Control Number on W2 Form
• 1 - Print Control Number as defined in W2-CONTROL-NUM Identifier
• 2 - Print Control Number as defined from RPYEU ‘Sort Level By’ prompt
• 3 - Print W2-CONTROL-NUM Identifier and Person Code
• 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

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.

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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 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 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 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 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

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#

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)#

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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#

Click to create a new notes page