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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#

Government Websites#

http://www.ssa.gov/employer/pub.htm http://www.irs.gov/pub/irs-prior/iw2w3--2011.pdf http://www.irs.gov/pub/irs-prior/fw2--2011.pdf

W2 Forms#

2-on-a-page Form	Layout has no change. (However, Box 9 - Advance EIC Payment, has been deleted from the form.)
4 Corners Form	Layout has no change. (However, Box 9 - Advance EIC Payment, has been deleted from the form.)
4-on-a-page Form	Layout has no change. (However, Box 9 - Advance EIC Payment, has been deleted from the form.)

Note:While the W2 form layout itself has no changes, there are two new codes:

• ‘DD’ in Box 12 (optional for 2011) used to report the Cost of Employer-Sponsored Health Coverage
• ‘EE’ in Box 12 used to report the Designated Roth Contributions under a governmental section 457(b) plan

Important: For Oracle reports, RPW2/RP1099R must be run and the report sent to the PDF file instead of to the previewer. RPW2/RP1099R aligns the W2/1099R government forms in PDF format and allows the user to adjust the parameters of 'Adjust Top Margin' and ‘Between Form Space’ fields when generating the PDF file. Once the PDF file is generated, the Page set up does not need to be adjusted when printing.

For Windward report, RPW2 supports the 2-on-a-page form only.

EFW2 File#

The following record codes contain changes for tax year 2011 reporting.

• A new field, 'Kind of Employer', has been added to the RE Employer Record (position 174). This is a required field.
• A new field, 'Cost of Employer-Sponsored Health Coverage', has been added to the RW Employee Record (positions 463-473) and the RT Total Record (positions 295-309).
• A new field, 'Designated Roth Contributions Under a Governmental Section 457(b) Plan', has been added to the RO Employee Record (positions 111-121) and the RU Total Record (positions 145-159)

IDFD Changes#

For 2011-2012 reporting, IDFD Form Code ‘HL$US-W2-2012’ is used.

IDFD – Store Option#

For 2011-2012 reporting, IDFD Form Code ‘HL$US-W2-2012’ has supplied the ‘Store Option’ starting from Seq# 2000 in order for RPYEU to store the Employer Name / Addresses, Employee Name / Addresses in the Government Remittance tables. Important:RPYEU must be run with the new IDFD Form Code ‘HL$US-W2-2012’ or a copy of this Form Code that has the ‘Store Option’ set up to store the Names / Addresses and the Amounts in the Government Remittance Tables.

Any prior year’s Form Codes do not supply this option and therefore will not turn on the Store feature for RPYEU.

RPYEU – New Capabilities#

Since 2010 tax year reporting, RPYEU has the following new capabilities:

1. RPYEU now stores the Employer Name / Addresses, Employee Name / Addresses and the Amounts in the following Government Remittance Tables for historical reference purposes: P2K_PR_GVT_RUNS (pgr), P2K_PR_GVT_HEADERS (pgh), P2K_PR_GVT_AMOUNTS (pga)
   
   
2. After RPYEU is run, any release of 3.05.03 or above, will allow you to view the results on IPGR and IPGH.
   Each RPYEU generates a GVT Run number to be viewed on IPGR. UPGRUNDO can be run to undo the GVT Run.
   
   
3. RPYEU parameter ‘Sort by Active/Inactive’ has been enhanced from a X_YES_NO toggle to use the lexicon value X_W2_SORT_ACTIVE.
   This allows sorting of terminated employees to be before or after the ‘Sort Level’ that is defined in the prompt. Read the RPYEU Sort Level section below.
4. W2 Form (2-on-a-page) Box D - Control Number field size has lots of space, allowing more information to be printed.
   Box D is derived from the IDFDV Field Identifier - W2-CONTROL-PRT; value 3 to 6 are added as below.

W2-CONTROL-PRT

Specifies if the Control Number should be printed on the form or not

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

RPW2 – capabilities (Oracle Report Only)#

Since 2010-tax year reporting, RPW2 has the following capabilities in the Oracle version report (but not the Windward version).

• There are different copies of the W2 form that can be distributed to the employees and sent to the government: Copy A, 1, B, C, 2, D.
• RPW2 provides options to print different copies of the W2 forms and the Employee Instructions on the back.
• There is an option to either print the W2 forms on the pre-printed W2 forms or to show Copy A, 1, B, C, 2, D of the W2 forms for printing.
• 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 acceptable by the government as substitute for the pre-printed forms prior to distributing to the employees.

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Government Reporting Procedures#

The following steps outline the procedure to produce the W2 Forms and the Government file:

1. RPREGT
   • RPREGT
     • For annual reporting , run RPREGT to produce YTD Register
     • For quarterly reporting, run RPREGT to produce QTD Register
2. IDFD/IDFDV/RDFD
   • IDFD
     • Specifies the W2 Form and File Definition for Annual and Quarterly reporting
     • Contains the default values to enter on IDFDV
     • The information on this screen is provided at release time using a script. The script only needs to be executed in order to load in the most current information for the year.
   • IDFDV
     • Mandatory set up of Annual W2 Form and File Definition with user information
     • Optional set up of Quarterly Form and File Definition with user information
   • RDFD
     • Used to report the Form and File Definition from IDFD and IDFDV
3. RPYEU
   • RPYEU
     • Produces US Year End Summary Report for the reporting Year or the reporting Quarter
     • Must be used to balance to the YTD Register or QTD Register report (RPREGT)
     • Exception messages from this Summary Report must be checked and any exceptions corrected
     • Generates the Federal Government file in federal format
     • Generates State File in the federal file format for states that accept the federal file format
     • Generates State File for states with specific State File format requirement
     • RPYEU must be run one state at a time to generate state specific file
     • Each state may have its own requirement, it must be verified if that state specific format is supported by RPYEU prior to running RPYEU for a specific state file
     • Generates an XML file to feed into Oracle version RPW2 in order to print W2 Forms
     • Generates GVT Run and stores information in IPGR, IPGH for Windward RPW2
     • In utility trace mode, RPYEU generates a .txt file for SQL Select statement and csv trace file
     • Provides an option to generate data dump file in .csv format for Federal, State, Local, School data for debugging or balancing
4. IPGR/IPGH
   • IPGR
     • Screen inquiry by GVT Run Number after RPYEU
   • IPGH
     • Screen inquiry by GVT Header for an employee after RPYEU
5. UPGRUNDO
   • UPGRUNDO
     • Used to undo GVT Run number by employee
     • Used to undo erroneous GVT Run due to set up issues or to remove archived GVT info
6. RPW2 (Oracle)/RPW2 (Windward)
   • RPW2 (Oracle)
     • Produces W2 forms (supporting either a 2-on-a-page or 4-on-a-page format)
     • Reads XML file generated from RPYEU to print W2 forms
     • Prints W2 on pre-printed W2 forms or prints different copies (Copy A, 1, B, C, 2, D ) of the W2 forms along with an option to print 'Employee Instructions' on the back
     • Generates grand total and exception messages with RPW2 Execution ID as Execution Run Logs
     • It is mandatory to use the Execution ID of the RPW2 and run RMEX to obtain a grand total report
   • RPW2 (Windward)
     • Produces W2 forms (supporting a 2-on-a-page format only)
     • Reads IPGR/IPGH information generated from RPYEU to print W2 Forms
     • Generates grand total and exception messages with RPW2 Execution ID as Execution Run Logs
7. RMEX
   • RMEX
     • Produces a grand total report from the RPW2 run to balance to RPYEU
     • It is mandatory to enter the Execution ID of the RPW2 run to obtain a grand total report
     • The RMEX grand total report is used to balance to RPYEU only, and is not used for government reporting

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Set Up#

IMUF – Define User Fields for IDGV#

On IMUF, define user fields for P2K_CM_GOVT_REGISTRATIONS

The following user fields are used on the IDGV Variables tab. (RPYEU will generate these UDF's if any of the UDF do not exist.)

For Annual and Quarterly Reporting

UDF	Usage
W2 STATE MEDIA FILING	Used by all states
W2 TAX TYPE CODE	Used by all states
W2 TAXING ENTITY	Used by all states
W2 WAGE PLAN CODE	Used by the state of California
W2 BRANCH CODE	Used by the state of California
W2 ER NAME	Used by Federal reporting, this overrides 'Entity Name' on IDEN
W2 LOCN CODE	Used by Federal reporting, this overrides 'Location Code' on IDEN

For Quarterly reporting, these UDF's are used when ‘HL$US-QTR-2004’ Form Code is being used:

IMUF – Define User Fields for IDDP#

On IMUF, define the user fields for P2K_CM_DEPARTMENT_DETAILS.

The following user fields are used on IDDP. (RPYEU will generate these UDF's if they do not exist.)

UDF	Usage
SUI ER NUMBER
W2 DESTINATION

IMUF – Define User Fields for IEID#

On IMUF, define the user fields for P2K_HR_IDENTITIES.

The following user fields are used on IEID for Minnesota. (They be may set up on IMUF manually or RPYEU will generate these UDF's if they do not exist.)

UDF	Usage
W2 DESTINATION
MMREF PROBATIONARY	Used by the state of Missouri
MMREF OFFICER CODE	Used by the state of Missouri

IMUF – Define User Fields for IDCO#

On IMUF, define the user fields for P2K_CM_COUNTRIES. (RPYEU will generate these UDF's if it does not exist.)

UDF	Usage
ISO COUNTRY CODE

IDCO – Define ISO Country Code for Foreign Countries#

If the employer or employees have addresses that are not within in USA, the EFW2 file need to report the 2 character International Organization for Standardization (ISO) country code.

'Country Code' on IDCO is a user-specified country code; usually the three character United Nations code for a specific country, but can be the two character ISO code.

For Example:

Country	United Nation Code	ISO Country Code
Mexico	MEX	MX
Mozambique	MOZ	MZ

The ISO country code needs to be entered on the IDCO User Defined field. If it is not entered, then the IDCO country code is used as the ISO country code.

Please read the Employer and Employee Address sections below.

IDDP – Department Screen#

• The State of Minnesota requires a quarterly file report by MN State Unemployment Insurance Account Number and MN Employer Unit Number. These two numbers are defined at the department level, therefore, the UDF ‘SUI ER Number’ must be set up for each department. (e.g. For Department ‘Planning & Zoning’, the MN number is ‘7977999-004’, UDF ‘SUI ER Number’ = 7977999-004 should be entered on IDDP)
• If the ‘SUI ER Number’ is not set up for a department, then the SUI ER Number from IDGV is used.
• On IDDP, the detail section of the screen must be clicked, and then the UDF button must be clicked in order to get to the UDF screen.
• For all other states, ‘W2 Destination’ may be entered for distributing the W2 forms by department.

IEID – Employee Identity Screen User Field#

IEID is used to enter the ‘W2 Destination’, ‘MMREF Officer Code’ for the employee

• ‘W2 Destination’ may be entered for distributing the W2 forms for this employee

IDGR – Define Group for Govt Registration#

Important: Federal/State/Local Registration MUST not be changed for a Group for different effective date records. The UPCLOZ program will not cut new YTD records if the Group changes the effective date. Therefore, if the Group requires a change of Registration numbers, either a new Group should be created or all effective records should be changed to the same Registration numbers.

For each group at the Federal level, the Federal Registration number is retrieved according to the ‘Fed Regist Set’ and ‘Fed Regist Type’ from IDGV and then displayed on IDGR.

For each group at the State/Prov/Local level, a ‘State/Prov Set’ and ‘State/Prov Type’ can be pointed to. Since each group can be paid in many different states, the State/Prov Registration number cannot be displayed on IDGR. For each employee belongs to this group, the State Registration Number is retrieved from IDGV by ‘State/Prov Set’ and ‘State/Prov Type’ and the Pay Header State/Prov of this employee.

At the local level, the Local Registration Number is retrieved from IDGV by ‘Local Regist Set’ and ‘Local Regist Type’ and the GEO Local of this employee

Each group must define one of the following ‘W2 Employment Type’ for W2 reporting purpose:

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

Note:For the ‘Q - MQGE' type employment, it is not required to group all employees under one group. The MQGE employees can belong to a group with ‘R’ type employment, IPRLU can specify the proper MEDICARE and FICA method to classify MQGE employees (see below for detail)

IDSP – Define States#

• An entry must exist for a state on IDSP in order for the state to be reported.
• An entry must exist on IDGV for a state with a ‘State Registration’ in order for the state to be reported.
• If a state is missing on IDGV, RPYEU will create a default entry with Regist Number 0 and issue a warning
• There must be a change to the correct State Registration Number for that state in order to file to the state government.

IDCN – Define Counties#

• If there is county tax applicable for a State, an entry must exist for the County Code on IDCN in order for the county tax to be reported.
• The County Code is the first two segments of the GEO code. (e.g. In Indiana, GEO code ‘15-097-0670’ is for the city of ‘Indianapolis’, the County Code ‘15-097-0000’ is for County of ‘Marion’, therefore, set up County Code ‘15-097-0000’ ‘Marion’ on (IDCN).
• The GEO and County codes are provided by Vertex for US taxation, please refer to the VERTEX GEO CODES LIST booklet and enter the required county codes on IDCN.
• An entry must exist on IDGV with ‘Local Registration’ for a County in order for the County tax to be reported.

IDTX – Define Tax Jurisdictions#

• An entry must exist at the ‘City level’ for a tax jurisdiction in order for the city tax to be reported.
• An entry must exist on IDGV with ‘Local Registration’ for a city in order for the city tax to be reported.

IDSD – Define School Districts#

• An entry must exist for a School District in order for the School District tax to be reported.

IDGV – One or Multiple Government Registrations#

For each Entity on IDGV, the Government Registration Set that is used to collect Federal, State and Local Registrations must first be defined. Under the Registration Set, ‘Federal Registration’ must be set up for Country ‘USA with valid ‘Employer Identification Number’. Then State, Local Registrations may be set up for each State or Local under the same Registration Set.

User with one Federal Registration

• If the user has one Federal registration, define one government set of Registrations (e.g. "Main Registration Set").
• Then within this set of Government Registrations, set up Federal/State/Local Registrations on IDGV for this set. (For example, on IDGV, the user should set up Federal Registration with Registration Type = ‘US Fed Regist 1’.

Note:If Registration Type ‘US Fed Regist 1’ is used, then the FICA registration should be defined using Registration Type = ‘US FICA Regist 1’, for MEDICARE registration, the Registration Type should = ‘US MEDI Regist 1’ etc. The last digit of the Registration Type must be matched.

User with Multiple Federal Registrations For a user with multiple Federal Registrations, there are two options:

1. One "Main Registration Set" can be used, then Registration Type ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’ can be set up. This allows up to nine Federal Registrations.
2. Multiple "Registration Sets" can be used, then set up Registration Type ‘Fed Regist 1’, ‘Fed Regist 2’ up to ‘Fed Regist 9’. This allows for an unlimited number of Federal Registrations.

“Govt Registration Set” may be used to group similar Registrations together.

For Example:

Govt Registration Set	Usage
MAIN REGIST	Use as default to group all registrations initially
REGIST 2	User may define another set for all level of registrations
FED REGIST	User may define Federal level registrations for this set
STATE REGIST	User may define State level registrations for this set
LOCAL REGIST	User may define Local level registrations for this set
FULLTIME REGIST	User may define Registrations for Full time employees
PARTTIME REGIST	User may define Registrations for Part time employees
SEASONAL REG	User may define Registrations for Seasonal employees
STATE OHIO	User may define Registrations for Ohio for this set only

Important Note for IDGV set up: The IDGV “Govt Registration Set” and Registration Types are used on the IDGR Registration tab for each of the Federal, State and Local level set up.
On IDGV set up, the last digit of Registration Type must match for the same Federal, State and Local level of registrations.

Example #1
If Registration Type = ‘US Fed Regist 1’ is used, then

• FICA Registration Type must = ‘US FICA Regist 1’
• MEDI Registration Type must = ‘US MEDI Regist 1’

If Registration Type = ‘US State Regist 1’ is used, then

• SUI Registration Type must = ‘US SUI Regist 1’
• SDI Registration Type must = ‘US SDI Regist 1’

Example #2
If Registration Type = ‘US Fed Regist 2’ is used, then

• FICA Registration Type must = ‘US FICA Regist 2’
• MEDI Registration Type must = ‘US MEDI Regist 2’

If Registration Type = ‘US State Regist 2’ is used, then

• SUI Registration Type must = ‘US SUI Regist 2’
• SDI Registration Type must = ‘US SDI Regist 2’

On the IDGR Registration tab, when the user specifies to use State/Prov Type = ‘US State Regist 1’, this implies all State level registrations with the last digit matching ‘Regist 1’ should be used, thus ‘US SUI Regist 1’ will be used.

IDGV – Override Employer Name and Address by EIN#

On the IDGV Variables tab, there is the option to define an override for the Employer’s Name and Address.
This option allows the users who have multiple government registrations for one entity to report a different Employer Name or Address by each Federal Registration Number (EIN).

W2 ER NAME	Enter the Employer Name to be reported, this overrides the IDEN Entity Name
W2 LOCN CODE	Enter the Location code to be reported, this overrides the IDEN Location code Note: The exact Location code must be entered in this field, otherwise it will not be used.

IDGV – Levels of Government Registrations#

The following levels of Government Registration must be set up for the Federal, State, County, City and School tax reporting.

Federal Level

• One or multiple Federal Registrations must exist for each entity with each Govt Regist Set for Registration Type ‘US Fed Regist 1’, etc.

State Level

• An entry must exist for each state for an entity with ‘State Registration’ by Govt Regist Set and Registration Type
• When the ‘State Registration’ are being defined, , the ‘Variables’ tab must also be set up.
• RPYEU automatically defines the User Defined fields for the IDGV Variables tab on IMUF for P2K_CM_GOVT_REGISTRATIONS.
• On the IDGV Variables tab, the variable ‘W2 State Media Filing’ must be set up to indicate if this state is required to produce a W2 File for the state.
• The ‘W2 State Media Filing’ values are:
  • 00 – Not required to file magnetic media to the state
  • 01 – Include State Code RS record in the Federal file, the federal file can be sent to the state
  • 02 – State requires its own file, do not include other state information in the State file
• If the State file layout is conforming to the standard federal SSA code RS format and the state accepts a copy of the federal file that includes the code RW records, ‘W2 State Media Filing’ variable = ‘01’ should be set up
• When RPYEU is run, the State Information Code RS record will automatically be generated in the federal file, only a copy of the federal file needs to be sent to the State
• If the state does not accept other state’s information in their State file, ‘W2 State Media Filing’ variable = ‘02’ should be set up.
• When RPYEU is run, it should be set to run by one State only and the Media Format = ‘State File Format’ should be selected.
• Then if the state has its own specific State file layout, RPYEU will generate the State file in the specific file layout, otherwise the generic Federal Code RS format layout is used.
• If the state requires its own State file layout, please check for a list of states that are supported by RPYEU.

Local Level

• An entry must exist for each County for an Entity with ‘Local Registration’ in order for the County tax to be reported.
• An entry must exist for each City for an Entity with ‘Local Registration’ in order for the City tax to be reported.
• When the ‘Local Registration’ is defined, the ‘Variables’ tab can optionally be set up in order to indicate if this Local requires to be filed via magnetic media on a W2 file:
  • 'W2 STATE MEDIA FILING'
  • 'W2 TAX TYPE CODE'
  • 'W2 TAXING ENTITY'
• The ‘W2 State Media Filing’ values are:
  • 00 – Not Required to file magnetic media
  • 01 – Include Local Information in Code RS record for Federal File format
  • 02 – Include Local Information in Code RS record for the State File format
  • 03 – Local requires its own File, do not include other Local information in the File
• If the Local information is to be reported along with the Federal File Code RS information, set up ‘W2 State Media Filing’ variable = ‘01’ for this local.
• When RPYEU is run, the State Information Code RS record will be generated along with the Local information
• If the Local information is to be reported along with the State File Code RS information, then set up the ‘W2 State Media Filing’ variable = ‘02’ for this local.
• When RPYEU is run for a state, the State Information Code RS record will be generated along with the Local information.
• If the Local requires its own format, set up ‘W2 State Media Filing’ variable = ‘03’
• When RPYEU is run and ‘Local File format’ has been selected to be generated, then the specific City or County also needs to be selected, then the Local file format will be generated.
  • Note, this feature requires specific program logic for each Local, please check if the local is supported by RPYEU
• If ‘W2 State Media Filing’ is set up for a Local, then the IDGV Variables tab must also be set up for:
  • ‘W2 TAX TYPE CODE’ - to contain one of the following values:
    • C – City Income Tax
    • D – County Income Tax
    • E – School District Income Tax
  • ‘W2 TAXING ENTITY’ - to define the five character Taxing Entity Code for each local:
    • e.g. Ohio Cleveland would be ‘200’, refer to Cleveland filing requirement
    • e.g. Indiana would contain the two digit County Code supplied by Indiana

School Level

• An entry must exist for each school district for an Entity with ‘School Registration’ for the school tax to be reported.
• When the ‘School Registration’ is defined, the IDGV Variables tab must be set up for:
  • 'W2 STATE MEDIA FILING'
  • 'W2 TAX TYPE CODE'
  • 'W2 TAXING ENTITY'
• The ‘W2 State Media Filing’ values are:
  • 00 – Not Required to file magnetic media
  • 01 – Include School Information in Code RS record for Federal File format
  • 02 – Include School Information in Code RS record for the State for State File format
  • 03 – Include School Information in Code RS record for the Local File format
• If the School information is to be reported along with the Federal File Code RS information, set up the ‘W2 State Media Filing’ variable = ‘01’ for this Local.
• When RPYEU is run, the State Information Code RS record will be generated along with the School information.
• If the School information is to be reported along with the State File Code RS information, set up the ‘W2 State Media Filing’ variable = ‘02’ for this Local.
• When RPYEU is run, the State Information Code RS record will be generated along with the School information.
• If the School requires its own format, set up ‘W2 State Media Filing’ variable = ‘03’
  • Note, this feature requires specific program logic for each school, please check if the local is supported by RPYEU.
• If ‘W2 State Media Filing’ is set up for a School, then IDGV Variables Tab must also be set up:
  • ‘W2 TAX TYPE CODE’ to contain the following value: E – School District Income Tax
  • ‘W2 TAXING ENTITY’ to define the five character School District code

IDGV – Define State SUI Registrations for Quarterly Filing#

When running RPYEU with Calendar Type = ‘Q’ for a quarter, each state must set up with ‘US SUI Regist’. The last digit of ‘US SUI Regist’ Registration type must match the last digit of ‘US State Regist’ Registration type, i.e. ‘US State Regist 1’ should also define ‘US SUI Regist 1’, ‘US State Regist 2’ should also define ‘US SUI Regist 2’, etc,
According to each state’s quarterly filing format, some state may require to submit Taxes Due, Previous Underpayment etc. For each quarter, define the IDGV Variables tab for these quarterly amount for the proper ‘US SUI Regist’ prior to running RPYEU.

Please note each QTR field’s decimal point and enter in the above format.

IDFD – Define Form Code#

• Define Form Code ‘HL$US-W2-2012’ for EFW2 format (Year 2011-2012 reporting)
• After loading IDFD form codes from starter scripts, set up each Form Code Field Variables on IDFDV

IDFD – Starter Scripts#

• When installing the US Year End software, a seed data script is executed to load in the IDFD Form Code: ‘HL$US-W2-2012’: SEED_IDFD_HL$US_W2_2012.sql
• This script may be run multiple times and performs the following:
  • If Form Code ‘HL$US-W2-2012’ does not exist, the script loads all new identifiers for Form Code ‘HL$US-W2-2012’.
  • If Form Code ‘HL$US-W2-2012’ already exists, the script will update Form Code ‘HL$US-W2-2012’ existing identifiers from IDFD and leaving the client’s IDFDV set up untouched for existing identifiers.
  • If Form Code Identifier does not exist, the script will insert new identifier, then set up the content on IDFDV for the new identifier.

IDFD – Store Option#

Since 2010-tax year reporting, IDFD Form Code ‘HL$US-W2-2011’ has supplied the ‘Store Option’ starting from Seq# 2000 in order for RPYEU to store the Employer Name / Addresses, Employee Name / Addresses and the Amounts of the Seq# in the Government Remittance Tables. Important: RPYEU must be run with the new IDFD Form Code ‘HL$US-W2-2012’ or a copy of this Form Code that has the ‘Store Option’ set up to store the Addresses and the Amounts in the Government Remittance Tables. Any prior year’s Form Codes do not supply this option and therefore will not turn on the store feature for RPYEU.

IDFDV – Copy Last Year’s Definition to Current Year#

• After the script is loaded for ‘HL$US-W2-2012’, the IDFDV Variable definition may be copied from last year to current year. Go to IDFDV and use the COPY button to copy from last year’s definition as follows:
  • On IDFDV, select last year’s Form Code: ‘HL$US-W2-2011’
  • Then press the COPY button on the screen
  • The Copying dialog box is displayed, within the box, enter the current year New Form Code: ‘HL$US-W2-2012’
  • Press the 'Copy Definition with Variables' button, this will copy the variables set up from ‘HL$US-W2-2011’ to ‘HL$US-W2-2012’ for the same Field Identifier name

IDFDV – Form Definition Variables#

IDFD FORM

HL$US-W2-2012 - system supplied

IDFD FORM TYPE

US W2 EFW2 Definition - indicates the W2 definition for EFW2 filing format

Form Code ‘HL$US-W2-2012’ Identifiers

Field Identifier	Description	Suggested Field Source	Suggested Variable
SUB-ER-EIN	Submitter’s Employer EIN	Constant	9 characters EIN
SUB-USER-ID	Submitter User Identification	Constant	8 characters User ID assigned to the employee who is attesting to the accuracy of the file
SUB-RESUB-IND	Resubmitt Indicator	Constant	Enter 1 if file is resubmitted, otherwise 0
SUB-RESUB-WFID	Resubmitt SSA WFID from notice	Constant	If resubmitt, enter SSA WFID from notice
SUB-VENDOR	Software Vendor Code	Constant	Enter your company data
SUB-SOFTWARE	Submitter Software Code	Constant	Enter your company data
SUB-COMP-NAME	Company Name receive EFW2	Constant	Enter Company name who receive EFW2
SUB-COMP-LOCN	Company Location Address	Constant	Enter company’s location address i.e. Attention, Suite, Room # etc
SUB-COMP-DELIV	Company Delivery Address	Constant	Enter company’s delivery address i.e. Street or Post Office Box
SUB-COMP-CITY	Company’s City	Constant	Enter company’s city
SUB-COMP-STATE	Company’s State Abbrev	Constant	Enter company’s State Abbreviation
SUB-COMP-ZIP	Company’s ZIP Code	Constant	Enter company’s ZIP code
SUB-COMP-ZIP-EXT	Company’s ZIP Code Extension	Constant	Enter company’s ZIP code extn
SUB-COMP-F-STATE	Company’s foreign State/province	Constant	Enter company’s foreign state/province
SUB-COMP-F-POST	Company’s foreign postal code	Constant	Enter company’s foreign postal code
SUB-COMP-COUNTRY	Company’s country if applicable	Constant	Enter company’s country if applicable
SUB-SUBM-NAME	Submitter Organization Name	Constant	Organization Name to receive unprocessed data
SUB-SUBM-LOCN	Submitter Location Address	Constant	Enter submitter location address i.e. Attention, Suite, Room # etc
SUB-SUBM-DELIV	Submitter Delivery Address	Constant	Enter submitter delivery address i.e. Street or Post Office Box
SUB-SUBM-CITY	Submitter City	Constant	Enter submitter city
SUB-SUBM-STATE	Submitter State Abbrev	Constant	Enter submitter State Abbreviation
SUB-SUBM-ZIP	Submitter ZIP Code	Constant	Enter submitter ZIP code
SUB-SUBM-ZIP-EXT	Submitter ZIP Code Extension	Constant	Enter submitter ZIP code extension
SUB-SUBM-F-STATE	Submitter foreign State/province	Constant	Enter submitter foreign state/province
SUB-SUBM-F-POST	Submitter foreign postal code	Constant	Enter submitter foreign postal code
SUB-SUBM-COUNTRY	Submitter country if applicable	Constant	Enter submitter country if applicable
SUB-CONT-NAME	Contact name for SSA	Constant	Enter your company data
SUB-CONT-TEL	Contact telephone # for SSA	Constant	Enter your company data
SUB-CONT-TEL-EXT	Contact telephone extension	Constant	Enter your company data
SUB-CONT-EMAIL	Contact e-mail address for SSA	Constant	Enter your company data
SUB-CONT-FAX	Contact FAX phone # for SSA	Constant	Enter your company data
SUB-CONT-METH	Preferred Contact method	Constant	Enter your company data
SUB-PREPARER	Preparer Code	Constant	Enter your company data
SUB-3RD-PARTY-SICK	Third-Party Sick Pay Indicator	Constant	Enter your company data
SUB-3RD-PARTY-TAX	Income Tax Withheld by 3rd Party	Constant	Enter your company data
W2-ER-AGENT-IND	Agent Indicator Code	Constant	If applicable, enter appropriate code
W2-ER-FOR-EIN	Agent for which EIN	Constant	If you are an agent, enter the EIN for which you are an agent for
W2-ER-TERM-BUS	Terminating business indicator	Constant	Enter appropriate code from SSA
W2-ER-ESTAB	Establishment Number	Constant	Further identify within EIN
W2-ER-OTHER-EIN	Other EIN	Constant	Other EIN used
W2-ER-EIN	Employer Identification Number	Data Base Column	DGV.GOVT_REGIST_NUMBER
W2-ER-NAME	Employer Name	Data Base Column	DED.ENTITY_NAME
W2-ER-LOCN-ADDR	Employer Location Address	Constant	Employer’s location address i.e. Attention, Suite, Room # etc. DLN.ADDRESS_LINE_2 or DLN.MAIL_ADDRESS_LINE_2 Enter the word MAIL or blank To use Primary address, leave this blank To use Mailing address, enter the word MAIL System will derive the complete primary or mailing address and store in the Address Identifiers.
W2-ER-DELIV-ADDR	Employer Delivery Address	Constant	Employer’s delivery address i.e. Street or Post Office Box DLN.ADDRESS_LINE_1 or DLN.MAIL_ADDRESS_LINE_1 Enter blank, system derived
W2-ER-CITY	Employer City	Constant	Employer’s city DLN.LOCALITY or DLN.MAIL_LOCALITY Enter blank, system derived
W2-ER-STATE	Employer State Abbrev	Constant	Employer’s State abbreviation DSP.STATE_PROVINCE_CODE Enter blank, system derived
W2-ER-ZIP	Employer ZIP Code	Constant	Employer’s ZIP Code DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL Enter blank, system derived
W2-ER-ZIP-EXT	Employer ZIP Extension	Constant	Employer’s ZIP Code DLN.ZIP_POSTAL or DLN.MAIL_ZIP_POSTAL Enter blank, system derived
W2-ER-F-STATE	Employer foreign State/province	Constant	Employer foreign state/province or Constant Enter the word NAME or blank
W2-ER-F-POSTAL	Employer foreign postal code	Constant	Enter Employer foreign postal code or Constant
W2-ER-COUNTRY	Employer country if applicable	Constant	Enter Employer country Enter blank, system derived
W2-ER-F-COUNTRY	Employer foreign country	Constant	Enter the word NAME or the word ISO or blank
W2-ER-TAX-JURIS	Tax Jurisdiction Code	Constant	Enter appropriate code or null
W2-KIND-OF-EMPLOYER	Kind of Employer	Constant
W2-EE-SSN	Employee Social Security Number	Data Base Column	EID.GOVERNMENT_CODE
W2-EE-FIRST-NAME	Employee First Name	Data Base Column	EID.FIRST_NAME
W2-EE-MIDDLE	Employee Middle Name	Data Base Column	EID.MIDDLE_NAME
W2-EE-LAST-NAME	Employee Last Name	Data Base Column	EID.LAST_NAME
W2-EE-SUFFIX	Employee Suffix Name	Data Base Column	EID.RANK with derivation expression Decode(~,’01’,’JR’,’02’,’SR’,NULL)
W2-EE-LOCN-ADDR	Employee Location Address	Constant	Employee’s location address i.e. Attention, Suite, Room # etc EPS.ADDRESS_LINE_2 EPS.MAIL_ADDRESS_LINE_2 Enter the word MAIL or blank To use Primary address, leave this blank. To use Mailing address, enter the word MAIL. System will derive the complete primary or mailing address and store in the Address Identifiers.
W2-EE-DELIV-ADDR	Employee Delivery Address	Constant	Employee’s delivery address i.e. Street or Post Office Box EPS.ADDRESS_LINE_2 or EPS.MAIL_ADDRESS_LINE_2 Enter blank, system derived
W2-EE-CITY	Employee City	Constant	Employee’s city EPS.LOCALITY or EPS.MAIL_LOCALITY Enter blank, system derived
W2-EE-STATE	Employee State Abbrev	Constant	Employee’s State abbreviation DSP.STATE_PROVINCE_CODE Enter blank, system derived
W2-EE-ZIP	Employee ZIP Code	Constant	Employee’s ZIP Code EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL Enter blank, system derived
W2-EE-ZIP-EXT	Employee ZIP Extension	Constant	Enter employee’s ZIP Code EPS.ZIP_POSTAL or EPS.MAIL_ZIP_POSTAL Use derivation expression substr(~,6) for ZIP extension
W2-EE-F-STATE	Employee foreign State/province	Constant	Employee foreign state/province or Constant Enter the word NAME or blank
W2-EE-F-POSTAL	Employee foreign postal code	Constant	Employee foreign postal code Enter blank, system derived
W2-EE-COUNTRY	Employee country if applicable	Constant	Enter Employee country Enter blank, system derived
W2-EE-F-COUNTRY	Employer foreign country	Constant	Enter the word NAME or the word ISO or blank
W2-CONTROL-PRT	Print Control Number on Form	Constant	Null, 0, 1, 2, 3, 4, 5, 6 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
W2-CONTROL-NUM	Control Number on Form	Data Base Column	Enter your company data
W2-EXCLUDE-EE	Exclude Employee	Data Base Column	Enter your company data
W2-FIT-WAGE	Wages, Tips, Other Compensation	Element	W2-BOX-01
W2-FIT-TAX	Federal Income Tax Withheld	Element	W2-BOX-02
W2-SSN-WAGE	Social Security Wages	Element	W2-BOX-03 Derivation expression LEAST(~,94200.00) may be used for year 2006 max System verify Box 3 + Box 7 does not exceed annual max, otherwise issue msg
W2-SSN-TAX	Social Security Tax Withheld	Element	W2-BOX-04 Derivation expression LEAST(~,5840.40)may be used for year 2006 max
W2-MEDI-WAGE	Medicare Wages and Tips	Element	W2-BOX-05
W2-MEDI-TAX	Medicare Tax Withheld	Element	W2-BOX-06
W2-SSN-TIP	Social Security Tips	Element	W2-BOX-07
W2-ALLOC-TIP	Allocated Tips	Element	W2-BOX-08
W2-EIC	Advanced EIC Credit	Element	W2-BOX-09
W2-DEP-CARE	Dependent Care Benefit	Element	W2-BOX-10
W2-NQUAL	Non Qualified Plans	Element	W2-BOX-11
W2-NQUAL-457	Non Qualified Plans Sect 457	Element	W2-BOX-11-457
W2-NQUAL-N457	Non Qualified Plans Not Sect 457	Element	W2-BOX-11-N457
W2-CODE-A	Uncollect SSA/RRTA tax on tips	Pay Component	Enter your company data
W2-CODE-B	Uncollect Medicare tax on tips	Pay Component	Enter your company data
W2-CODE-C	Group Term Life Ins > 50000	Pay Component	Enter your company data
W2-CODE-D	Deferred 401(k) cash	Pay Component	Enter your company data
W2-CODE-E	Deferred 401(b) Salary reduction	Pay Component	Enter your company data
W2-CODE-F	Deferred 408(k)(6) Salary reduct	Pay Component	Enter your company data
W2-CODE-G	Deferred 457(b) compensation	Pay Component	Enter your company data
W2-CODE-H	Deferred 501(c)18(D) tax exempt	Pay Component	Enter your company data
W2-CODE-J	Non taxable sick pay	Pay Component	Enter your company data
W2-CODE-K	20% excise parachute payment	Pay Component	Enter your company data
W2-CODE-L	Employee business expense reimburse	Pay Component	Enter your company data
W2-CODE-M	Uncollect SSA/RRTA group ins	Pay Component	Enter your company data
W2-CODE-N	Uncollect medicare group ins	Pay Component	Enter your company data
W2-CODE-P	Moving expense	Pay Component	Enter your company data
W2-CODE-Q	Nontaxable combat pay	Pay Component	Enter your company data
W2-CODE-R	Employer Contrib to MSA	Pay Component	Enter your company data
W2-CODE-S	Salary reduction to 408(p)	Pay Component	Enter your company data
W2-CODE-T	Adoption benefits	Pay Component	Enter your company data
W2-CODE-V	Income of nonstat stock opt	Pay Component	Enter your company data
W2-CODE-W	ER contrib Health Saving Account	Pay Component	Enter your company data
W2-CODE-Y	Deferrals 409A Nonqual plan	Pay Component	Enter your company data
W2-CODE-Z	Income 409A Nonqual plan	Pay Component	Enter your company data
W2-CODE-AA	Roth contrib 401(k)	Pay Component	Enter your company data
W2-CODE-BB	Roth contrib 403(b)	Pay Component	Enter your company data
W2-CODE-CC	HIRE exempt wages	Pay Component	Enter your company data
W2-CODE-DD	ER sponsored Health Coverage	Pay Component	Enter your company data
W2-CODE-EE	Roth Contribution 457(b)	Pay Component	Enter your company data

The values from W2-OTHER-01 to W2-OTHER-20 are printed on W2 Form Box 14.

Field Identifier	Description	Suggested Field Source	Suggested Variable
W2-OTHER-01	Your company description	Pay Component	Enter your company data
W2-OTHER-nn	Your company description	Pay Component	Enter your company data
W2-OTHER-20	Your company description	Pay Component	Enter your company data

Please enter Box 14 Description in the Prompt field in format of 14-xxxxxxx.

The values from W2-USER-01 to W2-USER-20 are used by CLIENTS only, the values are not printed on the W2 form or file. These identifiers are used by users to obtain amounts to show on RPYEU Summary report. e.g. 125 plan, 401 plan, benefit amounts, or employer portion of certain employee contribution etc.

Field Identifier	Description	Suggested Field Source	Suggested Variable
W2-USER-01	Your company description	Pay Component	Enter your company data
W2-USER-nn	Your company description	Pay Component	Enter your company data
W2-USER-20	Your company description	Pay Component	Enter your company data

The values from W2-HL-01 to W2-HL-10 are used only internally. These identifiers are used internally to obtain amounts to show on RPYEU Summary report or for other purposes. These are internally reserved areas to allow users to define additional new variables that are not available or defined at time when the programming is done. If needed, Support will give instruction for users to set these up.

Field Identifier	Description	Suggested Field Source	Suggested Variable
W2-HL-01	Internally defined description	Pay Component	Enter your company data
W2-HL-nn	Internally defined description	Pay Component	Enter your company data
W2-HL-10	Internally defined description	Pay Component	Enter your company data
W2-STAT-EE	Statutory employee	Statistics	Enter your company data
W2-RETIRE-PLAN	Retirement plan employee	Statistics	Enter your company data
W2-3PARTY-SICK	Third-party sick pay	Statistics	Enter your company data
W2-SCHL-WAGE	School Taxable Wages	Element	W2-SCHL-WAGE
W2-SCHL-TAX	School Tax	Element	W2-SCHL-TAX
W2-STATE-CODE	State Code	Data Base Column	DSP.STATE_PROVINCE_CODE
W2-STATE-REGIST	State Registration I.D. No	Data Base Column	DGV.GOVT_REGIST_NUMBER
W2-STATE-WAGE-HOME	State Wages and Tips (Home State)	Element	W2-STATE-WAGE-H
W2-STATE-WAGE-WORK	State Wages and Tips (Work State)	Element	W2-STATE-WAGE-W
W2-STATE-TAX-HOME	State Income Tax (Home State)	Element	W2-STATE-TAX-H
W2-STATE-TAX-WORK	State Income Tax (Work State)	Element	W2-STATE-TAX-W
W2-SUI-WAGE-EE	State SUI Wages (Employee)	Element	W2-SUI-WAGE-EE
W2-SUI-WAGE-ER	State SUI Wages (Employer)	Element	W2-SUI-WAGE-ER
W2-SUI-TAX-EE	State SUI Tax (Employee contrib)	Element	W2-SUI-TAX-EE
W2-SUI-TAX-ER	State SUI Tax (Employer contrib)	Element	W2-SUI-TAX-ER
W2-SDI-WAGE-EE	State SDI Wages (Employee)	Element	W2-SDI-WAGE-EE
W2-SDI-WAGE-ER	State SDI Wages (Employer)	Element	W2-SDI-WAGE-ER
W2-SDI-TAX-EE	State SDI Tax (Employee contrib)	Element	W2-SDI-TAX-EE
W2-SDI-TAX-ER	State SDI Tax (Employer contrib)	Element	W2-SDI-TAX-ER
W2-SUI-HRS-WRK	SUI Hours Worked	Element	W2-SUI-HRS-WORK
W2-SUI-WK-WRK	SUI Weeks Worked (From User)	Element	W2-SUI-WK-WORK
W2-SUI-WEEKS-WRK	SUI Weeks Worked (Derived)	Not specified	System Derived, no need to set up
W2-SUI-TAXABLE-WAGES	SUI Taxable Wages	Not specified	System Derived, no need to set up
W2-SUI-EXCESS-WAGES	SUI Excess Wages	Not specified	System Derived, no need to set up
W2-SUI-MTH1-WORK	SUI Worked on 12th day of mth 1	Not specified	System Derived, no need to set up
W2-SUI-MTH2-WORK	SUI Worked on 12th day of mth 2	Not specified	System Derived, no need to set up
W2-SUI-MTH3-WORK	SUI Worked on 12th day of mth 3	Not specified	System Derived, no need to set up
W2-TIP-WAGE-WORK	Work State Tips Wages	Element	Tips Wages for each State
W2-ST-TIP-WORK	Work State Tips	Pay Component	Tips for each State
W2-WC-WORK	Workers Compensation Contribution	Element	W2-WC-WORK
W2-CNTY-NAME	County Name	Data Base Column	DCN.COUNTY_NAME
W2-CN-WAGE-HOME	County Wages (Home County)	Element	W2-CNTY-WAGE-H
W2-CN-WAGE-WORK	County Wages (Work County)	Element	W2-CNTY-WAGE-W
W2-CN-TAX-HOME	County Tax (Home County)	Element	W2-CNTY-TAX-H
W2-CN-TAX-WORK	County Tax (Work County)	Element	W2-CNTY-TAX-W
W2-CITY-NAME	City Name	Data Base Column	DTX.JURISDICTION_NAME
W2-CI-WAGE-HOME	City Wages (Home City)	Element	W2-CITY-WAGE-H
W2-CI-WAGE-WORK	City Wages (Work City)	Element	W2-CITY-WAGE-W
W2-CI-TAX-HOME	City Tax (Home City)	Element	W2-CITY-TAX-H
W2-CI-TAX-WORK	City Tax (Work City)	Element	W2-CITY-TAX-W

For California SDI reporting, there are two options to print SDI on W2 forms:

1. For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not zero, then Box 19 will print the employee SDI contribution and Box 20 will print the description ‘CASDI’.
2. For California, if IDFDV Identifier Seq 7260 W2-SDI-TAX-EE is not set up, the Box 14 may be set up to print ‘CASDI’ and the SDI amount.

IDFDV – Employer Primary Address and Mailing Address#

• In order to use the Employer Primary Address, Identifiers 2020 – 2070 does not need to be set up, just leave these Identifiers blank, the system will use the Primary Address as default
• In order to use the Employer Mailing Address, the following needs to:

Seq	Field Identifier	Description	Field Variable
2020	W2-ER-LOCN-ADDR	Employer Location Address	MAIL
2030	W2-ER-DELIV-ADDR	Employer Delivery Address	blank
2040	W2-ER-CITY	Employer City	blank
2050	W2-ER-STATE	Employer State Abbrev	blank
2060	W2-ER-ZIP	Employer Zip Code	blank
2070	W2-ER-ZIP-EXT	Employer Zip Code Extension	blank
2100	W2-ER-COUNTRY	Employer country	blank

• The Reference Text field will guide the set up of each Address Identifier.
• If the mailing address is not defined for the employer on IDLN of IDEN location, the IDLN primary address will be used.
• If the user has previous Address set up prior to 2006 and if the word ‘MAIL’ is defined, the mailing address will be used, otherwise the primary address will be used.

Foreign Country Primary and Mailing Address set up:

Seq	Field Identifier	Description	Field Variable
2080	W2-ER-F-STATE	Employer foreign State Abbrev	Blank or enter the word NAME If ‘NAME’ is entered, the State name is used, otherwise the State code is used This foreign state description is printed on W2 and reported on EFW2 file
2090	W2-ER-F-POSTAL	Employer foreign postal Code	Blank
2105	W2-ER-F-COUNTRY	Employer foreign country	Blank or enter the word NAME, or ISO If ‘NAME’ is entered, the Country name is used If ‘ISO’ is entered, the ISO Country code from IDCO UDF ‘ISO COUNTRY CODE’ is used, otherwise the IDCO Country code is used

IDFDV – Employee Primary Address and Mailing Address#

• In order to use the Primary Address, Identifiers 2600 – 2650 does not need to be set up, just leave these Identifiers blank, the system will use the Primary Address as default
• In order to use the Mailing Address, the following needs to set up:

Seq	Field Identifier	Description	Field Variable
2600	W2-EE-LOCN-ADDR	Employer Location Address	MAIL
2610	W2-EE-DELIV-ADDR	Employer Delivery Address	Blank
2620	W2-EE-CITY	Employer City	Blank
2630	W2-EE-STATE	Employer State Abbrev	Blank
2640	W2-EE-ZIP	Employer Zip Code	Blank
2650	W2-EE-ZIP-EXT	Employer Zip Code Extension	Blank
2680	W2-EE-COUNTRY	Employer country	Blank

• The Reference Text field will guide the set up of each Address Identifier.
• If the mailing address for the employee is not defined on IEPI, the primary address on IEPI will be used.
• If the user a has previous Address set up prior to 2006 and if the word ‘MAIL’ is defined, then the mailing address will be used, otherwise the primary address will be used.

Foreign Country Primary and Mailing Address set up:

Seq	Field Identifier	Description	Field Variable
2660	W2-EE-F-STATE	Employee foreign State Abbrev	Blank or enter the word NAME \If ‘NAME’ is entered, the State name is used, otherwise the State code is used This foreign State description is printed on W2 and reported on EFW2 file
2670	W2-EE-F-POSTAL	Employee foreign postal code	Blank
2685	W2-EE-F-COUNTRY	Employee foreign country	Blank or enter the word NAME, or ISO If ‘NAME’ is entered, the Country name is used If ‘ISO’ is entered, the ISO Country code from IDCO UDF ‘ISO COUNTRY CODE’ is used, otherwise the IDCO Country code is used

---

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#

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