!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|IDGR#RegistrationsTab] 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_2013.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_2013_mex.txt - this will generate magnetic media file W2_2013_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_2013_mex.txt\\XML File Name: W2_2013_mex.xml
**Media File Name: W2_2013_mex\\XML File Name: W2_2013_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|IDGV#VariablesTab] 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')\\%%information 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:
#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.
#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.
#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:
#[RPYEU] may be re-run to generate the XML file for the reissued employees, OR
#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:
#[RPYEU] may be re-run to generate a new GVT Run number for the employee, OR
#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|IDGV#VariablesTab]|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|IDGV#VariablesTab]|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|IDGV#VariablesTab]|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 __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.