W 2_PROCESS_PROCESSING
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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

State Level

Local Level

School Level

W2 Type of Employment#

Government Media File Name#

Example: W2_mex_ohio.txt will generate a magnetic media file W2_67109_ohio.txt for Execution ID 67109

XML File#

Examples:

RPYEU Trace and Data Dump File#

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

Code RS records will be generated according the State government requirements and the W2 State Media Filing’ defined on IDGV Variables tab.

Exclude Employees#

Then the ‘W2-EXCLUDE-EE’ Identifier on IDFDV should be set up with:

Election Workers#

Election workers earnings should be reported on the W2 if:

Election workers earnings should NOT be reported on the W2 if:

Users can manage this reporting as follows:

  1. Use a separate pay component to record the Election worker earnings. If FICA and Medicare are not calculated for these earnings, users can exclude the election worker earnings by not defining the pay component in the element for each W2 Box.
  2. If the employee is paid with election earnings and FICA and Medicare tax are withheld, users should determine if the employee should be excluded or not. If an employee is excluded, users can set up a 'STAT CODE' for the ‘W2-EXCLUDE-EE’ Identifier on IDFDV, to exclude the employee from reporting on the W2 form.
  3. Users can exclude All Election workers by setting the EASD.ASSIGNMENT_TITLE to‘ELECTION WORKER’, then setting the ‘W2-EXCLUDE-EE’ Identifier to EASD.ASSIGNMENT_TITLE.

Reissued / Corrected W2 Form#

If an employee loses their W2 Form, organization can reissue the W2 Form by running RPW2 and selecting the specific employee.

For RPW2 (Oracle version), prior to reissuing the W2 Forms, users must have the XML file ready for the RPW2 program. The XML file can be from one of the following:

  1. Re-run RPYEU to generate the XML file for the specific employee, OR
  2. Use the archived XML file from the previous RPYEU run and select the employee from the XML file.

For RPRW2 (Windward version), users must select the GVT Run number that the employee belongs to when RPYEU is run.

  1. Re-run RPYEU to generate a new GVT Run number for the specific employee, OR
  2. Use the existing GVT Run number that the employee's W2 was originall issued for.

When RPW2/RPRW2 is run, users should enter the word ‘REISSUED’ or ‘CORRECTED’ in the ‘Reissued/Corrected field’, so the W2 form will be printed with the defined word.

Void W2 Form#

The incorrect W2 should still be filed to the government. High Line does not support the VOID box on the W2 Form to indicate an error.

RPYEU Registration Set Up Audit#

When RPYEU is run, users have the option to audit and fix the government registrations set up on IDGV. Users can define the following the Regist/Set Up Audit field to:

OptionDescription
00Do 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.
01Print, do not run.
After the Government Registration is audited, print all registrations, do not run RPYEU.
This option is used when a user just wants to verify all of the government registration set up prior to running RPYEU. This option allows exception messages to be printed.
02Print and run.
After the Government Registration is audited, print all registrations and continue to run RPYEU.
This should be the default so users can verify all of the government registration set up and run RPYEU. This option allows exception messages to be printed.
03Excp and run.
After the Government Registration is audited, do not print registrations and continue to run RPYEU.
This option allows exception messages to be printed.
This field is validated from the ‘X_PRINT_AND_RUN’ lexicon.

RPYEU Exception Messages#

Negative (credit) amounts are never allowed for W2 reporting. If negative amounts are encountered, an exception message is printed. Users must resolve the negative amount and the re-run the report until no exceptions are found.

The following set up exception messages are highlighted if one of the ‘Regist/Set Up Audit field' are defined that allows exception messages to be printed (Options 01, 02 and 03 only):

IMUFUser Field W2 STATE MEDIA FILING is not set up for P2K_CM_GOVT_REGISTRATIONS
IMUFUser Field W2 TAX TYPE CODE is not set up for P2K_CM_GOVT_REGISTRATIONS
IMUFUser Field W2 TAXING ENTITY is not set up for P2K_CM_GOVT_REGISTRATIONS
IDGVFederal Registration is not set up for Entity: Entity name
IDGRW2 EMP TYPE is not set up for Entity: entity code, Unit: unit code, Group: group code or Effective date
IDGVState Registration is not set up for State: State name
IDGV VariablesState: State name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03
IDGVLocal Registration is not set up for County Tax Jurisdiction: County name
IDGV VariablesCounty: county name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03
IDGVLocal Registration is not set up for City Tax Jurisdiction: City name
IDGV VariablesCity: city name W2 STATE MEDIA FILING = xx is invalid, value must be 00,01,02,03
IDGVSchool Registration is not set up for School: School name
WarningIDFDV Identifier Name is not set up
WarningIDFDV Identifier Name contains CONSTANT


The following exception messages are always printed for an employee: The following exception messages are always printed for an employee:

CodeMessage
Empl nnnInvalid SSN: ssn, SSN must be 11 positions, position 4 and 7 must be a hyphen (-). Users must verify and correct The SSN number, otherwise W2 form and Magnetic media filing will be incorrect for the employee
Empl nnnTerm date YYYYMMDD is prior to reporting year YYYY. This is a warning that indicates the employee has been terminated in a prior year, but has YTD information for this calendar year
Empl nnnBox 3 999999.99 + Box 7 999999.99 = 999999.99 exceeds Annual Max Wage Base 999999.99. Users must correct either the Box 3 or Box 7 set up. 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 nnnEmployee has no Federal Information for Employment Type R, employee is bypassed.
Empl nnnIdentifier Amt 999999.99-, negative amount not allowed, amount changed to 0.00. Uses must review this error and correct the negative amount, otherwise the system will report zero for this field.
Empl nnnIdentifier Amt 999999.9999 exceeds 2 decimals, amount changed to 999999.99. This can cause a rounding error. Users should be review the error to find out why the amount exceeds 2 decimals and correct the data.
Empl nnnIdentifier Amt 999999999.99 exceeds 11 digits, check printed Form and Govt File size. The system highlights the amount that exceeds 11 digits. Users should review the printing of W2 for this field and the government file to report this amount.
Empl nnnError: 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 on the file
Users MUST correct this error because the report will show ####### in the field and the government will reject the file. Users should not correct the ####### to zero in the file. This will result in incorrect reporting for the W2, between the W2 form print and the W2 file.

The W2 form may be large enough to print the field size while the magnetic media reporting could not report this large amount.
Users must find out if incorrect data is the cause of the problem, or contact High Line for support.

RPYEU Summary Report Level#

There are five levels of reporting for RPYEU Summary Report: 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 employees 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.

Users can suppress the printing of ‘Set Up Exceptions’ for IDFDV, IDGV, etc., however, the employee level of exception are always printed, to show error or warning messages for an employee.

RPYEU Trace Level#

Users should always run RPYEU with the Tracel Level set to 'Exceptions Only' for all employees.

If there is problem in RPYEU, users should run RPYEU with the Trace Level set to Program Trace. This will print a list of processed employees to determine which employee has the problem.

When the Trace Level is set to Program Trace, the Select Statements for Federal, State and Local levels are also written as Trace messages. Users can review the Select statements by running RMEX for the RPYEU Execution ID.

After determining which employee has the problem, users should run RPYEU for the specific employee with the Trace Level set to Utility Trace to review and determine the problem in detail.

RPYEU Sort Levels#

There are three options to sort employees in RPYEU for distribution of the W2 Forms:

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

Options are:



2. Sort by Active/Inactive
This prompt is useful for sorting Terminated employees from Active employees for distribution purposes.
The lexicon X_W2_SORT_ACTIVE is used for this prompt.
The options are:


Example for 01-Before Sort Level
Department A has 2 terminated employees (A1, A2) and 3 active employees (A3, A4, A5)
Department B has 2 terminated employees (B1, B3) and 3 active employees (B3, B4, B5)

RPYEU will sort in this order:

Department AStatus: InactiveEmployee A1
Employee A2
Department BStatus: InactiveEmployee B1
Employee B2
Department AStatus: ActiveEmployee A3
Employee A4
Employee A5
Department BStatus: ActiveEmployee B3
Employee B4
Employee B5
All Inactive employees are grouped together, by Department (Sort Level), followed by all Active employees.

Example for 02-After Sort Level
Department A has 2 terminated employees (A1, A2) and 3 active employees (A3, A4, A5)
Department B has 2 terminated employees (B1, B3) and 3 active employees (B3, B4, B5)

RPYEU will sort in this order:

Department AStatus: InactiveEmployee A1
Employee A2
Status: ActiveEmployee A3
Employee A4
Employee A5
Department BStatus: InactiveEmployee B1
Employee B2
Status: ActiveEmployee B3
Employee B4
Employee B5
Inactive employees are grouped together, within each Department (Sort Level), followed by all Active employees in the same department.

3. Sort Employees By
The lexicon X_W2_SORT_PERSON is used for this prompt.
This prompt will sort within the ‘Sort Level By’ and ‘Sort by Active / Inactive’ fields. The options are:

RPYEU Sort by Zip – Mailing W2 at discount rate#

For organizations who are mailing a large volume of the W2 forms to their employees, arrangements can be made with the US Post Office to mail the W2 forms at a discounted postal rate if the W2 forms are sorted by ZIP code.

To mail W2 forms at a discounted rate, when RPYEU is run, users should select to Sort Employees By:

If the IEPI Mailing Address does not exist, the IEPI Primary Address will be used.

The RPYEU report prints the employees by ZIP code sequence and prints the ZIP codes on the Employee’s line.

The RPW2 print program reads from the xml file and prints records in the sequence as sorted by RPYEU. If the RPW2W (Windward) version is used, RPW2W reads the IPGH ID Sequence that has been sorted by the RPYEU process.

NOTE: When using the option to sort by ZIP code, the employees are sorted in ZIP order and not by Last/First name or Person code sequence. This can make it difficult to locate a specific employee.

For auditing and balancing purposes, it is recommended that RPYEU should be run with the Sort Employee By parameter set to either Person Code or Dept/Last/First. This will generate the government file, to balance to the RPREGT, and submit to the government.

Prior to printing the W2 forms through the RPW2 or RPW2W programs, users should re-run the RPYEU with the Sort Employee By parameter set to either Mailing ZIP/Last/First or Primary ZIP/Last/First to generate the xml file to sort by ZIP code. Users should also verify that this RPYEU run report balances to the RPYEU report from the prior run, to ensure the totals match. Users can then run RPW2 or RPW2W to print the W2 forms.

After RPW2/RPW2W is run, users should save the RPYEU xml file for backup or auditing purposes. If a user needs to reference the order of W2 printing, users can re-run RPYEU with the Sort Employee By parameter set to either Person Code or Dept/Last/First to generate the government file sequence to be kept on the IPGR / IPGH form for balancing to the government file.

RPYEU Combined Employment Type#

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

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

Otherwise, the W2 Type of Employment is derived from the ‘W2 Employment Type’ field on IDGR.

W2 Form Control Number Print#

On the W2 Form, 2-on-1-page, Box D, users can print the Control Number on the form for reference or distribution purpose, such as a Person Code. Users must set up the following Identifiers on the IDFDV form:

Seq 2800 W2-CONTROL-PRT
Print Control Number on Form
Form Code: Use current year's form code
Identifier: W2-CONTROL-PRINT
Level: Federal
O/R: CONTROL NUM PRT
Source: Constant
Field Variable Options:


Seq 2810 W2-CONTROL-NUM
Control Number on Form
Form Code: Use current year's form code
Identifier: W2-CONTROL-NUM
Level: Federal
O/R: CONTROL NUMBER
Source: Data Base Column
Field Vaiable Option: Enter your company data, such as 'EID.PERSON_CODE’, or ‘DLN.LOCALITY’, or ‘PPA.PAYROLL_CODE’ etc.

If Seq # 2810 W2-CONTROL-NUM defines a data base column, such as PPA.PAYROLL_CODE, and:

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.

Example:
Employee is paid by PAYROLL_CODE: US CENTRAL BW
Employee is also paid by PAYROLL_CODE: US WEST BW

Then ‘US WEST BW’ code will be printed.