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 Magnetic Media filing is sorted and grouped by Federal Government Registration.
- After all federal information is summarized, the Federal information will be printed on the first W2 form for the employee (Box 1 to 11, Box 12's first 4 entries and Box 14's first 2 entries).
- Additional Box 12 and 14 information is printed on subsequent W2 forms for each employee. These forms will not repeat the federal information (Box 1 to 11).
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 will be summarized by State.
- This includes Box 15 to 17 and SUI quarterly information.
- After all State information is summarized, each State is printed on the W2 form and overflows onto subsequent W2 forms, 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 if the tax is generated as Work City or Residence City tax.
- This includes Box 18 to 20.
- After all Local (County/City) information is summarized, each Local is printed on the W2 form and overflows onto subsequent W2 forms, until all Locals are printed.
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; the first line to print the description and second line to print the amount. School information requires 4 lines, therefore subsequent W2 forms will be generated if more Box 14 entries (4 lines) are required.
- On each W2 form, Box 12 code allows up to four entries to be reported. Subsequent W2 forms will be generated if more entries are required.
W2 Type of Employment#
- On IDGR, the ‘W2 Employment Type’ field must be defined on the Registrations tab to qualify employees who have YTD information and belong to a Group, for each W2 Type of Employment.
- A - Agriculture
- F – Form 944 filer
- H - Household
- M - Military
- Q – Medicare Qualified Government Employment
- R – Regular (All others)
- X - Railroad
- Users must run RPYEU for each W2 Type of Employment. Example: Run RPYEU for 'Regular' employment, then run RPYEU for 'Agriculture' employment.
- 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’.
- Employees can work for multiple ‘Types of Employment’ during a year. Example: An employee is a ‘Regular Employment’ employee during the year and also works for ‘Agriculture Employment’ during the summer. In this case, the Agriculture Employment requires to report earnings on Form 943 and the Agriculture earnings should be separate from the Regular employment reporting on the W2. Users should set up a different group for Agriculture and the employees should be paid and reported under the Agriculture group.
- When RPYEU is run, the employee will be automatically reported under the proper ‘W2 Type of Employment’ from IDGR.
- For Medicare Qualified Government Employees, users do not need to define a specific Group with ‘W2 Type of Employment’ as ‘Q’ in order for the employees to be reported with ‘Q’ type employment. Employees are classified as MQGE by the FICA and Medicare tax method on IPRLU.
- If the IPRLU FICA method is defined as ‘Do not Calculate’ and the Medicare method is defined, the employee is qualified as an MQGE employee and will be reported under ‘W2 Type of Employment’ ‘Q’ regardless of which group the employee belongs to.
- When RPYEU is run, if the 'W2 Type of Employment' selected is 'R', the employee will still be reported under Q depending on the FICA and MEDICARE tax method (defined on IPRLU).
Government Media File Name#
- When RPYEU is run, users can select to generate a magnetic media file
- Users must define a valid directory name and a magnetic media file name, such as W2_2017.txt)
- Users can also attach the RPYEU Execution ID to the file name by defining the word ‘Mex’ in the file name, such as W2_2017_mex.txt. This will generate a magnetic media file W2_2017_67109.txt for Execution ID 67109
XML File#
- When RPYEU is run, users MUST define a valid File Directory name in order for the XML file to be generated.
- The XML file contains all employee information to be read by RPW2 (the Oracle W2 Form Print program).
- RPYEU attaches the ‘.xml’ extension to the defined Media File name for the XML file.
- Media File Name: W2_2017_mex.txt
XML File Name: W2_2017_mex.xml
- Media File Name: W2_2017_mex
XML File Name: W2_2017_mex.xml
- After RPYEU is run, users can use Notepad or a PFE editor to review the XML file content.
- Users should Double click on the .xml file to open the XML file using an xml editor.
- Users can archive this XML file for historical reporting purposes or to reprint the W2s.
RPYEU Trace and Data Dump File#
- Users should always run RPYEU with the Trace Level set to 'Exceptions only’ for all employees
- If there is problem in RPYEU and a users needs to determine which employee has the problem, the user should run RPYEU with the Trace Level set to ‘Program Trace'. This will print a list of processed employees in order to determine which employee has the problem.
- When the Trace Level is set to ‘Program Trace’, the SQL SELECT Statements for Federal, State and Local levels are also written as Trace messages. Users can review the select statement by running RMEX for the RPYEU Execution ID.
- 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, users should run RPYEU for one employee with the Trace Level set to ‘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 users can open the file in Excel for investigation. The dynamic SQL SELECT statement is written to ‘_select.txt’ file
- When the ‘Create Data Dump’ toggle is set to YES, RPYEU will generate data dump files with a .csv extension for any available Federal, State, Local and School information. Users can open these data dump files in Excel for debugging and balancing purposes. Example: When Mex ID 750234 is run with trace and data dump and following files are generated:
- rpyeu_w2_750234.txt - Magnetic media file to be sent to the government
- rpyeu_w2_750234.xml - xml file to be read by RPW2 to print the W2 forms
- rpyeu_w2_750234_select.txt - SQL SELECT statement, can be used in SQL+
- rpyeu_w2_750234_trace.csv - Trace file for debugging
- rpyeu_w2_750234_fed.csv - Federal data dump file for debugging or balancing
- rpyeu_w2_750234_state.csv - State data dump file for debugging or balancing
- rpyeu_w2_750234_local.csv - Local data dump file for debugging or balancing
- rpyeu_w2_750234_school.csv - School data dump file for debugging or balancing
- If RPYEU is not run in Trace mode, then only the first two files are generated:
- rpyeu_w2_150277.txt - Magnetic media file to be sent to the government
- rpyeu_w2_150277.xml - xml file to be read by RPW2 to print the W2 forms
Government Media File – Code RW, RS when Select by State#
- When RPYEU is run with no specific State selected, the Federal magnetic media file and Code RW records will be generated.
- When RPYEU is run with one State selected, only the specific State records is processed, therefore Code RW records will not be generated.
Exclude Employees#
- Users can exclude certain employees from W2 reporting by setting up 'W2-EXCLUDE-EE’ Identifier on IDFDV
- If the value of the 'W2-EXCLUDE-EE’ identifier is defined as ‘Y’, the employee is bypassed.
Example: If a user does not want to report employees whose Assignment Title is ‘Election Worker’ or ‘Self Employed’, set up the ‘W2-EXCLUDE-EE’ Identifier with the following:- Field variable = EASD.ASSIGNMENT_TITLE
- Derivation Expression = decode(UPPER(~),’ELECTION WORKER','Y',‘SELF EMPLOYED’,'Y','N')
Note: Use UPPER(~) to convert an alphanumeric field to compare all upper case letters.
- If a user has a complex situation to exclude an employee, a STAT CODE can be used to indicate that the employee should be excluded.
Example: An employee is excluded when they work in certain groups, or with certain hours. Users can keep track of this setting the 'STAT CODE' value to 1.00.
- Field Source = Statistics
- Field variable = the STAT CODE that is used to exclude employee
- Derivation Expression = decode(~,1,'Y','N')
Election Workers#
Election workers earnings should be reported on the W2 if:- The earnings are less than $600 and the Social Security and Medicare taxes are withheld
Election workers earnings should NOT be reported on the W2 if:
- The earnings are less than $600 and the Social Security and Medicare taxes are NOT withheld
Users can manage this reporting as follows:
- 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.
- 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.
- 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:
- Re-run RPYEU to generate the XML file for the specific employee, OR
- 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.
- Re-run RPYEU to generate a new GVT Run number for the specific employee, OR
- 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#
- If an error is discovered on the W2 forms and the Forms have not be distributed to the employees, users should fix the error(s) and re-run RPYEU and RPW2/RPRW2.
- If an error is discovered on the W2 forms nd the Forms have be distributed to the employees, users must manually correct the W2 Forms by completing Form W2-C for corrections. High Line does not support the W2-C form.
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:| Option | Description |
|---|---|
| 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 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. |
| 02 | Print 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. |
| 03 | Excp 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. |
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):
| 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 or 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 |
| Warning | 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 (-)
Users must verify and correct The SSN number, otherwise W2 form and Magnetic media filing will be incorrect for the employee
- Empl nnn
- Term 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 nnn
- Box 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 nnn
- Employee has no Federal Information for Employment Type R, employee is bypassed
- Empl nnn
- Identifier 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 nnn
- Identifier 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 nnn
- Identifier 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 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 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:- Federal
- State
- County
- City
- School District
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 Level#
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.
- Department is the prime assignment details’ department that is effective as of the defined ‘As of date’.
- Users can define a special ‘W2 Destination’ at the department level or the employee level for W2 distribution purposes.
- Users can also define to ‘Provide Sort Level Totals’ by defining a ‘Sort Level By’ level
Options are:
- 00-Not Applicable
- 01-Department
- 02-Dept W2 Destination
- 03-Dept SUI ER Number
- 04-Pay Dest (EASD)
- 05-Location (EASD)
- 06-W2 Destination (EID)
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:
- 00-Do not sort active/inactive. Terminated employees will not be sorted before active employees
- 01-Before Sort Level. Terminiated employees will be sorted before the defined 'Sort Level By' field (above). Example: All Inactive employees are group together, by Department (Sort Level), followed by Active employees.
- 02-After Sort Level. Terminiated employees will be sorted after the defined 'Sort Level By' field (above). Example: All inactive employees are grouped together, within each department (Sort Level), followed by Active Employees in the same department.
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 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 |
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 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 |
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:
- 01-Person Code
- 02-Last Name/First Name
- 03-Destin/Last/First
- 04-Dept/Last/First
- 05-Mailing Zip/Last/First
- 06-Primary Zip/Last/First
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:
- Mailing ZIP/Last/First name (recommended)
- Primary ZIP/Last/First name
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:- 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 the ‘W2 Employment Type’ parameter on IDGR or from the employee’s FICA and Medicare method defined on IPRLU.
- All employees with the same Employment Code are grouped together under one Code RE record.
- If IPRLU FICA method is set to ‘Do not calculate’ and the MEDICARE method is NOT set to ‘Do not calculate’, the employee is classified as 'W2 Employment Type Q’ for W2 reporting.
- The EFW2 Federal Filing requires Code RE records to be reported by 'Type of Employment', however, some States filing do not require to separate employees by the Type of Employment, therefore, the 'Combine Employment Types' field on RPYEU is used.
- Typically, this field is set to NO for most RPYEU file reporting, however, if a State filing does not require to file by Types of Employment, users can set this field to YES to combine all Types of Employment under one Code RE record.
- If your organization has only ‘Regular’ types of employment, users should set this field to NO all the time.
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:
- 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’ field
- 3 - Print W2-CONTROL-NUM Identifier and Person Code
- 4 - Print ‘Sort Level By’ field and Person Code
- 5 - Print ‘Sort Level By’ field and W2-CONTROL-NUM Identifier
- 6 - Print ‘Sort Level By’ field, the W2-CONTROL-NUM Identifier and Person Code
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:
- within the reporting year the employee has been paid by more than one entry of this database column (employee is paid under 2 Payroll Codes), and
- the Government Registrations are the same
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.
