Wiki: W 2_PROCESS_US_YEAR_END_SUMMARY

RPYEU – US Year End Summary Report#

The US Year End Summary Report (RPYEU) is used to verify that the totals are balanced with the Year to Date information before printing the W2 forms.

Produce the US Year End Summary Report.

This report is used to balance to the Year-To-Date Register and the Quarter-To-Date (RPREGT) report
Check the exception messages from this Summary Report and correct any exceptions
Generate the W2 File in the federal format (EFW2 Format is supported for year 2018 reporting)
Generate the State Information in the federal file format for the States that accept the federal file format
Produce the W2 State File for States with the specific State file format requirements
Users must run the RPYEU process, one State at a time, to generate the State specific file
Since each State has its own requirements, users must check with High Line to verify if the State is supported, prior to running the RPYEU for a specific State file
Generate an XML file to populate the RPW2 program to print the W2 Forms for all processed employees

RPYEU Report Criteria

Field	Description
Annual Form Code	Mandatory Form Code that is defined on IDFDV NOTE: always use the most current year Form Code because RPYEU is programmed with Identifiers from the most current year's information. DO NOT use prior year Form Codes because prior year’s Identifiers may be obsolete. The current year Form Code contains the 'STORE OPTION' field to store the Employer Addresses, Employee Addresses and Amounts in the Government Remittance Tables, which can be viewed on IPGR or IPGH forms.
Quarterly Form Code	Blank for Annual reporting
Govt Interface Format	Blank for Annual reporting
Period Type	Enter the Year for Annual reporting
Period End Date	Enter the Year Ending Date
As of Date	The start date of the reporting period
Combine Employment Type	Should the employees on the reort be sorted by their Employment Type? Set this toggle to ON to combine ‘Regular’, ‘Other Types’ of employment, such as Agriculture//
Combine Fed Regist	Should all the selected 'Federal Regist' for State/Local reporting be combined? Set this toggle to ON to combine all selected ‘Federal Regist’ for State/Local reporting. Do not set this toggle to ON when generating the Federal File When this toggle is set to ON, RPYEU will not store the Federal Level amounts on IPGH because the Federal Registration Numbers 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 the government magnetic media file
Create Data Dump	Should a data dump file with a .csv extension by generated? When this toggle is set to ON, RPYEU will generate data dump files with a .csv extension for Federal, State, Local and School information. Users can open the data dump file in an Excel spreadsheet for debugging and balancing purposes.
Trace Level	Users should always run RPYEU with the Trace Level set to 'Exceptions Only', unless more information is required for tracing.
Regist/Set Up Audit	Option to print exceptions that may exist from set up. Options are: 00-Do not print, run 01-Print, Do not run 02-Print and run 03-Excp and run
User Comment	Enter a comment to print on the RPYEU report
Print Report On	Options are: Report only (default) Report and Output file Output file only Do not print

RPYEU Report Filters#

Field	Description
Entity	To define and report on a specific Entity. Optional
Federal Regist Set	To define and report on a specific ‘Federal Regist Set’ from IDGV. Do not define this field if the run is for all employees. Optional
Federal Regist Number	To define and report on a specific Federal Registration Number from IDGV. Optional
People List	This field limits the process to the people in the defined list. Optional
Person	Person Code of the employee you are testing with. Optional
Select State	Do not enter a State when generating the Federal File or W2 forms. If a State is defined, RPYEU will report by the defined State only. Optional
State Regist Set	To define and report on a specific State Registration Set on IDGV. Not required for Annual reporting. Optional
State Regist Number	Used for Quarterly State Reporting. If a State is not defined, the Federal Registr Number IDGVis used. Optional
Local Regist Set	To define and report on a specific Local Registration Set. Optional
Local Regist Number	To define and report on a specific Local Registration Numbers Enter Local Regist Set and Local Regist Number only when running for one Local. Optional
Select County	To define and report on a specific Counties. Optional
Select City	To define and report on a specific City. Optional
Select School	To define and report on a specific School District. Optional

RPYEU 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 Level by	How should the employees be group for sorting?
Sort by Active/Inactive	Should the employees on the report be sorted by their status?
Sort People by	How should the employees be sorted?
Provide Sort Level Totals	Optional. Should totals be printed for each 'Sort Level' selected?
Federal Level Print	Should the amount details be printed for Federal Level?
State Level Print	Should the amount details be printed for State Level?
SUI Level Print	Should the amount details be printed for SUI Level?
Local Level Print	Should the amount details be printed for Local Level? (County and City level)
School Level Print	Should the amount details be printed for School Level?

RPYEU Selection Criteria – Quarterly Reporting#

Field	Description
Annual Form Code	Mandatory Use the most current year Form Code (defined on IDFDV)
Quarterly Form Code	If not defined, it defaults to the Annual Form Code with EFW2 format. If the State is using a format such as the ICESA, TIB-4 and special format for quarterly reporting, enter 'HL$US-QTR-2014. ‘HL$US-QTR-2014’ will not be updated after 2014 because this format code is only used for prior year ICESA and TIB-4 formats. Most states are now converted to EFW2. Optional
Govt Interface Format	Some states require specific government XML file format that is defined on IDIF. Example: Florida State format is HL$US-QTR-FL2008 Please refer to the State document that indicates if this parameter should be used. Optional
Period Type	Enter ‘Quarter’ for Quarterly reporting
Period End Date	Enter the Quarter Ending Date
As of Date	The start date of the reporting period
Combine Employment Type	Should the employees on the reort be sorted by their Employment Type? Set this toggle to ON to combine ‘Regular’, ‘Other Types’ of employment, such as Agriculture//
Combine Fed Regist	Should all the selected 'Federal Regist' for State/Local reporting be combined? Set this toggle to ON to combine all selected ‘Federal Regist’ for State/Local reporting.
Media Format	Enter ‘State File Format’ or ‘SUI File Format’ for State reporting For the ‘SUI File Format’, the ‘SUI Registration Number' from IDGV is used.

RPYEU Report Filters

Field	Description
Federal Regist Set	To define and report on a specific ‘Federal Regist Set’ from IDGV. Do not define this field if the run is for all employees. Optional
Federal Regist Number	To define and report on a specific Federal Registration Number from IDGV. Optional
Select State	Mandatory for Quarterly State Filing. If a State is not entered, the process is run for Federal reporting.
State Regist Set	Enter the State Registration Set. Enter the ‘State Regist Set’ and 'State Registration Number' fields only when running for one State. Optional
State Regist Number	Enter the State Registration Number. Enter the ‘State Regist Set’ and 'State Registration Number' fields only when running for one State. Optional

Please enter other prompts accordingly.

RPYEU – Quarterly Form Code Set Up#

For quarterly filing, users must set up the current year Annual Form Code IDFDV for all Federal and State Identifiers, including SUI/SDI, respecting the Work and Home State pay components. Users may also need to set up the ‘HL$US-QTR-2014’ Form Codes, depending on each state.
Annual Form code ‘HL$US-W2-2016’ is used to report the Federal File and W2 Form Information for 2012 year end, this Form Code information is also used to report quarterly information for the states for 2013.

The current year Form Code (HL$US-W2-2018) is used to report the Federal File and W2 Form Information for the 2017 year end. This form code information is also used to report the quarterly information for the States for 2018.

The difference between Federal and State Filing is the file format for each state, such as EFW2, ICESA, or another specific State Format.

The ‘HL$US-QTR-2018’ and HL$US-W2-2018 Form Codes are the same but may have been delivered at different times. Users can use either one for Quarterly Reporting.

When RPYEU is run for quarterly reporting, users MUST enter Annual Form Code. Users can optionally enter the Quarterly Form Code to use ‘HL$US-QTR-2014’ or to default to EFW2 current year format.
All ‘HL$US-QTR-2014’ Identifiers from fields 3100, 3110, etc. will be calculated by RPYEU by retrieving values from the current year From Code sequence #'s 7010, 7020 etc. Users can enter any values on ‘HL$US-QTR-2018’, sequence 3100, 3110, etc. and it will not be used.

High Line uses the Quarterly Identifiers to obtain values that are applicable for ICESA or other specific formats.

After the current year Form Code, State and SUI information is set up on IDFDV, the employees must also be paid in UPCALC with the State/SUI information for that State, in order to be reported for the quarterly filing.

RPYEU – Sample Run#

RPYEU produces a Summary Total Report by Government Registrations. Users must balance this report to the RPREGT report.
Each RPYEU run generates one Government Run Number (GVT 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 generated GVT Run Number.
After RPYEU is run, users can go into IPGR (Government Run) to view details by GVT Run number.
On IPGR the employee’s detail government reporting information on IPGH (Government Header) can be viewed. Users can also go directly to IPGH by employee to view this information.
Users can process many RPYEU runs for different sets of employees. This generates multiple GVT Run Numbers, however users must run RPW2 to print W2 forms from the .xml files that are generated by RPYEU.

Employee’s Government Header (IPGH) information are re-generated by subsequent RPYEU runs. The same IPGH information is removed automatically when a new IPGH is re-generated.
At the end of each run, RPYEU removes any GVT Run Number that do not have any GVT Header associated with it.
Users can run RPYEU concurrently for different sets of employees.
At the beginning of the RPYEU run, the Execution Run Log is stamped with the Execution Start Date. At the end of RPYEU, the Execution End Date is stamped.
For a concurrent RPYEU run that have not been finished with the Execution End Date, the other concurrent RPYEU runs will not remove the GVT Run Number, even if there are no GVT Headers.