RPYEU – Selection Criteria – Annual Reporting#
Report Criteria Tab| Report Parameters | Description |
|---|---|
| Annual Form Code | Mandatory HL$US-W2-2016 NOTE: always use the most current year form code ‘HL$US-W2-2016’ 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 2013-2014 reporting, Form Code from current year ‘HL$US-W2-2016’ 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-W2-2016, 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$US-QTR-2014. ‘HL$US-QTR-2014’ may not be updated after 2014 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-W2-2013’ must be set up for all Federal and State identifiers, including SUI/SDI, respecting the Work and Home State pay components. Form Code ‘HL$US-QTR-2014’ may also need to be set up, depending on each state.
- Annual Form code ‘HL$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 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$US-QTR-2014’
- Effective Jan 1, 2004, RPYEU supports the filing of multiple Government Registrations at Federal/State/Local level. RPYEU and the RPQTR program are now merged together, therefore RPQTR is no longer used after Jan 1, 2004
- The quarterly Form Code ‘HL$US-QTR-2014’ 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$US-W2-2016’.
- When RPYEU is run for quarterly reporting, the Annual Form Code MUST be entered. It is optional to enter the Quarterly Form Code to use ‘HL$US-QTR-2012’ or to default to EFW2 ‘HL$US-W2-2014’ format.
- All identifiers from ‘HL$US-QTR-2012’ fields 3100, 3110, etc. will be calculated by RPYEU by retrieving values from HL$US-W2-2014 sequence #'s 7010, 7020 etc. Any value may be entered on ‘HL$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-W2-2014 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.
