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Contents
List of Figures
Title and Copyright Information
Preface
Audience
Documentation Accessibility
Related Documents
Conventions
1
Payroll Year-End Processing
1.1
Overview
1.2
Release Levels
1.3
Year-End Processing Features
1.4
Changes Supported by U.S. Year-End Processing in 2019
1.5
Preparing for Year-End Reporting
1.5.1
Deadline Information
1.5.2
Government Regulations
1.5.3
IRS and SSA Resource List
1.6
Year-End Processing Cycle
1.7
Year-End Process Information Flow
1.8
Year-End Processing Checklist
2
Work with Payroll History Integrity
2.1
Overview
2.1.1
Types of Payroll History
2.1.2
Reposts
2.1.3
Payroll History Tables
2.2
Working with Tax History Integrity
2.2.1
Wage and Tax History
2.2.2
Identifying Tax History Integrity Errors
2.2.3
Before You Begin
2.2.4
Processing Options
2.2.5
Data Selection
2.2.6
Data Sequence
2.2.7
Sample Tax History Integrity Report
2.2.8
Reviewing Errors on the Tax History Integrity Report
2.2.9
Correcting Tax History Integrity Errors
2.2.10
Before You Begin
2.3
Working with PDBA History Integrity
2.3.1
Before You Begin
2.3.2
Identifying PDBA History Integrity Errors
2.3.3
Processing Options
2.3.4
Data Selection
2.3.5
Data Sequence
2.3.6
Sample PDBA History Integrity Report
2.3.7
Reviewing Error Codes for the PDBA History Integrity Report
2.3.8
Correcting PDBA History Integrity Errors
2.3.9
Before You Begin
3
Rollovers
3.1
Entering Rollover Information for DBAs
3.1.1
Example: Limit on Vacation or Sick-Leave Rollover
3.1.2
Example: Vacation Rollover for Time Not Immediately Available
3.1.3
Example: Vacation Rollover for Time Immediately Available
3.1.4
Before You Begin
3.2
Processing Rollovers
3.2.1
Processing Year-End Rollovers
3.2.2
Before You Begin
3.2.3
Processing Options
3.2.4
Reviewing Year-End Rollover Reports
4
Year-End Setup
4.1
Verifying Employee Information
4.1.1
Verifying Employee Names and Addresses
4.1.2
Setting up Information for Box 13
4.1.3
Setting up a Statutory Employee
4.1.4
Setting up an Employee W-4 Form (for the year 2020 and later)
4.1.5
Updating Employee Details in the W-4 Form
4.1.6
Setting up an Employee Who Is an Active Participant in a Retirement Plan
4.1.7
Setting up Employees Who Work in Multiple States
4.1.8
Setting up Employees Who Work in Puerto Rico
4.1.9
Setting up Contract and Pension Employees
4.1.10
Verifying Employee Social Security Numbers
4.1.11
Processing Options
4.2
Verifying Company Information
4.2.1
Verifying Company Names and Addresses
4.2.2
Setting Up Employer Information
4.2.3
Verifying Railroad Tax Information
4.2.4
Before You Begin
4.2.5
Updating Year-End Information to a Parent Company
4.2.6
Verifying Tax Area Information
4.2.7
Setting Up School District Codes (UDC 07/SS)
4.2.8
Setting up Next Numbers for W-2 Forms
4.2.9
Setting Up Kind of Employer (UDC 07/KE)
4.3
Setting Up DBAs for Year-End Processing
4.3.1
Copying PDBA History to a New PDBA
4.3.1.1
Processing Options
4.3.1.2
Data Selection
4.3.2
Entering W-2 IRS Defined Codes for Amounts Reported in Box 12
4.3.3
Entering Descriptions for Amounts Reported in Box 14
4.3.4
Setting up a Tax as a Deduction
4.3.5
Before You Begin
4.3.6
Setting Up State Wage Adjustments for Specific States
4.3.7
Reposting DBAs to the Tax Area Transaction Summary History Table (F06148)
4.4
Setting up Pay Types for 1099 Processing
4.4.1
Setting up Pay Types for Contract Employees
4.4.2
Setting up Pay Types for Pension Employees
4.5
Entering Additional Year-End Form Information
4.5.1
Creating Special Handling Code Tables
4.5.2
Adding Special Handling Codes to an Existing Table
4.6
Entering Third-Party Sick Pay Information
4.6.1
Entering Third-Party Sick Pay Records
4.6.2
Entering Third-Party Sick Pay for Regular W-2 Forms
4.6.3
Entering Third-Party Sick Pay for Electronic Filing Reporting
4.7
Reviewing W-2 IRS-Defined Codes
4.8
Reviewing Basis Table Codes
5
Setting Up the Year-End Workfile
5.1
Creating a W-2/1099 ID
5.2
Defining Workfile Data Criteria
5.3
Assigning Special Handling Code Tables
5.4
Assigning Additional Information for Building the Workfile
5.5
Creating the Year-End Workfile
5.5.1
What You Should Know About
5.5.2
Processing Options
5.5.3
Data Selection for Build W-2/1099 Workfiles
5.5.4
Data Sequence for Build W-2/1099 Workfiles
5.6
Reviewing the Negative Dollar Integrity Report
5.6.1
Example: Negative Dollar Integrity Report
6
Year-End Review
6.1
Reviewing Year-End Version Information
6.1.1
Reviewing the Status of IDs Being Processed
6.1.2
Resetting a Step in the Year-End Cycle
6.1.3
Reviewing the W-2 Count
6.1.4
Reviewing Wage Adjustment Summaries
6.1.5
Reviewing Wage Adjustments Detail
6.1.6
Reviewing Employee Wage Information
6.1.7
Reviewing Employee Form Count Information
6.1.8
Reviewing Employee Form Detail Information
6.2
Reviewing Employee Form Information
6.2.1
Reviewing and Changing Employee W-2 Information
6.2.2
Processing Options
6.2.3
Reviewing Employee Wage Adjustments
6.2.4
Reviewing Employee Wage Allocations
6.2.5
Reviewing W-2 Special Handling Information
6.2.6
Reviewing Employee 1099 and 499R-2 Information
6.2.7
Processing Options
6.2.8
Processing Options
6.2.9
Printing a Single Year-End Form
6.3
Reviewing History Reports
6.3.1
Reviewing the Federal Taxation History Report
6.3.2
Processing Options
6.3.3
Reviewing the State/Local Taxation History Report
6.3.4
Processing Options
6.3.5
Reviewing the Employee Pay and Tax Register
6.3.6
Processing Options
6.3.7
Processing Year-End Workfile Changes
6.3.8
Before You Begin
7
Year-End Reporting
7.1
Printing Audit Reports
7.2
Reviewing Additional Year-End Audit Reports
7.2.1
Reviewing the W-2 Federal Control Report (P06740)
7.2.1.1
Processing Options
7.2.1.2
Data Selection
7.2.1.3
Data Sequence
7.2.2
Reviewing the Federal Detail Report (P06740A)
7.2.2.1
Processing Options
7.2.2.2
Data Selection
7.2.2.3
Data Sequence
7.2.2.4
Example: Federal Detail Report
7.2.3
Reviewing the W-2 State/Local Report (P06741)
7.2.3.1
Processing Options
7.2.3.2
Data Sequence
7.2.3.3
Example: W-2 State/Local Report (P06741)
7.2.4
Reviewing the State/Local Detail Report (P06741A)
7.2.4.1
Processing Options
7.2.4.2
Data Selection
7.2.4.3
Data Sequence
7.2.4.4
Example: State/Local Detail Report
7.2.5
Reviewing the W-2 Special Handling Report (P067421)
7.2.5.1
Processing Options
7.2.5.2
Data Selection
7.2.5.3
Data Sequence
7.2.6
Reviewing the W-2 Federal Adjusted Wage Detail Report (P06743)
7.2.6.1
Processing Options
7.2.6.2
Data Sequence
7.2.6.3
Example: Federal Adjusted Wage Detail Report
7.2.7
Reviewing the W-2 State/Local Adjusted Wage Detail Report (P06744)
7.2.7.1
Processing Options
7.2.7.2
Example: W-2 State/Local Adjusted Wage Detail Report
7.2.8
Reviewing the W-2 Summary Report (P06746)
7.2.8.1
Processing Options
7.2.9
Reviewing the Federal Allocation Report (P06748)
7.2.9.1
Data Selection
7.2.9.2
Data Sequence
7.2.10
Reviewing the W-2 Restaurant Control Report (P06749)
7.2.10.1
Processing Options
7.2.10.2
Data Selection
7.2.10.3
Example: W-2 Restaurant Control Report
7.2.11
Reviewing the W-2 Benefit Statement Report (P06750)
7.2.11.1
Data Sequence
7.2.11.2
Example: W-2 Benefit Statement Report
7.2.12
Reviewing the W-2 Railroad Control Report (P06753)
7.2.12.1
Processing Options
7.2.12.2
Data Selection
7.2.12.3
Data Sequence
7.2.13
Reviewing the Form Count Reports (P06754)
7.2.13.1
Processing Options
7.2.13.2
Data Sequence
7.2.13.3
Example: Form Count Report
7.2.13.4
Example: 1099-MISC Count Report
7.2.14
Reviewing the 1099-MISC Summary Report (P06756)
7.2.14.1
Processing Options
7.2.14.2
Data Sequence
7.2.14.3
Example: 1099-MISC Summary Report
7.2.15
Reviewing the 1099-R Summary Report (P067561)
7.2.15.1
Processing Options
7.2.15.2
Data Selection
7.2.15.3
Data Sequence
7.2.15.4
Example: 1099-R Summary Report
7.2.16
Reviewing the 499R-2 Summary Report (P06758)
7.2.17
Reviewing the W-2 Box 13 Flag Audit Report (P06776)
7.2.17.1
Example: W-2 Box 13 Flag Audit Report
7.2.18
Reviewing the Tax History/W-2 Workfile Integrity Report (P06790)
7.2.18.1
Processing Options
7.2.18.2
Data Sequence
7.2.18.3
Example: Tax History/W-2 Workfile Integrity Report
7.3
Working with Year-End Forms
7.3.1
Printing Forms Using BIP
7.3.2
Printing Year-End Forms
7.3.3
Resetting Year-End Forms
7.3.4
Adjusting Laser Forms
7.4
Creating Electronic Filing
7.4.1
Building the Federal EFW2 Work File
7.4.1.1
Processing Options
7.4.2
Creating State EFW2 and 499R-2 Files
7.4.3
Building the 1099 Workfile
7.4.3.1
Processing Options
7.5
Working with W-2c Forms
7.5.1
Creating W-2c Records
7.5.2
Reviewing Employee W-2c Information
7.5.3
Printing W-2c Forms
7.5.4
Printing W-3c Forms
7.5.5
Creating EFW2C Files for W-2 Corrections
7.5.6
Resetting and Rerunning the W-2c Workfile Build
7.5.7
Resetting the W-2c Print Date
7.5.7.1
Processing Options
7.5.7.2
Data Selection
8
Processing Options
8.1
Copying PDBA History to New DBA (P06146D)
8.2
Employee Pay & Tax Register (P063231)
8.3
Federal Taxation History Report (P06347)
8.4
State/Local Taxation History (P06348)
8.5
Calendar Month Rollover (P063913)
8.6
Tax History Integrity Report (P067011)
8.7
PDBA Integrity Report (P067021)
8.8
W2 Work File Build (P06720)
8.9
W-2 Print Date Reset (P067292)
8.10
W-2 Inquiry - Processing Option Only (P06735)
8.11
Processing Option for 1099-Misc. (P06737)
8.12
Processing Option for 1099-R (P067371)
8.13
W-2 Federal Control Rpt - Summary (P06740)
8.14
Federal Report - Detail (P06740A)
8.15
W-2 State/Local Report - Detail (P06741)
8.16
State Report - Detail (P06741A)
8.17
W-2 Special Handling Detail (P067421)
8.18
W-2 Federal Adj. Wage - Detail (P06743)
8.19
W-2 State/Local Adj. Wage - Detail (P06744)
8.20
W-2 Summary Report (P06746)
8.21
W-2 Restaurant Control Report (P06749)
8.22
Print 1099-Misc. (Laser) (P06751L)
8.23
Print 1099-R (Laser) (P06752L)
8.24
W-2 Railroad Control Report (P06753)
8.25
W-2 Count Report - Detail (P06754)
8.26
1099-Misc. Summary Report (P06756)
8.27
1099-R Summary Report (P067561)
8.28
1099 Electronic Work File Build (P06761)
8.29
EFW2 Electronic Filing Reporting (P06765)
8.30
EFW2C Electronic Filing Reporting (P06767)
8.31
W-2 Laser Forms Adjustment (P06770A)
8.32
Print Laser W-2's (2pt) (P067701)
8.33
Print Laser W-2's (4pt) (P067702)
8.34
Print Laser W-2's (emp) (P067703)
8.35
Employee Verification Service (EVS) (P06780)
8.36
W2 Workfile Integrity (P06790)
A
Technical Overview
A.1
Control Tables
A.1.1
F06720 - W-2 Processing Parameters (Production Library)
A.1.2
F06721 - Company Form Count Table (Production Library)
A.1.3
F06722 - Company Federal Control Table (Production Library)
A.1.4
F06723 - W-2 Audit Report Control Table (Production Library)
A.1.5
F06724 - Company State/Local Control Table (Production Library)
A.1.6
F06725 - Company Special Handling Control Table (Production Library)
A.1.7
F06726 - W-2 Form Selection Criteria (Production Library)
A.1.8
F06730 - Employee Federal Control Table (W2LIBxxx Library)
A.1.9
F06731 - Employee State/Local Control Table (W2LIBxxx Library)
A.1.10
F06732 - Employee Special Handling Control Table (W2LIBxxx Library)
B
Sample Forms
B.1
W-2 Wage and Tax Statement
B.2
1099-MISC Miscellaneous Income
B.3
1099-R Distributions from Pensions, Annuities, Retirement, or Profit-Sharing Plans, IRAs, Insurance Contracts, etc.
C
Frequently Asked Questions
C.1
Data Integrity
C.2
Printing Forms
C.3
Printing Information in Boxes 12 and 13
C.4
Special Handling
C.5
Third-Party Sick Pay
C.6
User Defined Codes
C.7
Voiding a Check
C.8
Workfile Build
C.9
Year-End Rollover
D
Forms for Illustration
D.1
W-2 Wage and Tax Statement
D.2
1099-MISC Miscellaneous Income
D.3
1099-R Distributions from Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs, Insurance Contracts, etc.
Index
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