Creating W-2 Import Files

Steps to Create Import Files

To create import files with employees' W-2 or W-2c data:

1. Review these sections in the Year End Processing <Tax Year>, U.S., Puerto Rico, and U. S. Territories document to prepare the data needed for the Create W-2 Import File process:

   • Preparing for <Tax Year> Year End Processing

   • Preparing Tax Data and Year End Forms

2. Access the Create W-2 Import File Page. Select:

   • The All Employees import type to create W-2 files for all employees.

   • The Corrections import type to create W-2c files for employees specified in the Selected Employees section.

   Select the W-2 Import File Audit option if you want to create an audit file that reports the amounts of additional boxes 12 and 14 for employees.

3. Run the Create W-2 Import File process (TAX960TI).

   When the process completes successfully, report files are available from the Details link of the corresponding process instance on the Process List page. Select the View Log/Trace link to access them.

   Files may include:

   • The W-2 Import File Audit Report For Additional Box 12 & 14 Data audit report, if the W-2 Import File Audit option is selected.

   • The W-2 Import File Excluded Employee report, if there are employees with a W-2 box amount that exceeds $9,999,999.99. These employees are excluded from the import file creation process because the tax preparation software provider does not process any amount that is $10 million or higher.

4. W-2 (or W-2c) import files can be found in the regular path where other PeopleSoft files are created.

   The naming of import files follows this convention: W2IMP<nnn>, where nnn represents the volume identifier. For example, if there are two import files created by the process, their file names are W2IMP001 and W2IMP002.

   If you have Process Scheduler configured to run your processes, use the process instance number to identify the import files you wish to review. The TAX960TI process generates a folder to store import files it creates in each process instance. The naming of folders follows this convention: TI<nnnnnn>, where nnnnnn represents the process instance number.

   Important! If Process Scheduler is not configured in your environment, import files can be found in the regular path where other PeopleSoft files are created, not residing in any process-generated folders.

   Follow the instructions of the tax preparation software provider to submit import files.

Video: Image Highlights, PeopleSoft HCM Update Image 44: U.S. Tax Preparer Import File

Employee Consent To Include W-2 Data in Import Files

The Create W-2 Import File process (TAX960TI) takes employee consent into account when deciding whether to include employees’ W-2 or W-2c data in the import files it generates.

The process includes the employee’s W-2/W-2c data in the import file, if the consent status of an employee is:

• Consent Granted, which is set after the employee provided consent on the W-2/W-2c Consent page in Employee Self-Service, or

• Consent Reset by Employer to Include in Import File, which is set after the administrator ran the reset process to include the data of identified employees in the import file. This is also the default status.

Employee’s data will be excluded from the import file if the consent status is:

• Consent Withdrawn, which is set after the employee declined to share data with any tax preparation provider, or

• Consent Reset by Employer to Exclude from Import File, which is set after the administrator ran the reset process to exclude the data of identified employees from the import file.

See Understanding Employee Consent for Tax Data Export.

Selected Employees

This section appears if the selected import type is Corrections.

The system creates files to include the W-2c information of employees that are selected in this section. All employees with W-2c data are included if no employees are specified.