Defining Workfile Data Criteria

Access the Year-End Revisions form.

Tax ID Summarization

This option specifies that companies with the same corporate tax ID are to be summarized into one reporting record.

To specify a parent company, enter a parent company number in the detail area of the Corporate Tax ID form. Access the Corporate Tax ID form from the Taxes and Insurance menu, G07BPTI4.

If you do not specify a parent company, the W-2 workfile build uses the lowest company number as the parent.

Note: When you summarize by tax ID, you should enter the parent company numbers in the detail area of the Corporate Tax ID form. The parent company number for a parent company is its own company number.

Allocate Federal Wages

This option specifies that federal wages, tips, and other compensation amounts be allocated to each state where the employee had earnings. Select this option if you have multiple W-2s for employees.

If you do not select this option, all federal information will print on the W-2 that contains the base state information, unless you also select the Print Federal Information on all forms option. In this case, you will receive the same federal information on all W-2s for the employee.

For the Allocate Federal Wages option, the system calculates the percentage of the employee's total earnings that were earned in each state. An equal percentage of federal wages will be allocated to the different states.

Res. State Equals Base State (resident state equals base state)

This option specifies that the value in the Tax Area (residence) field be used as the base state when you print year-end forms. If you do not use the value in Tax Area (residence) as the base state, the system uses the value in the Home State field on the Payroll Revisions form as the base state. If you do not use the value in Tax Area (residence) as the base state, and the Home State field is blank, the system uses the value in Tax Area (residence) as a default for the base state.

Print 2 States per W-2

Specify the number of states (one or two) that the system prints on each IRS Form W-2 that is issued to an employee.

Caution: Do not select this option if you use four-part laser forms. A four-part laser form includes only one box for state information and cannot accommodate information for more than one state. Also, if you select this option, you cannot sort IRS Form W2 forms by state. All other IRS Form W2 forms (standard and laser) include two boxes for local information and print correctly when you select this option.

Print 2 Localities per W-2

Specify that the system will print two localities per W-2 form. If you do not select this option, employees with taxation history records for two or more localities will receive multiple W-2 forms.

Soc. Sec. Wage Limit (Social Security wage limit)

Specify the maximum amount of taxable wages to be reported for FICA. If you define the default amount in data dictionary item SSDL, the system uses the current year's default value for this field. The Social Security wage limit is 160,200 USD for the tax year 2023

Third Party Administrator

Enter the address book number that identifies the third-party administrator.

Alpha

Select this option if you want the system to use the employees' alpha names on the W-2 and electronic filing.

Note: The federal government requires data entry for an employee name in this sequence format: first, middle initial, last. If the alpha name in the F0111 table does not display employee names in this format, do not select this option.

Mail

Select this option if you want the system to use the employees' mailing names on the W-2 and electronic filing. The mailing name is formatted as first name, middle name, and last name (GNNM, MDNM, and SRNM) in the F0111 table.

Print Benefit Statements

Select this option to produce benefit statements with this workfile build. If you print benefit statements during the year-end workfile build process, the system produces the W-2 Benefit Statements report (R07869) at the end of the year-end workfile build process.