Employee Names and Addresses
When you build the year-end workfile, the system uses employee names and addresses from the Address Book system. Therefore, before you build the year-end workfile, you should verify that employee names and addresses are set up properly for W-2s, 1099s, 499R-2s, and electronic filing.
See JD Edwards EnterpriseOne Applications Address Book Implementation Guide.
Although the system does not provide a report that is specifically designed to verify employee information for year-end reporting, you can run the Employee Roster to print employee names and addresses.
The federal government requires that names be formatted as follows in all files for electronic filing for year-end reporting:
Employee Last Name [comma and space] First Name [space] Middle Name
For example: McDougle, Kathy Anne
The employee name that appears on the electronic filing, 1099, W-2, or 499R-2 form is either the Alpha Name or the Mailing Name, depending on which field you specify in the workfile build program.
If you use the Alpha Name option when building year-end workfiles, the system retrieves the employee name from the ALPH field in the Address Book - Who's Who table (F0111). This field is a free-form text field. It can include the employee's first, middle, and last name, along with any suffix the employee uses. To conform to government-required formatting, verify that the names in this field follow the Last Name, First Name Middle Name (or initial) format. Do not enter suffix information in this field. Instead, use the Employee Information program (P0801EMP) to enter suffix information.
If you use the Mailing Name option, the system retrieves each part of the employee's name from separate fields in the Address Book - Who's Who table. The first name is retrieved from the GNNM (given name) field, the middle name (or initial) is retrieved from the MDNM (middle name) field, and the last name is retrieved from the SRNM (surname) field. The system automatically formats the information from these fields to meet reporting requirements.
If you select the Mailing Name option, these fields are updated when an employee's name is added or changed in F060116 table. Verify that the names in these fields reflect the current names of the employees before you create the files for electronic filing.
Suffix information for both the Alpha Name and Mailing Name formats is retrieved from the Suffix field in the F060117 table.
For the employee address, the system prints the last two non-blank address lines and the city, state, and postal code fields. The system can print a maximum of four lines per employee, and a maximum of 30 characters per line. The information printed on these lines is as follows:
Name
Address (two lines only)
City, state, and postal code
Note:The employee address on printed year-end forms includes the last three non-blank lines of the employee's address. The address on electronic filing forms includes only the last two non-blank lines of an employee's address. To ensure that address information is complete on both printed and electronic filing year-end information, we recommend that you enter all of the necessary address information using only two lines. If you are not processing electronic filing, you can use up to three lines to enter an employee's address. However, if you process electronic filing in the future, you might need to edit the address book records to avoid reporting incomplete information on electronic filing.
Also, enter the 9-digit postal code in the correct format for electronic filing. To separate the postal code from the four-digit extension, use an en dash, with no spaces. For example, enter 12345-6789 in the postal code field. For the en dash, use the en dash key (-). (On a standard keyboard, the en dash key is above the "P" key.) Do not use the minus sign key on the number pad of your keyboard.