The U.S. Payroll Year-End Processing Checklist

To process year-end information, use the following checklist:

Task	Corresponding Documentation and Information
Install the update.	This guide does not discuss software installation and the necessary application-specific post-installation instructions. For additional instructions, see the Installation Workbook. For ESU information download see Update Center in `http://www.oracle.com/support/contact.html`.
Verify payroll history. Verify the integrity of payroll history and correct any inaccurate history records by running these reports: Taxation History Integrity Report. PDBA History Integrity Report. The Tax Summary (Additional) table (F06136A) shows the history of all school and district tax records. The Tax Integrity program (R077011A) runs this information and reports any errors. The PA Act 32 Tax History Integrity F06136B Report (R077011B) is based on the F06136B table.	See Verifying Payroll History See “17.3 Working with Tax History Integrity" and “17.5 Working with PDBA History Integrity" in the JD Edwards EnterpriseOne Applications Payroll Implementation Guide
Process the year-end rollover programs. When you process year-end rollover programs, the system carries PDBA balances forward to the new year. To ensure that initial PDBA balances are correct for the new tax year, process these versions of the Year-End Rollover program (P07390): Year-End Payroll Month Rollover. Year-End Calendar Month Rollover.	See Processing Year-End Rollovers.
Verify employee setup. Verify the format of employee names and addresses in the Address Book system to ensure that the information you report to the government and to the employees is accurate. Note: If employee names are not formatted correctly, government reporting agencies might not accept the year-end information that the organization submits. You might have to process a conversion program to ensure that all employee names are formatted correctly. Verify that employee records are set up so that the system correctly marks Box 13 with statutory and retirement plan information. Verify that the appropriate Tax Method is set up correctly to generate 1099-MISC, 1099-NEC, and 1099R form for contract and pension employees. Verify that tax information is set up correctly to generate 499R-2 forms for employees in Puerto Rico. Verify that the information for employees who work in multiple states prints on the correct year-end form. Enter any outstanding third-party sick-pay information.	See Setting Up U.S. Payroll Year-End Processing.
Verify company and constants information setup. To verify that the setup of company and constants information is correct, you can: Verify that the format of the company name and address is correct in the Address Book system. Verify that parent company information is set up correctly if you summarize and report multiple companies under one parent company. Verify the statutory code for Box 15 (State) and the local tax area description line for Box 20 (Locality). Numeric State Codes are not valid. Review Federal A Corporate Tax IDs to verify that the federal EIN contains no punctuation or spaces.	See Setting Up U.S. Payroll Year-End Processing Verifying Company Information.
Verify the setup of PDBA. To verify that PDBA information is reported correctly: Verify the PDBA descriptions for boxes 12 and 14. For items that are included in Box 12, assign the appropriate code to the W-2 IRS Defined Code field on the Year-End Parameters form. For Box 14, add up to three characters to the Special Handling Description of the PDBA on the Year-End Parameters form. This description prints in Box 14. If you are adding PDBA amount for an employee who works in multiple states, you might need to add the PDBA to specific states. If so, set up the state wage adjustments.	See Setting Up U.S. Payroll Year-End Processing Setting Up DBAs for Year-End Processing.
Build the year-end workfile. To build the year-end workfile, you must complete these tasks: Create a year-end ID and complete the workfile build. Use the additional parameters to add selection criteria, if necessary. Add special handling information to the workfile build. Run the workfile build program.	See Setting Up Year-End Workfiles
Review information online. To verify that it is correct before you print year-end forms, review this information online: The W-2 Version Review forms to directly review all workfile build information. W-2, 499R-2, and 1099 Inquiries to review specific forms and to print individual forms.	See Reviewing Year-End Workfile Information.
Print audit reports. To verify year-to-date history, print the audit reports.	See Producing Year-End Deliverables.
Print forms. Print the year-end forms and compare the balance in the audit reports with the year-end forms.	See Producing Year-End Deliverables Working with Year-End Forms.
Create workfiles for electronic filing. Create federal and state workfiles and submit them electronically.	See Generating Workfiles for Year-End Electronic Filing.
Print W-2Cs. To report accurate information correct errors and print W-2Cs.	See Producing Year-End Deliverables Working with Correction Forms.
Back up year-end information. After completing the reporting process for year-end information, complete these tasks to back up year-end information: Back up all year-end tables. Keep a copy of the federal workfile that you send electronically to the SSA.	For assistance with backing up year-end information, , contact the systm administrator.
Verify Tax Information The Tax Summary (PA ACT 32) table (F06136B) stores history information for Pennsylvania city and school district records. The Tax History Integrity Report (R077011B) runs this information and reports any errors.	Review this information in the JD Edwards EnterpriseOne Applications U.S. Payroll Implementation Guide section: Working with Tax History Integrity.

Task

Corresponding Documentation and Information

Install the update.

This guide does not discuss software installation and the necessary application-specific post-installation instructions. For additional instructions, see the Installation Workbook. For ESU information download see Update Center in http://www.oracle.com/support/contact.html.

Verify payroll history.

Verify the integrity of payroll history and correct any inaccurate history records by running these reports:

Taxation History Integrity Report.
PDBA History Integrity Report.

The Tax Summary (Additional) table (F06136A) shows the history of all school and district tax records. The Tax Integrity program (R077011A) runs this information and reports any errors. The PA Act 32 Tax History Integrity F06136B Report (R077011B) is based on the F06136B table.

See Verifying Payroll History

See

“17.3 Working with Tax History Integrity" and
“17.5 Working with PDBA History Integrity" in the JD Edwards EnterpriseOne Applications Payroll Implementation Guide

Process the year-end rollover programs.

When you process year-end rollover programs, the system carries PDBA balances forward to the new year. To ensure that initial PDBA balances are correct for the new tax year, process these versions of the Year-End Rollover program (P07390):

Year-End Payroll Month Rollover.
Year-End Calendar Month Rollover.

See Processing Year-End Rollovers.

Verify employee setup.

Verify the format of employee names and addresses in the Address Book system to ensure that the information you report to the government and to the employees is accurate.

Note: If employee names are not formatted correctly, government reporting agencies might not accept the year-end information that the organization submits. You might have to process a conversion program to ensure that all employee names are formatted correctly.

Verify that employee records are set up so that the system correctly marks Box 13 with statutory and retirement plan information.
Verify that the appropriate Tax Method is set up correctly to generate 1099-MISC, 1099-NEC, and 1099R form for contract and pension employees.
Verify that tax information is set up correctly to generate 499R-2 forms for employees in Puerto Rico.
Verify that the information for employees who work in multiple states prints on the correct year-end form.
Enter any outstanding third-party sick-pay information.

See Setting Up U.S. Payroll Year-End Processing.

Verify company and constants information setup.

To verify that the setup of company and constants information is correct, you can:

Verify that the format of the company name and address is correct in the Address Book system.
Verify that parent company information is set up correctly if you summarize and report multiple companies under one parent company.
Verify the statutory code for Box 15 (State) and the local tax area description line for Box 20 (Locality).
Numeric State Codes are not valid.
Review Federal A Corporate Tax IDs to verify that the federal EIN contains no punctuation or spaces.

See Setting Up U.S. Payroll Year-End Processing

Verifying Company Information.

Verify the setup of PDBA.

To verify that PDBA information is reported correctly:

Verify the PDBA descriptions for boxes 12 and 14.
For items that are included in Box 12, assign the appropriate code to the W-2 IRS Defined Code field on the Year-End Parameters form. For Box 14, add up to three characters to the Special Handling Description of the PDBA on the Year-End Parameters form. This description prints in Box 14.
If you are adding PDBA amount for an employee who works in multiple states, you might need to add the PDBA to specific states. If so, set up the state wage adjustments.

See Setting Up U.S. Payroll Year-End Processing

Setting Up DBAs for Year-End Processing.

Build the year-end workfile.

To build the year-end workfile, you must complete these tasks:

Create a year-end ID and complete the workfile build.
Use the additional parameters to add selection criteria, if necessary.
Add special handling information to the workfile build.
Run the workfile build program.

See Setting Up Year-End Workfiles

Review information online.

To verify that it is correct before you print year-end forms, review this information online:

The W-2 Version Review forms to directly review all workfile build information.
W-2, 499R-2, and 1099 Inquiries to review specific forms and to print individual forms.

See Reviewing Year-End Workfile Information.

Print audit reports.

To verify year-to-date history, print the audit reports.

See Producing Year-End Deliverables.

Print forms.

Print the year-end forms and compare the balance in the audit reports with the year-end forms.

See Producing Year-End Deliverables

Working with Year-End Forms.

Create workfiles for electronic filing.

Create federal and state workfiles and submit them electronically.

See Generating Workfiles for Year-End Electronic Filing.

Print W-2Cs.

To report accurate information correct errors and print W-2Cs.

See Producing Year-End Deliverables

Working with Correction Forms.

Back up year-end information.

After completing the reporting process for year-end information, complete these tasks to back up year-end information:

Back up all year-end tables.
Keep a copy of the federal workfile that you send electronically to the SSA.

For assistance with backing up year-end information, , contact the systm administrator.

Verify Tax Information

The Tax Summary (PA ACT 32) table (F06136B) stores history information for Pennsylvania city and school district records. The Tax History Integrity Report (R077011B) runs this information and reports any errors.

Review this information in the JD Edwards EnterpriseOne Applications U.S. Payroll Implementation Guide section:

Working with Tax History Integrity.