1. US Payroll Year-End Processing Guide
  2. Understanding Electronic Filing Workfiles

Understanding Electronic Filing Workfiles

You can use electronic filing to report year-end information to the federal government.

When you process an electronic filing program, the system creates a flat file that contains year-end information. You use this flat file to submit year-end data to government taxing authorities. This table displays the names of the electronic filing programs and the flat files that the electronic filing programs create:

Electronic Filing Program

Flat File

R8907865 - Federal W2 EFW2 Electronic Filing Build

F07865

R8907869 - Create State Flat File from F078691 (if the state does not have a specific format)

F078691

R897869XX - Create State Flat File from F078691XX (state-specific format, where the XX represents the 2-digit state code)

F078691XX

R8907863 and R8907864 - 1099 Electronic Filing Build and 1099 Electronic Filing Flat File

F078603

R89078652 - W-2C EFW2C Electronic Filing Build Workfile

F0786521

See Working with Correction Forms.

Note:

For 2005, the W2 EFW2 Electronic Filing Build program (R8907865) was updated to write records in the F078651 table for each year-end ID.

Before this change, the system deleted all of the data in the F078651 table each time the R8907865 was submitted. Therefore, you could process only one year-end ID at a time. Now, if you resubmit the R8907865 program for a year-end ID that you have already processed, the system deletes and then recreates only those records that are associated with that year and year-end ID.

When generating electronic filing workfiles, remember that:

  • Before you generate the state W-2 EFW2 workfiles, you must generate the federal W-2 electronic filing workfile using the EFW2 format.

  • You must be familiar with the records that each state to which you report requires for year-end reporting.

    See Preparation for Year-End Reporting

    IRS and SSA Resource List.

Note: The Electronic File Name (07Y/ FN) UDC consists of federal and state codes along with their electronic file name. These are the file names you use to create the electronic files in the export folder when you run the electronic submission programs from the Year-End Workbench program (P07810). The Year-End Workbench program uses these files names to identify which file has to be copied from the export folder to the user-specified path in the EFW2/ EFW2 State Electronic Filing Setup/Build Revisions.
Note: For Federal EFW2, State EFW2, EFW2C and 1099 electronic files, if you want to store the electronic file in a folder other than export folder, then use the processing option Electronic File Directory Path in the Year-End Workbench program (P07810). Export folder is still required, as the electronic filing program first creates the file in export folder and then copies the file from export folder to the user specified path and removes the file from the export folder.