Verifying Employee Names and Addresses
When you build the year-end workfile, the system uses employee names and addresses from the Address Book system. Before you build the year-end workfile, you should verify that employee names and addresses in the Address Book system are set up properly for T4, T4A, Relevé 1, Relevé 2, NR4 forms, and for electronic filing.
Although JD Edwards World does not provide a report to verify employee information for year-end reporting, you can run the Employee Roster (P074011) to print employee names and addresses or you can verify this information when you run the XML Integrity reports.
The employee name that displays on the Canadian year-end forms and in the XML files is a concatenation of the following three fields from the Address Book - Who's Who table (F0111):
Given Name
Middle Name
Surname
When you update the Alpha Name field in the Address Book Master table (F0101), the system updates the F0111 table.
Employee names must comply with the format that government taxing authorities require. If the format of the employee name is not correct, government agencies do not accept your year-end information. To ensure that employee names meet government formatting requirements, you can use the F0111 File Conversion - EFW2 conversion utility on menu G97U24.
This conversion utility updates the Given Name, Middle Name, and Surname fields in the Address Book - Who's Who table (F0111) with the information in the Alpha Name field in the Address Book Master table (F0101).
Contact Global Support Services for assistance with this procedure.
For the employee address, the system prints the first two address lines for electronic reporting and the last three nonblank lines for printed forms, plus the city, state, and postal code fields. The system prints a maximum of 30 characters per line on the printed forms and can include a maximum of 22 characters per line in the electronic file. The information prints on these lines as follows:
Name
Address
For electronic file, the first two address lines (up to 22 characters each)
For forms, the last three nonblank address lines (up to 30 characters each)
City, state, and postal code
In order to ensure that all necessary address information is in both the electronic file and on printed forms, JD Edwards World suggests that you enter the employee's address information using a maximum of 22 characters on each of the first two address lines.
If you enter the street address, along with the apartment information on one line, the system does not include the complete address in the electronic file.
The following example illustrates which line you should use to enter each piece of address information:
Jacques Rivard
100395 Beelleville (enter this information on address line 1)
Apartment 2A (enter this information on address line 2)
Montreal Nord Québec, QC H1H 4Z8
To ensure that address information is complete for printed and electronic file year-end information, JD Edwards World recommends that you enter all of the necessary address information using the format in the previous example. If you are not processing electronic filing, you can use up to three lines to enter an employee's address. However, if in the future you plan to process the information using electronic files, you might need to edit your address book records to avoid reporting incomplete information in the electronic files