Year-End Processing Checklist

Refer to the following checklist as you process year-end information:

Task	Corresponding Information and Topics in this Guide	Complete Yes/No
Install the update.	This guide does not include software installation instructions and the necessary application-specific instructions (ASIs).
Verify the integrity of payroll history and correct inaccurate history records by running the following reports: Taxation History Integrity Report PDBA History Integrity Report	See the following for more information: Working with Tax History Integrity Working with PDBA History Integrity
Process year-end rollovers. When you run year-end rollover programs, the system carries PDBA balances forward to the new year. To ensure that beginning PDBA balances are correct for the new tax year, run the following programs: Year-End Payroll Month Rollover Year-End Calendar Month Rollover	See Reviewing Year-End Rollover Reports for more information.
Confirm that the information you report to the government and to your employees is accurate by verifying the following information: The format of employee names and addresses in the Address Book system. Note: If you do not format employee names correctly, government-reporting agencies might not accept the year-end information that your organization submits. You might have to process a conversion program to ensure that all employee names are in the correct format. That each employee has a valid Social Security Number. That employee records are set up so that the system correctly marks box 13 with statutory and retirement plan information. That tax information is set up correctly to generate 499R-2 forms for employees in Puerto Rico. 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 the following for more information: Verifying Employee Information Verifying Employee Names and Addresses Verifying Employee Social Security Numbers Entering Third-Party Sick Pay Information
Verify company and constants information is setup and correct, by reviewing the following information: The format of the company name and address is correct in the Address Book system. That parent company information is set up correctly if you summarize and report multiple companies under one parent company. The statutory code for box 15 (State) and the local tax area description line for box 20 (Locality). Numbers are not valid for box 15. That Who's Who Category Code 10 for railroad companies is up to date. That the federal Employer Identification Number (EIN) contains no punctuation or spaces for Federal A Corporate Tax IDs.	See Verifying Company Information for more information.
Verify the setup of pay types, deductions, benefits, and accruals (PDBAs) to ensure that you report PDBA information correctly. Review the PDBA descriptions for boxes 12 and 14. For items that are in box 12, assign the appropriate code to the W-2 IRS Defined Code field on the Year-End Parameters screen. For box 14, add up to three characters to the Special Handling Description of the PDBA on the Year-End Parameters screen. This description prints in box 14. If you are adding PDBA amounts for an employee who works in multiple states, you might need to add the PDBA to specific states. If so, set up state wage adjustments.	See Setting Up DBAs for Year-End Processing for more information.
Set up special handling code tables that you need to group PDBAs, in addition to wages that are already in tax history. Also include the following items for these forms: W-2 - include any items that you did not tax during the year but are reportable by the employee. This reporting also includes amounts in non-wage boxes, such as boxes 12 and 14. W-3 and electronic filing - include items such as pension and group term life insurance. 1099 - include items such as gross distributions and other income. 499R-2 - include items such as wages or deferred arrangement (CODA) plans and commissions.	See Entering Additional Year-End Form Information for more information.
Build the W-2/1099 workfile by completing the following tasks: Create a W-2/1099 ID and complete the workfile build. Use the screen-specific function keys to add selection criteria, if necessary. Add special handling code tables to the workfile build. Run the workfile build program.	See Setting Up the Year-End Workfile for more information.
Review the following information online to verify that it is correct before you print year-end forms: W-2 Version Review forms to review all workfile build information W-2 Inquiry to review specific forms and to print individual forms	See Verifying Employee Information for more information.
Print audit reports and payroll balancing reports to verify year-to-date history.	See Reviewing Additional Year-End Audit Reports for more information.
Print the year-end forms and balance audit reports to year-end forms.	See Working with Year-End Forms for more information.
Create federal and state electronic filing tables, and submit them electronically.	See Creating Electronic Filing for more information.
Correct errors and print W-2c forms to report accurate information.	See Working with W-2c Forms for more information.
After completing the reporting process for year-end information, complete the following tasks to back up year-end information: Back up the library W2LIBXXX (where XXX is the Workfile Build ID number). Back up the summary tables in the production library that begin with F067. Keep a copy of the federal electronic filing that you send to the Social Security Administration.	Contact your system administrator for assistance with backing up year-end information.