Archive End-of-Year Payroll Results for the US

For the purposes of reporting taxes and wages to the federal, state, and local governments, use the Archive End-of-Year Payroll Results flow before generating the reports.

This flow captures all employee balances for a given year and tax reporting unit (TRU) and archives them for year-end reporting.

You must run this process against every payroll statutory unit (PSU) that includes TRUs.

Running this flow is a prerequisite to generating end-of-year tax forms, such as the US Form W-2.

To run this flow:

From My Client Groups, click Payroll.
Click Submit a Flow.
Select your US legislative data group.
Search for and select Archive End-of-Year Payroll Results.

Before You Start

Use the Legal Reporting Unit Registrations task to ensure you have properly configured the federal and state registrations. Use Search to find the task if needed.

Use the Legal Reporting Unit HCM Information task to ensure you have properly configured the W-2 info for each of your TRUs. Use Search to find the task if needed.

Use the Balance Definitions task to ensure you have configured the balance feeds for your W-2 boxes. Use Search to find the task if needed.

Use the Calculation Cards task to ensure you have properly configured your employees' Tax Withholding and Reporting Information cards.

Run the prearchival flows as needed, and address any issues they detect. For further info, see Prearchival Reports for the US in the Help Center.

Flow Parameters

Payroll Flow

Provide a meaningful name for the payroll flow.

Process Start Date

Specify the first day of the reporting year, January 1.

Process End Date

Specify the last day of the reporting year, December 31.

Payroll Statutory Unit

Select the PSU for archiving. The flow archives the year-end data of employees belonging to this PSU only.

Tax Reporting Unit

Select the TRU for archiving. The flow archives the year-end data of employees belonging to this TRU only. Leave blank to archive all TRUs in the PSU.

Reporting Reference Code

This field isn't used.

Payroll Relationship Group

Select a payroll relationship group.

Process Configuration Group

Select a process configuration group for logging and performance purposes.

Archive Results

This flow archives data for each payroll relationship in the selected PSU or TRU.

View Archive Results

To view the archived flow results:

From My Client Groups, click Payroll.
Click Process Results Summary.
Perform a search for an Archive End-of-Year Payroll Results flow pattern against the appropriate PSU or TRU.
Select Output and Log Files.
Select the log file to view.

To view an individual's results:

From My Client Groups, click Payroll.
Click Process Results Summary.
In the search criteria, specify the employee, process of Archive Write, and other relevant info and perform the search.
Select Process Results.
Select the archive results.
Select the record name to view the context.

Balance Reconciliation

Validate the balance values captured in the archive. For further info, see Oracle Cloud Human Capital Management for the US Payroll Reconciliation technical brief (2086251.1) on My Oracle Support.

You might have to perform a balance adjustment. For further info, see the following on My Oracle Support.

Oracle Cloud Human Capital Management for the US: Balance Adjustments (1600728.1)
Oracle Cloud Human Capital Management for the US: Batch Balance Adjustments (2053488.1)

Flow Rerun

Captures data for employees that were excluded from a previous archive. This flow doesn't archive data that was already archived by a previous run.

Flow Retry

Archives changed, new, or otherwise not archived data for the selected employees.

Flow Roll Back

There are instances where rerun or retry isn't possible, such as if you ran the Archive End-of-Year Payroll Results flow before all payroll processes had completed. In these cases, the data in the archive isn't valid. To resolve, you must perform a roll back operation.

When you roll back the Archive End-of-Year Payroll Results flow, all archived data is removed from the database. Rolling back and rerunning the Archive End-of-Year Payroll Results flow reruns the flow and recreates the archive completely.

Data Locks

The archived data is locked by flows you run subsequently, such as running the W-2 Employee Report flow. When locked, that data can't be changed through either retry or roll back of the archive. In this case, you have two options:

Roll back the locking flow and then performing the archive.
Mark the selected employees for retry in the locking process. By doing this, you can retry the archive for the impacted employees.

Note: Take care when rolling back the locking processes. If the W-2 has already been distributed to the employee or the electronic files submitted to the government authorities, additional steps are required.