1. Administering Payroll for United States End-of-Year Processing
  2. Correct Your Year-End Form Data

Correct Your Year-End Form Data

When changes to tax data are necessary, you have options on how to report them, depending on the timing of the changes.

What you can do

How you do it

Update the year-end forms

After fixing the data, rerun the report process.

Generate Form W-2c

After fixing the data, use the W-2c Employee Report process.

Update your fourth quarter tax file

If you're the Third-Party Quarterly Tax Filing Extract to process your tax data, you must send an updated fourth quarter tax file to your supplier.

For further info, see the following sections.

Update Your Employee Year-End Forms

You can update and regenerate your employee W-2 or W-2GU if:

  • You haven't yet issued the form to your employees

  • The deadline for submitting your year-end tax file to your third-party tax-filing supplier hasn't yet passed

To do so:

  1. Make your changes to the tax data.

    This might require balance adjustments. 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)

  2. Roll back the Run W-2 Employee Report process.

  3. Roll back and rerun the Archive End-of-Year Payroll Results process to capture your changes.

    If only a small number of employees are impacted, you can:

    • Roll back those employees and rerun.

    • Retry those employees.

  4. Run the W-2 Register report to review your year-end data.

  5. Run the Run W-2 Employee Report process.

    To perform additional checks before distribution, run it in Draft mode. Run it in Final mode if you're ready for employee distribution.

  6. Use the Third-Party Quarterly Tax Filing Extract to process your tax data and submit the fourth quarter tax file to your supplier.

    If you have already submitted the file, you must resolve the tax data changes with your supplier. Depending on the data changed and the scope of the change, your options include:

    • In most cases, you can regenerate a fourth quarter tax file and submit to your provider. The supplier determines what changes were made and submit file EFW2 to the appropriate agencies.

    • For corrections to data that's not passed in the tax file, such as registration IDs, contact the supplier to determine the best action.

Generate Form W-2c

Sometimes you need to make changes or corrections to your year-end tax data after sending the electronic data files to the Social Security Administration (SSA) or a third-party tax filing provider. When this happens, you must create and issue Form W-2c to report the new data.

Form W-2c reports changes to:

  • Form W-2

  • Form W-2GU

  • Previous Form W-2c

To create Form W-2c:

  1. Make the necessary data changes in Oracle Fusion.

    This might require balance adjustments. 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)

  2. Run the W-2c Archive Process to archive the data changes.

  3. Run the W-2c Employee Report to generate Form W-2c suitable for issuing to the employee electronically or by print.

    Use the Draft mode to create an output file suitable for review.

    When you're certain the Form W-2c is ready for employee distribution, run the process in Final mode.

    Note: This process performs locking actions on the data regardless of the setting you choose. If you find errors in your draft report, roll back the Run W-2c Employee Report process before correcting the data and regenerating the report.

  4. Use the Third-Party Quarterly Tax Filing Extract to create an updated fourth quarter data file, and submit it to your third-party tax filing supplier.

Update Your Fourth Quarter Tax File

If you're using the Third-Party Quarterly Tax Filing Extract to process your tax data, you must send an updated fourth quarter tax file to your supplier.

The supplier determines what changes you made. Depending on whether their deadline for accepting updated tax files has passed, they submit either the EFW2 or EFW2c files to the appropriate agencies.

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