1. Administering Payroll for United States End-of-Year Processing
  2. Examples of Updating Year-End Tax Data for US Territories

Examples of Updating Year-End Tax Data for US Territories

While preparing and processing your year-end tax data for reporting, you may determine that changes or corrections are needed.

How you uptake those changes into your year-end reports depends on where you're in the process.

  • After you have submitted your 4th quarter tax file

  • After you have distributed employee Form W-2GU

  • After you have distributed employee Form W-2PR

  • After the third-party tax-filing supplier's submission deadline

For further info, see the following sections.

After You Have Submitted the Fourth Quarter Tax File

If you make changes to your employee data after submitting your 4th quarter tax file to your supplier, you can still update your data and resubmit the file, assuming:

  • Your third-party tax-filing supplier's deadline for accepting 4th quarter tax files hasn't yet passed

To do this:

  1. Make your changes to the tax data.

    You may 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)

  2. Communicate your changes to your third-party supplier.

    As you have previously submitted the 4th quarter tax file, you must resolve the tax data changes with the supplier. Depending on the data changed and the scope of the change, you can:

    • In most cases, rerun the 4th quarter tax file and submit to the third-party supplier.

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

  3. Pass the year-end data from your third-party tax filing provider to your print services provider. Refer to their documentation for instructions.

After You Have Distributed Employee Form W-2GU

Changes to your year-end tax data may be necessary after your third-party supplier has generated your Form W-2GUs and issued them to employees. In these cases, you must provide the supplier with the info necessary for them to create and distribute Forms W-2cGU.

To do this:

  1. Make your changes to the tax data.

    You may 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)

  2. Run the W-2c Archive flow. This captures the changes for the employees.

  3. Run the W-2c Register Report flow. Select W-2cGU as the year-end form.

  4. Run the W-2c Employee Report flow. Select W-2cGU as the year-end form.

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

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

    Note: This flow performs locking actions on the data regardless of the setting you choose. If you detect errors in your Final report, you must roll back those flows before correcting the data and regenerating the reports.

After You Have Distributed Employee Form W-2PR

Changes to your year-end tax data may be necessary after you have generated and issued the employee W-2PRs. In these cases, you must create Form W-2cPR to report the new tax data.

Note: Not all third-party providers support the submission of the EFW2CPR file.

To do this:

  1. Make your changes to the tax data.

    You may 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)

  2. Run the W-2c Archive flow. This captures changes for employees.

  3. Run the W-2c Register Report flow. Select W-2cPR as the year-end form.

  4. Run the W-2c Employee Report flow. Select W-2cPR as the year-end form.

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

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

    Note: This flow performs locking actions on the data regardless of the setting you choose. If you detect errors in your Final reports, you must roll back those flows before correcting the data and regenerating the reports.

After the Third-Party Tax-Filing Supplier's Submission Deadline

If the deadline for submitting tax files to your supplier has passed, they can't update the EFW2PR file with new info. Instead, you need to work with them to report the changes in an EFW2CPR file.

Note: Not all third-party providers support the submission of the EFW2CPR file or the generation of Form W-2cPR.

To do this:

  1. Make your changes to the tax data.

    You may 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)

  2. Communicate your changes to your third-party supplier.

    As you have previously submitted the 4th quarter tax file, you must resolve the tax data changes with your third-party supplier. Depending on the data changed and the scope of the change, you can:

    • In most cases, rerun the 4th quarter tax file and submit to the third-party supplier. The supplier determines what changes were made and submits file EFW2CPR 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.

  3. Pass the year-end data from your third-party tax filing provider. Refer to their documentation for instructions.

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