1. Administering Payroll for United States End-of-Year Processing
  2. W-2c Archive

W-2c Archive

As the employer, you must create and issue a corrected year-end form if you:

  1. Made changes or corrections to your year-end tax data

  2. Distributed a Form W-2, W-2GU, or W-2PR

    Or sent a previous corrected year-end form electronic data file to the Social Security Administration (SSA)

    Or used a third-party tax filing provider to generate the previous electronic data file for submission to the SSA

The Form W-2c, W-2cGU, or W-2cPR generation process consists of:

  1. Make the necessary data changes.

  2. Run the W-2c Archive flow.

  3. Run the W-2c Employee report to generate Form W-2c, suitable for issuing to employees electronically or by print.

  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 provider.

To run this report:

  1. From My Client Groups, click Payroll.

  2. Click Submit a Flow.

  3. Select your US legislative data group.

  4. Search for and select W-2c Archive.

Before You Start

Before running the W-2c archive flow, you must have already run the Archive End-of-Year Payroll Results flow and performed at least one of the following.

  1. Submitted your fourth quarter data file to your third-party tax-filing provider, and subsequently made changes to your tax data after their deadline for new submissions has passed

    For further info, see Oracle Cloud Human Capital Management for the United States: Third-Party Tax Filing Interface (1594079.1) on My Oracle Support.

  2. Submitted an EFW2 or EFW2PR file to the SSA, and subsequently made changes to your tax data

  3. Submitted an EFW2c or EFWcPR file to the SSA, and subsequently made further changes to the same data

Flow Parameters

Payroll Flow Name

Meaningful name of your payroll flow.

Process End Date

Last day of the reporting year, December 31.

Payroll Statutory Unit

Payroll statutory unit (PSU) you're archiving. The flow archives the year-end data of employees belonging to this PSU only.

Tax Reporting Unit

Tax reporting unit (TRU) and federal Employer Identification Number (EIN) registered name you're archiving. The flow archives the year-end data of employees belonging to this TRU only.

Process Start Date

First day of the reporting year, January 1.

Payroll Relationship Group

The W-2c archive flow detects all employees with changed payroll data. However, to limit that list further, select an appropriate payroll relationship group.

Note: Use the Object Groups task to define the payroll relationship group before you can select it here.

Process Configuration Group

Process configuration group for logging and performance purposes.

Note: Select a process configuration group that has this parameter set to N: XML Data Source For document of records delivery options performance purposes, determines if XML is derived from the database. Default: Y This ensures the flow properly publishes your year-end forms to the Document Records. Use the Payroll Process Configuration task to set this value.

Archive Results

This flow archives both the employees' old and new changes in the following values.

  • Employee year-end balances

  • Payroll balances

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