W-2c Employee Report

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

Made changes or corrections to your year-end tax data
Sent 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

Note: This flow creates the employee form only. For the electronic file, you must use the Third-Party Quarterly Tax Filing Extract to create and submit a corrected fourth quarter file to their third-party tax filing provider.

When run, this flow locks the appropriate data in the W-2c archive.

To run this report:

From My Client Groups, click Payroll.
Click Submit a Flow.
Select your US legislative data group.
Search for and select W-2c Employee Report.

Before You Start

Must have successfully run the W-2c Archive flow.

Report Parameters

Payroll Flow Name

Meaningful name of your payroll flow.

Tax Report Year

Four-digit reporting year.

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.

Payroll Relationship Group

Select the payroll relationship group name, if you have defined one. Payroll relationship groups limit the persons processed by payroll, data entry, and reporting. This can be a dynamic payroll relationship group.

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

Print Instructions

Whether or not the standard employee instructions are included in the output file for each form.

Based on this parameter's settings, you have the option of printing on:

Purchased paper stock with employee instructions already printed on the back
Blank paper stock

Year-End Form

Select the form you want to generate.

Reporting Info Data Source

The Archive End-of-Year Payroll Results flow captures New York and Puerto Rico W-2 info from the employee Reporting Information Card.

This field provides you with the option to pull this data from the archive or use live data.

Process Configuration Group

Process configuration group for logging and performance purposes.

Note: When running in Final mode, you must 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 forms to the Document Records. Use the Payroll Process Configuration task to set this value.

Reporting Mode

The testing status of the forms.

Select Draft to create a draft of this report for data verification purposes.
Select Final to generate the final version of the report. The flow automatically publishes a copy of the form to the Document Records. You must run this flow as Final at least once for year-end reporting.

Don't run this process in Final mode if you're still planning to generate the W-2c Register. Wait until after you've generated the register.

Note: If you detect errors in your Final report, you must roll back this flow before correcting the data and rerunning it and the archive.

Report Output

This report produces the following output.

Task	How you use it
Employee W-2c	Corrected year-end form suitable for issuing to employees. This can be Form W-2c, W-2cGU, or W-2cPR. The individual employee forms are stored as PDF files in the Document Records and can be viewed through the employees' Me page.
Missing W-2cPR Control Numbers	Lists any Puerto Rico employee who hasn't been assigned a W-2cPR control number. The W-2c Employee Report doesn't produce W-2cPRs for employees missing a control number. You must manually set these control numbers.
Print File	A single master PDF file that contains all forms marked for print delivery. This file is sorted by the TRU. This file is formatted to print on paper, with one form per page. Depending on how you set Print Instructions, it might also include the standard employee instructions printed on a separate page.

Task

How you use it

Employee W-2c

Corrected year-end form suitable for issuing to employees. This can be Form W-2c, W-2cGU, or W-2cPR.

The individual employee forms are stored as PDF files in the Document Records and can be viewed through the employees' Me page.

Missing W-2cPR Control Numbers

Lists any Puerto Rico employee who hasn't been assigned a W-2cPR control number.

The W-2c Employee Report doesn't produce W-2cPRs for employees missing a control number.

You must manually set these control numbers.

Print File

A single master PDF file that contains all forms marked for print delivery. This file is sorted by the TRU.

This file is formatted to print on paper, with one form per page. Depending on how you set Print Instructions, it might also include the standard employee instructions printed on a separate page.

Viewing the Forms

These forms are accessible in two areas.

Area	How you use it
Document Records task	Document Records stores each employee's W-2c as a PDF file. From My Client Groups, click Show More. Under Employment, click Document Records.
Employee My Details page	Employee forms are available in the Gallery after the publication date specified through the W-2 Publish fields on the TRU. Employees can view their W-2cs through their Me page by selecting View End-of-Year Documents in the Actions menu.

Area

How you use it

Document Records task

Document Records stores each employee's W-2c as a PDF file.

From My Client Groups, click Show More.
Under Employment, click Document Records.

Employee My Details page

Employee forms are available in the Gallery after the publication date specified through the W-2 Publish fields on the TRU.

Employees can view their W-2cs through their Me page by selecting View End-of-Year Documents in the Actions menu.

Note: Custom employee roles must include the View US End of Year Tax Form privilege. This privilege is attached to the US Employee Portrait Gallery duty role. It grants employees access to the View US End of Year Tax Form task. Without it, employees can't view their form from Gallery.

Rerunning and Rolling Back the Flow

Use the roll back functionality in cases where changes are necessary after you have generated the form but before you have issued it to the employee. In most cases, you must also roll back and then rerun the W-2c Archive Process flow to properly capture any changes you make.

Note: In the extremely unlikely event of an error occurring during the W-2c Employee Report flow run, don't roll back the W-2c Archive Process flow.

Printing the Form

As the employer, you can define default print preferences for these forms through the Document Types task. Employees can provide their personal print preference overrides through the Me page.

For terminated employees, this flow overrides the print preference value and enforces print delivery.

Data Locks

The Final mode of this flow applies data locks on the archived data. Before making changes, you must do one of the following.

Roll back the appropriate W-2c Employee Report flow and then roll back the archive.
Mark the affected employees for retry on this and the archive flows.

Only then can you make the changes.

Note: Take care when rolling back this flow. If you have already distributed the form to the employee or the electronic files submitted to the government authorities, you need to perform additional steps. For further info, see the following in the Help Center.