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

W-2 Register

Use the W-2 Register report to review your year-end data before distributing your Forms W-2, W-2GU, and W-2PR. This flow supports employee year-end forms for the US and Guam.

Use this report for:

  • Preprint verification

  • Balance verification

  • Exception verification

  • Identification of employees with 0 or negative totals in specific boxes on the forms

  • Identification of Puerto Rico employees missing their control number

  • Identification of balance mismatches for Pennsylvania locals

This report analyzes data collected by the Archive End-of-Year Payroll Results flow. Use it to validate payroll data for:

  • US states

  • District of Columbia

  • Guam

  • Puerto Rico

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-2 Register.

Before You Start

Successful completion of the Archive End-of-Year Payroll flow. For further info, see Archive End-of-Year Payroll Results for the US in the Help Center.

Report Parameters

Payroll Flow

Meaningful name of your payroll flow.

Tax Report Year

Four-digit calendar year.

Payroll Statutory Unit

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

Year-End Form

Select the form type results you want to review.

Tax Reporting Unit

TRU and federal Employer Identification Number (EIN) registered name of the employees you're processing. The flow analyzes 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.

State

To limit the report results to only employees in a state, select it here.

Leaving this field blank reports on all states.

Create Employee Detail Report

Determines if the W-2 Register output includes detailed employee info.

This value

Does this

Pipe-Delimited Output

Creates an output file suitable for viewing in a spreadsheet.

PDF Output

Creates a PDF output file.

Pipe-Delimited and PDF Output

Creates both file types.

None

Creates no output file.

Create Totals Report

Determines if the W-2 Register output includes info about year-end form totals.

Select Yes to generate output for box totals of all employees within a TRU.

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: 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.

Report Output

This report displays the amounts reported in each box of the year-end form for all employees in a specified PSU or TRU for the reporting year. The data is organized by:

  • W-2 box number (1 through 20)

  • W-2GU box number (1 through 14)

  • W-2PR box number (1 through 26)

You can display it at the TRU level, as well as the employee level.

The parameter selections you make when you run the W-2 Register report determine what output is delivered and their file format. This report produces multiple output files.

Report name

How you use it

Employee Detail

For a given reporting year, lists the amounts of each box of the W-2 for every employee in a PSU. The data is organized by W-2 box number (1 through 20), and all boxes are listed, even if they're 0 or blank.

Includes the employee's name, Social Security Number, and the individual box totals.

This file is sorted by:

  1. PSU

  2. TRU

Based on your elections when you run the flow, this report can be a PDF file, a pipe-delimited spreadsheet file, or both.

Totals

For a given reporting year, lists the total amounts reported in each box of the year-end form for all employees in a TRU.

All boxes are listed, even if they're 0 or blank.

This file is sorted by:

  1. PSU

  2. TRU

The data is organized by TRU type.

US TRUs

  • Federal Totals and Information (Boxes 1 through 14)

  • State Totals (Boxes 15, 16, and 17)

    Box 15 is the state.

  • Local Totals (Boxes 18, 19, and 20)

    Box 20 is the locality.

  • Total employees successfully processed

  • Total employees receiving only online W-2s

  • Total employees receiving printed and online W-2s

  • Total amount of paper stock required

Guam TRUs

  • Federal Totals and Information (Boxes 3 through 7 and Box 11, 12, and 14)

  • State Totals and Information (Boxes 1 and 2)

  • Total employees successfully processed

  • Total employees who received a W-2

Puerto Rico TRUs

  • Federal Totals and Information (Box 5 and 20 through 26)

  • State Totals and Information (Boxes 6 through 19)

  • Total employees successfully processed

  • Total employees receiving only online W-2s

  • Total employees receiving printed and online W-2s

  • Total amount of paper stock required

Exceptions

Includes the following.

  • Exception reporting for all employees, including employees with 0 or negative totals in specific form boxes.

    This lists the following as exceptions.

    US and DC

    • Any one of the following boxes having a negative value: 1 through 12 and 16 through 19

    • All the following boxes having 0 values: 1 through 12, 16 through 19

    Guam

    • Any one of the following boxes having a negative value: 1 through 7 and 11, 12, and 14

    • All of the following boxes having 0 values: 1 through 7 and 11, 12, and 14

    Puerto Rico

    • Any one of the following boxes having a negative value: 5 through 26

    • All the following boxes having 0 values: 5 through 26

    • Control Number box is blank

  • TRU totals for those employees that meet the exception criteria. Use them to reconcile the difference between those that were successfully processed and those that weren't.

  • Following exception count info.

    • Total employees with zero or negative wages

    • Total employees with error in Year End Archive

Pipe-Delimited Output

Available row types for the US and Guam

  • Federal

  • State

  • Box 12

  • Box 14

Available row types for Puerto Rico

  • Federal

  • State

  • Employee box 16

    This row type includes values for boxes 16, 17, and 18.

Warnings

This reports info on:

  • Number of employees whose local balance data doesn't match the individual city and school balances

    Employee details are provided for this warning.

  • Total employees with errors in the year-end archive

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