Assign Control Number for Puerto Rico Employees

Use the Assign Control Number for Puerto Rico Employees flow to update your employees' Reporting Information cards before generating their Form W-2PR.

These numbers are date-effective values on each person's card.

Note: You must manually assign control numbers for Form W-2cPR. For further info, see Configure Calculation Cards for US Territorial Year-End Tax Forms in the Help Center.

This flow can:

Create Reporting Information cards for employees that don't have one
Create Puerto Rico calculation components for cards that don't have one
Assign W-2PR control numbers

Note: It doesn't overwrite any control numbers you already assigned to employees, either through a previous run of this flow or by manual assignment.

You can run this flow at any time.

From My Client Groups, click Payroll.
Click Submit a Flow.
Select your US legislative data group.
Search for and select Assign Control Number for Puerto Rico Employees.

Before You Start

Set upper and lower limits for the control numbers for the reporting year. The Hacienda recommends you set a new range every year. For further info, see Set Up US Territories in the Help Center.

Archive your employee year-end payroll data. For further info, see Archive End-of-Year Payroll Results for the US in the Help Center.

Report Parameters

Payroll Flow

Name of your payroll flow.

Year

Four-digit calendar year.

Tax Reporting Unit

To generate control numbers for employees in a specific tax reporting unit (TRU), select it here. Click Search to locate the TRU.

Leave this blank to generate numbers for all employees.

Reporting Mode

Generates a test report of the changes this flow can make to your employee data.

Select Draft to create a PDF output report of the proposed changes for the employees. Use this for verification purposes.

Select Final to update the employee Reporting Information cards for the specified W-2PR reporting year.

You can't rollback the Final mode flow. If you identify any errors after running this flow in Final mode, you must manually edit the calculation cards to resolve them.

Payroll Relationship Group

To run this report for a group of employees, specify the payroll relationship group here. Click Search to locate the group.

Action for Year-End Reporting

Select the action the flow takes when it finds an employee that meets its criteria.

This value	Does this
Create missing Reporting Card, PR component, and control number	Creates the Reporting Information calculation card if it doesn't already exist. Creates a calculation component for Puerto Rico on the card if it doesn't already exist. Assigns a control number.
Create PR component	Creates a calculation component for Puerto Rico on the card if it doesn't already exist. It takes no action if the employee doesn't have a Reporting Information card.
Create PR control number	Assigns a control number to the employees' Reporting Information cards. It takes no action if the employee doesn't have a Reporting Information card or Puerto Rico calculation component.

This value

Does this

Create missing Reporting Card, PR component, and control number

Creates the Reporting Information calculation card if it doesn't already exist.
Creates a calculation component for Puerto Rico on the card if it doesn't already exist.
Assigns a control number.

Create PR component

Creates a calculation component for Puerto Rico on the card if it doesn't already exist.

It takes no action if the employee doesn't have a Reporting Information card.

Create PR control number

Assigns a control number to the employees' Reporting Information cards.

It takes no action if the employee doesn't have a Reporting Information card or Puerto Rico calculation component.

Process Configuration Group

Select the process configuration group name if you have defined one. Use this parameter for logging and reporting purposes.

Report Output

Select Draft to create a PDF output report of the proposed number assignments for the employees, filtered by parameters and time-frames.

To audit this flow's results, run the W-2 Register flow.

Reporting Mode

To ensure your employee forms receive the correct control numbers, run this flow in Draft mode at least once and review the output carefully. After you have confirmed the numbers are accurate, rerun it in Final mode.

Checking for Exceptions

After you have run this flow in Final mode, run the W-2 Register flow. The W-2 Register Exceptions report lists all employees with missing or duplicate control numbers.

To correct these issues, you must manually update the control numbers on the person's Reporting Information calculation card. For further info, see Configure Calculation Cards for US Territorial Year-End Tax Forms in the Help Center.