W2 Report Definition - PYW2UP

The Payroll (PY) W2 Report Definition (PYW2UP) page is used to create/update forms and report definition files used for W-2 processing. The user has the option to modify an existing Report ID or to create a new one for the current tax year.

Main

General Information

The General Information tabbed page provides basic setup control for W-2 processing. Most entries on this page are required for correct processing.

Report ID: This is the Report Definition File name to appear at the top of the report page. 

Reporting Period

Tax Year: A four-digit number that indicates the tax-reporting year (CCYY).
Quarter: Enter a one-digit number to select a specific quarter (e.g., 4).
Month: Enter a two-digit number to select a specific month (e.g., 12).  The Quarter and Month fields are not intended for general W-2 reporting. They are available for extracting targeted data and for creating other than W-2 files and reports. If they are used, enter only one and not both. If neither is specified, the program extracts the tax year-to-date accumulator values. For W-2s, generally, the tax year-to-date values are correct.

Page and Form Description

This section is used to specify the physical dimensions and general layout of the form being defined. In the following discussion, "form" refers to a single W-2 image or copy and a "page" refers to the piece of paper upon being printed. A form may be the same size as the page or there may be multiple forms per page. For example, forms may be arranged side-by-side or 4-on-a-page. Multiple forms, referenced here, is not referring to use of carbon-copy forms in multiple layers, but to side-by-side or 4-up forms on a page. A carbon-copy form (that just fits on a single page) is considered a single form on a page. A page should correspond to what is printed for a single employee. A typical laser-printed W-2 will show four forms on a page and all four copies are for a single employee. A carbon-copy form for an impact printer may fit twice onto a 8.5 x 11 form (top and bottom), but the top and bottom areas would be for two separate employees, so each 8.5 x 11 sheet would be 2 pages, each page with a single form.
Number of Lines on a page: This is the total number of lines that are printed for a page. If there are multiple forms down a page, this value should be large enough to accommodate the number of lines in each form plus the lines between forms.
Lines on 1 Form: Number of lines on a single form only.
Page: Number of Columns: This is the total number of print columns across the page. If there are multiple forms across the page, this value should be large enough to accommodate the number of columns on all forms plus the columns between forms.
Columns on 1 Form: Number of columns on a single form only.
Page: Number of Forms: Total of all forms across and down a page. Think of this as the number of forms to print for each employee.
Columns between Forms: Column spacing between the forms.
Number of Forms Horizontally: Forms across the page.
Columns between Forms: Column spacing between the forms.
Number of Forms Vertically: Forms down the page.  
Lines between Forms: Line spacing between the forms.

Processing Options

Produce forms on laser printer? (Y/N): A "Y" indicates that the forms are to be printed on a laser printer.
Number of VOID alignment forms: Two digits that indicate the number of test W-2 forms to be used for alignment purposes (e.g., 06). (Not needed for laser printing.)
Produce file for Federal? (Y/N): A "Y" indicates that a file is to be created (during the W-2 process) for submission to the Federal Government.
Produce file for State? (Y/N): A "Y" indicates that a file is to be created (during the W-2 process) for submission to a State Government.
Multiple forms for City Tax? (Y/N): A "Y" indicates that an individual W-2 form should be printed for each city for which an employee has paid taxes. This includes those cities within the same state. An "N" indicates that all city information within a given State will be collapsed and shown on one W-2 form.
Produce forms? (Y/N): A "Y" indicates that W-2 forms are to be printed.
Produce Forms only for this State: If only W-2s pertaining to one state are to be processed, enter the two-character postal abbreviation for the state (e.g., CA - California) in this field.
Show State tax information only? (Y/N): A "Y" indicates that only state information will be included in the W-2 process.
State Code Highest Sort Level for forms? (Y/N): A "Y" indicates that the two-character state mailing code is to be used as the highest sort level when printing the W-2 forms.

Form Sort Definition

The Form Sort Definition tabbed page is used to define the sort sequence for the printed W-2 forms. Five different levels may be specified by indicating the clusters and attributes that contain the values to be sorted at each level.

Cluster Name: Four-character cluster name. Only the GENM (PYUPGN Entity Definition) and EMPM (PYUPEM Employee Master) clusters are available for use within the W-2 process.
Attribute Name: Six-character attribute name (e.g., EDUC). The only attributes available for use are those associated with the GENM and EMPM clusters. To obtain a listing of valid attributes for each cluster, run mask PYREFLAT and enter “GENM@” or “EMPM@” at the prompt.
Subscript: If the attribute includes multiple entries, use the subscript to specify which one to use. (Since EDUC has five occurrences, subscript 1 would indicate sorting by the first Education Code).
Begin: This number is derived by the system.
End: This number is derived by the system.
Length: This number is derived by the system.

Laser Printer PCL Commands

The Laser Printer PCL Commands tabbed page is used to define a Printer Control Escape Sequence for the printing of the W-2 Forms for this specific W-2 Report Definition.

Common Code Override: The escape sequence generated by this page will accommodate the majority of printer cases. For clients with specific printer needs not covered by these settings, the escape sequence may be provided via the NU Common Codes Category/Value of PYFG/PY601C. Set this switch to "Y" to derive the escape sequence from the common code.
Page Orientation: Portrait (P) or Landscape (P) page orientation. (Typically P)
Lines per Inch: The number of vertical lines printed per inch. (Typically 8)
Characters per Inch: The number of printed characters per inch on each line. This is the pitch, or how densely packed the characters are. (Typically 12)
Top Margin: The Top Margin will shift the printing down on the page by a specific number of lines. This will be in terms of the Lines per Inch setting above.
Left Margin: The Left Margin will shift the printing on the page to the right by a specific number of print columns (characters). This will be in terms of the Characters per Inch setting above.
Horizontal Adjustment: This is a fine-tuning adjustment for horizontal placement on the page. The number expressed in decipoints (1/720 inch increments). This value may be positive or negative.
Vertical Adjustment: This is a fine-tuning adjustment for vertical placement on the page. The number expressed in decipoints (1/720 inch increments). This value may be positive or negative.
Use ELF Form Number: Enter the Easy Laser Form (ELF) form number, if printing using ELF.
ELF TOF Alignment: This is a fine-tuning vertical adjustment for ELF Forms, expressed in decipoints (1/720 inch increments). This value may be positive or negative.
ELF Left Alignment: This is a fine-tuning horizontal adjustment for ELF Forms, expressed in decipoints (1/720 inch increments). This value may be positive or negative.
PCL Command Generated: This is a display-only field showing the escape sequence based on the above values. Note that the asterisk * is used to represent the actual escape character in the display.

Value Fields Definition

This page is used to define how values are extracted from the payroll database. Values are identified in one of two ways:

• Taken directly from a specified Pay Base.
• The result of the summation of all contributions/deductions containing a specified code in a Miscellaneous Code field on the PYUPCC, PYUPDD and PYUPHH pages.

Be aware of the action of upper pay bases in this configuration.  Certain pay bases (4, 5, 10, 12, 13 representing SIT, CIT, WCOMP, SUI and SDI) indirectly refer to upper pay bases for retrieving actual YTD values.

Sample description files provided with the Year End release contain various value definitions as examples.  On this page, you should review EACH existing value definition and modify the Pay Base number or the Miscellaneous Code entries as necessary to match your site's Payroll setup.

Value definitions that are not used may either be deleted or ignored.  Make sure these unused values are not referenced in the Form or Tape definitions. 

General

Name of the value: Up to 16 characters used to identify the value being defined.

Definition

Pay base number: If this value name is to represent a pay base value, enter the two-digit number of a pay base.
and/or …: Notice that both Deduction and Contributions may be referenced together in using the Misc Cd for a Value Definition.
Deductions Qualifier: If this value name is to represent deduction amount(s), specify the miscellaneous code(s) that identify the deductions to be used. Also, specify the Misc Cd # (1-8) that is to be referenced. If Misc Cd # is not specified, Misc Cd 1 will be used as the default.
Contributions Qualifier: If this value name is to represent contribution amount(s), specify the miscellaneous code(s) that identify the contributions to be used. Also, specify the Misc Cd # (1-8) that is to be referenced. If Misc Cd # is not specified, Misc Cd 1 will be used as the default.

Settings

Show this value on report column: Specifies the report column (if any) that will include this value when the Summary Report prints during the W-2 process. 
Option for Numeric Sign: The user may effectively control the sign of a numeric value definition with this field.

• "R" indicates that the sign will always be reversed.
• "+" indicates that the sign will always be set to positive.
• "-" indicates that the sign will always be set to negative.
• [blank] indicates that the sign will be left as originally given.

Form Fields Definition

This page is used to layout each printed line on the W-2 form. An entry needs to be made for each item that will be printed on the W-2. Entries are specified using Cluster/Attribute names (GENM and EMPM clusters only), Value Definition names, Reserved Words or Character Strings (user-specified literal text).

General

Line Number: The three-digit line number on which this item is to be printed.
Begins at Column: Enter the column number where this item should begin printing.
Ends at Column: Enter the column number of the last print position for the item.
Length: This number is derived by the system.

Definition

Cluster Name: If the item is to be extracted from a payroll cluster, enter the four-character cluster name here. Only the GENM and EMPM clusters are available for use within the W-2 process.
Attribute Name: If the item is to be extracted from a payroll cluster, enter the six-character attribute name here. Only attributes associated with the GENM and EMPM clusters are available for use within the W-2 process.
Subscript: If the cluster/attribute has multiple entries (i.e., EMPM.SKILL has five entries), enter the index number indicating which one to use.
Value Definition Name: If the item is to be derived based on a Field Value Definition (as defined in the previous section), enter the predefined value name.
Character String: Enter a literal string of text or a Reserved Word.
If the value of ... is … zero: Used to qualify whether or not the Character String above is to be printed. Enter a value definition that will be compared with a zero value. The second entry is for the operator for the comparison. For example, the value definition can be tested to be equal to (=) zero or greater than (>) zero or greater than or equal to (>=) zero, etc. If the tested condition is true, the Character String or Reserved Word value is printed. Otherwise, it is not printed.
Note: The sign of the value definition being tested may have been altered by the R/+/- function available on the Value Fields Definition page.  That operation is applied before this comparison is made.

Tape Fields Definition

This page is used to layout each record in the media file. An entry needs to be made for each item that is to be included in the file. Please refer to the proper governmental publications for submission file requirements. Entries are specified using Cluster/Attribute names (GENM and EMPM clusters only), Value Definition names, Reserved Words or Character Strings (user-specified literal text).

Note: All “S” Record Types are state-specific, and each client is responsible for configuring these records according to state requirements.  The sample files provided with the Year end release contain “S” records based on general guidelines only. The sample description files included are set up so that the employee's name appears in first, middle initial, last name order on the W-2 form, while on the file the employee's name is in last, first, middle initial order.  The employee's SSN on the form will contain hyphens, while the employee's SSN on the file will not contain hyphens.

General

Record Type: The record type to which this definition belongs. The possible EFW2 record types are listed below (the “R” is assumed in the Record Type field):

Note:  MQGE (Medicare Qualified Government Employee) type records are created automatically for FICA-exempt employees who have $0 FICA deduction and the MEDI deduction is greater than zero dollars.  An additional RE and RT record is created for each group of MQGE employees within each FID number.  All of these MQGE employee records are placed after the grouping of regular employees (within a given FID number).

Begins at Column: Enter the column number where this item should start.
Ends at Column: Enter the final column position for this item.
Length: This number is derived by the system.

Definition

Cluster Name: If the item is to be extracted from a payroll cluster, enter the four-character cluster name here. Only the GENM and EMPM clusters are available for use within the W-2 process.
Attribute Name: If the item is to be extracted from a payroll cluster, enter the six-character attribute name here. Only attributes associated with the GENM and EMPM clusters are available for use within the W-2 process.
Subscript: If the cluster/attribute has multiple entries (i.e., EMPM.SKILL has five entries), enter the index number indicating which one to use.
Value Definition Name: If the item is to be derived based on a Field Value Definition (as defined in the previous section), enter the 16-character value name.
Character String: Enter a literal string of text or a Reserved Word. For example, “if the value of ... is … zero”. This is used to qualify whether or not the Character String above is to be included.  Enter a value definition that will be compared with a zero value.  The second entry is for the operator for the comparison.  For example, the value definition can be tested to be equal to (=) zero or greater than (>) zero or greater than or equal to (>=) zero, etc.  If the tested condition is true, the Character String or Reserved Word value is included in the file.  Otherwise, it is not used, and the item is left blank.
If the value of ... is … zero: Used to qualify whether or not the Character String above is to be included. Enter a value definition that will be compared with a zero value. The second entry is for the operator for the comparison. For example, the value definition can be tested to be equal to (=) zero or greater than (>) zero or greater than or equal to (>=) zero, etc. If the tested condition is true, the Character String or Reserved Word value is included in the file. Otherwise, it is not printed.

Reserved Words

Reserved Words are used within the W-2 process to reference specific, pre-defined values.  These reserved words may be used instead of value definitions where appropriate in the Form Fields Definition or the Tape Fields Definition pages.  The reserved words are used by placing them in the Character String field on those pages.  The following is a list of available reserved words.