Definition Files

BusinessPlus provides sample definition files that clients may modify as needed. It is the responsibility of each organization to test and process their W-2s and 1099-Rs to meet the deadlines set forth by various agencies. Testing by each organization should include verification of system-calculated values as well as formats submitted.

Most clients with existing definition files (from the prior year) will re-use those files with modifications for the new tax year. We recommend studying the release documentation, reviewing the sample definition files provided with the Year-End update as well as your prior year's definition files before deciding your starting point. Clients new to the BusinessPlus W-2 process should use one of the sample definition files as their starting point.

Caution: When using a definition file from the previous year, create a copy of that file as your starting point. Do not modify last year's file directly. You will want a clean recovery file in case you need it.

Three sample definition files are provided with the W-2 software. Report definition names have the following syntax (where xx is the last two digits of the tax year):

W22X2xx: This is for a 4-up laser form and EFW2 file. This definition file will work with an available ELF form and with the suggested 4-UP laser form from PTM Document Systems.
W21X4Pxx: This is for a 4-up pressure-seal form and EFW2 file.
W22X2Pxx: This is for a 4-up pressure-seal form and EFW2 file. This definition file will work with an available ELF form and with the suggested 4-UP laser form from PTM Document Systems.

The M1099Rxx file is for 1099R forms and file, designed for laser forms offered by PTM Document Systems. This is not a W-2 definition file; it is for the generation of 1099R files, which also utilize the W-2 software.

Load/Unload

Definition files are stored and maintained in the Year-End database (YEDB). The W-2 BusinessPlus pages operate against that database. A utility PYW2LD (PY912 program) performs the upload of the definition file into the YEDB, while PYW2UL unloads from the YEDB into a regular report definition file that the W-2 software can use. Clients new to the BusinessPlus W-2 process must initially upload their definition files using the PYW2LD menu mask. This is only necessary the first year running W-2s with BusinessPlus.

By convention, the definition files are delivered and stored in the /perm directory on the App server. When the PYW2LD (Upload) process is run, the file is taken from the /perm directory and loaded into the Year-End database. When the PYW2UL (Unload) process is run, the definition file is placed in the /data directory. This has the advantage of protecting the original definition files from an accidental overlay but can be confusing if the user is not aware of those two locations. Each time the user runs the PYW2PW or PYW2BT processes, PY912 automatically downloads the YEDB Report Definition into the definition file in the /data directory.

Changes made on the BusinessPlus page will update the YEDB; the file itself (in .DATA directory) will update when PYW2PW or PYW2BT is run. PYW2UL can also be run to update the file but is not necessary.

Update Report Definitions

W-2 definition files are updated through a series of tabs found on the Payroll W-2 Update Report Definition (PYW2UP) page. The user has the option to modify an existing Report ID or to create a new report definition for the current tax year.

The General Information tab provides basic setup control for W-2 processing. Most entries on this page are required for correct processing. Review all entries on this page and modify them as needed. Information on this tab is used to specify the physical dimensions and general layout for the printed forms
On the Form Sort Definition tab, the sort sequence for the printed W-2 forms is defined.
The Laser Printer PCL Commands tab is used to define a Printer Control Escape Sequence for the printing of the W-2 forms.
The Value Fields Definition tab defines how values are extracted from the Payroll database.
The Form Fields Definition tab is used to lay out each printed line on the W-2 form. An entry is made for each item that will be printed on the W-2.
The Tape Fields Definition tab lays out each record in the W-2 electronic submission file.

Important Reminders

The following items are required information that each client must remember to include in each definition file as indicated. You must add this information to your definition files to be in compliance.

W-2 Transmitter (RA) Record

PIN # (Obtained by registering with SSA)
Contact Information (Name, Phone #, E-Mail, etc.)

1099-R Transmitter (T) Record -

Contact Name
Contact Phone #

1099-R (A) Record

If not using combined Federal / State reporting, eliminate position 26 of file definition (puts a "1" in this position when generating K records).

1099-R (B) Record

Payer Account #
Combined Federal/State Code (numeric State code) in positions 747-748. (Only needed if producing K record(s) otherwise delete entry for positions 747-748.)

1099-R (K) Record

State totals for Combined Federal / State Reporting
Delete definition of K record if not applicable

For specific regulations governing W-2 and 1099-R processing, please refer to IRS and Social Security Administration sources for official documentation and instructions. Individual states will have their own sources for documentation and instructions that must be followed. These formal, technical specifications and the W-2 process itself require careful review and attention to detail. Compliance with regulations is the responsibility of the client. It is recommended that appointed individual(s) at the client site assume responsibility for the specific knowledge that the W-2 process demands.