FAQs - W2
Q. Street Address Line 1 is not appearing or shifting to Street Address Line 2 on W2.
A. Enter NO ADDRESS SHIFT in Second Associated Description of common code PYFG/PY601C.
Q. W2 SIT amount does not match FIT and others.
A. SIT looks to the upper pay base not the standard SIT pay base. This requires an employee to have an assignment for the entire calendar/tax year to get the right values to print on W2s and tax reconciliation reports.
Q. How to print W2s by check distribution.
A.1. In PYUPEM > Location/Misc.1 > Education Codes, box 5 should be set to display the Check Distribution.2. In PYW2UP, go to the Form Sort Definition Tab. Use EMPM for the Cluster name, select EDUC for the attribute name. Note: By default, EDUC will read from box 5 of the Education Codes.
Q. Only the first line of data is printing on the W2.
A. If common code override is used on PYW2UP, go to the escape sequence in common code PYFG/PY601C and make sure the command '&k2G' is part of the escape sequence.
Q. How to tell if Year-End tax tables have been loaded.
A. An easy way to tell if the Year-End tax tables have been loaded is to go into NUUPCD. Look for any common code PYTX/xxyyzzzz where xx = the type of tax Federal or state (use "FE" for federal or the two-character code for the state, for example "CA" for California) and yy = two-digit year. If these common codes exist, then it can be assumed that the tax tables have been loaded.
Q. How do I rerun W2s for previous years with the new W2 to EO utilities?
A. It is not recommended to rerun W2s for previous tax years as accumulators may have changed. In the event a W2 needs to be produced for a previous tax year, follow the following steps:
1. Create PYW2/EOxxxx common code for the tax year.
2. Update Associated Numeric Value 1 to reflect the Layer ID for the form definition used that year.
3. Run PYW2PW or PYW2PW/PYW2EOSE using the definition file for that year.
Q. I am receiving a sum total error in AccuWage.
A. Check the data to see if there is a negative value causing the issue. To suppress negative values, update common code PYFG/PY601C with ZERO NEGATIV in the Short Description field.
Q. Where do I change the district address on W2s?
A. The district address is pulled from PYUPGN.
Q. PYUTRX (roll accumulators) says accumulators already exist.
A. Example: when running the PYUTRX Accumulator Roll utility to roll accumulators into 2015, the tail sheet is showing warnings "Employee 900000 has XTD's in 2015 ....... NOT Processed." More than likely the client ran PYPADP in the new tax year, before rolling last year's accumulators. To get around this, run PYUTRA for the new tax year, using the last date of the current month as the "As of Date."
Q. PYW2LD overwrote the definition file in PYW2UP.
A. When using PYW2LD to load a definition file, the system loads and copies the file to the /admin/data directory on the App server. If a file exists with the same name, it will be overwritten. Therefore, it is good practice to rename a working description file or to make a backup copy.
Q. Last lines on W2s are cut in half.
A. If common code override is checked on PYW2UP, remove "&l15Z" from the PCL command in common code PYFG/PY601C.
Q. Payroll history does not match accumulators.
A. Check to see if any check maintenance was posted to a different tax year.
Q. W2 electronic file is missing an address for an employee.
A. Check PYUPEM to see if the employee has multiple records.
Q. How do I copy last year's definition file?
A. On PYW2UP, use the Tools-> Copy Report Definition utility to create a new copy of a definition file. This process will copy over the complete definition file and it will appear in /admin/data directory.
Q. State wages are off on W2 report.
A. When running W2s, the system looks at upper pay bases for SIT amounts. If they are out of balance, it can be because the deduction (2xxx) end-date was outside of the pay period. Change the end-date on the PYUPED Deduction tab, for SIT for the ID, then recompute accumulators (PYUTRA, for correct tax year) and upper + lower pay bases should be in balance.
Q. When PYW2PW is run, only the data is printing and not the ELF form.
A. Make sure the "Produce Form on Laser Printer?" box is checked on PYW2UP for the definition file.
Q. Reserved word BOX12 is not working. No Box 12 items appear on W2.
A. Check common code PYFG/PY601C Associated Numeric Value 4, which specifies the number of lines between items on Box 12. If double-spaced (most common), enter a 2 here.
Q. No document(s) attached when running PYW2PW or PYW2PW/PYW2EOSE.
A. Make sure the "Do you want to just print the totals page? (Y/N)" box is not checked when producing W2s (PYW2PW) or when separately sending W2 form to DO (PYW2EOSE).
Q. W2 data is not aligned on the form in EO.
A. Common code PYW2/EOxxxx (where xxxx is the tax year) can be configured to enter a printer escape sequence that the system reads rather than the default for Documents Online. Place ESC in Associate Code 2 and add the escape sequence in the Long Description field of the common code.