W-2 Quick Reference Guide

Post-Year-End Payroll Processing Checklist

Use this guide to complete W-2 processing after the final payroll run of the tax year.

Step 1: Reconcile Year-End Payroll Data

[ ] Run PYUPEA to review and reconcile payroll accumulators (XTDs).

Step 2: Load and Update Description Files

[ ] If you're a new client, load the current year description file using PYW2LD.

[ ] Use PYW2UP to update description files for data mapping and formatting:

• Confirm Misc Codes and Pay Bases match CDH definitions.

• In PYUPGN, ensure:

  • Box 1 Federal ID Number includes dashes.

  • Box 2 Federal ID Number excludes dashes.

• Update the TAPE Record with employee (submitter) attesting to validity of information:

  • RA Record Pos 12–19: Submitter ID

  • RA Record Pos 396–422: Submitter Name

  • RA Record Pos 423–437: Submitter Phone

  • RA Record Pos 438–442: Submitter Extension (if any)

  • RA Record Pos 446–485: Submitter Email

  • RA Record Pos 489–498: Submitter Fax Number

  • RA Record Pos 499: Contact Method (1 or 2)

Step 3: Set Up Common Codes

[ ] Create or verify the following codes:

• PYFG/PY601C – W-2 Extractions

• PYW2/BOX12-## – Box 12 Setup

• PYW2/BOX14-## – Box 14 Setup

• PYW2/EOXXXX – EO Setup for Tax Year (XXXX)

• PYW2/TOTALS – Setup to print Totals

Step 4: Run and Distribute W-2s

[ ] Print and distribute W-2s to employees.

[ ] Print and distribute 1099Rs.

[ ] Download W2FEDXXA (replace XX with tax year) from the App Server.

[ ] Review the file using AccuWage.

[ ] Process and submit the W-2 file.

Step 5: Post-W-2 Updates

[ ] Update Pay Base Limits in Common Codes under category PYPB.

Step 6: W-2 to EO Setup

[ ] Create Common Code PYFG/PY601C.

[ ] Create Common Code PYW2/EOXXXX (replace XXXX with tax year).

[ ] Load the new year’s W-2 form into Documents Online.

[ ] Create or verify the HREMPMSTR attachment definition.

[ ] Ensure the DO_ARCHIVE workflow model is active.

[ ] Run PYW2EOSE to generate W-2s for EO.