Generating an EFW2 format trial file

  1. Select Payroll Administrator > Regulatory Reporting > Year End Reporting > EFW2 Reporting.
  2. Select the tax authority to generate a trial W-2 file for, and click Generate EFW2 File. To generate a Federal EFW2 file, select a Federal tax authority. To generate a territory EFW2 file, then select a valid US Territory tax authority.
    Note: If you generate an EFW2 file for localities, then the local file name from the tax authority configurable fields Local EFW2 Information is used.
  3. Specify this information:
    Run Option
    Select a run option. These options are available:
    • Legal Entity – HR Payroll creates an EFW2 file for the selected legal entity based on where the wages were paid. If you select this run option, then you must also select a valid legal entity in the Legal Entity field.
    • Report All – HR Payroll creates a EFW2 file for all legal entities in the organization. If you select this option, then you must leave the Legal Entity field blank.
    Legal Entity
    If applicable, select the legal entity for which to generate the W-2 file. Choose the legal entity that corresponds to the run option you selected.
    Note: Employees are selected based on the legal entity stored on historical payment records for the year being processed.
    File Delimiter
    Select the file delimiter. The default value is EFW2 512 – this creates a text file with carriage returns after 512 bytes.
    File Creation Setup
    Select the file creation setup to use for this report.
    Payroll Year
    Specify the reporting year.
    Year End Configurable Fields
    Select this check box to use the parameters selected in the Year End Configurable Fields section.
  4. In the Submitter section, specify information in the fields that apply to you.
  5. In the Notify section, specify a submitter notify name for the SSA to notify if the EFW2 cannot be processed.
  6. In the Contact section, specify information about the person for the SSA to contact if the EFW2 cannot be processed.
  7. Click Submit to generate the report and files. EFW2 Reporting creates the EFW2 file if the file delimiter used is Sequential, although both the EFW2512 and EFW2 files are generated if the file delimiter used is EFW2 512.
    Note: A link to the file is created in the transmitter header record. The payroll administrator can click that link to view and download the file.
  8. Review the file and correct any errors.