Generating a trial Federal W-2 file

  1. Select Payroll Administrator > Regulatory Reporting > Year End Reporting > W-2 Reporting.
  2. Select the tax authority to generate a trial W-2 file for and click Generate W-2 File. To generate a Federal W-2 file, select a Federal tax authority.
  3. Specify this information:
    Run Option
    Select a run option.
    • Legal Entity: HR Payroll creates a W-2 CSV file for the selected legal entity that is based on where the wages were paid. If you select this option, you must also select a valid legal entity in the Legal Entity field.
    • Report All: HR Payroll creates a W-2 CSV file for all legal entities in the organization. If you select this option, you must leave the Legal Entity field blank.
    Legal Entity
    If applicable, select the legal entity for the W-2 file. This option corresponds to the run option that you selected.
    Note: Employees are selected based on the legal entity stored on historical payment records for the year being processed.
    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.
    Only Include Missing W-2 Forms
    Select this check box to generate a W-2 file that only contains employees who were not included in a previously submitted file. See Processing missing W-2 files.
  4. If the W-2 report includes local jurisdictions, specify this information:
    Combine Local Tax
    Select how local tax information prints on the W-2 CSV file for an employee who was taxed in more than one local jurisdiction within a state during the payroll year.
    • No: Create separate W-2 files if multiple local taxes exist for an employee.
    • Yes: Print the total of all local taxes and local taxable wages within a state on the W-2 file with the description "COM."
    Print Locals on W-2
    For employees with more than one local withholding, select 1 Local per W-2 or 2 Locals per W-2 to control the printing of local information on one or two lines of Box 18, 19, and 20 of the W-2 file.
    Local W-2 Description
    Select Tax Authority W-2 Description or Deduction Payment Description for printing the Local name in W-2 Box 20 in the CSV file.
  5. In the File Creation Setup field, select the file creation setup for this report.
  6. Click Submit to generate the report and CSV file.
    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.
  7. Review the report or CSV file for errors and correct them.