Processing missing W-2 files

  1. Select Payroll.
  2. Select Administration.
  3. Click the Reports tab.
  4. In the Regulatory pane, click Year End.
  5. In the Processing pane, click Generate W-2.
  6. Select the Federal Tax Authority and click Generate W-2 File.
  7. Specify this information:
    Run Option
    Select Legal Entity or Report All.
    • Legal Entity: HR Payroll creates a W-2 CSV file for the selected legal entity base on where the wages were paid. If you select this run 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 to generate the W-2 file for. Select the legal entity that 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 the previously submitted file. The employees included in the newly generated W-2 file are removed from the Missing W-2 forms list.
    File Creation Setup
    Select the file creation setup for this report.
  8. Click Submit to generate the report and CSV file.
    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.