Running a trial file in EFW2 format

It is recommended that you run EFW2 File Creation (PR299) and review the file to identify any potential problems before running a final file for submitting. Because PR299 is not an update program, you can run it as often as necessary. You can run it after you close out the payroll year and after your first payroll cycle of the new year. If there are any errors in your W-2 data, the Payroll application creates an error report. Review the error report and correct any errors before you submit the file.

Run a trial file in EFW2 format

  1. Access EFW2 File Creation (PR299).
  2. Select the company for which you want to run the report.
  3. Select the reporting entity option, and the corresponding process level if applicable, for which you want to run the report.

    Employees are selected based on the reporting entity stored on historical payment records for the year being processed.

    If you select Then
    Process level Payroll creates W-2s for a process level. If you leave this field blank, you MUST select a process level.
    1 = RE Company Payroll creates W-2s for the company as a reporting entity. If you select 1, you MUST leave the Process Level and RE Process Level fields blank.
    2 = RE Process Level Payroll creates W-2s for the selected reporting entity. If you select 2, you MUST also select a reporting entity in the RE Process Level field.
    3 = RE All Payroll creates W-2s for all reporting entities in the company. If you select 3, you MUST leave the Process Level and RE Process Level fields blank.
  4. Specify the reporting year in the Payroll Year field.
  5. On the Options tab, select whether to use the parameters you defined on Year End Parameters (PR27.1) in the PR27.1 Parameters field.
  6. Also on the Options tab, the balancing quarter should be blank when creating the EFW2 file.
  7. Define submitter information on the Submitter tab.

    The regulatory address option in Company (HR00.1) is referenced by EFW2 File Creation (PR299) for the location addresses and delivery addresses in RA, RE, RW, and RS records of the EFW2 file.

  8. Define the company on the Notify tab that you want the SSA to notify if the EFW2 cannot be processed.
  9. Define the person on the Contact tab that you want the SSA to contact if the EFW2 cannot be processed.
  10. Optional. Define the option in the Locals tab to specify how the EFW2 Code RS records are created.

    When you select Specified State or Specified Locals, a state code is required in the Locals for State field. When you select Specified Locals only, only files for the specified locals are created.

    Specify this information:

    Locals only

    Specify how you want to create the EFW2 Code RS record, including the options in Tax Authority Year-End Parameters (PR27.2).

    Select No if you do not want to create the Code RS record.

    Select Specified State to create the Code RS record for a state that you will specify. If you select this option, you must specify a state in Locals for State field.

    Select Specified Locals to create the Code RS record for a local that you will specify. If you select this option, you must specify values in the Locals for State field and Specified Locals field.
    Locals for State Specify the state that you want to create the Code RS record for.
    Specified Locals Specify the locals that you want to create the Code RS record for.
    Note: If you selected the Locals Only option in the Locals tab, the local file is created in the same location as the EFW2 file. The name of the local file is defined on the data item local file name from the Tax Authority Year-End Parameters (PR27.2) record Topic WL.
  11. Run the report. PR299 creates the EFW2 file, the EFW2512, and PR299.CSV file in this location (unless overridden in the Path Override field):
    Note: If you select File Delimiter option 2 (EFW2512), then the EFW2512 file is created in the same location.
    If the machine is And you are on version The file is
    UNIX 9.X and above

    $LAWDIR/print/user/jobname/stepnbr /efw2

    $LAWDIR/print/user/jobname/stepnbr /efw2512
    System i 9.X and above

    PR299MRF

    PR299MR5
  12. Review the file for errors.
  13. Correct any errors.