Printing and Distributing Paper W-2s - Payroll Management

Printing and Distributing Paper W-2s

The Wage and Tax Statement (Form W-2) is used by employers to report taxable and non-taxable income information of individual employees to the IRS and State governments. Oracle Payroll allows you to print single W-2s or a range of W-2s that you define. Sort options give you further flexibility in W-2 distribution.Paper W-2s are supported for printing in accordance with the Evergreen 5218 pre-printed laser form (envelope #5151-1).

Note: The unique control number printed on each form is the Assignment Action ID archived by the Year End Pre-Process. You run the Employee W-2 Report from the Submit Requests window.

Note: Prior to running the Employee W-2 Report you must have completed the Year End Pre-Process for all GRE’s in your enterprise.

Selection Options for Paper W-2s

Oracle Payroll allows you to enter selection criteria for generating paper W-2s. This option is useful in instances where an employee has lost his W-2 and needs a new copy.

Oracle Payroll requires you to select W-2’s by the following criteria:

  • Reporting Year
  • Government Reporting Entity

Additionally, you can choose one item from the List of Values to further restrict your paper W-2 report:

  • Restrict by
    1. Organization: from archived data.
    2. Location: from archived data.
    3. Employee Name (last, middle, first): from archived data.
    4. Social Security Number: from archived data.

    Note: Selecting from the List of Values enables the corresponding field.

  • State

    Note: if you select a state in this field, W-2s for all employees that have taxable wages in that state will be printed. If anemployee has taxable wages in an additional state, all W-2s for that employee will be printed.

  • Assignment Set (optional)

Sort Options for Paper W-2s

Oracle Payroll allows you to sort W-2s by one or more of the following options:

  • Organization Name: from archived data.
  • Location: from archived data.
  • Employee Name: (last, middle, first): from archived data. (Note: this is the default selection)
  • Social Security Number: from archived data.
  • Termination Reason: from archived data.
  • Zip Code: use the Zip Code of the employee’s primary address as of the session date (or as of termination date for terminated employees).

Selecting Sort Options for Paper W-2 Reporting

You have the option of selecting sort criteria for Paper W-2 distribution purposes. You select and sort paper W-2s from the Submit Requests window. The Sort Options are hierarchical in nature. For instance, if you want to print out paper W-2s by Zip Code, and Employee Name you enter ZipCode into the Sort Option One field, and Employee Name into the Sort Option Two field.

The sort options are nested. Using the previous example, if you change Sort Option One from Zip Code to Organization, Sort Option Two,(Employee Name), is automatically cleared. If you still want to sort by Employee Name, you must re-enter it into the Sort Option Two field.

Generating Paper W-2s for Individual Employees

You may be required to generate a Paper W-2 for an individual employee at any time. Using the Selection Criterion field in the Parameters Window you can generate a single W-2 by selecting Employee Name or Social Security Number. You can also specify an Assignment Set and generate Paper W-2s only for those employees in that set.

Attention: In order to assure that the W-2 will contain the correct box totals, you must run the Year End Pre-Process for the selected employee’s GRE prior to running the Paper W-2 Report.

Running Federal Form W-2 for Employees

Run this report from the Submit Request window.

To run the Employee W-2 Report:

  1. Select Employee W2 Report in the Name field. Click in the Parameters field if the Parameters window does not automatically open.
  2. In the Submit Request window, select the printer, number of copies,and style (for example, Paper W2) in the Print Options region.
  3. Note: The name of the printer style is determined by your System Administrator, and may be slightly different than the example shown here.

  4. Enter the Reporting Year and the GRE Archived by Year End Pre-Process for the W-2 report.
  5. If you want to run W-2s for an assignment set, make a selection in the Assignment Set field.
  6. Note: W-2s will only print for assignments in the selected GRE.

  7. Click in the Selection Criterion field and choose one selection criterion from the List of Values (optional).
  8. Note: This step activates the corresponding field on the Parameters window.

  9. If a value was entered in the Selection Criterion field, in the corresponding field, enter an appropriate value.
  10. Select a state in the State field, or leave this field blank to run the W-2s for all states. If you select a state in this field, W-2s for all employees that have taxable wages in that state will be printed. If an employee has taxable wages in an additional state, all W-2s for that employee will be printed.
  11. Submit the report, or alternately, select sort options for the report (see below).

To select sort options

  1. Click in the Sort Option One field and choose a sort option from the List of Values. The Sort Option Two field is now selectable.
  2. If desired, enter options in the Sort Option Two and Sort Option Three fields.
  3. Submit the report.

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