9.2 W2 Processing

Purpose: Use this document as a reference for processing Year End (W2) data in ctcLink.

Audience: ERP Production Support, Payroll Administrators.

Important:  This document includes a high-level processing guideline for creating W2 data as PeopleSoft delivers a Year End guide each year that should be reviewed as part of the Year End/Year Begin activities.

W2 Processing

Generation of the Error Listing Report is performed centrally by the ERP Support organization and each college's report section is distributed for their review of such things as Medicare and Social Security out of balance or missing job data, as an example.

Error Listing Report (TAX900)

Navigation:  NavBar > Navigator > Payroll for North America > U.S. Annual Processing > Audit and Error Reports > Error Listing

  1. The Error Listing Run Control ID search page displays.
  2. Enter an existing Run Control ID or select the Add a New Value tab to create a new Run Control ID.
  3. Select the Search or Add button.
Error Listing run control search page
  1. The Error Listing page displays.
  2. From the Error Listing Report tab, select the Run button.
  3. The Process Scheduler Request page displays.
  4. Select the OK button.
  5. The Error Listing page displays.
  6. Make note of the Process Instance number.
  7. Select the Process Monitor link.
  8. The Process Monitor page displays.
  9. From the Process List tab, select the Refresh button until the Run Status goes to “Success” and the Distribution Status is “Posted”.
  10. Select the Details link.
  11. Select the View Log/Trace Link.
  12. Select the tax900_XXXXXX.PDF (The X’s represent the Process Instance number) link.
  13. Review and correct errors where necessary.
  14. The process to run the Error Listing Report is now complete.
Error Listing Report

Note:  The current version of this report does not allow to run for a specific company.  Currently, ERP Production Support runs this report and distributes the output specific for each institution.

The update of year end reporting information is a process run centrally by the ERP Support organization and does not require colleges to review or provide updates.

Update Year End Reporting Info (TAX504)

Navigation:  NavBar > Navigator > Payroll for North America > U.S. Annual Processing > Create W-2 Data > Update Year End Reporting Info

  1. The Update Year End Reporting Info Run Control ID search page displays.
  2. Enter an existing Run Control ID or select the Add a New Value tab to create a new Run Control ID.
  3. Select the Search or Add button.
Update year end reporting info run control search page
  1. The Update Year End Reporting Info page displays.
  2. Select the Update Existing Tax Data option.
  3. Enter the applicable Retirement Plan deduction codes.
  4. If applicable, enter the Third Party Sick Earnings codes.
  5. Select the Run button.
Update Year End Reporting Info page
  1. The Update Year End Reporting Info page displays.
  2. Select the Run button.
  3. The Process Scheduler Request page displays.
  4. Select the OK button.
  5. The Update Year End Reporting Info page displays.
  6. Make note of the Process Instance number.
  7. Select the Process Monitor link.
  8. The Process Monitor page displays.
  9. From the Process List tab, select the Refresh button until the Run Status goes to “Success” and the Distribution Status is “Posted”.
  10. Select the Details link.
  11. Select the View Log/Trace Link.
  12. Select the tax504_XXXXXX.PDF (The X’s represent the Process Instance number) link.
  13. Review and correct errors where necessary.
  14. The process to run the Update Year End Reporting Info report is now complete.

Creation of W2 data and loading the data into ctcLink is performed centrally by the ERP Support organization and does not require colleges to review in advance of load.

Load Year End Data (TAX910LD)

Navigation:  NavBar > Navigator > Payroll for North America > U.S. Annual Processing > Create W-2 Data > Load Year End Data

  1. The Load Year End Data Run Control ID search page displays.
  2. Enter an existing Run Control ID or select the Add a New Value tab to create a new Run Control ID.
  3. Select the Search or Add button.
Load year end date run control ID search page
  1. The Load Year End Data page displays.
  2. Select the YE Data Record Load tab.
  3. Select the appropriate processing type.
  4. Select the Run button.
YE Data Record Load tab
  1. The Process Scheduler Request page displays.
  2. Select the OK button.
  3. The Load Year End Data page displays.
  4. Make note of the Process Instance number.
  5. Select the Process Monitor link.
  6. The Process Monitor page displays.
  7. From the Process List tab, select the Refresh button until the Run Status goes to “Success” and the Distribution Status is “Posted”.
  8. Select the Details link.
  9. Select the View Log/Trace Link.
  10. Select the tax910LD_XXXXXX.PDF (The X’s represent the Process Instance number) link.
  11. Review and correct errors where necessary.
  12. The process to run the Load Year End Date is now complete.

Generation of the Year End Record Error Report is performed centrally by the ERP Support organization and each college's report section is distributed for their review.

Year End Record Error Report (TAX910ER)

Navigation: NavBar > Navigator > Payroll for North America > U.S. Annual Processing > Audit and Error Reports > Year End Record Error

  1. The Year End Record Error Run Control ID search page displays.
  2. Enter an existing Run Control ID or select the Add a New Value tab to create a new Run Control ID.
  3. Select the Search or Add button.
year end record error run control ID search page
  1. The Year End Record Error Report page displays.
  2. Select the “Update Status to VOID if Error” option if applicable.
  3. Select the Processing Option desired for Employees.
  4. Select the Processing Option desired for W-2 Reporting Companies.
  5. Select the Run button.
Year End Record Error Report page
  1. The Process Scheduler Request page displays.
  2. Select the OK button.
  3. The Year End Record Error Report page displays.
  4. Make note of the Process Instance number.
  5. Select the Process Monitor link.
  6. The Process Monitor page displays.
  7. From the Process List tab, select the Refresh button until the Run Status goes to “Success” and the Distribution Status is “Posted”.
  8. Select the Details link.
  9. Select the View Log/Trace Link.
  10. Select the tax910ER_XXXXXX.PDF (The X’s represent the Process Instance number) link.
  11. Review and correct errors where necessary.
  12. The process to run the Year End Record Error Report is now complete.

Colleges will need to review the error reports provided and complete the steps below to update employee data prior to finalization (online access or printing) of W2s for employees, enabling colleges to void unnecessary W2s.

Review/Update Year End Data

Navigation: NavBar > Navigator > Payroll for North America > U.S. Annual Processing > Create W-2 Data > Review/Update Year End Data

  1. The Review/Update Year End Data search page displays.
  2. Enter the desired search data.
  3. Select the Search button.
Review/Update Year End Data
  1. The Review/Update Year End Data page displays.
  2. Review data.
  1. The process to review/update year end data is now complete.
  2. End of procedures.

0 Comments

Add your comment

E-Mail me when someone replies to this comment