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.

You must have at least one of these local college managed security roles:

  • ZC Payroll Data Maintenance
  • ZZ Payroll Data Maintenance
  • ZZ Payroll Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

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:  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.
  4. The Error Listing page displays.
  5. From the Error Listing Report tab, select the Run button.
  6. The Process Scheduler Request page displays.
  7. Select the OK button.
  8. The Error Listing page displays.
  9. Make note of the Process Instance number.
  10. Select the Process Monitor link.
  11. The Process Monitor page displays.
  12. From the Process List tab, select the Refresh button periodically until the Run Status goes to “Success” and the Distribution Status is “Posted”.
  13. Select the Details link.
  14. Select the View Log/Trace Link.
  15. Select the tax900_XXXXXX.PDF (The X’s represent the Process Instance number) link.
  16. Review and correct errors where necessary.
  17. The process to run the Error Listing Report is now complete.

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)

You must have at least one of these local college managed security roles:

  • <there are no college-grantable roles>

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  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.
  4. The Update Year End Reporting Info page displays.
  5. Select the Update Existing Tax Data option.
  6. Enter the applicable Retirement Plan deduction codes.
  7. If applicable, enter the Third Party Sick Earnings codes.
  8. Select the Run button.
  9. The Update Year End Reporting Info page displays.
  10. Select the Run button.
  11. The Process Scheduler Request page displays.
  12. Select the OK button.
  13. The Update Year End Reporting Info page displays.
  14. Make note of the Process Instance number.
  15. Select the Process Monitor link.
  16. The Process Monitor page displays.
  17. From the Process List tab, select the Refresh button until the Run Status goes to “Success” and the Distribution Status is “Posted”.
  18. Select the Details link.
  19. Select the View Log/Trace Link.
  20. Select the tax504_XXXXXX.PDF (The X’s represent the Process Instance number) link.
  21. Review and correct errors where necessary.

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)

You must have at least one of these local college managed security roles:

  • <there are no college-grantable roles>

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  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.
  4. The Load Year End Data page displays.
  5. Select the YE Data Record Load tab.
  6. Select the appropriate processing type.
  7. Select the Run button.
  8. The Process Scheduler Request page displays.
  9. Select the OK button.
  10. The Load Year End Data page displays.
  11. Make note of the Process Instance number.
  12. Select the Process Monitor link.
  13. The Process Monitor page displays.
  14. From the Process List tab, select the Refresh button until the Run Status goes to “Success” and the Distribution Status is “Posted”.
  15. Select the Details link.
  16. Select the View Log/Trace Link.
  17. Select the tax910LD_XXXXXX.PDF (The X’s represent the Process Instance number) link.
  18. Review and correct errors where necessary.

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)

You must have at least one of these local college managed security roles:

  • ZC Payroll Data Maintenance
  • ZZ Payroll Data Maintenance

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: 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.
  4. The Year End Record Error Report page displays.
  5. Select the “Update Status to VOID if Error” option if applicable.
  6. Select the Processing Option desired for Employees.
  7. Select the Processing Option desired for W-2 Reporting Companies.
  8. Select the Run button.
  9. The Process Scheduler Request page displays.
  10. Select the OK button.
  11. The Year End Record Error Report page displays.
  12. Make note of the Process Instance number.
  13. Select the Process Monitor link.
  14. The Process Monitor page displays.
  15. From the Process List tab, select the Refresh button until the Run Status goes to “Success” and the Distribution Status is “Posted”.
  16. Select the Details link.
  17. Select the View Log/Trace Link.
  18. Select the tax910ER_XXXXXX.PDF (The X’s represent the Process Instance number) link.
  19. Review and correct errors where necessary.

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

You must have at least one of these local college managed security roles:

  • ZC Payroll Data Maintenance
  • ZZ Payroll Data Maintenance
  • ZZ Payroll Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: 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.
  4. The Review/Update Year End Data page displays.
  5. Review data.

The process to review/update year end data is now complete.

 

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