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E1: 07Y: Frequently Asked Questions on U.S. Year-End W2s (Doc ID 625874.1)

Last updated on MAY 13, 2019

Applies to:

JD Edwards EnterpriseOne US Payroll - Version XE and later
Information in this document applies to any platform.

Purpose

This document provides answers to frequently asked questions on U.S. Year End W2s.

Questions and Answers

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In this Document
Purpose
Questions and Answers
 GENERAL QUESTIONS:
 Question 1:  What history tables does the W2 Workfile Build use?
 Question 2:  W2s have a box "a" in the top left corner labeled "control number". The JDE control number does not print on W2s. Is this required or can this box remain blank?
 Question 3:  Why is Tax Type K (Occupational Head Tax) for Pennsylvania not appearing on the W2?
 Question 4:  How can uncollected Social Security and Medicare (FICA) for GTL be captured for W2 purposes?
 Question 5:  Where do you enter the FICA and Medicare limits for the upcoming year?
 Question 6:  The W2 state reportable wages for New York are including all Federal wages, not just the wages earned in NY but wages earned in other states that the employee worked in during the tax year. Why is this?
 Question 7:  Why is the employees' W2 missing from the Year End Workfile Build?
 Question 8:  California employees having SDI tax; the SDI wages are not populating Box 18 on the W2. Why?
 Question 9:  Year End Workfile Build contains a data selection however when run, the results show that the data selection was ignored. Why?
 Question 10:  Is there a way to lock down the year end workbench to prevent users from accidentally submitting the wrong Year End ID by mistake?
 Question 11:  Several employees have moved from Company A to Company B. Their current Company B W2s are printing successfully however their Company A W2s are not being produced. Why?
 Question 12:  Why does the Year End workfile build contain an "A" in the status field and remain there without successfully completing?
  Question 13: Should the Year End Workfile Build run separately for each EIN or be combined and run together?
 SPECIAL HANDLING:
 Question 1:  When should the Update Special Handling Text UBE (R078304) be processed? Is it a pertinent step in the W2 Year-End Process?
 W2 BOXES:
 Question 1:  Multiple DBAs need to be setup to show in Box 14 of the W2. Why is the  description not printing for each DBA? 
 Question 2:  How are amounts added to the Tips box on the W2?
 Question 3:  Why is the retirement box not checked on the W2?
 Question 4:  When an employee has history in multiple states and 401K history, should box 12 be populated on each W2?
 Question 5:  Why are amounts missing in certain boxes on the W2? For example, Boxes 12 and 14 contain no data.
 Question 6:  The DBA is special handled to Box 12 , so why is it not appearing in Box 12 of the W2?
 Question 7:  Several DBAs are special handled to Box 14. Why are they all being summed together?
 FORMS:
 Question 1:  Is there a recommended vendor for the U.S. year-end forms?
 Question 2:  What is the associated Formtronics Form Number for the W2 UBE4-UP R07885 (non BI)?
 Question 3:  How does the system determine which address to use for Year End forms when an employee has multiple addresses in the Address Book?
 Question 4:  When an employee has an informational address in Line 4 (ADD4) of their address book why is the city/state/zip missing from their W2 address?
 Question 5:  Why is the SSN incorrect on the W-2?
 Question 6: Is the SSN masked on the W2?
 Question 7: Where is the company name pulled from if Mailing Option is used on the Year End Workbench?
 PRINTING YEAR END FORMS:
 Question 1:  Can only one W2 be printed?  
 Question 2:  Can more than one state be printed on both the 4-Part Laser form (R07885) and Pressure Seal form (R07886)? 
 Question 3:  Does JD Edwards EnterpriseOne have a recommended vendor(s) for outsourcing the printing of W2s ?
 Question 4:  Can W2s be printed in alphabetical order?
 Question 5:  When printing W2's, why does the W2 reflect the Federal ID in the State ID box?
 Question 6:  Is there an option to print or not print suffix information on the W2?
 Question 7:  Can employees print their own W2 from a self-service application?
 Question 8:  Why are employee names not printing on W2s when the Mailing Name format on the W2 workfile build is used?
 Question 9:  What is the process for printing one employee per page for W2s?
 Question 10:  Why are my Year End Forms printing in lower case?
 Question 11:  What objects do I need to map to have my Year End Form print locally?
 Question 12:  When printing W2's,the Federal ID# is printing in the State ID Number box if it is a state that has no state income tax.  Tax ID should not print.
 Question 13:  The Instructions are not printing for the R07885 BI Publisher Version. Why?
 Question 14: Why is the top half of the R07885 printing with a blank space?
 Question 15:  How to get the print date into the employee W-2 form to create W-2c?
  Question 16:  Is it possible to obtain prior year BIB template for W-2?
 AUDIT REPORTS:
 Question 1:  Why are the Year-End Audit Reports not appearing in Reports Setup on the Year-End Workbench (P07810)?
 Question 2:  What W2 report can be processed that shows the type of Year End form produced in the workfile build and a count for each type?
 Question 3:  Is data selection required for the year-end audit reports?
 Question 4:   Why is the Federal A information on the W-2 summary report R07867 show only taxable wages from one company when employee works for multiple companies?
 W3 SUMMARY:
 Question 1:  Does a W3 have to be submitted with the Federal EFW2?
 Question 2:  Why is theW3 Summary is not printing the deferred compensation total?
 THIRD PARTY SICK PAY:
 Question 1:  Why are all W2s check marked as having 3rd Party Sick Pay?
 Question 2:  How do you enter Third Party Sick Pay?
 ELECTRONIC FILING:
 Question 1:  Does the W2 print date have to be filled in before Electronic Filing is run? 
 Question 2:  How can the reported data on the Federal and State EFW2 be reviewed?  
 Question 3:  Why doesn't the R07877 (Electronic Filing Report) show all of the Corporate Tax IDs that are being processed?  
 Question 4:  Does the US Year-End process have electronic filing (EFW2) for local jurisdictions?
 Question 5:  When attempting to create the state EFW2, why is the file created in the export folder empty?
 Question 6:  Why does the Federal EFW2 table (F07865) contain previous years' information along with current year information?
 Question 7:  Why does the R8907865 end in error?
 Question 8:  On the EFW2 RA Record Position 423-437 is the Contact Phone Number. How is this number populated into that position?
 Question 9:  Why does the Pennsylvania State EFW2 RW record not contain any data?
 Question 10:  What type of information is contained in the Pennsylvania State EFW2 RS record?
 Question 11:  Philadelphia City (PAC) was entered into the State WFW2 build screen and submitted. The flat file F078691 did not contain PAC at the end of the file name. Why?
 Question 12:  Why are the processing options on the R8907865 not accessible?
 Question 13:  Why is error message generated on the F07865 for the RA record positions 274-295, missing location address?
 Question 14:  Is it required for qualified moving expenses, IRS Defined Code P, to populate on the EFW2?
 Question 15:  The record length of the Maryland State EFW2 R897869 is less than the required 512 bytes. Why?
 Question 16: Why is the Employer Contact not correct in positions 222-248 on the EFW2 RE record?
 Question 17: When submitting the F07865 to Accuwage, error: Critical Record Length Must be 512 bytes for EFW2 files. What is causing this error to occur?
 Question 18: We have an employee that also has a vendor record in the Address Book. The R07877 (W2 EFW2 Electronic Filing Report) does not display the employee on the report, but they are in the EFW2 file. How do we get the employee to appear on the report?
 W2-C:
 Question 1:  After changing the employee's name, why is the new name not appearing on the W2-C?
 Question 2: There is not an option to create a state EFW2-C file? Is that functionality available?
 Question 3: Is there a reset for W2-Cs?
 PUERTO RICO:
 Question 1: How to create 499R for employee with residence and work tax are of 47 but has timecards entered with work tax area 72
References

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