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February 2015
Oracle Fusion Human Capital Management for the United States: End-of-Year Processing Guide
Copyright 2011-2014, Oracle and/or its affiliates. All rights reserved.
Author: John Lawson
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Table of Contents
Introduction ................................................................................................................................................ 11
End-of-Year Processing for the US: Overview ........................................................................................ 11
Form W-2 Configuration ............................................................................................................................. 14
Form W-2 Configuration: Critical Choices .............................................................................................. 14
Federal and State Registrations .......................................................................................................... 14
Tax Reporting Units ............................................................................................................................. 15
Custom Employee Roles...................................................................................................................... 16
Balance Feeds for W-2 Boxes .............................................................................................................. 16
W-2 Box 14 .......................................................................................................................................... 17
W-2 Document Delivery Preferences ................................................................................................. 18
Document Delivery Preferences: Explained ........................................................................................... 20
Online Delivery Consent...................................................................................................................... 20
Overriding Default Preferences .......................................................................................................... 21
Person Level Overrides ....................................................................................................................... 21
Calculation Card Configuration ................................................................................................................... 21
Form W-2 Calculation Card Configuration: Critical Choices ................................................................... 21
Employee Withholding Certificate ...................................................................................................... 21
Reporting Information ........................................................................................................................ 22
Form W-2 Box 13 Retirement Plan Eligibility: Critical Choices ............................................................... 22
Defined Benefit Plan ........................................................................................................................... 23
Defined Contribution Plan .................................................................................................................. 23
Third-Party Tax Filing Interface Configuration ............................................................................................ 24
Tax-Filing Setup for US ADP Transporter: Critical Choices ..................................................................... 24
3
ADP Configuration............................................................................................................................... 24
Organizations and Locations ............................................................................................................... 24
Balance Management ......................................................................................................................... 25
Reporting Information Card ................................................................................................................ 25
Optional Configuration ....................................................................................................................... 27
Quarter-End Processing .............................................................................................................................. 29
Quarter-End Processing for the US: Explained ...................................................................................... 29
Quarterly Tax Reports ......................................................................................................................... 29
Quarter-to-Date Archive ..................................................................................................................... 30
Oracle Fusion Third-Party Tax Filing Interface .................................................................................... 30
Other Quarterly Reports ..................................................................................................................... 30
Year-End Archive ......................................................................................................................................... 31
Archiving Year-End Data for the US: Explained....................................................................................... 31
How do I archive changes I made to my payroll relationship? ............................................................... 31
End-of-Year Archive Validation for the US: Explained ............................................................................ 32
Year-End Tax and Wage Reports................................................................................................................. 32
End-of-Year Tax and Wage Reports for the US: Explained ..................................................................... 32
EFW2 File............................................................................................................................................. 32
EFW2c File ........................................................................................................................................... 32
W-2 Employee Report ......................................................................................................................... 33
W-2c Employee Report ....................................................................................................................... 33
Third-Party Tax Filing: Explained ............................................................................................................. 33
Quarterly Reporting ............................................................................................................................ 34
Monthly Reporting .............................................................................................................................. 34
Periodic Reporting .............................................................................................................................. 34
Change Record
Date
09/24/14
09/29/14
Version
1.1
1.2
10/14/14
1.3
10/21/14
1.4
10/28/14
1.5
11/03/14
02/02/15
1.6
1.7
Description
Initial draft
Incorporated first round of internal review edits.
Incorporated first round of external review edits.
Reorganized topic order.
Added documentation:
Prearchival reporting
Updated:
W-2c reporting
Review comments
Updates made:
Box 11 balances
10
Introduction
End-of-Year Processing for the US: Overview
Oracle Fusion Human Capital Management for the United States provides a complete solution for endof-year processing. This consists of multiple steps, which you must complete in the correct order. For
organizations with multiple tax reporting units (TRUs), complete each phase for all TRUs in your
organization before proceeding to the next phase.
End-of-year processing entails the following activities:
1. Configuring for end-of-year
Before beginning your end-of-year reporting, ensure you have performed the following operations:
11
It is recommended you use paper stock with the employee instructions preprinted on the backside.
However, you may elect to print the instructions yourself.
The following vendors provide paper that supports Oracle Fusion's printing format:
Vendor
Form W-2
Evergreen
12
RR Donnelley
Quarter-toDate Archive
Report
Description
State Quarterly
Wage Listing
(SQWL)
Reports an employee's
state unemployment No
information.
State Monthly
Tax Report
Federal Form
941
No
Yes
Reports an employee's
monthly state tax
information.
Yes
No
No
No
Yes
Note:
Required for Illinois
only.
Employer's quarterly
federal tax return.
No
6. Fixing any balance problems detected and rearchiving the year-end data.
7. Generating the year-end tax and wage reports:
Use the Run Third-Party Quarterly Tax Filing Extract task to submit your end-of-year data to your
third-party tax filing provider.
Note:
The Third-Party Quarterly Tax Filing Extract is not dependant on the year-end or quarter-end
archives.
Use the Run W-2 Employee Report process in Draft reporting mode to create sample Form W-2s
for report verification purposes.
Use the Run W-2 Employee Report in Final reporting mode to create your employees' W-2s. This
process creates the electronic forms published on the employees' Portrait Gallery as well as
printed forms for those employees who have opted for paper distribution.
W-2 box 14
Jurisdiction
Field Name
Description
14
Agent Identifier
Transmitter TRU
Type of Employment
File Preparer
Terminated Business
User Identification
15
Type of Employer
Alternate EIN
Description
NJ Disability Insurance
Refer to the New Jersey Disability Insurance: Explained topic for more information.
5. Click Submit.
Label
Balance
Box 12
Code D
W2 401k
16
Box 13
Box 14
PA SUI
W2 Box 14B
Form W-2 box balances that begin with "W2" are not automatically fed. You must create the feeds
using the appropriate user-defined elements you have defined.
Refer to the "Form W-2 Box Information" topic for a list of W-2 boxes and the associated balances
you must feed.
2. Define balance feeds for any W-2 box 14 and box 12 balance you want to use.
For example, use the W2 Box 14B balance in conjunction with the Box 14 lookup code.
W-2 Box 14
You can configure Box 14 of the employee W-2 to display additional state-specific or user-defined
deductions, such as:
State
Value
Box 14 Label
Alaska
AK SUI
California
CA SDI
Hawaii
HI SDI
Kentucky
BOONOC
Kentucky
BOONMH
New Jersey
DI
New Jersey
Unemployment Insurance,
Workforce Development
Partnership Fund, Supplemental
Workforce Fund
UI/WF/SWF
New Jersey
DI P.P #
New York
NY SDI
Pennsylvania
PA LST
Rhode Island
RI SDI
18
Note:
These delivery settings also apply to Form W-2c.
W-2 print selection is specified through the following methods:
Organization-level overrides
Description
Delivery Method
19
Use the Manage Document Types task to specify print overrides for specific payroll statutory units,
departments, or locations.
Employee Print Elections
If the employer allows their employees to specify their own print options, they can do so through the
Portrait Gallery.
In the Personal Information page, the Documentation section provides options for online and paper
preferences.
Note:
These delivery settings apply to Form W-2 and Form W-2c.
Refer to the IRS Publication 15-A (Employer's Supplemental Tax Guide, page 3 and 4) for further details.
Document Delivery Preferences Report
To view all overrides made to W-2 delivery settings, click View Document Delivery Preference Report.
The View Document Delivery Preferences Report page provides information on all overrides set at the
organization and person levels.
20
Method is automatically selected as Paper and the option is disabled for edit; the option is automatically
deselected (while still disabled) when you set back Initial Consent Granted to No.
Reporting Information
Field Name
Notes
Statutory
Employee
21
Reporting Information
The Reporting Information card provides additional information for employee-level state and federal
reporting.
The Federal calculation component is provided by default when you create the card. Under the
Reporting Information calculation component details, you may need to set the following field:
Field Name
Notes
Eligible for
Retirement Plan
Any of the following balances have a value greater than zero for the employee:
W2 401k
W2 403b
W2 408k
W2 501c
W2 Pension Plan
W2 Roth 401k
W2 Roth 403b
In most cases, Oracle Fusion accurately determines plan eligibility for Box 13. However, in some cases,
the employer must manually select the Eligible for Retirement Plan box on the employee's Reporting
Information card to enforce proper eligibility reporting. Refer to the subsections below for details.
22
Either the employee or the employer has contributed funds to the plan during the current tax year.
Note:
This applies to contributions made for current tax year only. Contributions made during previous
years are not considered, even if the employee's account value grows due to gains in the
investments.
Refer to the following table for instructions on when the employer must manually enforce eligibility
through the employee's Reporting Information card:
Employee Eligible for
Contribution Plan
Employee
Contributes in
This Tax Year
Employer
Contributes in
This Tax Year
W-2 Box 13
Retirement
Plan
Yes
No
No
Unchecked
No
Yes
Yes
No
Checked
No
Yes
No
Yes
Checked
Yes
Tip:
In cases where there are multiple eligible employees not contributing, but the employer is contributing,
it may be difficult and time consuming to update the Reporting Information card for every employee.
Instead, if you are not already using the W2 Pension Plan balance, feed your employer match element to
23
the balance. This results in the automatic selection of the W-2 Box 13 Retirement Plan box, and no
Reporting Information card configuration is required.
ADP Configuration
Balance Management
Optional Configuration
ADP Configuration
Prior to running your first extract, if you are a new user to ADP Transporter, you must establish a feed
with ADP prior to any attempt to extract.
They are considered companies by ADP. The extract output file can include multiple batches,
each representing a TRU.
For each TRU, use the Manage Legal Reporting Unit Registrations to define the United States
Federal Tax jurisdiction. (Periodic reporting only)
24
Enter the employer client ID number provided by ADP into the Fusion system:
1. Start the Manage Legal Reporting Unit HCM task.
2. Enter the employer client ID in the Client Identifier field in the Third-Party Interfaces context at
the Federal level.
This ID cannot be more than 14 characters long.
For California, you must provide the employees' Wage Plan Code.
o
At the payroll statutory unit (PSU) level, use the Manage Legal Entity HCM Information task.
At the TRU level, use the Manage Legal Reporting Unit HCM Information task. Enter the value in
the Wage Plan Code field at the Regional level.
The value you enter at TRU level overrides the value for the PSU. Both can be overridden for
individual employees on the reporting card.
For New Jersey, you must indicate your family leave insurance plan and disability plan types, and if
you are opting for private plans, provide the plan numbers. Use the Manage Legal Reporting Unit
HCM Information task to specify these values at the Regional level. If private plans are used, the
plan numbers are displayed on the employee W-2.
Balance Management
When setting up balances, consider the following:
When defining and managing balances, you must establish feeds for any balance you want to pass
on the file.
For a list of W-2 balances required for end-of-year reporting, refer to the Form W-2 Box Information
reference topic.
In addition to the W-2 balances, the following non-W-2 balances can also be passed on the file:
o
Employer-Subsidized Meals
Qualified Transportation
The Reporting Information calculation component is provided by default when you create the card.
Under the Third-Party Interfaces calculation component details, ADP users must ensure the following
values are set:
Field Name
Notes
ADP Special
Processing
Required
Provides additional data for sort options G and E in the ADP client maintenance
system.
The Reporting Information calculation component is provided by default when you create the card.
Under the Reporting Information calculation component details, you must ensure the following values
are set:
Field Name
Notes
Eligible for
Retirement Plan
Use this field to identify employees eligible for an employer sponsored defined
benefit or contribution plan (such as 401 (k), Roth 401 (k), or traditional
pension plan).
Family Member
with Majority
Interest
26
Probationary Code
For each state where the person is employed, create a Regional calculation component with the proper
state association. Under the Reporting Information calculation component details, you must set the
appropriate fields for these states:
State
Field Name
Notes
Alaska
Geographic Code
Alaska
Occupational
Code
Seasonal Code
Health Care
Status
California
Maine, North
Carolina
Vermont
Optional Configuration
The following settings may be necessary, depending on your individual reporting requirements:
You can configure Box 14 of the employee W-2 to display state-specific deductions, such as:
o
27
Value
Box 14 Label
Alaska
AK SUI
California
CA SDI
Hawaii
HI SDI
Kentucky
BOONOC
Kentucky
BOONMH
New Jersey
DI
New Jersey
Unemployment Insurance,
Workforce Development
Partnership Fund,
Supplemental Workforce Fund
UI/WF/SWF
New Jersey
DI P.P #
28
New York
NY SDI
Pennsylvania
PA LST
Rhode Island
RI SDI
Depending on the transmission method you have chosen, you may have to change the name of the
output file prior to transmission to ADP. Refer to your ADP documentation for instructions and
guidelines.
Quarter-End Processing
Quarter-End Processing for the US: Explained
Quarter-end processing consists of the archival of data and the generation and submission of statutory
reports. When run during the fourth quarter, you may include them as part of your end-of-year
processing.
Elements of quarter-end processing are:
Quarter-to-Date Archive
Name
Description
State Quarterly
Wage Listing
(SQWL)
Reports an employee's
state unemployment
information.
Quarter-toDate Archive
No
No
Yes
29
State Monthly
Tax Report
Reports an employee's
monthly state tax
information.
Yes
No
No
No
Yes
Note:
Required for Illinois only.
Federal Form
941
Employer's quarterly
federal tax return.
No
Quarter-to-Date Archive
The Quarter-to-Date Archive is a payroll process that archives employee, employer, and tax data for a
quarterly tax period. Based on the selected payroll statutory unit or tax reporting unit, it captures data
for the following payroll actions:
R (Run)
Q (QuickPay)
B (Balance adjustment)
I (Balance initialization)
V (Reversal)
The Quarter-to-Date Archive uses the US State Quarter-to-Date Archive extract definition to gather this
information. Once completed, you can generate your reports from the Regulatory and Tax Reporting
work area.
Name
Description
Provides information on total amounts paid for the various levels of your
Statutory Deduction
organization for each payroll period. Used for payroll verification, validation, and
Register Report
auditing purposes.
Gross-to-Net
Summary
Provides totals for the results calculated from payroll runs and payroll reversals
by elements of pay.
Run after each payroll run or, at the minimum, on a quarterly basis.
Year-End Archive
Archiving Year-End Data for the US: Explained
For the purposes of reporting taxes and wages to the federal, state, and local governments, Oracle
Fusion Human Capital Management for the United States provides the Archive End-of-Year Payroll
Results process. This process captures all employee balances for a given year and tax reporting unit
(TRU) and archives them for year-end reporting.
Note:
When using the Third-Party Tax Filing Interface to submit your year-end data for reporting, you do not
need to run the quarter-end or year-end archive. The interface is not dependent on archived data.
The year-end data archival process consists of:
1. Running the Archive End-of-Year Payroll Results process.
2. Validating the archived data.
Once you have validated your data, you can run the W-2 Employee Report task to generate the
employee Form W-2s.
31
Description
Employee details
Employee exceptions
Depending upon the output of this report, you may have to make adjustments to various balances.
EFW2 File
This is the file all employers submit electronically to the Social Security Administration (SSA), state,
county, and city authorities.
To report the W-2 information to the SSA, employers must use the Oracle Fusion Third-Party Quarterly
Tax Filing Extract. This extract generates and submits the tax information to a third-party reporting
provider, such as ADP, and they forward it to the proper tax authorities.
EFW2c File
This is the file submitted to the SSA if changes or corrections were made subsequent to the submission
of employee tax information to the SSA or third-party tax filing provider. It includes details on the
changes made to a previously reported W-2 or W-2c.
To report the W-2c information to the SSA, employers must run the Oracle Fusion Third-Party Quarterly
Tax Filing Extract. This extract generates an updated tax information file suitable for submission to a
32
third-party reporting provider, such as ADP, and they will determine what changes were made and file
the proper amended tax returns.
Quarterly
Monthly
Periodic
All tasks are run from the Regulatory and Tax Reporting work area.
33
Quarterly Reporting
This extract uses payroll data to file quarter-end and year-end returns and, optionally, to print employee
W-2s. Use the Run Third-Party Quarterly Tax Filing Extract task to extract the payroll data to an output
file. This task includes employees with any action for the entire year, so year-to-date balances are
always included, even if no transaction occurred in the quarter being reported.
Monthly Reporting
This extract uses payroll data to file monthly state unemployment wages and taxes. Use the Run ThirdParty Monthly Tax Filing Extract task to extract the payroll data to an output file.
Currently, Illinois is the only state requiring this reporting.
Periodic Reporting
This extract uses payroll data captured by the periodic archive process to report tax liabilities on an asneeded basis.
To run the periodic archive:
1. Use the Run Third-Party Periodic Tax Filing Extract task to extract the payroll data to an output file.
2. When selecting data for extract, use overlapping dates to ensure all appropriate payroll data is
captured.
Note:
The periodic extract file does not pass any year-to-date withheld amounts, so employers in Missouri
must apply for their tax credit directly from the Missouri tax authority.
Quarterly
Monthly
Periodic
Note:
The Fusion application must be properly configured for tax interface reporting prior to running any
extract. Refer to Tax-Filing Setup for US ADP Transporter: Critical Choices, above.
34
Field Name
Description
Extract Tax Quarter The quarter you wish to report upon. Enter 3 for the third quarter.
35
Month
Year
Description
5. Submit the process. Upon successful completion, two output files are created: the tax file and an
audit report.
6. Review the Audit report for totals sent on the file.
The extract file contains columns for both male and female employees. The Periodic extract does
not use the Male count, and values in this column are always zero. The Female column represents
the total count of all employees.
36
37
You haven't generated the Form W-2 by running the Run W-2 Employee Report process
Your third-party tax-filing vendor's deadline for accepting 4th quarter tax files has not yet passed
To do this:
1. Make your changes to the tax data.
2. Roll back and rerun the Archive End-of-Year Payroll Results process to capture your changes.
3. Run the W-2 Register report to review your year-end data.
4. Use the Run W-2 Employee Report process to create your employee W-2s.
38
5. If you have not already done so, use the Third-Party Quarterly Tax Filing Extract to process your tax
data and submit the 4th quarter tax file to your vendor.
If you have already submitted the file, you must resolve the tax data changes with the vendor.
Depending on the data changed and the scope of the change, options include:
In most cases, you can regenerate a 4th quarter tax file and submit to the provider. The vendor
will determine what changes were made and submit file EFW2 to the appropriate agencies.
For corrections to data that is not passed in the tax file, such as registration IDs, contact the
vendor to determine the best action.
You have successfully run the Run W-2 Employee Report process in Draft mode.
Your third-party tax-filing vendor's deadline for accepting 4th quarter tax files has not yet passed.
After reviewing these reports, if you determine that changes are necessary:
1. Make your changes to the tax data.
2. Roll back the Run W-2 Employee Report process.
3. Roll back the Archive End-of-Year Payroll Results process.
4. Rerun the archive to capture your updated data.
5. Run the W-2 Register report to review your year-end data.
6. Run the Run W-2 Employee Report process:
You have successfully run the Run W-2 Employee Report process in Draft mode.
If you feel additional checks may be necessary, run this process in Draft mode again and repeat
your review.
If you are certain the Form W-2 is ready for employee distribution, run this process in Final
mode and distribute the forms to your employees.
7. If you have not already done so, use the Third-Party Quarterly Tax Filing Extract to process your tax
data and submit the 4th quarter tax file to your vendor.
39
If you have already submitted the file, you must resolve the tax data changes with the vendor.
Depending on the data changed and the scope of the change, options include:
In most cases, you can regenerate a 4th quarter tax file and submit to the provider. The vendor
will determine what changes were made and submit file EFW2 to the appropriate agencies.
For corrections to data that is not passed in the tax file, such as registration IDs, contact the
vendor to determine the best action.
Your third-party tax-filing vendor's deadline for accepting 4th quarter tax files has not yet passed.
To do this:
1. Make your changes to the tax data.
2. Roll back the Run W-2 Employee Report process.
3. Roll back the Archive End-of-Year Payroll Results process.
4. Rerun the archive to capture your updated data.
5. Run the W-2 Register report to review your year-end data.
6. Run the Run W-2 Employee Report process.
If you feel additional checks may be necessary, run this process in Draft mode and repeat your
review.
If you are certain the Form W-2 is ready for employee distribution, run this process in Final
mode and distribute the forms to your employees.
7. If you have not already done so, use the Third-Party Quarterly Tax Filing Extract to process your tax
data and submit the 4th quarter tax file to your vendor.
If you have already submitted the file, you must resolve the tax data changes with the vendor.
Depending on the data changed and the scope of the change, options include:
In most cases, you can regenerate a 4th quarter tax file and submit to the provider. The vendor
will determine what changes were made and submit file EFW2 to the appropriate agencies.
40
For corrections to data that is not passed in the tax file, such as registration IDs, contact the
vendor to determine the best action.
In most cases, the employer must rerun the 4th quarter tax file and submit to the third-party
provider. The vendor will determine what changes were made and submit file EFW2c to the
appropriate agencies.
In cases where only one employee is impacted, an amendment may be possible. Contact the
vendor to determine the best action.
For corrections to data that is not passed in the tax file, such as registration IDs, contact the
vendor to determine the best action.
Form W-2 Displays Employee Name and Social Security Number Display as Blanks
If you have issued W-2s to the Social Security Administration (SSA) where one or more employee names
or Social Security Numbers are blank or missing, you must contact the SSA for instructions on resolution.
Do not use Form W-2c for this kind of correction.
Issue a Form W-2c to the employee that shows the correct address in box i and all other correct
information.
Reissue the Form W-2 with the incorrect address to the employee in an envelope showing the
correct address or otherwise deliver it to the employee.
Data Entered
Box c
Previously Reported
42
Correct Information
Data Entered
Box c
Previously Reported
Correct Information
Data Entered
Box b
Previously Reported
Correct Information
Data Entered
Box b
43
Previously Reported
Correct Information
Form W-2c
44
In most cases, you can regenerate a 4th quarter tax file and submit to the provider. The vendor
will determine what changes were made and submit file EFW2 to the appropriate agencies.
For corrections to data that is not passed in the tax file, such as registration IDs, contact the
vendor to determine the best action.
Form W-2
Year-Begin Preparation
Begin-of-Year Processing for the US: Explained
Your begin-of-year preparations involve the follow tasks:
45
46
47
Select Yes.
Select No when the exemption is revoked.
48
Prerequisites
Ensure you have properly configured the federal and state registrations through the Manage Legal
Reporting Unit Registrations task.
Ensure you have used the Manage Legal Reporting Unit HCM Information task to properly configure the
W-2 information for each of your TRUs.
Ensure you have used the Manage Balance Definitions task to configure the balance feeds for your W-2
boxes.
Ensure you have properly configured your employees' Employee Withholding Certificate and Reporting
Information cards through the Manage Calculation Cards task.
Ensure you have provided the following values for each employee:
Full name
49
Process Parameters
Payroll Flow
Payroll statutory unit (PSU) you are archiving. The process archives the year-end data of employees
belonging to this PSU only.
Tax Reporting Unit
TRU you are archiving. The process archives the year-end data of employees belonging to this TRU only.
This is an optional field.
Process Start Date
Archive Results
This process archives data for each payroll relationship in the selected PSU or TRU.
50
Post-Archive Operations
View Archive Results
Captures data for employees whom had been excluded from a previous archive. This process does not
rearchive data that has been archived by a previous run.
If you wish to rearchive all data, you must first roll back the archive.
Process Retry
Archives changed, new, or otherwise unarchived data for the selected employees.
Process Rollback
There are instances where rerun or retry is not possible, such as if you ran the Archive End-of-Year
Payroll Results process before all payroll processes had completed. In these cases, the data in the
archive is not valid. To resolve you must perform a rollback operation.
When you roll back the Archive End-of-Year Payroll Results process, all archived data is removed from
the Oracle Fusion database. Rolling back and re-running the Archive End-of-Year Payroll Results process
reruns the process and recreates the archive completely.
Use the Roll Back Process from the Payroll Checklists work area.
51
Data Locks
The archived data is locked by processes you run subsequently, such as the Run W-2 Employee Report.
Once locked, that data cannot be changed through either retry or rollback of the archive, without first
rolling back the locking processes.
Note:
Take care when rolling back the locking processes. If the W-2 has already been distributed to the
employee or the electronic files submitted to the government authorities, additional steps are
required.
R (Run)
Q (QuickPay)
B (Balance Adjustment)
I (Balance Initialization)
V (Reversal)
From the Regulatory and Tax Reporting work area, start the Run Quarter-to-Date Archive ESS job.
Prerequisites
For any employee's state unemployment insurance (SUI) state within the selected TRUs, the following
registrations must be defined:
Jurisdiction
Field Name
Description
52
EIN or TIN
<state> Unemployment
Insurance
Registration
Number
Use the Manage Contacts page of the Manage Legal Reporting Unit task to ensure the following fields
are populated for each TRU:
Field
Name
Description
Legal Role
Contacts are required for both the Payroll Tax Representative and Payroll Representative
legal roles.
Use the United States Multiple Worksite Reporting region of the Manage Location task to ensure the
following fields are appropriately populated for each location:
Field Name
Description
Trade Name
Worksite
Description
Include for
Reporting
Every employee designated as work-at-home must have their reporting location set on their Reporting
Information card.
Process Parameters
Quarter
Year
Select the PSU for which you want to archive the employer, employee, and tax data.
Tax Reporting Unit
Select the TRU for which you want to archive the employer, employee, and tax data. This is an optional
field.
Process Configuration Group
Provides sets of payroll action parameters. Used mainly for logging and performance. This is an optional
field.
Archive Results
This process archives the employer data for a TRU even if no employees are assigned to it. In addition,
some states require maintenance of legacy information for TRUs that had formerly employed workers.
Once archive is complete, a number of operations are available.
Post-Archive Operations
Archive Results Database Table
This archive stores the data for individual employees in the PAY_ACTION_INFORMATION table. This data
can be viewed in the Person Process Results page.
Process Rerun
Rerun the archive process whenever you need to capture any new or changed information for one or
more employees. The process does not rearchive data that has been archived by a previous run.
Process Rollback
There are instances where rerun or retry is not possible, such as if you ran the Quarter-to-Date Archive
process before all payroll processes had completed. In these cases, the data in the archive is not valid.
To resolve you must perform a rollback operation.
When you roll back the Quarter-to-Date Archive process, all archived data is removed from the Oracle
Fusion database. Rolling back and re-running the Quarter-to-Date Archive process reruns the process
and recreates the archive completely.
Use the Roll Back Process from the Payroll Checklists work area.
54
Prerequisites
You must have successfully run the Archive End-of-Year Payroll Results process.
Ensure you have specified your default W-2 print preferences through the Manage Document Types
task.
Run the W-2 Register report to identify any employees with exceptions.
Report Parameters
Payroll Flow
Tax reporting unit (TRU) of the employees you are processing. The process creates the Form W-2s for
the employees belonging to this TRU only.
Print Instructions
Whether or not the standard employee instructions are included in the output file for each W-2. The
default is No.
Based on this parameter's settings, you have the option of printing on:
Purchased paper stock with employee instructions already printed on the back
The W-2 print process includes all employees with archived data in the selected TRU. However, if you
wish to limit that list further, select an appropriate payroll relationship group.
For example, you can create a group to process all employees within a specific city or county or to
process a single employee.
Note:
You must use the Manage Object Groups task to define the payroll relationship group before you
can select it here.
This is an optional field.
Process Configuration Group
Report Output
This report produces the following output:
Employee Form W-2
56
Print File
A single master PDF file that contains all Form W2s marked for print delivery. This file is sorted by:
1. PSU
2. TRU
3. Last name, first name, and middle name
This file is formatted to print on 4up perforated
paper, with four W-2s per page, and depending on
how you set the Print Instructions parameter, may
include the standard employee instructions on a
separate page.
Note:
This process excludes any employees with
exceptions, such as negative balances or zero
gross wages. Use the W-2 Register report
identify these employees.
57
Post-Generation Operations
Reporting Mode
To ensure your employee Form W-2s include the correct information, run this process in Draft mode at
least once and review the output carefully. Once you have confirmed your forms are accurate, roll back
this process and rerun it in Final mode.
Your employee Form W-2s are not published for the Documents of Record until you run this process in
Final mode.
Viewing Form W-2
Description
Documents of Record
Note:
Custom employee roles must include the View US End of Year Tax Form privilege. This privilege is
attached to the US Employee Portrait Gallery duty role, which grants employees access to the View US
End of Year Tax Form task. Without it, employees would not be able to view their W-2 from Portrait.
Rolling Back the Process
If you have run this process in Draft mode and are ready to create the final employee copies, or if
changes to your year-end tax data are necessary subsequent to your running the final report, and you
haven't yet issued it to your employees or submitted your 4th quarter tax file to your third-party taxfiling vendor, you must roll back and rerun this process to regenerate your employee W-2s to include
the updates.
To do this:
1. Make your changes to the tax data.
2. Roll back the Run W-2 Employee Report process.
3. Roll back and rerun the Archive End-of-Year Payroll Results process to capture your updated data.
If you changes impact relatively few employees, you can instead perform a retry of the archive
against the selected people.
4. Run the Run W-2 Employee Report process.
If you feel additional checks may be necessary, run this process in Draft mode and repeat your
review.
If you are certain the Form W-2 is ready for employee distribution, run this process in Final
mode and distribute the forms to your employees.
59
Employers can define default print preferences for form W-2 through the Manage Document Types task,
with overrides set at subordinate organization levels. Employees can provide their personal print
preference overrides through their Portrait Gallery.
Prerequisites
Successful completion of the Archive End-of-Year Payroll process.
Report Parameters
Payroll Flow
Payroll statutory unit (PSU) of the employees you are processing. The process analyzes the year-end
data of employees belonging to this PSU only.
Tax Reporting Unit
Tax reporting unit (TRU) of the employees you are processing. The process analyzes the year-end data of
employees belonging to this TRU only.
This is an optional field.
Payroll Relationship Group
The W-2 Register process includes all employees with archived data in the selected PSU or TRU.
However, if you wish to limit that list further, select an appropriate payroll relationship group.
For example, you can create a group to process all employees within a specific city or county or to
process a single employee.
60
Note:
You must use the Manage Object Groups task to define the payroll relationship group before you
can select it here.
This is an optional field.
State
Select the state code to show only the employees in a particular state.
This is an optional field. Leaving this field blank reports on all states.
Create Employee Detail Report
Report Output
This report displays the amounts reported in each box of the W-2 for all employees in a specified PSU or
TRU for a particular reporting year. The data is organized by W-2 box number (1 through 20) and can be
displayed at the TRU level, as well as at the employee level.
The parameter selections you make when you run the W-2 Register report determine what output is
delivered. This report can produce three output files.
Employee Detail
61
Totals
PSU
TRU
Employee name
PSU
TRU
Exceptions
62
Form W-2
From the Regulatory and Tax Reporting work area, start the Run W-2c Archive ESS job.
Prerequisites
Before running the W-2c archive process, you must have already performed at least one of the following
actions:
Submitted your 4th quarter data file to your third-party tax-filing vendor, and then you subsequently
made changes to your tax data after their deadline for new submissions has passed
Submitted an EFW2 file to the SSA and then subsequently made changes to your tax data
Submitted an EFW2c file to the SSA and then subsequently made further changes to the same data
Report Parameters
Payroll Flow Name
Payroll statutory unit (PSU) you are archiving. The process archives the year-end data of employees
belonging to this PSU only.
Tax Reporting Unit
Tax reporting unit (TRU) you are archiving. The process archives the year-end data of employees
belonging to this TRU only.
This is an optional field.
Process Start Date
The W-2c archive process detects all employees with changed data. However, if you wish to limit that
list further, select an appropriate payroll relationship group.
For example, you can create a group to process all employees within a specific city or county or to
process a single employee.
64
Note:
You must use the Manage Object Groups task to define the payroll relationship group before you
can select it here.
This is an optional field.
Process Configuration Group
Archive Results
This process archives both the employees' old and new changes in the following values:
Employer EIN
Prerequisites
Must have successfully run the W-2c Archive process.
Report Parameters
Payroll Flow Name
65
Year
Tax reporting unit (TRU) you are archiving. The process archives the year-end data of employees
belonging to this TRU only.
Payroll Relationship Group
The W-2c print process detects all employees with archived data. However, if you wish to limit that list
further, select an appropriate payroll relationship group.
For example, you can create a group to process all employees within a specific city or county or to
process a single employee.
Note:
You must use the Manage Object Groups task to define the payroll relationship group before you
can select it here.
This is an optional field.
Print Instructions
Whether or not the standard employee instructions are included in the output file for each W-2c. The
default is No.
Based on this parameter's settings, you have the option of printing on:
Note:
This process performs the locking actions on the data regardless of the setting you choose here. If
you detect errors in your draft report, you must roll back this process before correcting the data and
regenerating the report.
Report Output
This report produces the following output:
Report
Description
Form W-2c suitable for issuing to employees.
Employee
W-2c
The individual employee forms are stored as PDF files in the Documents of Records and are
viewable through the employees' Portrait Gallery.
A single master PDF file that contains all Form W-2cs marked for print delivery. This file is
sorted by:
1. Payroll statutory unit
Print File
2. TRU
3. Employee's last name, first name, and middle name
This file is formatted to print on paper, with one W-2c per page, and depending on how you
set the Print Instructions parameter, may include the standard employee instructions
printed on a separate page. Four copies of each form are created.
Post-Generation Operations
Viewing Form W-2c
Documents of Record
Employers can view each employee's W-2c as a PDF file in the Documents of Record.
67
Note:
If you generated the W-2c before this year's Form W-2's publish date, it would not be available in
the Portrait Gallery. Prior years' forms would always be visible.
Reporting Rollback
Use the roll back functionality in cases where changes are necessary after you have generated Form W2c but before you have issued it to the employee. In most cases, you must also roll back and then rerun
the W-2c Archive Process to properly capture any changes you make.
Note:
In the extremely unlikely event of an error occurring during the W-2c Employee Report process run,
roll back of W-2c Archive Process would not be necessary.
Printing
Employers can define default print preferences for form W-2c through the Manage Document Types
task, with overrides set at subordinate organization levels. Employees can provide their personal print
preference overrides through their Portrait Gallery.
Provide a benefit amount and benefit duration that equals or exceeds the state plan
69
Have eligibility requirements equal to or less restrictive than the state plan
Have coverage costs to the worker equal to or less than the cost to workers for state plan coverage
70
71
How do I select a private New Jersey Family Leave Insurance plan type?
By default, Oracle Fusion Human Capital Management for the United States assumes you are using the
state-administered Family Leave Insurance plan.
If you are implementing a state-approved private plan, you must make the following settings at the tax
reporting unit level:
1. Start the Manage Legal Reporting Unit HCM Information task.
2. In the Tax Reporting Unit tab, select New Jersey.
3. Navigate to New Jersey W-2 Reporting Rules Overrides section.
4. Select the private plan option for the Family Leave Insurance Plan Type.
5. Specify the plan number for the private plan.
6. Click Submit.
Fusion Balance
Additional Information
72
Box 2
Box Label
Fusion Balance
FIT Withheld
Additional Information
Box 3
Box Label
Fusion Balance
Additional Information
Box 4
Box Label
Fusion Balance
Additional Information
73
Box 5
Box Label
Fusion Balance
Additional Information
Box 6
Box Label
Fusion Balance
Additional Information
Box 7
Box Label
Fusion Balance
Additional Information
Box 8
Box Label
Fusion Balance
Additional Information
Allocated Tips
W2 Allocated Tips
74
Box 10
Box Label
Fusion Balance
Additional Information
W2 Dependent Care
Box 11
Box Label
Fusion Balance
Additional Information
Nonqualified Plans
W2 Nonqualified Plan or W2
Nonqualified 457
Box 12
Box Label
Fusion Balance
Additional Information
Codes
Varies
Box Label
Fusion Balance
Additional Information
Statutory Employee
N/A
Box 13
75
Certificate.
Retirement Plan
N/A
Displays a checkbox on the W2, with selection indicating
participation, depending on
the results listed in the
Additional Information
column.
W2 401k
W2 403b
W2 408k
W2 501c
W2 Pension Plan
W2 Roth 401k
W2 Roth 403b
N/A
Displays a checkbox on the W2, with selection indicating
receipt of pay, depending on
the results listed in the
Additional Information
column.
Box 14A
Box Label
Fusion Balance
Additional Information
Varies
W2 Box 14A
Box 14B
Box Label
Fusion Balance
Additional Information
Varies
W2 Box 14B
Box Label
Fusion Balance
Additional Information
Varies
W2 Box 14C
Box 14C
77
Box 14D
Box Label
Fusion Balance
Additional Information
Varies
W2 Box 14D
Box Label
Fusion Balance
Additional Information
Varies
W2 Box 14E
Fusion Balance
Additional Information
Box 14E
Box 14F
Box Label
78
Varies
W2 Box 14F
Box Label
Fusion Balance
Additional Information
Varies
W2 Box 14G
Box Label
Fusion Balance
Additional Information
Varies
W2 Box 14H
Box 14G
Box 14H
Box 14I
Box Label
Fusion Balance
Additional Information
Varies
W2 Box 14I
Box Label
Fusion Balance
Additional Information
Varies
W2 Box 14J
Box 14J
80
Box 14X
Box Label
Fusion Balance
Additional Information
Varies
W2 Box 14X
Box 14Z
Box Label
Fusion Balance
Additional Information
Varies
W2 Box 14Z
Box 15
Box Label
Fusion Balance
Additional Information
81
State
N/A
N/A
Box Label
Fusion Balance
Additional Information
FLI P.P. #
N/A
Box 16
Box 17
Box Label
Fusion Balance
Additional Information
SIT Withheld
-FLI
82
deduction amount.
Note:
New Jersey only.
Box 18
Box Label
Fusion Balance
Additional Information
Box 19
Box Label
Fusion Balance
Additional Information
County Withheld
City Withheld
School Withheld
Box 20
Box Label
Fusion Balance
Additional Information
Locality Name
US_AREA2_MEANING: County
Name
83
US_AREA3_MEANING: City
Name
US_AREA4_MEANING: School
District Name
Code
Balance
Description
W2 Uncollected Social
Security Tax Tips
W2 Uncollected Medicare
Tips
Note:
Prior to the 8.11 patch
bundle, this was named
W2 Uncollected Medical
Tips.
W2 401k
W2 403b
W2 408k
W2 457
up deductions.
W2 501c
W2 Nontax Sick
W2 Excise Parachute
W2 Expense
Reimbursement
W2 Uncollected Social
Security Group Term Life
employees.
W2 Uncollected Medicare
Group Term Life
Note:
Prior to the 8.11 patch
bundle, this was named
W2 Uncollected Medical
Group Term Life.
W2 Qualified Move
Uncollected Medicare tax on taxable cost of groupterm life insurance coverage over 50,000 USD (for
former employees).
A balance for Code N includes the amount of
uncollected Medicare tax on the value of excess groupterm life insurance coverage for former employees.
W2 Nontax Combat
W2 Medical Saving
Account
W2 408p
87
W2 Adoption
Adoption benefits.
A balance for Code T includes adoption benefits not
included in box 1.
W2 Nonqualified Stock
W2 Nonqualified Deferred
Compensation
W2 409a Nonqualified
Income
AA
W2 Roth 401k
88
BB
W2 Roth 403b
DD
W2 Health Coverage
EE
W2 Roth 457B
89
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