Running the Employee W-2c PDF Process

The Employee W-2c PDF report enables you to print employee W-2c copies in PDF format that can be printed on blank forms or paper. This can be done using the delivered W-2c template or a custom template. For steps on creating custom W-2c templates, see: Setting Up Custom BI Publisher Templates for Payroll

Using the Employee Self-Service responsibility, employees can view W-2c PDF online or print the PDF.

Prior to running the Employee W-2c PDF, you must have completed the W-2c Pre-Process for the affected employees or the Assignment Set. Running the Employee W-2c PDF report will lock the W-2c Pre-Process so employees cannot be retried until the report is rolled back. You also cannot retry the Employee W-2c PDF report. You must roll the Employee W-2c PDF report back to rerun it.

You can use the Employee W-2c PDF process to reprint W-2c forms that had been generated previously for an employee. Select the 'Reprint All W-2c' option in the Print Options parameter.

Multiple W-2c Pre-Processes and Employee W-2 PDF reports can be run for an employee In this case the second W-2c Pre-Process for that employee will lock the first Employee W-2c PDF and the second Employee W-2c PDF action will lock the second W-2c Pre-Process action. If a second W-2c Pre-Process is submitted for an employee without printing the earlier corrected W-2s, this process will not archive any data for the employee and instead a message will be generated indicating unprinted data exists for them.

arrow icon   To run the Employee W-2c PDF Process:

  1. Select Employee W-2c PDF Process in the Name field.

  2. Enter the following parameters:

    Reporting Year (required) Tax year of the W-2c Reports you are printing. This parameter defaults to the prior year. The List of Values(LOV) displays four tax years from the datetrack date. For example, if you datetrack to a date in 2012, the LOV displays 2012, 2011, 2010 and 2009. You cannot select a year prior to 2001.
    GRE Archived by Year End Pre-Process (required List of all GREs in the business group that have been archived. This list displays the GREs only if the Federal W-2 Magnetic Media process was submitted for the business group.
    Print Options (required) Defaults to only unprinted W-2cs. To print all W-2cs for the selected employee or employees, including those that were previously printed, select the Reprint All W-2c's option. Note: Selecting the Reprint All W-2cs option does not lock the W-2c Pre-Process.
    Corrected W-2c (required) Defaults to No. The first W-2c you issue, you do not print a "c" next to the W-2 in Box A. For all subsequent W-2cs for that employee, you print the "c". Choose No to not print the "c"; choose Yes to print the "c". If you are printing W-2cs where you have initial corrections as well as subsequent corrections, process the report twice so that you can choose the appropriate print instruction.
    Selection Criteria (required) Select Assignment Set, Employee Name, Location, Organization, or Social Security Number.
    Organization (optional) If you selected Organization in the Selection Criteria field, select an organization from the list of organizations in the business group.
    Location (optional) If you selected Location in the Selection Criteria field, select a location from the list of locations in the business group.
    Employee Name (optional) If you selected Employee Name in the Selection Criteria field, choose an employee from the list. The list shows those employees archived by the W-2c Pre-Process.
    Social Security Number (optional) If you selected Social Security Number in the Selection Criteria field, choose an employee's Social Security Number from the list. The list shows those SSNs archived by the W-2c Pre-Process.
    Assignment Set (optional) If you selected an assignment set, select a set from the list. Only employees in the selected GRE appear on the report. Note: This report does not support dynamic assignment sets.
    Template Group (required) Select the appropriate template from the available template group to generate the W-2c PDF. The template group contains a list of delivered or predefined templates for the current (and applicable) prior years plus any custom templates that have been created. See: Setting Up Custom BI Publisher Templates for Payroll

    Sort Options for the W-2c PDF

    You can sort W-2c PDF print jobs by one or more of the following options:

    Organization From archived data.
    Location From archived data.
    Employee Name (last, middle, first) From archived data (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).

    Generating a W-2c PDF for an Individual

    You may be required to generate a W-2c PDF for an individual employee at any time. Using the Selection Criterion field in the Parameters Window, you can generate a single W-2c by selecting the employee's name or Social Security number. You can also specify an assignment set and generate a W-2c PDF only for those employees in that set.

    W-2c PDF is not generated for an employee if the archived values are identical. When a W-2c Pre Process is submitted, new archived values will be created even if there is no difference between an employee's archived value and the live data or between the previous W-2c Pre process values and the live data. So the W-2c PDF process will not generate a W-2c PDF for an employee if there is no difference in the archived values and W-2c Pre process values. Only amounts that are entered by the customer as corrected will be reported, along with the previously reported balance.

    Additional W-2c: If a single Form W-2c does not provide enough spaces for corrections, an additional Form W-2c is produced. Additional W-2cs will be printed in the following circumstances.