You preview W-2s before printing by using the W2 Register Report. Through the W2 Register request set, you view the amounts reported in each box of the Form W-2 for all employees in a particular GRE for a given year. You can also view the amounts for a particular assignment set (but not a dynamic assignment set). The W2 Register report shows totals by W-2 box number (1 through 20). Using sort options, you can customize this report to further display withholding totals for employees, organizations, and locations.
You use the W2 Register report to verify your W-2 box totals prior to running your W-2s. The totals generated by this report balance to the GRE Totals report, the Year-to-Date values on the Tax Remittance Report, and the .a01 report created when you run the process.
Before you run the W2 Register Report, review the setting of the HR:Allow invalid PSD codes on W-2(Y/N) profile option. Oracle US Payroll enables you to determine whether employees with invalid PSD codes are to be reported in the W2 Exception Register or receive a W-2 with a potentially invalid or incorrect TCD code in Box 20. The setting for the HR:Allow invalid PSD codes on W-2(Y/N) profile option determines whether or not an employee is reported in the Employee W-2 PDF, W2 Register reports or the W2 Exception Register.
For more information, see:
Attention: To report Federal wages in the State Wages Box on W-2 for NY state, the business group level option 'W2 State wages match Fed(NY)' (navigation: Business Group > Others> State Tax Rules) must be set to Yes. Note that this option is set to Yes as a default for all business groups. This setting displays federal wages only for the NY state on the W2. Customers can still update the flag value back to 'No' if NY state rules any legislative change.
You can organize the W2 Register report according to user-defined criteria or sort options. Oracle Payroll does not require that you use sort options to generate your W2 Register report, but they are the best way to customize the report to your specific needs. You sort reports by any three of the following options:
Employee Name
Location
Organization
Social Security Number
Note: You cannot choose to sort by Social Security Number and then Employee Name. If you select Social Security Number as a sort option, Employee Name does not appear in the List of Values for the remaining sort options.
When printed, the W2 Register report inserts a page break between each selected sort option, with the exception of Employee Name or Social Security Number.
For Example, if you choose Organization, Location, and Employee Name as sort options, the report contains a page break every time the Organization or the Location changes. The report does not have page breaks between the individual employees.
The report then lists the following information:
Total Employees Successfully Processed
Total Employees who will receive a printed a W-2
Total Employees with zero or negative wages (box 1)
Total Employees Errored in Year End Pre-Process
Total Employees Marked for Retry of Year End Pre-Process
The following parameters exist for the W2 Register report:
| Reporting Year (required) | Four-digit calendar year. |
| Government Reporting Entity (required) | GREs that you archived using the Year End Pre-Process for the specified Reporting Year appear in the list. GREs for retirees do not appear. |
| State | Select the state code to show only the employees in a particular state |
| Locality | Select the locality code to show only the employees in a particular locality. You must first select the correct state. |
| Totals Only (required) | Select Yes to show only the W-2 box totals for all selected employees in the report. The report does not include Individual employees. Select No to show W-2 box totals in the report for selected individual employees, as well as the totals for these employees. |
| Assignment Set (optional) | Select an assignment set to generate a report for only those employees.
Note: This report does not support dynamic assignment sets. |
| Sort Options (optional) | Use the three fields for sort options to sort your report results. You cannot select Sort Options if you have set the Totals Only parameter to Yes. If you do not select any sort options, the report uses Employee Name as the default. |
The W2 Register report prints according to the parameters that you select in landscape format to fit on 8.5" x 11" paper.
The values for boxes 1 through 6 of form W-2 always print on the report. The values for all other W-2 boxes appear on the report only if they are non-zero values.