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Administrator Guide
Last Updated: 2024-09-20
FAQ: Year-End Tax Reporting (USA)

FAQ: Year-End Tax Reporting (USA)

Which address does Workday use for employees on year-end tax reporting forms?
The
Usage
 you select on the
Change Contact Information
 task for the home or work address determines the address hierarchy.
Workday uses the first address it finds for an employee in this hierarchy:
Address
Usage
Home
International Assignment
Home
Payroll Tax Form
Work
Payroll Tax Form
Home
Paycheck
Work
Paycheck
Home (Primary)
Mailing
Home
Mailing
Work (Primary)
Mailing
Work
Mailing
Home (Primary)
Work (Primary)
Business Location
The worker needs to have an International Assignment event for Workday to use their international event address.
Workday retrieves the address that's current when you create the form data or an employee accesses the data through self-service. However, the
Schedule W-2 Pre-Print
 task enables you to generate W-2 PDFS for all employees in advance. Workday displays the address on the W-2 PDF that's current for the employee when you run the task.
Example: If an employee has a work address with a usage of
Payroll Tax Form
, Workday uses that address. If not, Workday looks for the next option, which is a home address with a usage of
Paycheck
.
If the company has more than 1 address, what address does Workday use on the W-2?
Workday uses the selected primary address on the
Edit Company Contact Information
 task as the employer’s address in Box C of the W-2.
You can also use the
Payroll Tax Form
 option on the
Use For
 field in the
Address
 section on the
Edit Company Contact Information
 task. These reports and forms displays the payroll tax form address that you specify on the
Edit Company Contact Information
 task:
  • Company US Territory Year End Form Audit
  • Company US Territory Year End Form Corrections Audit
  • Company W-2 Audit
  • Company W-2C Audit
  • US Territory Year End Form Corrections Preview
  • View Third Party Sick Pay Correction Recap Form Data
  • View Third Party Sick Pay Recap Form Data
  • View US Territory Year End Form Corrections Data
  • View US Territory Year End Form Data
  • View W-2 Data
  • View W-2C Data
  • W-2C Preview
  • W-2
     PDF form
  • W-2C
     PDF form
  • W-2PR
     PDF form
  • W-2GU
     PDF form
  • W-2VI
     PDF form
How can I display the amount for an earning on an employee's W-2?
Map the earning to
Box 14 - Other
 using the
View W-2 Box Configuration
 report.
Example: You map a third-party sick pay earning to
Box 14 - Other
. Workday will display the amount paid to an employee using that earning on the employee's W-2.
Where does Workday display totals for amounts reported for employees on year-end tax reporting forms?
You can view the totals on these reports:
  • Company W-2 Audit
  • Company W-2C Audit
  • Company US Territory Year End Form Audit
  • Company US Territory Year End Form Corrections Audit
How do I file taxes for purged workers?
Manually prepare tax files and year-end reports for purged workers. To view results for multiple workers based on company and year, access the
Purged Workers with Completed Payroll Results
 report. The report won't return reversed pay results.
The name of our company changed recently. How do we print the old name on the year-end tax reporting forms?
Enter the old name on the
Company Name Override for Year End Forms
 field. Access the field on the
Edit Company Federal US Tax Reporting
 task.
How do I configure Box 13 for employees who haven't elected the company retirement plan?
When can employees access tax documents through self-service?
Tax documents become available on the date you select for the company on the relevant task:
  • Publish US Year End Tax Documents
  • Publish US Territory Year End Tax Documents
How do we unpublish year-end tax documents once employees can access them through self-service?
Access the relevant task and change the availability date for the company:
  • Publish US Year End Tax Documents
  • Publish US Territory Year End Tax Documents
Workday will remove the documents from self-service, even though employees might have already accessed their forms.
How can employees select whether to receive an electronic copy only of their W-2?
How can employees outside the U.S. view their year-end tax reporting forms?
They can select
Pay
Tax Documents
 on their worker profile.
Why does the W-2 display the worker's entire income for their New York state wage, when they lived or worked in New York state or Yonkers only part of the year?
Workday follows government guidelines for part-time New York state residents. Workday reports Federal Taxable wages (Box 1) in place of these boxes on an employee's W-2 as required:
  • New York State Taxable wages (Box 16)
  • Yonkers Local Taxable wages (Box 19)
Why doesn't the vendor's W-2 match Workday's W-2?
The employee's W-2 published by a tax filing vendor doesn't always match the Workday W-2. This mismatch is due to interpretation differences of compliance departments. If your tax filing vendor sends the W-2 information to the government, Workday isn’t the official record.
Example: Workday puts the CO-DNVR tax in Box 14. ADP puts the tax in Boxes 18, 19, and 20.
How do I report on self-employment taxes for occupations such as clergy members?
You can map custom pay components on the 2 – Additional federal income tax withheld box on the
View W-2 Box Configuration
 report.
Workday sums the pay components of these boxes in Box 2 on Workday W-2 reports and forms:
  • 2 – Additional federal income tax withheld
  • 2 – Federal income tax withheld
Workday doesn't display this sum on the Workday tax filing reports or web services.
Why don't my periodic totals match my QTD and YTD wages and taxes?
There are 2 possible reasons why your periodic totals don't match your QTD and YTD wages and taxes on these reports:
  • Tax Filing Periodic Data by Company
  • Tax Filing Periodic Data for Workers
The 2 possible reasons are:
  • The periodic reports use pay period instead of pay date to derive amounts. Therefore, QTD and YTD amounts in the periodic reports can:
    • Represent a different quarter than you expect.
    • Differ from the quarterly reports.
    Example: You run the periodic reports. The results for period 3/15/2019 – 3/31/2020 include pay dates 3/31/2020 and 4/2/2020. The QTD amount on the row for that period uses the quarter for the latest pay date, 4/2. It will report all amounts paid QTD in Q2 through 4/2. It won't include the amounts paid on 3/31 in the QTD on that row because 3/31 is Q1.
    If you have an off-cycle result for the 3/15/2020 to 3/31/2020 period with a payment date of 4/2/2020, the
    Tax Filing Periodic for Workers
     report doesn't include this in the QTD value. Select the
    Include Payment Date
     check box to break the off-cycle result into a separate row. Workday displays the QTD represented on the off-cycle row for Q2 because this is the quarter the payment date is within. Workday doesn't display the off-cycles value in the on-cycle row.
    You run the quarterly reports for Q2:
    Tax Filing Quarterly Data by Company
    and
    Tax Filing Quarterly Data for Workers
    . Workday reports all amounts paid between April 1 to June 30.
  • The periodic data in the tax filing periodic reports don't include history payments, but the QTD and YTD data do. If you request data for both history periods and current periods, only the current periods display in the reports. QTD and YTD amounts don't match the periodic amounts because:
    • QTD Taxable Wages
       and
      YTD Taxable Wages
       include history payments. The periodic
      Taxable Wages
       and
      Subject Wages
       don't.
    • QTD Tax Withheld
       and
      YTD Tax Withheld
       include history taxes withheld. The periodic
      Tax Withheld
       doesn't.
    Example: Your employee, Jane Mavens, has a history payment for period 04/01/2013 - 04/07/2013 (Weekly) with pay date of 4/8/2013, in Q2. She also has a regular payment for period 04/08/2013 - 04/14/2013 (Weekly), also in Q2. The history payment has tax withheld of 200 USD, and taxable, subject, and gross wages for federal withholding of 1,000 USD. You request a periodic report for both pay periods. Workday returns only the regular period and includes the history amounts in the QTD and YTD amounts.
    Periodic Tax Withheld
    Periodic Taxable Wages
    Periodic Subject Wages
    Periodic Gross Wages
    306.90 (no history)
    1,583.08 (no history)
    1,583.08 (no history)
    1,615.39 (no history)
    QTD Tax Withheld
    QTD Taxable Wages
    QTD Subject Wages
    QTD Gross Wages
    506.90 (306.90 + 200 from history)
    2,583.08 (1,583.08 + 1,000 from history)
    2,583.08 (1,583.08 + 1,000 from history)
    2,615.39 (1,615.39 + 1,000 from history)
    YTD Tax Withheld
    YTD Taxable Wages
    YTD Subject Wages
    YTD Gross Wages
    506.90 (306.90 + 200 from history)
    2,583.08 (1583.08 + 1,000 from history)
    2,583.08 (1,583.08 + 1,000 from history)
    2,615.39 (1,615.39 + 1,000 from history)