Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2023-06-23
Define Year-End Tax Form Sort and Split Options (USA)

Define Year-End Tax Form Sort and Split Options (USA)

Security domains in the USA Payroll functional area:
  • Set up: Payroll (Tax Filing/W-2s) - USA
  • Set up: Payroll (US Territory Year End Forms)
Specify how to split year-end tax forms into batches for printing and how to sort forms within batches. The same settings apply to tax correction forms.
  1. Access the relevant sorting task:
    • Maintain W-2 Sorting Setup
      .
    • Maintain US Territory Year End Form Sorting Setup
      .
  2. Complete these fields:
    Option Description
    Year End Form Sorting Values
    Select one or more sort categories:
    • Employee Status
    • Company
    • Location
    • Zip Code
    Use the
    Order
     column to define the sort order.
    The sort order determines the values for the control number in Box D on the tax form. Example: The employee status displays:
    • A for terminated.
    • B for on leave.
    • C for active.
    Split File
    To split the forms into separate batch files, select the sort value for splitting the forms.
    Workday uses the split option to determine the filename. Example: If you split files by zip code, Workday names each batch after the zip code of the employees it contains.
    Example: If you split files by employee status, Workday names each batch after the status of the employees it contains in this order:
    • Terminated
    • Workers on Leave
    • Active
    If you don't select a split option, Workday automatically splits the forms by company.
When you generate forms for printing, Workday groups the forms into batch files according to the split and sort options you selected.
You’re the Payroll Administrator for Global Modern Services, Inc (USA). You want to split year-end forms into different batch files by location; and within each location grouping, sort by employee status and zip code.
  • In the
    Year End Form Sorting Values
     column, select:
    1. Location
    2. Employee Status
    3. Zip Code
  • Select the
    Split File
     check box for
    Location
    .
When you generate the forms, the value in Box D on Betty Liu's W-2 is
San Franci.Y.94070
, which reflects her location, employee status, and zip code.
Workday uses the sort order to determine the values for the control number on the tax form. You can hide the control number from employees on their tax forms in employee self-service. Access the relevant report and select
Edit
Suppress Control Number Display on Form
:
  • View W-2 Box Configuration
     for 2017 onward.
  • View US Territory Year End Form Box Configuration
     for 2017 onward for Guam and the Virgin Islands.