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Administrator Guide
Last Updated: 2023-06-23
Generate and Print Year-End Tax Forms (USA)

Generate and Print Year-End Tax Forms (USA)

  • Use the relevant task to tell Workday how to sort and organize the forms into separate batch files:
    • Maintain W-2 Sorting Setup
    • Maintain US Territory Year End Form Sorting Setup
  • If necessary, adjust the default top and left print alignment settings for the year-end form on the
    Edit Tenant Setup - Payroll
     task (applies only to U.S. states).
  • Security: These domains in the USA Payroll functional area:
    • Process: Tax Filing / W-2s (Run) - USA
    • Process: US Territory Year End Forms (Reports)
    • Reports: Pay Calculation Results for Worker (Tax Filing/W-2s) - USA
    • Reports: Pay Calculation Results for Worker (US Territory Year End Forms)
You can generate PDF forms for printing after creating year-end tax data.
  1. Access the relevant task:
    • Create W-2 Forms
    • Create US Territory Year End Forms
    • Create W-2 Forms for a Large Number of Workers
       for 300,000 or more workers.
  2. Click
    Refresh
     to view the status of the PDF generation process. When the process is complete, open the PDF files at the bottom of the page.
Workday prints the front image of the year-end form only.
Use condensed 4up (quadrant) form stock with a preprinted back. Workday doesn't support the use of any other form stock. Workday recommends you use the Greatland® 4upperfi05 form stock (applies to U.S. states only).
If the forms are error-free:
  • Print the PDFs and distribute them to employees.
  • Publish the forms to employee self-service (ESS), when applicable.
If there are errors, cancel the forms with the relevant task. If you've created W-2C data, you can't cancel W-2 data. You need to cancel the W-2C data first.
  • Cancel W-2 Data
  • Cancel US Territory Year End Form Data
Correct the errors and create the year-end form data again.