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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up, Audit, and Print Year-End Tax Forms (USA)

Steps: Set Up, Audit, and Print Year-End Tax Forms (USA)

  • Review setup considerations for USA year-end tax reporting.
  • Configure Box 13 for employees who didn't elect the company pension plan (doesn't apply to Puerto Rico).
  • Map earnings and deductions to boxes on the year-end tax reporting form. You're responsible for mapping map most data on the form; Workday maps some data, but you should still verify it.
Run at least 1 payroll before you create year-end tax forms. When you've completed all payroll, including all off-cycle payments, you can create, view, and print the year-end forms. If you set up U.S. payroll to include workers on international assignment in the U.S., Workday generates W-2s for those workers.
Workday populates year-end forms by combining worker data and pay component mapping. Workday maps some data on the year-end form, but you're responsible for mapping the rest of the data.
  2. (Optional) Hide the control number from employees.
    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 U.S. Virgin Islands, and 2018 onward for Puerto Rico.
    Workday will no longer display the control numbers on W-2 PDFs in Employee Self Service (ESS).
  3. For workers in Puerto Rico, access the
    Edit Company State and Local US Tax Reporting
     task to configure control numbers for year-end tax forms.
    On the
    Year End
     tab, enter the control numbers.
    Security: 
    Process: US Territory Year End Forms (Run)
     domain in the USA Payroll functional area.
    You can use these web services to assign Puerto Rico Control Numbers to the W-2PR form:
    • Get W-2PR Control Numbers (Web Service)
    • Put W-2PR Control Numbers (Web Service)
    You must run the
    Create US Territory Year End Form Data
     task before using the web services to update the Puerto Rico Control numbers.
    Security: 
    Process: US Territory Year End Forms (Reports)
     domain in the USA Payroll functional area.
    Workday assigns a unique control number to each W-2PR form when you run the
    Create US Territory Year End Form Data
     task.
  4. Audit year-end data for 1 or more companies to ensure it's correct before creating data for a print run. Access the relevant report:
    • Company W-2 Audit
    • Company US Territory Year End Form Audit
    Review summary year-end tax data for 1 or more companies.
    When a third party provides year-end tax and tax forms for sick pay, the report includes a summary of payments and taxes (doesn't apply to U.S. territories).
    For Puerto Rico workers, confirm the range of control numbers.
    Security: These domains in the USA Payroll functional area:
    • Process: Tax Filing/W2s (Reports) - USA
    • Process: US Territory Year End Forms (Reports)
  5. Identify employees with year-end form errors before a print run:
    Access the relevant report:
    • View W-2 Errors
    • View US Territory Year End Form Errors
    If desired, use the
    Error Type
     field to filter the report to improve performance. When you don't select error types, Workday returns all W-2 errors (doesn't apply to U.S. territories).
    Security: These domains in the USA Payroll functional area:
    • Process: Tax Filing/W-2s (Reports) - USA Payroll
    • Process: US Territory Year End Forms (Reports)
  6. Preview year-end tax data for employees in 1 or more companies before a print run.
    Access the relevant report:
    • W-2 Preview
    • US Territory Year End Form Preview
    Security: These domains in the USA Payroll functional area:
    • Process: Tax Filing / W-2s (Reports) - USA
    • Process: US Territory Year End Forms (Reports)
  7. Create year-end form data using the relevant task:
    • Create W-2 Data
    • Create US Territory Year End Form Data
  8. For workers in Puerto Rico, access the
    Assign W-2PR/W-2CPR Confirmation Number
     task.
    Record the confirmation numbers you receive from the Puerto Rico Department of Treasury.
    Security:
    Process: US Territory Year End Forms (Run)
     domain in the USA Payroll functional area.
  9. Access the relevant report to view employee wage and tax amounts to ensure that they're correct:
    • View W-2 Form Data
    • View US Territory Year End Form Data
    Security: These domains in the USA Payroll functional area:
    • Process: Tax Filing/W-2s (Reports) - USA
    • Process: US Territory Year End Forms (Reports)
    • Reports: Pay Calculation Results for Worker (US Territory Year End Forms)
  10. Create year-end tax forms using the relevant task:
    • Create W-2 Forms
    • Create US Territory Year End Forms
    Except for U.S. territories, when a third party provides W-2s for sick pay, Workday includes a summary of third-party sick pay.
    Security: These domains in the USA Payroll functional area:
    • Process: Tax Filing / W-2s (Reports) - USA
    • Process: US Territory Year End Forms (Reports)
  11. (Optional) If there are errors in the extracted wage and tax data, cancel the data and correct any errors. Access the relevant task:
    • Cancel W-2 Data
    • Cancel US Territory Year End Form Data
    If you've created W-2C data, you can't cancel W-2 data. You need to cancel the W-2C data first.
    Security: These domains in the USA Payroll functional area:
    • Process: Tax Filing/W-2s (Run) - USA
    • Process: US Territory Year End Forms (Run)
  13. Schedule when Workday generates W-2 form PDFs at the company level to reduce the processing load on your tenant during peak hours. Not available for correction forms.
    Access the relevant task:
    • Schedule W-2 Pre-Print
    • Schedule US Territory Year End Tax Documents Pre-Print
    The
    Request Name
     you enter displays in the
    Request
     column on the
    Process Monitor
     report.
    Security:
    Process: W-2 Bulk Print
     domain in the USA Payroll functional area.
    Workday displays a link to the W-2 PDF file on worker's profiles instead of the
    View/Print
     button. Employees can't access this link until you publish year-end tax forms to ESS.
    (Optional) When a third party provides W-2s for sick pay, this task also generates a recap of third-party sick pay (doesn't apply to U.S. territories).
  15. Launch a preconfigured tax filing integration to send annual tax data from Workday Payroll to your tax-filing service provider.
    Security:
    Get
     and
    Put
     integration permissions for these domains in the USA Payroll functional area:
    • Process: Tax Filing/W-2s (Reports (USA)
    • Process: US Territory Year End Forms (Reports)
Prepare for next year:
  • Set up period schedules for payroll.
  • Create new ledger periods and set the status to
    Open
    .