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

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

Correct errors in the existing year-end tax forms:
  • Correct earnings and deductions mapped to tax reporting forms using the reports:
    • View W-2 Box Configuration
    • View US Territory Year End Form Box Configuration
  • Correct employee data. See
    Steps: Set Up Personal Information.
  • Correct year-to-date wage or tax amounts. See:
    • Concept: Adjust Prior Period Payments
      .
    • Concept: Off Cycle Payments
      .
Prepare and print employee copies of corrected year-end tax forms.
  2. Audit corrected tax data for 1 or more companies to ensure it's correct before creating corrected data for a print run. Access the relevant report:
    • Company W-2C Audit
    • Company US Territory Year End Form Corrections Audit
    These reports return corrections made since the last created data set. Example: You make corrections and run the
    Company W-2C Audit
     report. The report returns the boxes that have corrections. You run the
    Create W-2C Data
     task and then run the
    Company W-2C Audit
     report. The report returns no data until you make corrections again.
    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.
    You can use these web services to update Puerto Rico Control Numbers to the W-2CPR 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: These domains in the USA Payroll functional area:
    • Process: Tax Filing/W2s (Reports) - USA
    • Process: US Territory Year End Forms (Reports)
  3. Identify employees with form errors before creating corrected data for 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)
  4. Preview tax data for employees in 1 or more companies before creating corrected data for a print run.
    Access the relevant report:
    • W-2C Preview
    • US Territory Year End Form Corrections Preview
    Security: These domains in the USA Payroll functional area:
    • Process: Tax Filing / W-2s (Reports) - USA
    • Process: US Territory Year End Forms (Reports)
  5. Create year-end tax forms using the relevant task:
    • Create W-2C Data
      .
    • Create US Territory Year End Form Corrections Data
      .
    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 (Run) – USA
    • Process: US Territory Year End Forms (Run)
  6. Access the relevant report to corrected data:
    • View W-2C Form Data
    • View US Territory Year End Form Corrections Data
    Security: These domains in the USA Payroll functional area:
    • Process: Tax Filing/W-2s (Reports) – USA
    • Process: US Territory Year End Forms (Reports)
  7. (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-2C Data
      .
    • Cancel US Territory Year End Form Data
      .
    Security domains in the USA Payroll functional area:
    • Process: Tax Filing/W-2s (Run) – USA
    • Process: US Territory Year End Forms (Run)
  8. Access the
    Assign W-2PR/W-2CPR Confirmation Number
     task.
    For workers in Puerto Rico, record the confirmation numbers you receive.
    Security: 
    Process: US Territory Year End Forms (Run) 
    domain in the USA Payroll functional area.
  10. Make W-2C, W-2CPR, W-2CGU, and W-2VI forms available to employees through self-service.
  11. Launch a preconfigured tax filing integration to send annual tax correction data from Workday Payroll to your tax-filing service provider.
    The setup for running annual tax filing integrations for the W-2, W-2PR, W-2C, W-2CPR, W-2GU, W-2CGU, W-2VI, and W-2CVI forms are the same.
    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)