Produce Employee W-2 Forms (100.8.4)
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Produce Employee W-2 Forms (100.8.4)
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Business Process Overview
Produce Employee W-2 Forms outlines the standard steps taken on an annual basis to produce W-2 forms and perform reporting to the Social Security Administration (SSA). The steps may change from year to year depending on tax law changes. Florida PALM will undergo an annual year-end tax reporting update with instructions for W-2 processing in December of each calendar year.
Business Process Diagram
Business Roles
The Business Process Flow Diagrams use horizontal swim lanes to depict where activities are performed by different parties or systems. Each swim lane is titled with a role, either agency-based or within DFS, and in some cases, are representative of an external entity or system. The swim lanes may change from page to page within a single business subprocess as more or fewer roles are required to execute sections of the business subprocess.
- BOSP Year End Processor: BOSP role responsible for managing year end processes with the ability to run Year End processes, generate reports and forms.
- DFS Print Room Operations: DFS role responsible for printing and distribution of warrants, W-2s and W-2Cs.
- Employee: Employee role with access to view earnings statements, W-2 and W-2c.
Business Process Flows Details
The tables below describe steps in each business subprocess as reflected on the Business Process Flow Diagrams. The tables also reflect information associated with each step describing the intent of the specific process. Florida PALM screenshots are included within the sections to allow connections to be made from specific business subprocess steps to screens within Florida PALM. This information should be read in conjunction with the Business Process Flow Diagrams.
Process Step ID | Process Step Title | Description of Process |
|---|---|---|
1 | Employee Reminder to Submit W-2 Consent and Update Home and Mailing Address | The Agency will send a reminder to all agency employees to elect the W-2/W-2c electronic election in Florida PALM ePay and to update their home and mailing address in their HRIS prior to W-2 processing. |
2 | Update Tax Forms Definitions and Parameters | BOSP Year End Processor will update and define all needed W-2 parameters for the current year W-2 processing. |
3 | Update Retirement Plan Check Boxes | BOSP Year End Processor will update and run the W-2 update retirement plan process to ensure the retirement check box on W-2s is applied correctly for all employees. |
4 | Run and Review Year End Set Up Error Audit Report | BOSP Year End Processor will run and review the Year End Setup Error Audit Report to identify any current year end configuration errors. If errors are present, continue to step 5. If errors are not present, continue to step 6. |
5 | Correct Year End Audit Errors | BOSP Year End Processor will correct year end configuration errors after reviewing Year End Audit Report and re-run the audit process to validate errors are no longer present (step 4). |
6 | Load Employee Year End Records | BOSP Year End Processor will load the employee year end personal and earnings data into the Florida PALM W-2 processing tables. |
7 | Run and Review Year End Error Listing Report | BOSP Year End Processor will run and review the Year End Employee Record Error Report to detect errors related to employee data that will be used on the W-2. If errors are present continue to step 8. If errors are not present, continue to step 9. |
8 | Correct Year End Employee Errors | After reviewing the Year End Error Listing Report, the BOSP Year End Processor will correct errors by processing a year end calendar off-cycle payroll (100.8.7 Process Year End Off-Cycle). The processor will re-run the Year End Error Listing Report to validate errors are no longer present (step 7). |
9 | Load Final Year End Records | BOSP Year End Processor will load the final employee W-2 data for the creation of W-2 Forms. |
10 | Create W-2 Print File | BOSP Year End Processor will run the process to create a PDF print file for the employees who did not request an electronic W-2. |
11 | W-2 Print File (PRI050) | DFS Print Room Operations will receive the delivered W-2 print file for employees who did not request an electronic W-2. |
12 | Print & Distribute W-2 To Agencies | DFS Print Room Operations will print the W-2 print file and distribute to agencies. |
13 | Distribute W-2 Forms | Agencies will distribute W-2 Forms to their employees. |
14 | Create Online W-2 | BOSP Year End Processor will run the process to create all W-2s for online viewing in Florida PALM ePay. |
15 | Notify Employee W-2 Available Online | After online W-2 Forms are created, BOSP will execute a job that automatically notifies employees via email that their W-2 Forms are available for viewing and printing in Florida PALM ePay. If an email returns due to an invalid email address, continue to step 17. If it is not returned, continue to step 16. |
16 | View W-2 Online | Employees can view their online W-2 in Florida PALM ePay. |
17 | Employee Notification Mailed | If the email notifying the employee that their W-2 is available for online view returns undeliverable, the BOSP Year End Processor mails a letter to the employee notifying them how to access or receive their W-2. |
18 | Employee Online Election Removed | If the email notifying the employee that their W-2 is available for online view returns undeliverable, the BOSP Year End Processor will remove that employee from the W-2 electronic notice election. |
19 | Create and Send W-2 File to SSA | BOSP Year End Processor will run the job to produce and send the electronic W-2 file to the SSA. |
20 | (PRI059) | Outbound interface for sending W-2 information to file W-2 data with the Social Security Administration. |
21 | Create and Send W-3 File to SSA | BOSP Year End Processor will run the job to produce and send the electronic W-3 file to the SSA. |
22 | Create Annual Earnings Statement | BOSP Year End Processor will run the job to create the employee annual earnings statements for the prior year. |
23 | View Annual Earnings Statement Online | Employees can view their annual earnings statement online in Florida PALM ePay. |
Accounting Events
The accounting and budget events associated with this Business Process are cataloged in the Accounting and Budget Events Inventory. Each event in the BPM flow includes a unique Accounting Event ID, which links directly to a corresponding entry in the Accounting and Budget Events Inventory. This inventory provides detailed information on the accounting treatment and budget impacts of each event, including associated journal entries, ChartFields, and relevant modules. Agencies should reference the Accounting and Budget Events Inventory for a comprehensive view of how each accounting event is handled in Florida PALM.
Reports
Key Reports are displayed as icons with the Report Number on this Business Process. The table below provides the reports identified to be produced at a particular process step or is used to support the completion of a process step.
Report Number | Report RICEFW ID | Report Description | Report Source | Report Frequency | Audience |
|---|---|---|---|---|---|
R8 | PRR047 | Year End Setup Error Audit Report - A report listing the setup and configuration errors associated to W-2 processing. | PeopleSoft | Yearly | BOSP |
R9 | PRR048 | Year End Error Listing Report – Error listing report of errors that will impact year-end processing. | PeopleSoft | Yearly | BOSP |
R17 | PRR070 | Tax Form Definitions - A report listing tax form definition entries. | PeopleSoft | Yearly | BOSP |
R18 | PRR071 | Tax Form Print Parameters - A report listing tax form print parameters. | PeopleSoft | Yearly | BOSP |
R19 | PRR072 | W-3 / W-3 SS Transmittal Report - Produces W-3 transmittal totals. | PeopleSoft | Yearly | BOSP |
R20 | PRR073 | Federal W-2 File Audit - Audit report of the contents of the Federal W-2 File. | PeopleSoft | Yearly | BOSP |
Interfaces
The table below provides the Interfaces identified on the Business Process.
Forms
The table below provides the forms identified on this Business Process.
Form Number | Form Description | Audience |
|---|---|---|
N/A |
Workflows
The table below provides the workflows identified on this Business Process.
Workflow Number | Workflow Description | Audience |
|---|---|---|
N/A |
Version History
Date | Revision Description |
|---|---|
07/30/2024 | Original Version |
| 05/07/2025 | Administrative updates to apply the following changes based on Narrative update dated 04/24/2025: Updates to 100.8.4:
|
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