Produce Employee W-2 Forms (100.8.4)

Updated on 30 Jul 2024
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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 Process Flow for 100.8.4 Produce Employee W-2 Forms

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	Federal W-2 File (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

Accounting events originate during transaction processing in the applicable source module. The accounting events impact the source module, Commitment Control ledgers, and the General ledger (Actuals).

Source Module accounting entries require user input (I) of the primary line (i.e., expenditure, revenues) with an automated (A) system offsetting line (i.e., payable, receivable) during transaction entry. The source model transaction must pass Edit Check, Budget Check, and Cash Check (on applicable entries) prior to posting the transaction.
The Run Budget Check (Commitment Control) process automatically affects balances in the appropriate budget ledger (i.e., appropriation, spendable cash) if the transaction passes the budget check process.
After the transaction is posted in the source module, an automated system process summarizes and posts the entries in the General Ledger module to the Actuals Ledger.

The table below provides the most common accounting events applicable to this business process.

Acct Event ID	Accounting Event	Commitment Control Ledger(s) Impact	Source Module Accounting Entry	General Ledger (Actuals) Entry
N/A

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.

Interface Number	Interface Description	Interface Frequency	Source	Target
PRI050	Outbound W-2 Print File - Outbound interface for printing W-2s for employees who opted out of an electronic copy.	Annually	Florida PALM	DFS Print Room Operations
PRI059	Federal W-2 File - Outbound interface for sending W-2 information to file W-2 data with the Social Security Administration.	Annually	Florida PALM	SSA

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

Attachments

PW. 100.8 End of Period Processing - Narrative.pdf

344.37 KB

PW. 100.8 End of Period Processing - Flows.pdf

806.66 KB

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What's Next

Produce Employee W-2c Forms (100.8.5)

Table of contents

Business Process Overview
Business Process Diagram
Business Roles
Business Process Flows Details
Accounting Events
Reports
Interfaces
Forms
Workflows
Version History