Produce Employee W-2c Forms (100.8.5)

Updated on 30 Jul 2024
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Business Process Overview

Produce Employee W-2c Forms outlines the steps to create W-2c’s when Florida PALM determines a W-2c is needed due to prior year payroll adjustments.

Business Process Diagram

Business Process Flow for 100.8.5 Produce Employee W-2c 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.

Agency Payroll Processor: Agency role responsible for ensuring employee's pay is accurate with the ability to view, enter, and update transactions.
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	Load W-2c Process	A nightly automated process will run, identify, and load any prior calendar year activity into the W-2c processing tables.
2	Create and Review W-2c Audit Report and Prior Year Adjustment Report	BOSP Year End Processor will run the W-2c Audit process that generates the W-2c Audit Report and the custom Prior year Adjustment Report to identify possible payroll adjustments requiring a W-2c. The processor will review the reports to validate amounts and personal data on loaded W-2c amounts. If W-2c amounts are not correct, continue to step 3. If W-2c amounts are correct, but personal data is not correct, continue to step 5. If W-2c amounts and personal data are correct, continue to step 8.
3	Remove W-2c and Notify Agency	If the amounts on the W-2c are not correct, the BOSP Year End Processor removes the W-2c from the batch and notifies the agency.
4	Process Payroll Correction	Agency Payroll Processor will submit an off-cycle payroll, as described in 100.4.1 Off-Cycle Processing, to correct the error and the prior year correction would be picked up on the next W-2c load process.
5	Update W-2c Personal Data	If employee personal data on the W-2c is incorrect, the BOSP Year End Processor will update the information in Florida PALM prior to processing the W-2c.
6	Notify Agency of Personal Data Updates	If the BOSP Year End Processor made updates to employee personal data on the W-2c, they will notify the appropriate agency.
7	Update Personal Data in HRIS	Agency Payroll Processor will update the employee’s personal data in the agency’s HRIS to ensure that the updates made to the employee’s personal data by the BOSP Year End Processor are reflected in the source HRIS.
8	Create W-2c PDF Files	BOSP Year End Processor will run the process to create the W-2c’s for all employees in the batch.
9	Outbound W-2c Print File (PRI057)	Create W-2c print file for printing by the DFS Print Room Operations.
10	Review W-2c PDF File	BOSP Year End Processor will review the W-2c PDF file for accuracy. If W-2c’s are correct, continue to step 11. If a W-2c is not correct, the BOSP Year End Processor will need to review that W-2c again and confirm if the amounts and personal data on the W-2c are correct. They will have to run the process (step 8) again to create the corrected W-2c.
11	Create W-2c for Online View	BOSP Year End Processor will run the process to create the W-2cs for online viewing.
12	Notify Employee W-2c Available Online	BOSP Year End Processor will run the process to notify the employees, via email, that their W-2c’s are available for online view. If an email returns due to an invalid email address, continue to step 14. If it is not returned, continue to step 13.
13	View Online W-2c	Employees can view their W-2c online in Florida PALM ePay.
14	Employee Notification Mailed	If the email notifying the employee that their W-2c 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-2c.
15	Employee Online Election Removed	If the email notifying the employee that their W-2c is available for online view returns undeliverable, the BOSP Year End Processor will remove that employee from the W-2c electronic notice election.
16	Close W-2c Processing Batch	BOSP Year End Processor will run a process to close the W-2c batch for that processing day.
17	Create and Print Employee Notification Letter	BOSP Year End Processor will create and print the explanation letter for the employee if needed.
18	Print & Distribute W-2c to Agencies	DFS Print Room Operations will print and distribute the W-2c’s.
19	Mail W-2c and/or Explanation to Employee	Agency Payroll Processor will mail the W-2c and letter of explanation to the employee.
20	Create and Send W-2c File to SSA	BOSP Year End Processor will run the job to produce and send the electronic W-2c file to SSA.
21	Federal W-2c File (PRI060)	Outbound interface for sending W-2c information to file W-2c data with the Social Security Administration.
22	Create and Send W-3c File to SSA	BOSP Year End Processor will run the job to produce and send the electronic W-3c file to SSA.

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
R10	PRR049	W-2c Audit Report - A report listing the W-2c employee adjustments for processing.	PeopleSoft	On Demand	BOSP
R13	PRR014	Payroll Prior Year Adjustment Report - A report that identifies adjustments resulting in changes to prior calendar year reported wages requiring a corrected W-2.	PeopleSoft	Daily	BOSP
R19	PRR072	W-3 / W-3 SS Transmittal Report - Produces W-3 transmittal totals.	PeopleSoft	Yearly	BOSP
R21	PRR074	Federal W-2c File Audit - Audit report of the contents of the Federal W-2c File.	PeopleSoft	Yearly	BOSP

Interfaces

The table below provides the Interfaces identified on the Business Process.

Interface Number	Interface Description	Interface Frequency	Source	Target
PRI057	Outbound W-2c Print File - Outbound interface for printing W-2c for employees who opted out of an electronic copy.	Ad hoc	Florida PALM	DFS Print Room Operations
PRI060	Federal W-2c File - Outbound interface for sending W-2c information to file W-2c 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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Maintain Fiscal Year End Updates (100.8.6)

Table of contents

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