Employers use the Wage and Tax Statement (Form W-2) to report to the IRS, state, and local governments taxable and non-taxable income information for individual employees.
Important Note:
Before your print Employee Paper W-2s determine the employee name that is archived and displayed on W2s:
You can set the following profile options:
HR:Archive Latest Name for W-2
HR:Display Archived Name on W-2
For information, see: Setting Profile Options to Determine the Employee Name Archived and Displayed on Employee W-2s (Online and Paper)
With Oracle Payroll, you can print single W-2s or a range of W-2s. You can also select an option to print W-2s for only terminated employees. Sort options give you further flexibility in W-2 distribution.
Oracle Payroll supports output in .PDF format. You can view and create employee W-2s in Adobe Acrobat .PDF format. You can also print the Employee W-2 PDF report in batch or individually in PDF format from the application.
W-2's need to display Corrected, and the correction date, if there is any change to the data after the employee received the W-2. The application should only display Corrected when the data is changed, but not when you add a new employee to the archive. When you add employees to the archive after the allow online display date, you must use Add Assignment Actions To The Year End Pre-Process. When you run the Retry US Payroll Process, employees added using the Add Assignment Actions To The Year End Pre-Process will not be marked as Corrected.
Oracle Payroll supports printing employee W-2 PDF output using products from Evergreen Document Solutions and RR Donnelley (formerly Moore).
The following products are available from Evergreen Document Solutions for blank W-2's:
Blank perforated W-2 (with printed instructions on back) - Form #5208
Window envelope for W-2 - #4444-1.
The following products are available from RR Donnelley for blank W-2's:
Blank perforated W-2 (with printed instructions on back) - ORLW28700BW (50 PK).
Blank perforated W-2 (with printed instructions on back) - ORLW28700B (2000 BULK).
Blank perforated W-2 (blank on back) - ORLW28700BLANKW (50 PK).
Blank perforated W-2 (blank on back) - ORLW28700BLANK (2000 BULK).
Window envelope for W-2 - 7987E.
Employee copies of Form W-2 (Copies B, C, and 2), including those that you print on a single sheet of paper, must be easily separated. The best method of separation is to provide perforations between the individual copies. Each copy should be easily distinguished whatever method of separation is used.
The perforation requirement does not apply to printouts of copies of Forms W-2 that you furnish electronically to employees. However, you should caution these employees to carefully separate the copies of Form W-2.
Note: The unique control number printed on each form is the Assignment Action ID archived by the Year End Pre-Process.
Run the Employee W2 PDF report from the Submit Requests window.
Note: Only GREs you have archived in the selected year are available.
Selection Options for Paper W-2s
With Oracle Payroll, you can enter selection criteria for generating paper W-2s. This option is useful if an employee has lost their W-2 and needs a new copy.
Oracle Payroll requires you to select W-2s by the following criteria:
Reporting Year
Government Reporting Entity
Additionally, you can choose one item to further restrict your paper W-2 report:
Organization
Location
Employee Name (last, middle, first)
Social Security Number
State
Note: If you select a state in this field, Payroll prints W-2s for all employees that have taxable wages in that state. If an employee has taxable wages in an additional state, Payroll prints all W-2s for that employee.
Assignment Set (optional)
Note: This report does not support dynamic assignment sets.
Note: Choosing a selection option enables the corresponding field.
Sort Options for Paper W-2s
You can sort W-2s by one or more of the following options:
| Field | Description |
|---|---|
| Organization Name | From archived data. |
| Location | From archived data. |
| Employee Name (last, first, middle) | From archived data. Note: This is the default selection. |
| Social Security Number | From archived data. |
| Termination Reason | From archived data. |
| Zip Code | Use the Zip Code of the employee's primary address as of the session date (or as of termination date for terminated employees). |
Selecting Sort Options for Paper W-2 Reporting
You can select sort criteria for Paper W-2 distribution purposes.
Generating Paper W-2s for Individual Employees
You can generate a Paper W-2 for an individual employee at any time. Using the Selection Criterion field in the Parameters Window, you can generate a single W-2 by selecting Employee Name or Social Security Number. You can also specify an Assignment Set and generate Paper W-2s only for those employees in that set.
