Transcription
JD Edwards EnterpriseOne US PayrollYear-End Processing Guide for 2009November 2009
JD Edwards EnterpriseOne US Payroll Year-End Processing Guide for 2009SKU E190AYU-B1109Copyright 2009, Oracle and/or its affiliates. All rights reserved.Trademark NoticeOracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of theirrespective owners.License Restrictions Warranty/Consequential Damages DisclaimerThis software and related documentation are provided under a license agreement containing restrictions on use anddisclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreementor allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute,exhibit, perform, publish or display any part, in any form, or by any means. Reverse engineering, disassembly, ordecompilation of this software, unless required by law for interoperability, is prohibited.Subject to patent protection under one or more of the following U.S. patents: 5,781,908; 5,828,376; 5,950,010;5,960,204; 5,987,497; 5,995,972; 5,987,497; and 6,223,345. Other patents pending.Warranty DisclaimerThe information contained herein is subject to change without notice and is not warranted to be error-free. If you findany errors, please report them to us in writing.Restricted Rights NoticeIf this software or related documentation is delivered to the U.S. Government or anyone licensing it on behalf of theU.S. Government, the following notice is applicable:U.S. GOVERNMENT RIGHTSPrograms, software, databases, and related documentation and technical data delivered to U.S. Government customersare “commercial computer software” or “commercial technical data” pursuant to the applicable Federal AcquisitionRegulation and agency-specific supplemental regulations. As such, the use, duplication, disclosure, modification, andadaptation shall be subject to the restrictions and license terms set forth in the applicable Government contract, and,to the extent applicable by the terms of the Government contract, the additional rights set forth in FAR 52.227-19,Commercial Computer Software License (December 2007). Oracle USA, Inc., 500 Oracle Parkway, Redwood City,CA 94065.Hazardous Applications NoticeThis software is developed for general use in a variety of information management applications. It is not developedor intended for use in any inherently dangerous applications, including applications which may create a riskof personal injury. If you use this software in dangerous applications, then you shall be responsible to take allappropriate fail-safe, backup, redundancy and other measures to ensure the safe use of this software. OracleCorporation and its affiliates disclaim any liability for any damages caused by use of this software in dangerousapplications.Third Party Content, Products, and Services DisclaimerThis software and documentation may provide access to or information on content, products and services from thirdparties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kindwith respect to third party content, products and services. Oracle Corporation and its affiliates will not be responsiblefor any loss, costs, or damages incurred due to your access to or use of third party content, products or services.
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ContentsPrefaceJD Edwards EnterpriseOne Preface. . . . . . . . .viiJD Edwards EnterpriseOne Products. .viiJD Edwards EnterpriseOne Application Fundamentals. . . . . . . . . . . . . .viiCommon Elements Used in This Guide. . . . . . . . . .viiChapter 1Getting Started with JD Edwards EnterpriseOne U.S. Payroll Year-End Processing . .2JD Edwards EnterpriseOne U.S. Payroll Year-End Processing Overview. . . . . . . . .2JD Edwards EnterpriseOne U.S. Payroll Year-End Processing Implementation. . .2Implementation Steps for U.S. Year-End Payroll Processing. . .3Chapter 2Understanding Payroll Year-End Processing. .6Year-End Processing Features. . . . . . . . .6Release Levels.7Changes for Year-End Processing in 2009.7Preparation for Year-End Reporting. .8Deadline Extensions and Waivers of Reporting Requirements.8Government Regulations. . . . . . .9Paper Forms. . . . . . . . . . . . . . .9Deadline Information. . . . .9IRS and SSA Resource List. . . . . . . . .10The Year-End Processing Cycle and Process Flow. . . . . . . . . . . . . . . . . . . . . . . . . .11The Payroll Year-End Processing Cycle. . . . . . . . .11The Year-End Processing Checklist. . . . . . . . .14Chapter 3Processing Rollovers. . . . . . . . .18Understanding Rollovers. . . . . . . . . . . . . . . . . . . .18Running the Year-End Rollover Program. . . . . . . . .19Understanding Rollover Processing. . . . . . . . .19Prerequisites. . . . . . . . . . . . . . . . . .20Copyright 2009, Oracle and/or its affiliates. All rights reserved.i
ContentsForm Used to Run the Year-End Rollover Program. . . . . . . . .20Processing Year-End Rollovers. . . . . . . . .20Setting Processing Options for the Year-End Rollover Program (P07390). . . . . . . . . . . . . . . . . . . . . . . . . . . . .21Reviewing Year-End Rollover Reports. . . . . . . . .22Chapter 4Setting Up Year-End Processing. . . . . . . . .24Understanding Employee Setup for Year-End Processing. . . . . . . . .24Setting Up Information for Box 13. . . . . . . . .26Understanding Box 13 Information. . . . . . . . . . . .26Forms Used to Set Up Information for Box 13. . . . . . . . . . .28Setting Up a Statutory Employee. . . . . . . . .28Setting Up an Employee As an Active Participant in a Retirement Plan. . . . . . . . . . . . . . . . . . . . . . . . . .29Entering Third-Party Sick Pay Records. . . . . . . . .30Copying Third-Party Sick Pay Records. . . . . . . . . .31Setting Up Employees Who Work in Multiple States. . . . . . . . . . . . . . . . . . . . . . . . . . . . .31Understanding the Setup Requirements for Employees Who Work in Multiple States. . . . . . . . . . . .32Prerequisite. . . . . . . . .32Forms Used to Set Up Employees Who Work in Multiple States. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33Setting Up the Resident State as the Base State. . . . . . . . . . . . . . . . . . . . . . .33Setting Up a State Other Than the Resident State as the Base State. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33Setting Up Employees Who Work in Puerto Rico. . . . . . . . . . . . . . .34Understanding Year-End Setup for Puerto Rico. . . . . . . . . . .34Forms Used to Set Up Employees Who Work in Puerto Rico. . . . . . . . . . . . . . . . . . .34Setting Up Employees Who Work in Puerto Rico. . . . . . . . . . . . . . . . . . . . .34Setting Up Contract and Pension Employees. . . . . . . . . . . . . . . . . . . . . . . . .35Understanding Contract and Pension Employee Setup. . . . . . . . . . . . . . . . . .35Forms Used to Set Up Contract and Pension Employees. . . . . . . . . . . . . . . . . . . . . . . . . . .36Setting Up Contract and Pension Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36Verifying Company Information. . . . . . . . .36Understanding Company Address Information. . . . . . . . . . . . . . . . . . . .36Understanding Parent Companies. . . . . . . . . . . . . . . . . . . . . . .37Forms Used to Specify a Parent Company. . . . . . . . . . . . . . . . . . . . . . . . .38Specifying a Parent Company. . . . . . . . . . . . . . . . . . . . .38Verifying Tax Area Information. . . . . . . . .39Understanding Tax Area Information. . . . . . . . .39Forms Used to Verify Tax Area Information. . . . . . . . . . . . . . . .39Verifying Tax Area Information. . . . . . . . . .39Setting Up Next Numbers for W-2s. . . . . . . . . . . . . . . . . . . .40iiCopyright 2009, Oracle and/or its affiliates. All rights reserved.
ContentsForms Used to Set Up Next Numbers for W-2s. . . . . . . . . . . . . . . . . . . . . . .41Setting Up Next Numbers for W-2s. . . . . . . . . . . . . . . . . . . . . . . . . .41Setting Up DBAs for Year-End Processing. . . . . . . . .42Understanding DBA Setup for Year-End Processing. . . . . . . . . . . . . . . . . . . . . . . . . .42Prerequisite. . . . . . . . .44Forms Used to Set Up DBAs for Year-End Processing. . . . . . . . .44Entering W-2 IRS-Defined Codes for Amounts Reported in Box 12. . . . . . . . . . . . . . .44Entering Descriptions for Amounts Reported in Box 14. . . . . . . . . . . . . . . . . .44Setting Up State Wage Adjustments for Specific States. . . . . . . . . . . . . . . . . . . . . . . . . . . . .45Running the Repost DBAs to Tax Area Summary Program (R07148). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45Setting Processing Options for the Repost DBAs to Tax Area Summary Program (R07148). . . . . . . . . . . .45Setting Up Pay Types for 1099 Processing. . . . . . . . . . . . . . .46Understanding Pay Type Setup for Year-End Processing. . . . . . . . .46Prerequisite. . . . . . . . .48Forms Used to Set Up Pay Types for 1099 Processing. . . . . . . . . . . . . . . . . .48Setting Up Pay Types for Contract and Pension Employees. . . . . . . . . . . . . . . . . . . . . . .48Setting Up Tax Exempt Pay Types. . . . . . . . . . . . . . . . .49Reviewing W-2 IRS-Defined Codes. . . . . . . . .49Understanding IRS-Defined Codes. . . . . . . . . . . . . . . . . . . . . . . . .49Form Used to Review W-2 IRS-Defined Codes. . . . . . . . . . . . . . . . . . . . . . .49Reviewing W-2 IRS-Defined Codes. . . . . . . . .49Chapter 5Setting Up Workfiles. . . . . . . . .50Understanding the Year-End Workfile. . . . . . . . . . . . . . . . . . . . . . . . .50Setting Up Year-End Workfile Parameters. . . . . . . . . . . . . . . . .50Understanding Year-End Workfile Definition. . . . . . . . . . . . . .51Forms Used to Set Up Year-End Workfile Parameters. . . . . . . . . . . . . . . . . . .55Creating a Year-End ID. . . . . . . . . . . . . . . .55Defining Workfile Data Criteria. . . . . . . . .56Assigning Special Handling Information. . . . . . . . . . . .57Copying Special Handling Information. . . . . . . . .60Assigning Additional Information to the Workfile Build. . . . . . . . .60Creating the Year-End Workfile. . . . . . . . .61Understanding Year-End Workfile Creation. . . . . . . . . . . . . . .61Prerequisite. . . . . . . . .62Forms Used to Create the Year-End Workfile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63Creating the Year-End Workfile. . . . . . . . .63Setting Processing Options for U.S. Year-End Workbench (P07810). . . . . . . . . . . . . . . . . . . . . . . . . .63Copyright 2009, Oracle and/or its affiliates. All rights reserved.iii
ContentsChapter 6Reviewing Year-End Workfile Information. . . . . . . . .66Reviewing Year-End Version Information. . . . . . . . . . . . . . . . . . . . . . . . . .66Understanding Version Review . . . . . . . . . . . . . . . . . . . . . .66Forms Used to Review Year-End Version Information. . . . . . . . .68Reviewing the Status of IDs Being Processed. . . . . . . . .69Resetting a Step in the Year-End Cycle. . . . . . . . . . . . . . . . . . . . .69Resetting the Year-End Version. . . . . . . . . . . . . . . . . . . . . . . . .70Reviewing the W-2 Count. . . . . . . . . . . . . . . . . . . . . . . .70Reviewing Wage Adjustment Summaries. . . . . . . . . . . . . . . . . .71Reviewing Wage Adjustments Detail. . . . . . . . .72Reviewing Employee Wage Information. . . . . . . . .73Reviewing Employee Form Count Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . .73Reviewing Employee Form Detail Information. . . . . . . . .74Reviewing Employee Form Information. . . . . . . . . . . . . . . . . . . . . .74Understanding Employee Form Information. . . . . . . . . . . . . . . . . . . . . . . .75Forms Used to Review Employee Form Information. . . . . . . . .76Reviewing Employee W-2 Information. . . . . . . . .76Reviewing Employee Wage Adjustments. . . . . . . . . . . . . . . . . . . . . . . . . . .77Reviewing Employee Wage Allocations. . . . . . . . . . . . . . . . . . . . .78Reviewing Employee Special Handling Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . .78Printing a Single Year-End Form. . . . . . . . . . . . . . . . . .78Understanding the Single Form Printing Process. . . . . . . . . . . . . . . . . . . .79Forms Used to Print Single Year-End Forms. . . . . . . . . . . . . . . . . . . . . . . . .79Printing Single Year-End Forms. . . . . . . . . . . . . . . . . . . . .80Reviewing Employee 1099 and 499R-2 Information . . . . . . . . . . . .81Forms Used to Review Employee 1099 and 499R-2 Information. . . . . . . . . . . . . . .82Reviewing History Reports. . . . . . . . . . .82Understanding History Reports. . . . . . . . . . . . . .83Running the Federal Tax History Report (R07347). . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83Setting Processing Options for the Federal Tax History Report (R07347). . . . . . . . . . . . . . . . . .83Running the State/Local Taxation Report (R07348). . . . . . . . . . . . . . . . . . . . . . . . . . . . .84Setting Processing Options for the State/Local Taxation Report (R07348). . . . . . . . . . . . . . . .84Running the Employee Pay & Tax Register Report(R073231). . . . . . . . . . . . . . . . . . . . . . . .84Setting Processing Options for the Employee Pay & Tax Register Report (R073231). . . . . . . . . . . . . . . . . . .84Running the Tax History Integrity F06136A/F06166A report (R077011A). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85Setting Processing Options for the Tax History Integrity F06136A/F06166A report (R077011A). . . . . . . .85Processing Year-End Workfile Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86Understanding Year-End Workfile Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . .86Prerequisite. . . . . . . . .87ivCopyright 2009, Oracle and/or its affiliates. All rights reserved.
ContentsForm Used to Process Year-End Workfile Changes. . . . . . . . . . . . . . . . . . .87Processing Year-End Workfile Changes. . . . . . . . .87Chapter 7Producing Year-End Deliverables. . . . . . . . .90Understanding the Year-End Reporting Process. . . . . . . . .90Printing Audit Reports. . . . . . . . .91Understanding Audit Reports. . . . . . . . . . . . . . . . . . . . . .91Prerequisite. . . . . . . . .94Forms Used to Print Audit Reports. . . . . . . . .95Printing Audit Reports. . . . . . . . .95Copying the Reports Model. . . . . . . . . . . . . . . . . . . .96Working with Year-End Forms. . . . . . . . . . . . . . .97Understanding Year-End Forms. . . . . . . . . . . . . . .97Prerequisites. . . . . . . . . . . . . . . . . .99Forms Used to Work With Year-End Forms. . . . . . . . .99Entering a Print Date for Year-End Forms. . . . . . . . .99Printing Year-End Forms.100Resetting Year-End Forms. . . . . . . . . . . .101Generating Workfiles for Year-End Electronic Filing. . . . . . .101Understanding Electronic Filing Workfiles.102Prerequisites. . . . . . . . . .104Forms Used to Generate Workfiles for Electronic Filing.104Generating the EFW2 Workfile. . . . . . . . . . . . . . . . .105Generating the Federal W-2 EFW2 Electronic Filing Workfile. . . . .105Generating State W-2 EFW2 and 499R-2 Electronic Filing Workfiles. . . . . . . . . .106Generating the 1099 Electronic Filing Workfile. . . . . . . .106Working with W-2cs. . . .107Understanding W-2cs. . . .108Prerequisite.109Forms Used to Work with W-2cs. . . . . . . . . . . . . .109Creating W-2c Records. . . . .110Printing W-2c and W-3c Forms. . . . . . . . . .110Generating the Federal W-2c EFW2C Electronic Filing Workfile. . . . .110Appendix AControl Tables and Sample Forms. . . .112Control Tables. . . . . .112Copyright 2009, Oracle and/or its affiliates. All rights reserved.v
ContentsF07810 - Year-End Control Table. . . .112F07821 - Company Form Count Table. . . .113F07822 - Company Federal Control Table. . . . . . . . . . . . . . . . . .113F07823 - Year-End Report Table. . . . . . . . . . . . . .114F07824 - Company State/Local Control Table. . . . . .114F07825 - Company Special Handling Control Table. . . . . . . . . . . . . . .114F07815 - Special Handling Codes Setup. . . .115F07830 - Employee Federal Control Table. . . .115F07831 - Employee State/Local Control Table. . . . . . . . . . . . . . . . . . . . . . . .116F07832 - Employee Special Handling Control Table. . . .116F078603 - 1099 Mag Media Table. . . .117F078651 - W2 EFW2 Electronic Filing Build Table. . . .117F078652 - W-2C EFW2C Electronic Filing Build Table. . . . . . . . . .117R897869xx - Create State Flat File from F078691XX. . . . . . . . . . . . . . . . .117Frequently Asked Questions. . . . .117Sample Forms. . . . . . . . . . . . . . .1191099-MISC Miscellan
JD Edwards EnterpriseOne Payroll 9.0 Implementation Guide. JD Edwards EnterpriseOne United States Payroll 9.0 Implementation Guide. Customers must conform to the supported platforms for the release as detailed in the JD Edwards EnterpriseOne minimum technical requirements. In addition, JD Edwards EnterpriseOne may integrate,
