PY652_w2_distribution .us



Application: HRMS

Module: Payroll

Business Process: Manage Quarterly and Annual Reporting

Requirement Number: PY652

Requirement Title: Ability to distribute W-2 documents efficiently

Module Leads: Nancy Ribes, Josh Woodrum

1. Requirement Description

Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.

Currently Central Payroll prints and distributes W2s in a similar way to paychecks. Each agency receives the W2s which are hand delivered and remainders are mailed to the most current employee address. Agencies are divided into various locations. For example, Corrections is made up of several prison locations. Central Payroll prints the W2s sorted by agency and then the appropriate location to aid in distribution. The delivered PeopleSoft W2 print page does not provide the option to sort the W2s by location, but does provide the location field in HR to store the information.

2. Business Need

Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.

Central Payroll needs a logical and timely way to distribute W2s to its employees at each agency, and more so, to each agency location.

3. Required By: (Y/N)

Federal __Y__ Agency _N___ Bargaining Unit __N__

State Statutory _N___ State Regulatory _N___ State Procedural __N__

4. Requirement Priority

__High____ (High, Medium, Low – please see “Requirements Prioritization Criteria”)

5. Recommended Solution

Enter an “X” next to the appropriate category

___X___ Process Solution

_1__ Option Number

______ Application Modification

___ Option Number

6. Explanation for Recommendation

Provide reasons for recommendation. Please do not re-state the description of the solution itself.

7. Organizational Impact of Recommendation

Describe the changes to the organization that result from the recommended solution. Include a description of any role, process, statute, or bargaining unit agreement affected.

The Agency Payroll Specialist would need to be trained on how to handle mailing W-2’s via bulk mail.

8. Process Solutions

Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.

Option 1. All W2s are mailed out of Central Payroll, eliminating the need for distribution to the agency location level. This option would require an allocation of funds for bulk mail postage (approx. bulk mail rate is 17.1cent)

Option 2. W2s are hand sorted by location at the agency level.

9. Application Modifications

Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.

Option 1.

Modification Type (On-line, Batch, Interface, Report, Workflow): On-line & Batch

Complexity (Easy, Medium, Difficult): Difficult

Description: Location would be added as an option on the W2 Print page drop down for secondary sorting after department (agency). Sort logic would have to be added to the corresponding W2 Print program.

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