You must use All Company/All Division security to successfully remove W2 files.
This screen option is capable of performing three main functions depending on your settings on the Remove W2 Files Selection screen:
Remove Employee Earnings Records
Delete Terminated Employees
Removing Temporary W2 Files
You should always set the Bypass file reorganization field to Y because it requires a dedicated system. A system backup is recommended if you plan to delete earning records for a year or for terminated employees. Make sure you review your company retention policy to comply with auditing and tax preparation requirements.
On the Main Menu, click Payroll, select Annual Processing, and then click Remove W2 Files.
Remove W2 Files Selection screen
Before running W2’s, three temporary files were created using option Prepare Year End Files for W2. The three files are as follows:
SYYCNC System Control - Company Name & Address
SYYPRD System Control - Company Federal ID Number
SYYPRS System Control - FICA and Medicare limits
Normally the process is to rename these files using the system command WRKOBJ SYY* rather than deleting them.
To delete these temporary files without deleting earning records, do the following:
1. Set the Remove Employee Earnings Records field to N.
2. Set the Delete Terminated Employee field to N.
3. Set the Bypass File Reorganization field to Y.
4. Click OK.
To delete earning records for terminated employees prior to a certain date, do the following:
1. Set the Remove Employee Earnings Records field to N.
2. Set the Delete Terminated Employee field to Y.
3. Set the Terminated prior to date field as desired.
4. Set the Bypass File Reorganization field to Y.
5. Click OK.
The records deleted in the various files are noted in the summary section.
Removing Employee Earnings Records
Use this field to delete earnings records for All Employees, in All Companies and All Divisions, in the year requested and the prior year, if not already deleted. To do this:
1. Set the Remove Employee Earnings Records field to Y
2. Set the Year to Remove field as desired.
3. Set the Delete Terminated Employees field to N.
4. Set the Bypass File Reorganization field to Y.
5. Click OK.
The only records deleted are in the PRPERN file (Employee Earnings QTD/YTD).
Summary
As noted previously, the temporary files will always be deleted by running this option. Deleting records of terminated employees, and removing employee earning records, can be combined or run separately. Records in the following Payroll and Human Resources files are deleted when deleting terminated employees:
Payroll
PRPMST Employee Master
PRPERN Employee Earning (QTD/YTD Earnings)
PRPHST Employee Earnings History
PRPSTL Employee State/Local
PRPDED Employee Deductions
PRPMAJ Monthly Employee Adjustments
PRPMED Monthly Employee Deductions
Human Resources
HRPATN Personal Attendance
HRPBDNHR Benefit Deduction Enrollment
HRPCPR Personnel - Company Property
HRPEDU Personnel - Education
HRPEDC Personnel - Education/Class
HRPEVT Personnel - Employee Events
HRPGRV Personnel - Grievance
HRPINS Personnel - Insurance
HRPLNG Personnel - Language
HRPMBR Personnel - Memberships
HRPMIL Personnel - Military Service
HRPSAL Personnel - Salary Review
HRPSKH Personnel - Skills History
HRPSKL Personnel - Skills Inventory
HRPTRA Personnel - Training
HRPTRC Personnel - Training/Class
HRPDPN Personnel - Dependent Information
HRPEMP Personnel - Employee Master
HRPEMH Personnel - Medical Exams Information
HRPMED Personnel - References
HRPRSM Personnel - Resume
