Description of Issue

I need to make sure Election Workers are going to generate a W-2, how do I make sure of this?

Context

Enterprise ERP
Payroll
W-2 and 1099-R Processing
Employee Accumulators

Cause

Resolution

W-2s pull data from Yearly Accumulators.
The create process of W-2s has logic where if the employee's Job Class is defined as an Election Worker and they fit into any of the below examples, they will/will not generate a W-2.
- If an employee did not make enough to trigger any Federal tax withholdings and the gross on the FIT Yearly Accumulator is under 600.00, they will NOT generate a W-2.
- If an employee has any Employee Amount (Federal withholdings) on the yearly FIT accumulator, regardless if the gross is less than 600.00, they will generate a W-2.
- If the FIT yearly accumulator has over 600.00 gross, they will generate a W-2, regardless if there is no employee withholding amount.
If the Job Class for Election Workers is not defined during the creation of W-2s and there is any gross amount on the FIT Yearly Accumulator, they will create a W-2 and the logic above will not take place.
Election workers are not subject to FICA/Medicare until they reach the limit ($2000.00 for 2021)
- If the Election Worker Pay Limits are setup properly, and employees hit the limit (Example, $2000.00 for year 2021) it will add the FICA and Medicare taxes for the previous $2000.00.
To check the Yearly Accumulator record:
1. Go to Employee Accumulators (Payroll>Payroll Administration>Employee Accumulators)
2. Search for the employee, FIT Deduction, Year, and Frequency of Y.
3. Note if the record shows an Employee Gross over the necessary limit (Example, $600.00.) or if there is any Employee Amount.
  1. If there is any withholding amount, regardless of what the gross wages are, it will create a W-2.
  2. If there is no withholding amount and the gross is under 600.00 it will not create a W-2.
  3. If there is a federal gross over 600.00, it will generate a W-2.

Additional Information

Documentation regarding the setup of the Pay Limits for Election Workers: Overview of Pay Type Limits (Election Workers example start on page 5)
Related KCS article - Election workers did not generate W-2s

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