Self-Serve Utility - W2 Manual Modifications Utility

Overview

Updated 12/01/2021

This AQ is used to add information to Box 14 of the W2 or create W2s for 'S Corp' shareholders.

After running this AQ, re-generate your Feed & XML in the Weekly Process > Generate Greenshades section of Avionté to see the changes take effect. 

• Click here for a list of all Self Serve Utilities

Requirements
Parameters
Report Fields
    Action = View
    Action = Add
    Action = Edit
    Action = Remove
Special Logic

Requirements

The user must have access to Admin Tools.

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Parameters

Parameter Name	Options	Description
Supplier	All available suppliers	Choose the supplier/employer for the W2 that will be modified. The supplier and year may not be modified for a W2 that has been flagged as complete in Admin Tools > Config Year.
Year	Specific Year ID	Enter the appropriate filing year (4-digits) of the W2 you need to modify
SSN	SSN of Employee	Enter the employee's SSN with or without dashes
Action	VIEW, ADD, EDIT, and REMOVE	VIEW - View modification(s) made previously ADD - Add a new modification EDIT - Change a previous modification REMOVE - Delete a previous modification Note: When running the AQ with the VIEW action, the remaining parameters are not required.
Type	BOX 14 or S CORP	BOX 14 - Select to add Information-Only Entries to Box 14 of the employee's W2 S CORP - This option will add the Value of the Modification Value parameter into Boxes 1, 14 and 16 of the employee's W2.
Box 14 Code	Free text	Code to be used for Box 14. This entry must be non-numeric.
Box 16 State	Choose a state from the drop-down	Select the state that should be related to the Box 16 value
Modification Value	Free text	Provide a value to add to the above specified box in W2. This value will be added to the current value on the employee's W2. Therefore, if a value exists in these boxes currently, the W2 will show a sum of the current value and the Modification Value.
Modification Notes	Free text	Provide a description/note that explains the reason of change of value. These notes will be visible to internal users only when they run the W2 Manual Modification Utility AQ with a Type of VIEW.

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Report Fields

Action = View

View existing value in selected box from table: GS_AdditionalW2BoxItems
Following columns are returned as result.
SSN	Employee SSN
EmployeeID	Employee ID within Avionté
Last Name	Employee Last Name
First Name	Employee First Name There is different logic to update Employee Name: Update EE Name from Employee of SAME Supplier with pay in SAME Supplier If not found above, update EE Name from Employee of ANY Supplier with pay in SAME Supplier If not found above, update EE Name from Employee of SAME Supplier whether or not pay exists If not found above, update EE Name from Employee of ANY Supplier whether or not pay exists
Box Number	Box Number of modification
Code	Box Code of modification
Value	View existing value in selected Box-Code
Notes	Value in Notes column of GS_AdditionalW2BoxItems Table
Entered Date	Date on which data was entered in GS_AdditionalW2BoxItems Table
Entered By User	System User who entered data in GS_AdditionalW2BoxItems Table

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Action = Add

Insert new record then return the newly inserted record in selected box from table: GS_AdditionalW2BoxItems
Following columns are returned as result.
Action Result	[Defaulted as “Added new record”]
Year ID	Selected Year ID
Staffing Supplier	Selected Staffing Supplier Code
SSN	Employee SSN
Box Number	Selected Box Number of which the value was updated
Code	Box code of which the value was updated
Value	Newly inserted value
Notes	Newly inserted notes
Technical Notes: When Action Type = ADD, the following columns are updated in the GS_AdditionalW2BoxItems table: SSN = Employee SSN Box Number = Selected Box Number Code= Box code of selected box Value = User input value Notes = User input notes ConfigYearStaffingSupplierGUID = ConfigYearStaffingSupplierGUID of selected year ConfigYearStaffingSupplierQuarterGUID = ConfigYearStaffingSupplierQuarterGUID of Q4 quarter of selected year Entered Date = AQ run date – time User GUID = User GUID for user running AQ Active = 1

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Action = Edit

Update Value in GS_AdditionalW2BoxItems table and Notes columns (if @Notes has value) then return the newly inserted record
Following columns are returned as result.
Action Result	[Defaulted as “Modified record”]
Year ID	Selected Year ID
Staffing Supplier	Selected Staffing Supplier Code
SSN	Employee SSN
Box Number	Selected Box Number of which the value was updated
Code	Box code of which the value was updated
Value	Newly inserted value
Notes	Newly inserted notes
Technical Notes: When Action Type = EDIT, the following columns are updated in GS_AdditionalW2BoxItems table: Notes = User input notes Entered Date = AQ run date – time User GUID = User GUID for user running AQ

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Action = Remove

Remove the corresponding record for selected box from table: GS_AdditionalW2BoxItems
Following columns are returned as result.
Action Result	[Defaulted as “Removed record”]
Year ID	Selected Year ID
Staffing Supplier	Selected Staffing Supplier Code
SSN	Employee SSN
Box Number	Selected Box Number of which the value was updated
Code	Box code of which the value was updated
Value	Newly inserted value
Notes	Newly inserted notes
Entered Date	AQ run date – time
Entered By User	User running AQ
Technical Notes: When Action Type = REMOVE, we are updating following columns in GS_AdditionalW2BoxItems table: Deactivated Date = AQ run date – time Deactivated By User GUID = User GUID for user running AQ Active = 0

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Special Logic

AQ returns the following error messages:

• If DateCompleted column in vConfigYearStaffingSupplierQuarter for selected Year-Quarter is not null (ie DateCompleted available), then following message is generated:
  
  
  “The selected Supplier/Year/Quarter combination has been flagged as complete. Unable to apply modifications.”
  • Ensure cyssq has not been flagged as complete
    
    

• If provided SSN does not exist in selected Supplier, then following message is generated:
  “Missing or invalid SSN provided. Please specify a SSN existing under the chosen Supplier.”
  • Ensure Employee SSN exists under Supplier of selected cyssqGUID
    
    

• If user has not supplier Box Number or if user inputs invalid Box Number, then following message is generated:
  “Missing or invalid Box Number provided. Please specify a Box to be modified.”
  • Ensure valid Box Number was chosen
    
    

• If supplied code is not available for Box Number 12, 14, 16, 17, 18, or 19 or if Value provided is blank for these Box-code, then Additional Item Requirement Descriptions is displayed as error message.
  
  

• When any other Action Type “Add new modification” or “Remove prev. modification” are chosen and used does not provide any value in Modification Value parameter, then following message is generated:
  “Value provided was blank or zero. Please provide a valid, non-zero amount. If you wish to remove a record, use the "REMOVE" Action Type.”
  • Ensure Value exists and is not zero if ActionType is not 'REMOVE' (or 'VIEW')
    
    

• If user tried to insert (Action Type = Add new modification) a value for a Box-Code that already exists, then following message is generated:
  “Unable to add record as one already exists.”
  • Ensure record doesn't already exist if ActionType is 'ADD'
    
    

• If user choses Action Type = Adjust prev. modification or Remove prev. modification, and selected Box-Code does not exists, then following message is generated:
  “Unable to apply modification as no match was found.”
  • Ensure record exists if ActionType is 'EDIT' or 'REMOVE'

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