Advanced - Batch Processing
The Advantage HRM Tax Reporting area includes batch jobs that are listed under several different areas in the Batch Catalog. The jobs are listed alphabetically in the below table and the last column indicates the location of the job in the Batch Catalog.
For detailed information on the batch jobs, refer to the associated run sheet in the Advantage HRM run sheets guides, which are available on the User Guide Downloads page. The run sheet can be located in the guide that corresponds to the Batch Catalog Section listed below.
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Batch Job Name |
Description |
Batch Catalog section |
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940 Tax Reporting |
The 940 Tax Reporting batch job is used to report the summarized annual Federal Unemployment Tax Act (FUTA) wages and taxes collected for any given year for a local government entity. When the job is executed, it generates a record on the FORM_940 database table using the Feature ID: 940 Tax Reporting record from the Offline Process Configuration (OPROC) reference page. This functionality is only available to sites that are utilizing the Next Generation payroll service. |
Annual Processing |
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1099-R Print |
1099-R Print is used to print 1099-R forms. Selected 1099-R Form records are used to generate 1099-R Form BIRT format data files. The BIRT data files are transferred via FTP to BIRT server for printing. |
Annual Processing |
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1099-R Table Load |
The 1099-R Table Load job is used to populate the R1099R_PAY_SUMM and R1099R_DED_SUMM tables to be used as input for the 1099-R Tax Reporting job. This job must be scheduled to process employees with multiple appointments. Note: The Combined Check Option Site Specific Parameter (SPAR) must be unchecked before running the 1099-R Table Load job. |
Annual Processing |
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1099-R Tax Reporting (HF02200Y) |
The 1099-R Tax Reporting process generates 1099-R forms, 1099-R reports, and the electronic file that can be sent to the Social Security Administration. The process consists of two sub-processes. |
Annual Processing |
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Automatic W-2 Trigger Generation |
This report lists the employee for whom a W-2 Trigger was created. This report contains Employee ID, Employee SSN, Employee Last Name, Employee First Name and W-2 Trigger Year. |
On-Request Processing |
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Auto Expire Tax Parameters
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The Auto Expire Tax Parameter job is used to set an expiration date for tax parameters. The Internal Revenue Code (IRC) dictates that an employee must submit a Tax Exemption form for each year for which he or she files for tax exemption (W-4). If a W-4 is not submitted, the employee will not be eligible for tax exemption for that year. Per IRS regulations, unless the W-4 form is submitted for the next tax year, tax exemptions have to expire as of February 15th of the year following the tax year for which the tax exemption was filed Tax filing statuses from W-4 certificates are represented in Advantage by Tax Classes that contain tax exemption and/or Earned Income Credit specifications. Advantage HRM allows users to expire TAX transactions based on Tax Year and Tax Class. The Auto Expire Tax Parameter job is used to set an expiration date for tax parameters. |
Annual Processing
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Create EFT TDIR Tapes |
The Create EFT TDIR Tapes job (HA01042C) reads EFT Extract files and converts the data into a format that can be submitted to the Treasury Direct for processing. These input files can be from one of three sources:
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Payroll Jobs |
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EEO-4 Report (HB00400Y) |
Executes the program HBAEEO4 to create the EEO-4 Report. This report displays the number of government employees by gender within annual salary ranges for each script category. The EEO-4 Audit Report further categorizes employees according to ethnicity. |
Biennial |
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EEO-4 Report Conversion To Excel |
This is a utility to convert the EEO-4 Statistics Report (HB00400Y.HBAEEO4.REPORT1) into an excel format as recommended by EEOC for online upload of data to the EEO-4 portal: https://www.eeocdata.org/EEO4/. The job coverts the statistics report into the excel format that is in line with the EEO-4 filing specifications and the output can be uploaded directly. Please follow instructions in the EE04 portal for actual upload instructions. This job should be run after EEO-4 Report (HB00400Y) job. |
Biennial
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EEO-5 Report Extract (HB00500Y) |
Executes the program HBRD010 that creates an extract file that is used for producing EEO-5 reports. |
Biennial |
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EEO-5 Report (HB00501Y) |
The EEO-5 Report is a mandatory biennial data collection that requires all public elementary and secondary school districts with 100 or more employees to submit demographic workforce data, including data by race/ethnicity, sex, and activity assignment classification. The EEO-5 Report job (HB00501Y) executes the COBOL program HBAEEO5 to create the EEO-5 Report. The EEO-5 Audit Report (HBAEEO5) displays EEO-5 information on an employee-by-employee basis. Employees with EEO-5 information and employees with no EEO-5 information are listed. The report data is cross checked against the totals displayed in the EEO-5 Report. Employees are grouped by department, unit, and work location. The EEO-5 Audit (HBAEEO5) Report includes the same data as the EEO-4 report, excluding salary information. |
Biennial |
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Employee Tax Refund |
The Employee Tax Refund Chain Job is used to refund the withheld FICA, Medicare, and State Disability Insurance (SDI) deductions to employees when an employer's total subject wages fail to exceed the minimum withholding threshold for a given calendar year and quarter. When the IN HOME CARE SERICES SITE Site Specific Parameter (SPAR) is set to true, and the Employee Tax Refund batch job is run for a quarter where the employer did not meet the Covered Wage Threshold determined from the Offline Process Configuration (OPROC) reference page entry, One Time Deduction (OTDED) transactions are created for all the employees who had taxes withheld by that employer in that quarter. The batch job sets the Status Indicator on FICA for the eligible records to Pending (P). When Gross-to-Net (GTN) is executed to process the OTDEDs, the Status Indicator is set to Refunded (R) on FICA. When the IN HOME CARE SERVICES SITE SPAR is set to false, the status indicator is not set by GTN. This functionality is only available for sites utilizing the Next Generation payroll service. |
Quarterly and Monthly Processing |
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Quarterly Catch Up Tax |
The Quarterly Catch Up Tax Chain job is used to retrieve employee records from the FICA table to determine the sum of the covered wages for the Calendar Year and Quarter, for each distinct FICA ID and Taxing Entity combination processed. The Quarterly Catch Up Tax Chain job includes the following jobs:
When the sum of the covered wages for the calendar year and quarter is less than the Catch Up Tax Threshold determined from the Quarterly Catch Up Tax Processing entry on the Offline Process Configuration (OPROC) reference page, and the employer tax amount for the quarter is 0, the Quarterly Catch Up Tax job sets the covered wages value for the quarter on the Employer FICA table and all associated FICA table entries to 0. This logic takes the rolling window into consideration. The Quarterly Catch Up Tax chain job also creates Supplemental Trigger (STRG) transactions for any employees where the sum of covered wages for the calendar year and quarter is greater than the value specified on the Quarterly Catch Up Tax Processing OPROC entry. This functionality is only available for sites utilizing the Next Generation payroll service. |
Quarterly and Monthly Processing |
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Quarterly Summary Pre-processor |
The Quarterly Summary Pre-processor job populates the FICA_DETL table with records fetched from the payroll tables. All the eligible payroll records falling under the specified date range are fetched and grouped based on category codes. The following amounts are calculated and inserted into the FICA_DETL table.
The Quarterly Summary Reporting job uses these FICA_DETL records to generate the quarterly report. Note: Ensure that the Quarterly Summary Pre-processor job is successfully run before scheduling the Quarterly Summary Reporting job. |
Quarterly and Monthly Processing |
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Quarterly Summary Reporting (HA02000Q) |
Quarterly Summary Reporting uses data from the Federal Tax Quarterly Summary (FQTR) page that contains pay and deduction records. The program counts employees, sums up amounts, and generates a report for use in preparing Form 941. |
Quarterly and Monthly Processing |
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Quarterly Wage and Withholding (HA02100Q) |
Quarterly Wage and Withholding uses two programs: the Employer's W-2 Tax Reporting Driver (HARD120) and the Employer's W-2 Magnetic Media Audit (HAR0120) Report. HARD120 generates an extract file using information from the CGI Advantage HRM Database. HAR0120 produces an electronic file (in the MMREF format) and audit report using this extract file. This file can be sent to the EDD, as well as any other state or local agencies requiring this information. |
Quarterly and Monthly Processing |
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W2 Tax Reporting (HA02100Y) |
W-2 Tax Reporting uses two programs: the Employer's W-2 Tax Reporting Driver (HARD120) and the Employer's W-2 Magnetic Media Audit (HAR0120) Report. HARD120 generates an extract file using information from the CGI Advantage HRM Database. HAR0120 produces forms, electronic file and an audit report using this extract file. When utilizing COBOL, upto 6 state specific electronic files can be produced at one time, based on the set up on the State Tax Reporting (STPRT) table. When utilizing the Next Generation Payroll Service, and the MULTI_STATE_TAX Application Parameter (APPCTRL) is enabled any number of states can have this check box set to true at any given time. In addition, a Federal electronic file is also produced. The Federal file can be sent to the Social Security Administration (SSA), and each state file can be sent to the state or local agencies requiring this information. |
Annual Processing |
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W2C Tax Reporting (HA02200Y) |
The W-2C Tax Reporting process requires the successful completion of the regular W-2 Tax Reporting process (HA02100Y). The W-2C process (HA02200Y) execution is based upon the run parameter for program HAR0130. Two execution types exist for this process: An "Initial Load Run" and a "Regular Load Run". The ”Initial Load Run” process loads each employee’s W-2 information into the database to create a snapshot of how the data sent to the Social Security Administration (SSA). The ”Initial Load Run” process creates an error report and load statistics report, in addition to updating the W-2C load tables on the database. The ”Regular Load Run” will create information for the corrected employees that have been re-run through the W-2 process that has to be reported to the SSA. In addition to the same outputs as the ”Initial Load Run” three additional outputs are created: the W-2C Form table is populated with data, a W-2C electronic file in MMREF-2 format is created, and an audit report comparing the previous employee information with the corrected information is generated. W-2C Tax Reporting executes one program: the Employer's W-2 Correction Program (HAR0130). |
Annual Processing |
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W-2C Zero Tax Reporting |
The W-2C_Zero Tax Reporting process expects that the employees are bypassed since all wages and deductions paid are retroactively adjusted to $0.00 after the original W2 Form was produced. The W-2C_Zero Tax Reporting (HA02205Y) execution is based upon the run parameter for program HAR0135. This creates information for the employees entered in the User Parameter that has to be reported to the Social Security Administration (SSA). The W-2C Form table is populated with data reversing all amounts reported in the earlier W2 Tax Reporting Program and an audit report comparing the previous employee information with the corrected information as zeroes. The W-2C_Zero Tax Reporting process executes one program: the Employer's W-2C_Zero Tax Reporting Program (HAR0135). |
Annual Processing |
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W-2 Create PDF |
W-2 Create PDF is used to generate W-2 forms in PDF format. Selected W-2 Form records are used to generate W-2 Form BIRT format data files. The BIRT data files are transferred via FTP to the BIRT server for PDF generation. Also, if the BATCH OPERATOR E-MAIL ADDRESS SPAR parameter is set then an email will be sent after all of the W-2 PDF files have been generated on the BIRT server. |
Annual Processing |
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W-2 PDF Load |
W-2 PDF Load is used to load previously generated W-2 PDF forms into the database so that they can be viewed online. The W-2 PDF forms are transferred from the BIRT server to the application server (in the location specified by the W2PDF APPSERVER FILE LOC SPAR parameter) and then loaded into the database where they can be viewed via the Deduction Management (DEDM) or My Compensation (MYCOMP) activity folders. |
Annual Processing |
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W-2C Create PDF |
W-2C Create PDF is used to generate W-2C forms in PDF format. Selected W-2C Form records are used to generate W-2C Form BIRT format data files. The BIRT data files are transferred via FTP to the BIRT server for PDF generation. Also, if the BATCH OPERATOR E-MAIL ADDRESS parameter on Site Specific Parameters (SPAR) is set then an email will be sent after all of the W-2C PDF files have been generated on the BIRT server. If there is an existing W-2C PDF in the Employee Tax Form (EMPL_TAX_FRM) table, then a new PDF file will be generated with the next version number. |
Annual Processing
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W-2C PDF Load |
W-2C PDF Load is used to load previously generated W-2C PDF forms into the database so that they can be viewed online. The W-2C PDF forms are transferred from the BIRT server to the application server (in the location specified by the W2PDF APPSERVER FILE LOC parameter on Site Specific Parameters (SPAR) and then loaded into the database where they can be viewed via the Deduction Management (DEDM) or My Compensation (MYCOMP) activity folders. |
Annual Processing
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W-2 Print |
W-2 Print job is used to print W-2 forms. Selected W-2 Form records are used to generate W-2 Form BIRT format data files. The BIRT data files are transferred via FTP to BIRT server for printing. |
Annual Processing |
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W-2C Print |
W-2C Print job is used to print W-2C forms. Selected W-2C Form records are used to generate W-2C Form BIRT format data files. The BIRT data files are transferred via FTP to BIRT server for printing. |
Annual Processing |
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West Virginia Split File Generator |
The West Virginia Split File Generator (HA021WVY) process is for sites that report state tax withholding for over 30,000 employees to the state of West Virginia. This job should be run immediately after the W-2 Tax Reporting (HA02100Y) process. The HA021WVY process executes HABW2WV which takes the West Virginia state file output produced by the W-2 Tax Reporting job as input and generates up to 20 split files. The number of split files generated will vary depending upon the size of the data available in the input file. Only the West Virginia state file will be considered as input for this job. This job will not split state files for any other states. |
Annual Processing |
