Enhanced User Capability for W-2 and Deposit Form Printing, Payroll Number Automation

State of North Carolina
Office of the State Controller

Michael F. Easley, Governor

Robert L. Powell, State Controller

March 14, 20032

MEMORANDUM NO. PR2003-0004

TO:	All Agencies Served by the State Controller's Office Payroll Section
FROM:	Roger Farmer Payroll Administrator
SUBJECT:	Enhanced User Capability for W-2 and Deposit Form Printing; Payroll Number Automation

W-2 & Deposit Form Printing
In the past, your agency had the capability to print copies of the current year's W-2 form and current month's Deposit form. These form requests were ran on Tuesday night and mailed to your agency on Wednesday. This was accomplished on the CHANGE SCREEN by typing the word PRINT under the CHANGE CODE field and then typing either a W (for W-2), a D (for deposit) or a B (for both) under the NEW DATA field.

The print capability has now been enhanced as follows:

The request is still entered using the CHANGE SCREEN.

The command typed under the CHANGE CODE is still the word PRINT.

The NEW DATA field has been increased from a one-character field to a two-character fieid. The first character field will still use the W, D or B. The second character will be used to designate the following:

0 = The form(s) for the most recent year or month
1 = The form(s) for the prior year or month
2 = The form(s) for two years or months back
3 = The forms for all three years or months

These requests will now be processed each night and sent out the next working day.

As stated in Memorandum No. PR2003-002, employees must be in an active status for you to request a duplicate form. If an employee is not in an active status with your agency, you must either e-mail or fax the request to our office for processing. These requests will be processed on Tuesday of each week and sent out to you on Wednesday.

Payroll Number Automation
Effective March 1, 2003 the payroll numbers will not reflect the number for the month. Instead the payroll number used will be automatically increased by a count of one number for each payroll run made by our office during the month. Therefore, there may be breaks in the running payroll numbers for your agency.

The normal situation with cancellation and rewrites is that the same payroll number is used to cancel the item and rewrite it. In situations where a new payroll number will be needed, your agency will use 999 and the system will automatically assign the payroll number.

MAILING ADDRESS 1410 Mail Service Center Raleigh, NC 27699-1410	Telephone: (919) 981-5454 Fax Number: (919) 981-5560 State Courier: 56-50-10 Website: www.ncosc.net	LOCATION 3512 Bush Street Raleigh, NC
	An Equal Opportunity/Affirmative Action/Americans With Disabilities Employer