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AI agent for payroll administrators

Year-End W-2 Readiness Agent

Correct W-2 data before forms are produced

Quality controlRisk managementComplianceFinance
See how it worksGet access
Year-End W-2 Readiness Agent: what goes in, what the agent does and what you get

What it does

W-2 errors mean corrected forms, unhappy employees and penalties, and most are caught too late in January. From November, this agent checks the data that will go on W-2 forms each week. It confirms employee names, addresses and tax ID formats, checks taxable fringe benefits and third-party sick pay were entered, verifies retirement and health amounts are in the right boxes, and ties year totals to the four quarterly returns. Every problem goes to an issue list with the suggested fix. It reruns the checks after each fix. In January it drafts the address confirmation notice and the final readiness memo. The administrator approves before forms are produced. Edge case: a former employee's address is a known returned-mail address, so the agent flags it for an update instead of printing it.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN Weekly year-end check 2 USES A TOOL Pull year-to-date payroll and benefits data 3 DOES Check names, IDs, addresses and box amounts 4 DOES Tie year totals to quarterly returns 5 CHECKS THE RESULT Are all checks passing? If not: add issues to the fix list and rerun afterfixes. Back to step 3. 6 YOU APPROVE Administrator approves form production 7 RESULT Readiness memo and clean data
Read the steps as a list
  1. Weekly year-end check
  2. Pull year-to-date payroll and benefits data
  3. Check names, IDs, addresses and box amounts
  4. Tie year totals to quarterly returns
  5. Are all checks passing?If not: add issues to the fix list and rerun after fixes. Back to step 3.
  6. Administrator approves form productionThe agent waits here for your OK.
  7. Readiness memo and clean data

How it decides

It runs a fixed set of checks and treats any failed check as an open issue until fixed.

  • Fringe benefits missing for listed employees: flag
  • Year total differs from returns: investigate
  • Returned mail address: request update

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Checks to run
  • Weekly run day
  • Notice wording
  • Who approves production

What keeps you in control

It always asks you first

  • Producing and filing forms
  • Sending notices to employees

Hard limits

  • Never sends forms to employees
  • Never edits pay history

It stops when

  • Done: all checks pass
  • Stop: deadline near with open issues, escalate

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensIn the November 18 check, the agent found 11 company car fringe amounts not entered and 4 invalid addresses. The administrator entered the fringe amounts and requested new addresses. The rerun showed year totals still $310 off from the quarterly returns, so the check failed. The agent traced it to a Q3 adjustment, which was entered. The next run passed, and the administrator approved production.

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