Employee W2 File Update

Tax Year

Tax year that applies to the W2 information being submitted.

Control Number

Control number. You can enter multiple control numbers by using the pipe ( | ) to separate each, for example, A123|B123|C123. Character/8

Employee Number

Employee’s ID number. You may use the pipe symbol to select multiple employees. Refer to the Control Number field for an example.

Sequence Number

Sequential number identifying an employee’s workfile record in combination with the employee ID. This field only appears in the List section. For additional details, refer to the description of the Sequence Number field in the following section on the Header tab.

First Name

Employee’s first name and middle initial.

Last Name

Employee’s last name and suffix (if applicable). If you are searching for multiple employees, insert the pipe symbol between their last names, for example, BECK/TAYLOR JR/HENDRICKSON. In this case, you should leave the Search Criteria section’s First Name field blank.

Tax Year

Calendar year being reported on the W2 form. The Tax Year and Control Number fields combine to identify a W2 workfile. As a result, neither of these fields can be changed.

Control Number

Number or code identifying the current workfile in combination with the tax year. When adding a record, you must enter a valid tax year/control number combination.

Employee Number

Employee’s ID number. The Employee Number and Sequence Number fields combine to identify an employee’s record within the W2 workfile.

Sequence Number

One-digit sequential number identifying an employee workfile record in combination with the employee’s ID.

When you run the Create Employee W2 File option, the system assigns the sequence number 0 to employees’ initial records. If additional records are generated for an employee in the same workfile, the system assigns 1 to the second record, 2 to the third record, and so forth.

If needed, you may change the assigned number. You can have up to 10 records per employee (0-9), including the initial record.

Employee Type

Code identifying the employee’s status in regard to FICA taxes:

R - Regular - Identifies employees subject to the full FICA tax, which includes both Social Security and Medicare.
Q - Medicare - Identifies employees who are only subject to the Medicare portion of the FICA tax.

Check Location

Code identifying the location where the employee receives pay checks or direct deposit vouchers, as defined in Personnel’s Location table. To facilitate W2 form distribution, enter the check location code from the Payroll tab of the employees’ Employee Information detail page in Human Resources.

Social Security

Employee’s Social Security number (SSN). The system provides the dashes. This should match the SSN stored in the Employee Information page.

First Name

Employee’s first name as it should appear on the W2. Character/30

Middle Name

Employee’s middle name as it should appear on the W2. Character/30

Last Name

Employee’s last name as it should appear on the W2. Character/30

Suffix

Employee’s suffix as it should appear on the W2.

Address 1-2

Two fields for the employee’s address, the first for the street name and number and the second for additional address information, such as a post office box or rural delivery number.Character/30 each

City

City where the employee resides.

State

Standard two character abbreviation for the state where the employee resides. The drop-down list includes abbreviations for all 50 states.

Zip Code

Two fields for the zip code, the first for the five-digit code and second for the four-digit extension. The system provides the dash before the extension.

Foreign Address

Checkbox indicating the employee has a foreign address.

Foreign State

The foreign state where the employee resides.

Foreign Postal Code

The foreign postal code where the employee resides.

Foreign Country Code

The two-character foreign country code where the employee resides.

Federal

Federal taxes withheld and wages received in the tax year.

Social Security

Social Security taxes withheld and FICA wages received in the tax year.

Medicare

Medicare tax withheld and Medicare wages in the tax year. For employees who earn $200,000 and over, this will include the *AM deduction amount taken for the year.

State 1-2 (unlabeled)

Two fields with drop-down lists, the first for the employee’s current state and the second for an additional state. State taxes withheld and wages received for tax year.

Locality 1-2 (unlabeled)

Two fields, the first for the employee’s current locality and the second for an additional locality. You may abbreviate the names as needed. Local taxes withheld and wages received for the tax year. Character/8 each

• The abbreviation appears in Box 20, which allows entries for two localities.

• Wages, tips, and other compensation for each locality appear in Box 18, while the taxes appear in Box 19.

Statutory Employee

Checkbox for identifying a statutory (942) employee. A statutory employee is subject to Social Security or Medicare but not federal income tax. For additional information, refer to the IRS Circular E, Employer's Tax Guide.

Retirement Plan

Checkbox for identifying an employee who is an active participant in a retirement plan. The system selects this box if the employee has one of the deduction codes identified in the W2 Workfile Pension page.

Third Party Sick

Checkbox for indicating that the employee has received third-party sick pay. Leave the box blank if this does not apply.

Dependent Care

Amount paid or incurred for dependent care benefits under Section 129 of the IRS Code.

Allocated Tips

Allocated tips subject to federal taxes.

Social Security Tips

Tips subject to Social Security taxes.

Nonqualified Section 457

Distributions from non-qualified section 457 plans.

Nonqualified Non-Section 457

Distributions from non-qualified nonsection 457 plans.

Box 12 A-D

Four lines of two fields each. In the first field, select a code identifying Box 12 income as defined in the IRS Circular E, Employer's Tax Guide. In the second field, enter the amount.

Following are the IRS codes. Note that the descriptions are spelled out here, whereas they are abbreviated in the drop-down list.

A - Uncollected Social Security Tax on Tips
AA - Roth Contributions under 401(k)
B - Uncollected Medicare Tax on Tips
BB - Roth Contributions under 403(b)
C - Life Insurance Over $50000
CC - Hire Exempt Wages and Tips
D - Deferral 401(k)
DD - Employer-Sponsored Health Cost
E - Deferral 403(b)
EE - Roth Contributions under 457
F - Deferral 408(k)
FF - Permitted benefits under a qualified small employer health reimbursement arrangement
G - Deferral Section 457
GG - Income from qualified equity grants under section 83(info)
H - Deferral 501(c)
HH - Aggregate deferrals under section 83(info) elections
J - Non-Taxable Sick Pay
K - Golden Parachute
L - Employee Business Expense
M - Uncollected Social Security Tax on Term Life Insurance
N - Uncollected Medicare Tax on Term Life Insurance
P - Moving Expenses
Q - Non-Taxable Combat Pay
R - Employer Medical Savings Account Contribution
S - Employee Salary Reduction Contribution to Simple Retirement Account
T - Employer-Paid Adoption Assistance
V - Non-Statutory Stock Options
W - Health Savings Account
Y - Deferrals under Section 409a
Z - Income under Section 409a

Box 14

Five lines of two fields each for entering Box 14 information, as defined by the deductions and pay codes entered in the W2 Workfile Box 14 page (Create Employee W2 File option).

• In the first field, enter a user-defined title or abbreviated description identifying the type of payment. Character/6

• In the second field, enter the payment amount.