Import Box 12 - File Layout and Data Mapping
The Box 12 import file format is .csv.
The following table shows the data's column names, descriptions, and destination database fields in the Box 12 import file.
Column | Name | Description | Destination Database Field (table.field) |
|---|---|---|---|
A | Box 12 Amount-A | The dollar amount associated with Box 12 Code-A. This is the monetary value being reported for the first Box 12 entry (typically the DD code for employer-sponsored health coverage cost in this import). Valid values:
| w2employee.amt_b17a |
B | Box 12 Code-A | The two-character IRS code for the first Box 12 entry. In the Import Box 12 function, this is hardcoded to accept "DD" (cost of employer-sponsored health coverage), which is required for ACA reporting. The valid value is DD. | w2employee.b17a |
C | Batch Number | The control/batch number that identifies which group of W2 records to update. Required to specify which W2 processing batch the imported data belongs to. Multiple batches can exist for the same tax year. The valid value is any existing batch/control number that has already been created during the W2 data load process. | w2employee.batch_no |
D | Employee Number | The employee’s identification (ID) number. You can use the Employee Number instead of the Social Security Number to identify which employee record to update. The system will match this to existing W2 records. | w2employee.empl_no |
E | Corrected Form | Indicates whether this is a corrected W2 form (replacing a previously filed W2). Used when amendments need to be made to already-issued W2s. Valid values:
| w2employee.ind_corrected |
F | Local Tax Code | The name or code of the first local taxing jurisdiction (city, county, school district, etc.) where the employee paid local taxes. This value is displayed in Box 20 on the W2 form. The valid value is any locality name or code (for example, "PHILADELPHIA", "NYC", "0001"). | w2employee.location_code |
G | Local Tax Code 2 | The name or code of a second local taxing jurisdiction, if the employee paid taxes to multiple local entities. Used when employees work in multiple localities. The valid value is any locality name or code (for example, "PHILADELPHIA", "NYC", "0001"). | w2employee.location2_code |
H | Sequence Number | A sequential identifier when multiple W2 forms exist for the same employee in the same tax year and batch. For example, when Box 12 entries exceed available slots, additional W2 records with Sequence Number 1, 2, etc. are created. Valid values:
| w2employee.seq_no |
I | Social Security Number | The employee's 9-digit Social Security number, formatted as nine digits or with dashes: XXX-XX-XXXX. You can use the Social Security Number instead of the Employee Number to identify which employee record to update. The system will match this to existing W2 records. | w2employee.ssn |
J | Tax Year | The four-digit calendar year for which the W2 is being filed (for example, 2023, 2024). This is typically auto-populated and locked during import based on the current W2 processing session and cannot be changed by the user. | w2employee.taxyr |