Import Box 14 - File Layout and Data Mapping

A

Box 14 Amount-1

The dollar amount associated with Box 14 Amount-1. This is the monetary value being reported for the first Box 14 entry (such as state disability insurance, union dues, retirement contributions, or other employer-designated amounts).

w2employee.amt_b18a

B

Box 14 Code-1

The alphanumeric code (up to 9 characters) for the first Box 14 entry. Unlike Box 12, Box 14 codes are flexible and employer-defined, commonly used for SDI, VPDI, union dues, PERA, or other state- or locally specific items.

The valid value is any alphanumeric code between one and nine characters.

Examples:

• SDI = State Disability Insurance - California

• VPDI = Voluntary Plan Disability Insurance

• UNION = Union dues

• PERA = Public Employees Retirement Association

• 403B = 403(b) retirement contributions

• HSA = Health Savings Account

• CASDI = California State Disability Insurance

• ROTH = Roth IRA contributions

• DENTAL = Dental insurance premiums

• Custom employer codes, such as RETIRE, BENEFIT1, TAXDEF, etc

w2employee.b18a

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:

• Y = Yes, this is a corrected W2

• N = No, this is an original W2

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 14 entries exceed available slots, additional W2 records with Sequence Number 1, 2, etc. are created.

Valid values:

• 0 = Primary W2 record (default)

• 1, 2, 3, etc. = Additional W2 forms for the same employee

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