W-2 Information
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Access this report using Reports>Payroll>Payroll Tax Worksheets>W-2 Information. It is only available with the Payroll module; it is not available for Payroll Link users. |
Use this report to review all W-2 information for your employees. Prior to running this report, you must calculate the W-2 totals for the tax year using Reports>Payroll>Payroll Tax Worksheets>Calculate W-2 Information. Once it has been successfully calculated, you can access the W-2 Information report.
In the header of the report, the system prints the Preliminary W-2 Count. This is the number of W-2 records; however, the actual W-2s that are printed may vary. For example, you could have multiple W-2s if you have more than four Box 12 Items. The remaining Box 12 Items will print on the additional W-2 Forms.
Use this tab to assign a report name and determine whether or not to include it on the actual report. The report name can be printed in the header or the footer of the report.
Use this tab to determine what data to include in the report and to define the report layout.
- By selecting Available Items, the data is divided onto separate pages. The report starts a new page for each item, and the item is printed in the page header of the report.
- By selecting Available Columns, the data that appears in the body of the report is determined.
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Column |
Description |
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Processing Group Code |
The processing group code was assigned to the employee using the Maintain>Payroll>Employee Information form. |
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Processing Group Title |
The title of the processing group code. |
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Class |
The employee's class, such as Admin or Staff. |
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Position |
The employee's position, such as Administrator or Program Rep. |
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W-2 Year |
The tax year that was used to calculate W-2s for the associated employee (Reports>Payroll>Payroll Tax Worksheets>Calculate W-2 Information). |
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Employee ID |
The employee ID for the calculated W-2s. |
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Employee Status |
The status of the employee—Active, Inactive, or Terminated. |
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Employee Last Name |
The employee's last name. |
| Employee First Name | The employee's first name. |
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First, MI Name |
The employee's first name and middle initial. |
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Employee Name |
The employee's full name, including the middle initial. |
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Social Security Number |
The social security number associated with the Employee ID. Note that only the last four digits of the number display. To view the entire social security number, you must have been granted Display Sensitive Data rights for Maintain>Payroll>Employee Information. These rights are granted by the Administrator using Security>Set Up Organization Menus form. |
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Spouse's Social Security Number |
The spouse's social security number (only used if employee is married and withholding tax state is Puerto Rico). Note that only the last four digits of the number display. To view the entire social security number, you must have been granted Display Sensitive Data rights for Maintain>Payroll>Employee Information. These rights are granted by the Administrator using Security>Set Up Organization Menus form. |
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Address |
The employee's address entered on the Maintain>Payroll>Employee Information>Address tab. |
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City |
The city where the employee resides entered on the Maintain>Payroll>Employee Information form. |
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State |
The state where the employee resides entered on the Maintain>Payroll>Employee Information form. |
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ZIP |
The zip code where the employee resides entered on the Maintain>Payroll>Employee Information form. |
| Country | The country where the employee resides entered on the Maintain>Payroll>Employee Information form. |
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Hire Date |
The employee's date of hire entered on the Maintain>Payroll>Employee Information form. |
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MQGE |
A designation of Yes or No, depending on if "Medicare Qualified Governmental Employee" was selected on the Maintain>Payroll>Employee Information>W-2 tab. |
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Wages, Tips, Other Compensation (Box 1) |
The wages, tips, and other compensation that was paid to the employee for the W-2 year. |
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Federal Income Tax Withheld (Box 2) |
The Federal Income Tax Withholding calculated for Box 2. |
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Social Security Wages (Box 3) |
The Social Security wages calculated for Box 3. |
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Social Security Tax Withheld (Box 4) |
The Social Security tax withholding calculated for Box 4. |
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Medicare Wages and Tips (Box 5) |
The Medicare wages and tips calculated for Box 5. |
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Medicare Tax Withheld (Box 6) |
The Medicare tax withholding calculated for Box 6. |
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Social Security Tips (Box 7) |
The Social Security tips calculated for Box 7. |
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Allocated Tips (Box 8) |
The Allocated tips calculated for Box 8. |
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Advance EIC Payment (Box 9) |
The Advance EIC payment calculated for Box 9. |
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Dependant Care Benefits (Box 10) |
The Dependent Care Benefits calculated for Box 10. |
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Nonqualified Plans (Box 11 - Section 457) |
The Nonqualified plans—Section 457—calculated for Box 11. |
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Nonqualified Plans (Box 11 - Other) |
The total of all Nonqualified plans—except for Section 457. |
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Codes (Box 12 Code) |
If Box 12 was selected when setting up W-2 information (Maintain>Payroll>Earning, Benefit, and Deduction Codes), the system displays its code here. This is the Box 12 code (such as, A-H, J-N, P, R-T, V, W, Y, Z, AA, BB, CC, DD, EE, FF, GG or HH) which prints on the left side of the vertical bar on the W-2. |
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Codes (Box 12 Amount) |
The Box 12 amount, which prints on the right side of the vertical bar on the W-2. |
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Statutory Employee (Box 13) |
A designation of Y (Yes) or N (No), depending on if the Box 13 Item, "Statutory Employee" was selected. |
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Retirement Plan (Box 13) |
A designation of Y (Yes) or N (No), depending on if the Box 13 Item, "Retirement Plan" was selected. |
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Third Party Sick Pay (Box 13) |
A designation of Y (Yes) or N (No), depending on if the Box 13 Item, "Third Party Sick Pay" was selected. |
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Other (Box 14 Code) |
Any other information you want to give your employee. For this box number you could have entered any single-character code you wanted. The Box Code serves as a "label" for the optional amount displayed in Box 14 Amount. |
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Other (Box 14 Amount) |
An optional amount paid for any other information you want to give your employee (such as, health insurance premiums deducted, nontaxable income, voluntary after-tax contributions, education assistance payments, and parsonage allowance). |
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State Code (Box 15) |
The state code associated with this W-2. |
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Employer's State ID Number (Box 15) |
The state tax ID that is assigned to the organization. |
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State Wages, Tips, etc. (Box 16) |
The amount subject to state tax. |
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State Income Tax (Box 17) |
The state tax amount withheld from the employee's paycheck. |
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Other Taxes Wages, Tips, etc. (Box 18) |
The amount subject to other withholding tax. |
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Other Taxes Income Tax (Box 19) |
The other withholding tax amount withheld from the employee's paycheck. |
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Other Taxes Name (Box 20) |
The name for the other withholding tax. |
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Other Taxes Employer ID |
The employer tax ID that is assigned to the organization. This is not printed on the W-2. |
Use this tab to narrow down and more explicitly define the data to include in the report by selecting from the Available Filters.
Use this tab to set up any Available Options for the report.
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Options |
Description |
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Summarize Amounts |
Select this option to add amounts together and display one line item with the total amount. All document information must be identical for the system to add items together. |
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