W-2 Information

To access this report, go to Reports>Payroll>Tax Worksheets>W-2 Information

Note: This report consolidates the Calculate W-2 and W-2 Information reports. With MIP Cloud, you no longer have to run a Calculate W-2 report prior to running the W-2 Information report.

Use this report to review all W-2 information for your employees.

Tip: If you're not familiar with the MIP Cloud Report Builder interface, see Report Builder for an introduction.

Current Transaction dates are required to specify the date range for data included in the report. Enter these dates on the Setup tab.

 

Notes about this 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.

The system calculates the amount of wages paid and taxes withheld for each employee for the selected tax year.

Earning Codes with the "Contribute to Net Pay Only" checkbox selected, are excluded from the amounts. These Earning Codes were set up to process Employee Reimbursement and Advances through regular payroll processing (see Payroll Earning Codes).

When you generate the report, the system may display a message asking if you want to recalculate; this means you have selected an employee that has already been calculated. Click "OK" to recalculate; click "Cancel" to return to the form and clear previously calculated employee records.

To delete an employee record, select the record by placing a check mark in the first column, and then click "Delete".

When you produce W-2 forms, you are not actually calculating the W-2 information. The system performs these calculations every time you calculate payroll.

If a W-2 form is incorrect, or if you are not getting any totals on the form, you need to make sure you have entered the correct box information for your tax codes (see Payroll Taxes). If you have not, the system will not calculate taxes correctly during payroll calculation, and your W-2 form will be incorrect.

 

The following fields are available to include in the report:

Processing Group Code

The processing group code was assigned to the employee using the Employee Information form.

Processing Group Title

The title of the processing group code.

Class

The employee's class, such as Admin or Staff.

Position

The employee's position, such as Administrator or Program Rep.

W-2 Year

The tax year that was used to calculate W-2s for the associated employee.

Employee ID

The employee ID for the calculated W-2s.

Employee Status

The status of the employee - Active, Inactive, or Terminated.

Employee Last Name

The employee's last name.
Employee First Name The employee's first name.

First, MI Name

The employee's first name and middle initial.

Employee Name

The employee's full name, including the middle initial.

Social Security Number

The social security number. 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 Payroll>System Setup>Employee Information. These rights are granted by the Administrator by going to Administration>Users>Manage Users, selecting the "Payroll" module, scrolling down to the "System Setup" section and selecting the checkbox under "Display Sensitive Data".

Spouse's Social Security Number

The spouse's social security number. Note that only the last four digits of the number display.

  • This is only used if the employee is married and the withholding tax state is Puerto Rico.

  • To view the entire social security number, you must have been granted Display Sensitive Data rights for Payroll>System Setup>Employee Information. These rights are granted by the Administrator by going to Administration>Users>Manage Users, selecting the "Payroll" module, scrolling down to the "System Setup" section and selecting the checkbox under "Display Sensitive Data".

Address

The employee's home address.

City

The city where the employee resides.

State

The state where the employee resides.

ZIP

The zip code where the employee resides.
Country The country where the employee resides.

Hire Date

The employee's date of hire entered on the Maintain>Payroll>Employee Information form.

MQGE

A designation of Yes or No, depending on if "Medicare Qualified Governmental Employee" was selected on the Employee Information form.

Wages, Tips, Other Compensation (Box 1)

The wages, tips, and other compensation that was paid to the employee for the W-2 year.

Federal Income Tax Withheld (Box 2)

The Federal Income Tax Withholding calculated for Box 2.

Social Security Wages (Box 3)

The Social Security wages calculated for Box 3.

Social Security Tax Withheld (Box 4)

The Social Security tax withholding calculated for Box 4.

Medicare Wages and Tips (Box 5)

The Medicare wages and tips calculated for Box 5.

Medicare Tax Withheld (Box 6)

The Medicare tax withholding calculated for Box 6.

Social Security Tips (Box 7)

The Social Security tips calculated for Box 7.

Allocated Tips (Box 8)

The Allocated tips calculated for Box 8.

Advance EIC Payment (Box 9)

The Advance EIC payment calculated for Box 9.

Dependant Care Benefits (Box 10)

The Dependent Care Benefits calculated for Box 10.

Nonqualified Plans (Box 11 - Section 457)

The Nonqualified plans—Section 457—calculated for Box 11.

Nonqualified Plans (Box 11 - Other)

The total of all Nonqualified plans—except for Section 457.

Codes (Box 12 Code)

If Box 12 was selected when setting up W-2 information (see Payroll 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.

Codes (Box 12 Amount)

The Box 12 amount, which prints on the right side of the vertical bar on the W-2.

Statutory Employee (Box 13)

A designation of Y (Yes) or N (No), depending on if the Box 13 Item, "Statutory Employee" was selected.

Retirement Plan (Box 13)

A designation of Y (Yes) or N (No), depending on if the Box 13 Item, "Retirement Plan" was selected.

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.

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.

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).

State Code (Box 15)

The state code associated with this W-2.

Employer's State ID Number (Box 15)

The state tax ID that is assigned to the organization.

State Wages, Tips, etc. (Box 16)

The amount subject to state tax.

State Income Tax (Box 17)

The state tax amount withheld from the employee's paycheck.

Other Taxes Wages, Tips, etc. (Box 18)

The amount subject to other withholding tax.

Other Taxes Income Tax (Box 19)

The other withholding tax amount withheld from the employee's paycheck.

Other Taxes Name (Box 20)

The name for the other withholding tax.

Other Taxes Employer ID

The employer tax ID that is assigned to the organization. This is not printed on the W-2.

 

Use the Filter tab to narrow down and define the data using the available filters.

Use the Options tab to Summarize Amounts on the report, to implement security features, and more.

  • Select "Summarize Amounts" 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

  • You can secure the report so that other users cannot save their changes to it. This option can only be undone by the user that locked the report.

  • Select the "Year End Adjustments" option to include year end adjustments on the report. This entry type was designated during transaction entry.

  • Select the "Replace total debits and credits with Balance" option to show the net amount for each segment where totals have been requested. Otherwise, the report displays the total debits and total credits for each segment.

  • Select the "Total by Payroll" option to total processing group information, such as the hours taken and the hours accrued for the employees.

  • Select the "Employer Amounts" option if you entered employer amounts and would like to print them on the report.

Use the Layout tab to change the font and page setup for a report.