Payroll - W-2 Form Box ID Definition

 

Function

The W-2 Form Box ID task is used to set up the valid W-2 Box and Line ID Codes used in the configuration process. The Descriptions in the Line ID Codes are also used as Special Tax Identification Codes that are reported on the W2 Form.


Note: This Data is also furnished via the Annual Update Process.


=> To access this task...

Select W2 Processing menu from the Payroll Periodic Processing menu, then select W2 Form Box ID Definition.


W2 Form Box ID Definition

 

About the Fields

 

To Enable Edits to the form select .


In the Tax Year field...

  • Enter the Calendar Tax Year that this Code Definition Applies to.

  • Click to select from a list of all valid codes.

  • Click the record navigating buttons; to view the first record, to view the previous record, to view the next record, and to view the last record.

In the W2 Box ID field...

  • Enter the number or letter of the box on the W-2 form.

  • Click to select from a list of valid codes.

In the Description field...

  • Enter the Official Description of this Box as it appears in the Instructions for preparing W2-W3 forms for that given year.

Some W2 Boxes contain Sub Lines, where applicable:


In the Line ID column...

  • Enter the number(s) or letter(s) of the box line on the W-2 form.  

  • Click  to add a new record at the end of  the form or to insert a new record at the current location.

  • Click to delete the record selected.

In the Description column...

  • Enter the Official Description of this Line as it appears in the Instructions for preparing W2-W3 forms for that given year.

  • In some Tax Jurisdictions, the Description is used to identify the reported amount on the W2 form.

             Example: In Box 14 California has a special Reporting requirement that must be labeled "CASDI"

 

When finished making selections...

  • Click to save the record.

  • Click to clear the form and begin again.

  • Click to delete the record selected.

 

If the Window is closed without saving the record, the module issues this confirmation prompt:

  • Click [Yes] to save the changes.

  • Click [No] to return to the Payroll W2 Process Menu without saving the record.

  • Click [Cancel] to return the W2 Box Information you are Editing.

Selecting the "Display additional options" button

 

There is the choice to print a listing of all W2 Box and Line Code Definitions.

 

Sample W2 Form Box ID Definition Listing

 

See Output Options



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