The following W-2 WAGE FORM DESCRIPTIONS should be read and the "2010 Instructions for Forms W-2 Wages and Tax Statement" referenced prior to setting up [IDFDV]. !Box a - Employee's Social Security Number Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-EE-SSN|EID.GOVERNMENT_CODE !Box b - Employer's Identification Number Assigned by IRS Derived from [IDFDV] handles multiple government registrations ||Field Identifier||Suggested Field Variable |‘W2-ER-EIN|DGV.GOVT_REGIST_NUMBER !Box c - Employer's Name, Address and ZIP Code Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-ER-NAME|DED.ENTITY_NAME |W2-ER-LOCN-ADDR|MAIL |W2-ER-DELIV-ADDR|Blank |W2-ER-CITY|Blank |W2-ER-STATE|Blank |W2-ER-ZIP|Blank |W2-ER-ZIP-EXT|Blank The City State ZIP print format will be conformed with USPS format as follows: “CITYbbSTbbZIPCD-nnnn” where b = one space, ST = State Abbreviated Code, ZIPCD = ZIP code, ‘-nnnn’ = ZIP extension For foreign country address: Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-ER-COUNTRY|If W2-ER-COUNTRY=USA, then this country field is left 'Blank'\\ \\Otherwise, W2-ER-COUNTRY will be retrieved from [IDCO] UDF ‘ISO COUNTRY CODE’ with the two character ISO Country Code Please note: Field Identifier ‘W2-ER-F-COUNTRY’ is used for printing on W2 Form and EFW2 file. This identifier can be specified as follows: *If Field Identifier: ‘W2-ER-F-COUNTRY’ = ‘NAME’\\Then the Country Name is printed *If Field Identifier: ‘W2-ER-F-COUNTRY’ = ‘ISO’\\Then the ISO Country Code is printed from [IDCO] UDF *If Field Identifier: ‘W2-ER-F-COUNTRY’ = Blank\\Then the default [IDCO] Country Code is printed !Box d - Control Number Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-CONTROL-PRT|Specifies if the Control Number should be printed on the form or not\\ \\Null, 0– Do not print Control Number on W2 Form\\1 - Print Control Number as defined in W2-CONTROL-NUM Identifier\\2 - Print Control Number as defined from RPYEU ‘Sort Level By’ prompt\\3 - Print W2-CONTROL-NUM Identifier and Person Code\\4 - Print ‘Sort Level By’ prompt and Person Code\\5 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier\\6 - Print ‘Sort Level By’ prompt and W2-CONTROL-NUM Identifier and Person Code |W2-CONTROL-NUM|Control Number on Form, may contain a Data Base Column - Enter your company data e.g. ‘EID.PERSON_CODE’ If ‘W2-CONTROL-PRT’ value is specified, then the value of ‘W2-CONTROL-NUM’ is printed on W2 Form Control Number field. !Box e - Employee's Name (First, Middle, Last) Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-EE-FIRST-NAME|EID.FIRST_NAME’ |W2-EE-MIDDLE|EID.MIDDLE_NAME’ |W2-EE-LAST-NAME|EID.LAST_NAME’ |W2-EE-SUFFIX|EID.RANK’\\derivation expression: Decode(~,'01','JR','02','SR',NULL) !Box f - Employee's Address and ZIP Code Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-EE-LOCN-ADDR|Blank or constant ‘MAIL’ |W2-EE-DELIV-ADDR|Blank |W2-EE-CITY|Blank |W2-EE-STATE|Blank |W2-EE-ZIP|Blank |W2-EE-ZIP-EXT|Blank The City State ZIP print format will be conformed with USPS format as follows: “CITYbbSTbbZIPCD-nnnn” where b = one space, ST = State Abbreviated Code, ZIPCD = ZIP code, ‘-nnnn’ = ZIP extension For foreign country address: Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-EE-COUNTRY|If W2-EE-COUNTRY, then this country field is left 'Blank'\\ \\Otherwise, W2-EE-COUNTRY will be retrieved from [IDCO] UDF ‘ISO COUNTRY CODE’ with the two character ISO Country Code Please note: Field Identifier ‘W2-EE-COUNTRY’ is used for printing on W2 Form and EFW2 file. This identifier can be specified as follows: *If Field Identifier: ‘W2-EE-COUNTRY’ = ‘NAME’\\Then the Country Name is printed *If Field Identifier: ‘W2-EE-COUNTRY’ = ‘ISO’\\Then the ISO Country Code is printed from [IDCO] UDF *If Field Identifier: ‘W2-EE-COUNTRY’ = Blank\\Then the default [IDCO] Country Code is printed !Box 1 - Wages, Tips, Other Compensation Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-FIT-WAGE|W2-BOX-01 *This is the taxable earnings applicable for federal income tax withheld. *If an element that derives the wages (i.e. Regular Earnings, O/T earnings etc) is specified, the element should contain all taxable earnings less exemptions such as 401K, 125 plans etc. *If an element that from Federal Earning Pay Components after Vertex calculation is specified, this element should contain Federal Earnings Pay Component and Federal Supplemental Earnings Pay Component !Box 2 - Federal Income Tax Withheld Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-FIT-TAX|W2-BOX-02 !Box 3 - Total Social Security Wages Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-SSN-WAGE|W2-BOX-03| The total of Box 3 and 7 cannot exceed the annual maximum social security wage base specified by the government. [RPYEU] will automatically supply the annual maximum when the government publishs the maximum amount every year. [IDGV] does not need to be set up with Registration Type ‘US FICA Registration’ and ‘Govt Rate Type’ = ‘US FICA Max Base Amt’. [RPYEU] program checks the maximum and an exception message is issued if the wage base is exceeded. !Box 4 - Employment Social Security Tax Withheld Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-SSN-TAX|W2-BOX-04 !Box 5 - Medicare Wages and Tips Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-MEDI-WAGE|W2-BOX-05 !Box 6 - Medicare tax withheld Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-MEDI-TAX|W2-BOX-06 !Box 7 - Social security tips Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-SSN-TIP|W2-BOX-07 The total of Box 3 and 7 cannot exceed the annual maximum social security wage base specified by the government. RPYEU will automatically supply the annual maximum when the government publishes the maximum amount every year. [IDGV] does not need to be set up with Registration Type ‘US FICA Registration’ and ‘Govt Rate Type’ = ‘US FICA Max Base Amt’. [RPYEU] program checks the maximum and an exception message is issued if the wage base is exceeded. !Box 8 - Allocated Tips Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-ALLOC-TIP|W2-BOX-08 !Box 9 Deleted !Box 10 - Dependent Care Benefits Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-DEP-CARE|W2-BOX-10 !Box 11 - Nonqualified Plans Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-NQUAL|W2-BOX-11 *The value for ‘W2-NQUAL’ should include amounts for identifiers ‘W2-NQUAL-457’ and ‘W2-NQUAL-N457’ *The magnetic media file will report amount from ‘W2-NQUAL-457’ and ‘W2-NQUAL-N457’ while the W2 form will print amount from ‘W2-NQUAL’ !Box 12 - Codes Derived from [IDFDV] ||Field Identifier |W2-CODE-A |W2-CODE-B |W2-CODE-C |W2-CODE-D |W2-CODE-E |W2-CODE-F |W2-CODE-G |W2-CODE-H |W2-CODE-J |W2-CODE-K |W2-CODE-L |W2-CODE-M |W2-CODE-N |W2-CODE-P |W2-CODE-Q |W2-CODE-R |W2-CODE-S |W2-CODE-T |W2-CODE-V |W2-CODE-W |W2-CODE-Y |W2-CODE-Z |W2-CODE-AA |W2-CODE-BB |W2-CODE-CC |W2-CODE-DD |W2-CODE-EE | *Up to four lines can be printed per W2 form *If more than four lines are required for one employee, a subsequent W2 form is used *Each Box 12 entry is associated with a W2 code which will be printed on Box 12 along with the associated amount *For an explanation of each code's usage, please refer to the instructions for Form W-2 Box 12 *When the value of the [IDFDV] Field Variable is not zero, the W2 code and the value of content is printed !Box 13 - Check the Boxes that Apply: Statutory Employee ||Field Identifier||Suggested Field Variable |W2-STAT-EE|If the amount is non zero, then this box is checked Retirement Plan ||Field Identifier||Suggested Field Variable |W2-RETIRE-PLAN|If the amount is non zero, then this box is checked Third-party Sick Pay ||Field Identifier||Suggested Field Variable |W2-3PARTY-SICK|If the amount is non zero, then this box is checked !Box 14 - Other Derived from [IDFDV] ||Field Identifier||Suggested Field Variable |W2-OTHER-01, W2-OTHER-02, ... up to W2-OTHER-20| |W2-SCHL-WAGE, for school district taxable wages| |W2-SCHL-TAX, for school district tax| *For W2 form ‘2 on 1 page’ format, up to four lines (2 Box 14 items) can be printed. *For W2 form ‘4 Corner Form’ format, up to two lines (2 Box 14 items) can be printed. *If more than two Box 14 items are required for one employee, a subsequent W2 form is used. *Each Box 14 entry is associated with a W2 description which will be printed on Box 14 along with the associated amount. (Examples of W2 descriptions are: "UNDUE","MV EXP","HLT INS", "EDUC", etc.). *For an explanation of each description usage, please refer to instructions for Form W-2 Box 14. *When the value of the content field is not zero, the W2 Description and the value of content is printed. *If the school district tax has been withheld for an employee, the school district tax information will be printed in Box 14 prior to printing other Box 14 information. *Each school district will be printed on one separate W2 Form Box 14 as follows: ** e.g. SCHL 02307 WAGE: 1484.00\\SCHL 02307 TAX: 14.84 *The [IDFDV] ‘W2-SCHL-TAX’ entry should specify an element that contains all the school district tax pay components **e.g. PC 6923 CITY Home School Tax, PC 6903 CITY Work School Tax\\PC 6823 CNTY Home School Tax, PC 6803 CNTY Work School Tax *The [IDFDV] ‘W2-SCHL-WAGE’ entry should specify an element that contains all the school district wages pay components **e.g. PC 6907 CITY Work School Earns, PC 6827 CNTY Home School Earns\\PC 6807 CNTY Work School Earns, PC 6927 CITY Home School Earns !Box 15 - Name of State ||Field Identifier||Suggested Field Variable |W2-STATE-CODE|DSP.STATE_PROVINCE_CODE *RPW2 program will print the proper [STATE_PROVINCE_CODE] according to YTD State information Employer's State I.D. Number ||Field Identifier||Suggested Field Variable |W2-STATE-REGIST|DGV.GOVT_REGIST_NUMBER *RPW2 program will print the [GOVT_REGIST_NUMBER] of the proper [STATE_PROVINCE_CODE] according to YTD State information. *[IDGV] must have an entry exist with ‘State Registration’ for the wtate to be reported. !Box 16 - State Wages, Tips, etc. ||Field Identifier||Suggested Field Variable |W2-ST-WAGE-HOME|W2-BOX-16-H |W2-ST-WAGE-WORK|W2-BOX-16-W *This is the taxable earnings that are applicable for state income tax withheld . *If an element that derives the State wages (i.e. Regular Earnings, O/T earnings etc) is specified, the element should contain all taxable earnings less exemptions such as 401K, 125 plans etc. *If an element from State Earning Pay Components after Vertex calculation is specified, this element should contain the State Earnings Pay Component and State Supplemental Earnings Pay Component (if these pay components are defined). *Vertex State tax calculation differentiates state wages by work state wage and residence state wage. *W2 only requires the reporting of state wages by the State regardless if it is from work or residence state. *The system will retrieve the proper work state wages according to the YTD WORK GEO code and the proper residence state wages according to the YTD RES GEO code and report these as state wages only. **[IDFDV] Field Identifier ‘W2-ST-WAGE-WORK’ is used to set up the WORK State wage information **This should include all State Wages pay components that are applicable to Work State Tax calculation. (e.g. PC 6301 Work State Earnings, PC 6302 Work State Supplemental Earnings). **[IDFDV] Field Identifier ‘W2-ST-WAGE-HOME’ is used to set up the Residence State wage information **This should include all State Wages pay components that are applicable to Residence State Tax calculation. (e.g. PC 6401 Home State Earnings, PC 6402 Home State Supplemental Earnings). *If the State tax has never been withheld according to Residence State, then the [IDFDV] ‘W2-ST-WAGE-HOME’ entry does not need to be set up. Thus this ‘W2-ST-WAGE-HOME’ entry is optional and will be used only when an employee has Residence State tax applicable to the state. !Box 17 - State Income Tax ||Field Identifier||Suggested Field Variable |W2-ST-TAX-HOME|W2-BOX-17-H |W2-ST-TAX-WORK|W2-BOX-17-W *If an element from State Tax Pay Components is specified after Vertex calculation, this element should contain the State Tax Pay Component, State Supplemental Tax Pay Component and State Additional Tax Pay Component (if these pay components are defined). *Vertex State tax calculation differentiates state taxes withheld by work state tax and residence state tax. *W2 only requires to report state tax by State regardless if it is from work or residence state. *The system will retrieve the proper work state tax according to the YTD WORK GEO code and the proper residence state tax according to the YTD RES GEO code and report these as state tax only. **[IDFDV] Field Identifier ‘W2-ST-TAX-WORK’ is used to set up the WORK State tax information. This should include all State tax pay components that are applicable to Work State Tax calculation (e.g. PC 6311 Work State Tax, PC 6312 Work State Supplemental Tax, 6313 Work State Additional Tax.) **[IDFDV] Field Identifier ‘W2-ST-TAX-HOME’ is used to set up the Residence State tax information. This should include all State Tax pay components that are applicable to Residence State Tax calculation. (e.g. PC 6411 Home State Tax, PC 6412 Home State Supplemental Tax, 6413 Home State Additional Tax) *If the State tax has never been withheld according to Residence State, then the [IDFDV] ‘W2-ST-TAX-HOME’ entry does not need to be set up. Thus this ‘W2-ST-TAX-HOME’ entry is optional and will be used only when an employee has Residence State tax applicable to the state. !Box 18 - Local wages, Tips, etc. ||Field Identifier||Suggested Field Variable |W2-CN-WAGE-HOME|W2-BOX-18-CN-H| |W2-CN-WAGE-WORK|W2-BOX-18-CN-W| |W2-CI-WAGE-HOME|W2-BOX-18-CI-H| |W2-CI-WAGE-WORK|W2-BOX-18-CI-W| *This is the taxable earnings applicable for County or City tax withheld. *If an element is specified that derives the County or City wages (i.e. Regular Earnings, O/T earnings etc), the element should contain all taxable earnings less exemptions such as 401K, 125 plans etc. *Vertex County or City tax calculation differentiates wages by work local wage and residence local wage. *W2 only requires to report local wages by Local name regardless if it is from work or residence local. *The system will retrieve the proper work local wages according to the YTD WORK GEO code and the proper residence local wages according to the YTD RES GEO code and report these as local wages only. **[IDFDV] Field Identifier ‘W2-CI-WAGE-WORK’ is used to set up the WORK City wage information. This should include all City Wages pay components that are applicable to Work City Tax calculation. (e.g. PC 6905 Work City Earnings, PC 6906 Work City Supplemental Earnings.) **[IDFDV] Field Identifier ‘W2-CN-WAGE-WORK’ is used to set up the WORK County wage information. This should include all County Wages pay components that are applicable to Work County Tax calculation. (e.g. PC 6805 Work County Earnings, PC 6806 Work County Supplemental Earnings.) **[IDFDV] Field Identifier ‘W2-CI-WAGE-HOME’ is used to set up the Residence City wage information. This should include all City Wages pay components that are applicable to Residence City Tax calculation. (e.g. PC 6925 Residence City Earnings, PC 6926 Residence City Supplemental Earnings.) **[IDFDV] Field Identifier ‘W2-CN-WAGE-HOME’ is used to set up the Residence County wage information. This should include all County Wages pay components that are applicable to Residence County Tax calculation. (e.g. PC 6825 Residence County Earnings, PC 6826 Residence County Supplemental Earnings.) !Box 19 - Local Income Tax ||Field Identifier||Suggested Field Variable |W2-CN-TAX-HOME|W2-BOX-19-CN-H’ |W2-CN-TAX -WORK|W2-BOX-19-CN-W’ |W2-CI-TAX -HOME|W2-BOX-19-CI-H’ |W2-CI-TAX -WORK|W2-BOX-19-CI-W’ *Vertex County or City tax calculation differentiates City/County tax by work local tax and residence local tax. *W2 only requires to report local income tax by Local name regardless if it is from work or residence local. *The system will retrieve the proper work local tax according to the YTD WORK GEO code and the proper residence local tax according to the YTD RES GEO code and report these as local income tax only. **[IDFDV] Field Identifier ‘W2-CI-TAX -WORK’ is used to set up the WORK City tax information. This should include all City tax pay components that are applicable to Work City Tax calculation. (e.g. PC 6901 Work City Tax, PC 6902 Work City Supplemental Tax) **[IDFDV] Field Identifier ‘W2-CN-TAX -WORK’ is used to set up the WORK County tax information. This should include all County tax pay components that are applicable to Work County Tax calculation. (e.g. PC 6801 Work County Tax, PC 6802 Work County Supplemental Tax) **[IDFDV] Field Identifier ‘W2-CI-TAX -HOME’ is used to set up the Residence City tax information. This should include all City tax pay components that are applicable to Residence City Tax calculation. (e.g. PC 6921 Residence City Tax, PC 6922 Residence City Supplemental Tax) **[IDFDV] Field Identifier ‘W2-CN-TAX -HOME’ is used to set up the Residence County tax information. This should include all County tax pay components that are applicable to Residence County Tax calculation. (e.g. PC 6821 Residence County Tax, PC 6822 Residence County Supplemental Tax) For California SDI reporting, there are two options to print SDI on W2 forms: #For California, if [IDFDV] Identifier Seq 7260 W2-SDI-TAX-EE is not zero, then Box 19 will print the employee SDI contribution and Box 20 will print the description ‘CASDI’. (This option is only available for clients running the ORACLE Version of the W2 forms). #For California, if [IDFDV] Identifier Seq 7260 W2-SDI-TAX-EE is not set up, the user may set up Box 14 to print ‘CASDI’ and the SDI amount. !Box 20 - Locality Name ||Field Identifier||Suggested Field Variable |W2-CNTY-NAME| |DCN.COUNTY_NAME| |W2-CITY-NAME| |DTX.JURISDICTION_NAME| *[RPW2] program will print the proper DTX.JURISDICTION_NAME according to YTD GEO information. *If County tax is reported, the County name is retrieved from [IDCN] with GEO code = ‘xx-xxx-0000’. (e.g. In Indiana, GEO code ‘15-097-0670’ is for the city of ‘Indianapolis’, then use County Code ‘15-097-0000’ to retrieve the County name of ‘Marion’ for reporting.) *If the City tax is reported, the City name is retrieved from [IDTX] with the GEO code. *An entry must also exist on [IDGV] with ‘Local Registration’ for a County or City in order for the County or City tax to be reported.