W 2_PROCESS_W 2_WAGE_FORM_DESCRIPTIONS
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W-2 Wage Form Descriptions - (2011 Format – Reporting in 2011)#

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 IdentifierSuggested Field Variable
W2-EE-SSNEID.GOVERNMENT_CODE

Box b - Employer's Identification Number Assigned by IRS #

Derived from IDFDV handles multiple government registrations
Field IdentifierSuggested Field Variable
‘W2-ER-EINDGV.GOVT_REGIST_NUMBER

Box c - Employer's Name, Address and ZIP Code #

Derived from IDFDV
Field IdentifierSuggested Field Variable
W2-ER-NAMEDED.ENTITY_NAME
W2-ER-LOCN-ADDRMAIL
W2-ER-DELIV-ADDRBlank
W2-ER-CITYBlank
W2-ER-STATEBlank
W2-ER-ZIPBlank
W2-ER-ZIP-EXTBlank
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 IdentifierSuggested Field Variable
W2-ER-COUNTRYIf 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:

Box d - Control Number#

Derived from IDFDV
Field IdentifierSuggested Field Variable
W2-CONTROL-PRTSpecifies 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-NUMControl 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 IdentifierSuggested Field Variable
W2-EE-FIRST-NAMEEID.FIRST_NAME’
W2-EE-MIDDLEEID.MIDDLE_NAME’
W2-EE-LAST-NAMEEID.LAST_NAME’
W2-EE-SUFFIXEID.RANK’
derivation expression: Decode(~,'01','JR','02','SR',NULL)

Box f - Employee's Address and ZIP Code #

Derived from IDFDV
Field IdentifierSuggested Field Variable
W2-EE-LOCN-ADDRBlank or constant ‘MAIL’
W2-EE-DELIV-ADDRBlank
W2-EE-CITYBlank
W2-EE-STATEBlank
W2-EE-ZIPBlank
W2-EE-ZIP-EXTBlank
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 IdentifierSuggested Field Variable
W2-EE-COUNTRYIf 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:

Box 1 - Wages, Tips, Other Compensation #

Derived from IDFDV
Field IdentifierSuggested Field Variable
W2-FIT-WAGEW2-BOX-01

Box 2 - Federal Income Tax Withheld#

Derived from IDFDV
Field IdentifierSuggested Field Variable
W2-FIT-TAXW2-BOX-02

Box 3 - Total Social Security Wages#

Derived from IDFDV
Field IdentifierSuggested Field Variable
W2-SSN-WAGEW2-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 IdentifierSuggested Field Variable
W2-SSN-TAXW2-BOX-04

Box 5 - Medicare Wages and Tips#

Derived from IDFDV
Field IdentifierSuggested Field Variable
W2-MEDI-WAGEW2-BOX-05

Box 6 - Medicare tax withheld#

Derived from IDFDV
Field IdentifierSuggested Field Variable
W2-MEDI-TAXW2-BOX-06

Box 7 - Social security tips#

Derived from IDFDV
Field IdentifierSuggested Field Variable
W2-SSN-TIPW2-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 IdentifierSuggested Field Variable
W2-ALLOC-TIPW2-BOX-08

Box 9#

Deleted

Box 10 - Dependent Care Benefits#

Derived from IDFDV
Field IdentifierSuggested Field Variable
W2-DEP-CAREW2-BOX-10

Box 11 - Nonqualified Plans#

Derived from IDFDV
Field IdentifierSuggested Field Variable
W2-NQUALW2-BOX-11

Box 12 - Codes#

Derived from IDFDV
Field IdentifierSuggested Field Variable
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

Box 13 - Check the Boxes that Apply:#

Statutory Employee
Field IdentifierSuggested Field Variable
W2-STAT-EEIf the amount is non zero, then this box is checked

Retirement Plan

Field IdentifierSuggested Field Variable
W2-RETIRE-PLANIf the amount is non zero, then this box is checked

Third-party Sick Pay

Field IdentifierSuggested Field Variable
W2-3PARTY-SICKIf the amount is non zero, then this box is checked

Box 14 - Other#

Derived from IDFDV
Field IdentifierSuggested 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

Box 15 - Name of State#

Field IdentifierSuggested Field Variable
W2-STATE-CODEDSP.STATE_PROVINCE_CODE

Employer's State I.D. Number

Field IdentifierSuggested Field Variable
W2-STATE-REGISTDGV.GOVT_REGIST_NUMBER

Box 16 - State Wages, Tips, etc.#

Field IdentifierSuggested Field Variable
W2-ST-WAGE-HOMEW2-BOX-16-H
W2-ST-WAGE-WORKW2-BOX-16-W

Box 17 - State Income Tax#

Field IdentifierSuggested Field Variable
W2-ST-TAX-HOMEW2-BOX-17-H
W2-ST-TAX-WORKW2-BOX-17-W

Box 18 - Local wages, Tips, etc.#

Field IdentifierSuggested Field Variable
W2-CN-WAGE-HOMEW2-BOX-18-CN-H
W2-CN-WAGE-WORKW2-BOX-18-CN-W
W2-CI-WAGE-HOMEW2-BOX-18-CI-H
W2-CI-WAGE-WORKW2-BOX-18-CI-W

Box 19 - Local Income Tax#

Field IdentifierSuggested Field Variable
W2-CN-TAX-HOMEW2-BOX-19-CN-H’
W2-CN-TAX -WORKW2-BOX-19-CN-W’
W2-CI-TAX -HOMEW2-BOX-19-CI-H’
W2-CI-TAX -WORKW2-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 2 options to print SDI on W2 Forms:

(1) - 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’

(2) - 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 - IDFDV Field Identifier: ‘W2-CNTY-NAME’ - IDFDV Field Variable: ‘DCN.COUNTY_NAME’ - IDFDV Field Identifier: ‘W2-CITY-NAME’ - IDFDV Field Variable: ‘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 the IDCN County screen 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 City tax is reported, the City name is retrieved from the IDTX Tax Jurisdiction screen with GEO code - an entry must also exist on IDGV screen with ‘Local Registration’ for a County or City in order for the County or City tax to be reported