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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 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	Suggested 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

• 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:

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#

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.