Edit Forms W-2 Screen Field Reference

This screen reference describes the following:

Boxes a - 14 tab

Field

Description

a Employee's social security number

Displays the employee's Social Security number from the Employee screen. If you want to override this value for the active tax year, enter the Social Security number.

b Employer identification number (EIN)

Displays the payroll tax ID from the Payroll Settings screen. If you want to override this value for the active tax year, enter the EIN. Changing this number on any year-end edit form (W-2, 1099) will change it on all forms for that year.

c Employer's name, address and ZIP code (Name, Street 1, Street 2, City, State, Zip)

Displays the main address for the company from the Company screen. If you want to override these values for the active tax year, enter a new main address. Changing this information on any year-end edit form (W-2, 1099) will change it on all forms for that year.

e Employee's Name (First name, initial, Last name, Suffix)

Displays the employee's full name from the Employee screen. If you want to override these values for the active tax year, enter a new full name.

f Employee's address and ZIP code (Street 1, Street 2, City, State, Zip)

Displays the employee's address from the Employee screen. If you want to override these values for the active tax year, enter a new address.

1 Wages, tips, other compensation

Displays the total amount of wages, tips, and other compensation recorded for the employee in the active tax year. If you want to override this amount, enter a new amount.

The amount in box 1 should match the YTD FIT Taxable Wages amount on the Federal Earnings and Tax Report screen, when you run the report for all quarters.

This amount is calculated as:

Gross Wages - (All deductions with Reduce Wages for FIT set to Yes) + (All fringe benefits with Increase Wages for FIT set to Yes)

2 Federal income tax withheld

Displays the total amount of federal income tax withheld for the employee in the active tax year. If you want to override this amount, enter a new amount.

The amount in box 2 should match the YTD FIT Tax Withheld amount on the Federal Earnings and Tax Report screen, when you run the report for all quarters.

3 Social security wages

Displays the total amount of Social Security wages recorded for the employee in the active tax year. If you want to override this amount, enter a new amount.

The amount in box 3 should match the YTD Social Security Employee Taxable Wages amount on the Federal Earnings and Tax Report screen, when you run the report for all quarters.

The total of boxes 3 and 7 should not be greater than the FICA - Social Security maximum taxable earnings for the year.

This amount is calculated as:

Gross Wages - (All deductions with Reduce Wages for FICA set to Yes) + (All fringe benefits with Increase Wages for FICA set to Yes)

4 Social security tax withheld

Displays the total amount of Social Security tax withheld for the employee in the active tax year. If you want to override this amount, enter a new amount.

The amount in box 4 should match the YTD Social Security Employee Tax amount on the Federal Earnings and Tax Report screen, when you run the report for all quarters.

The amount in box 4 should not be greater than the FICA - Social Security employee deduction for the year.

5 Medicare wages and tips

Displays the total amount of Medicare wages and tips recorded for the employee in the active tax year. If you want to override this amount, enter a new amount.

The amount in box 5 should match the YTD Medicare Employee Taxable Wages amount on the Federal Earnings and Tax Report screen, when you run the report for all quarters.

This amount is calculated as:

Gross Wages - (All deductions with Reduce Wages for FICA set to Yes) + (All fringe benefits with Increase Wages for FICA set to Yes)

6 Medicare tax withheld

Displays the total amount of Medicare tax withheld for the employee in the active tax year. If you want to override this amount, enter a new amount.

The amount in box 6 should match the YTD Medicare Employee Tax amount on the Federal Earnings and Tax Report screen, when you run the report for all quarters.

7 Social security tips

Displays the total amount of all deductions and fringe benefits in the active tax year where the following conditions are true:

  • The Print on W-2 field is set to Yes.

  • The W-2 Box Number field is set to Box 7 - Social Security tips.

If you want to override this amount, click and enter a new amount in the Edit Boxes 7 - 11 popup window. You can only adjust this amount if there is at least one deduction or fringe benefit with the W-2 Box Number field is set to Box 7 - Social Security tips.

The amount in box 7 should match the sum of all deductions and fringes with the W-2 Box Number field is set to Box 7 - Social Security tips on the Employee Withholding Report screen and the Employee Fringes Report screen, when you run the report for the tax year.

Tip: Click to view the deductions and fringes currently set for box 7.

8 Allocated tips

Displays the total amount of all deductions and fringe benefits in the active tax year where the following conditions are true:

  • The Print on W-2 field is set to Yes.

  • The W-2 Box Number field is set to Box 8 - Allocated tips.

If you want to override this amount, click and enter a new amount in the Edit Boxes 7 - 11 popup window. You can only adjust this amount if there is at least one deduction or fringe benefit with the W-2 Box Number field is set to Box 8 - Allocated tips.

The amount in box 8 should match the sum of all deductions and fringes with the W-2 Box Number field is set to Box 8 - Allocated tips on the Employee Withholding Report screen and the Employee Fringes Report screen, when you run the report for the tax year.

Tip: Click to view the deductions and fringes currently set for box 8.

9 (Not Used)

Box 9 is not currently used on forms W-2 and should be blank.

10 Dependent care benefits

Displays the total amount of all deductions and fringe benefits in the active tax year where the following conditions are true:

  • The Print on W-2 field is set to Yes.

  • The W-2 Box Number field is set to Box 10 - Dependent care benefits.

If you want to override this amount, click and enter a new amount in the Edit Boxes 7 - 11 popup window. You can only adjust this amount if there is at least one deduction or fringe benefit with the W-2 Box Number field is set to Box 10 - Dependent care benefits.

The amount in box 10 should match the sum of all deductions and fringes with the W-2 Box Number field is set to Box 10 - Dependent care benefits on the Employee Withholding Report screen and the Employee Fringes Report screen, when you run the report for the tax year.

Tip: Click to view the deductions and fringes currently set for box 10.

11 Nonqualified plans

Displays the total amount of all deductions and fringe benefits in the active tax year where the following conditions are true:

  • The Print on W-2 field is set to Yes.

  • The W-2 Box Number field is set to Box 11 - Nonqualified plans.

If you want to override this amount, click and enter a new amount in the Edit Boxes 7 - 11 popup window. You can only adjust this amount if there is at least one deduction or fringe benefit with the W-2 Box Number field is set to Box 11 - Nonqualified plans.

The amount in box 11 should match the sum of all deductions and fringes with the W-2 Box Number field is set to Box 11 - Nonqualified plans on the Employee Withholding Report screen and the Employee Fringes Report screen, when you run the report for the tax year.

Tip: Click to view the deductions and fringes currently set for box 11.

12 Codes

Displays a list of the codes and amounts of any deferred compensation or other compensation for which a deduction or fringe benefit has been recorded for the employee in the active tax year. The codes and amounts are defined using deductions and fringe benefits where the following conditions are true:

  • The Print on W-2 field is set to Yes.

  • The W-2 Box Number field is set to Box 12.

  • A value is selected in the Box 12 Code field. If more than one deduction or fringe benefit use the same box 12 code, the amounts are summed on a single line.

If you want to override any of these amounts or add an amount for a code that is not listed, click and enter a new amount in the Edit Box 12 popup window.

If an employee has deductions or fringe benefits for more than four box 12 codes, an additional W-2 is created.

The amount in box 12 should match the sum of all deductions and fringes with the W-2 Box Number field is set to Box 12 on the Employee Withholding Report screen and the Employee Fringes Report screen, when you run the report for the tax year.

Tip: Click to view the deductions and fringes currently set for box 12.

13 Statutory employee

Displays whether the employee is a statutory employee whose earnings are subject to Social Security and Medicare taxes, but not subject to federal income tax withholding. If you want to override this value for the active tax year, click the checkbox to change the value.

This checkbox is selected if the Box 13 - Statutory Employee field on the Employee screen is set to Yes.

13 Retirement plan

Displays whether the employee is contributing to a retirement plan. If you want to override this value for the active tax year, click the checkbox to change the value.

This checkbox is selected if the Box 13 - Retirement Plan field on the Employee screen is set to Yes.

13 Third-party sick pay

Displays whether you are reporting sick pay payments made by a third-party to this employee. If you want to override this value for the active tax year, click the checkbox to change the value.

This checkbox is selected if the Box 13 - Third-Party Sick Pay field on the Employee screen is set to Yes.

14 Other

Displays a list of any other deductions, fringes, or miscellaneous taxes recorded for the employee in the active tax year. Items listed in box 14 are typically for state unemployment or disability insurance, local income-based taxes, miscellaneous taxes (ex. the Oregon transit tax), or other fringe benefits that aren't reported as income. If you want to override any of these amounts, click and enter a new amount in the Edit Box 14 popup window.

When you create a Payroll Tax Authority screen, you can define the SDI/SUI information to print in box 14 for the tax authority on the State Taxes tab. When you create a miscellaneous tax, you can select to print the information in box 14 and add a description for the amount on the General tab. When you create a Deductions screen or Fringe Benefits screen, you can select to print the deduction/fringe benefit information in box 14 and add a description of the amount.

For deductions and fringes, the amount in box 14 should match the sum of all deductions and fringes with the W-2 Box Number field is set to Box 14 on the Employee Withholding Report screen and the Employee Fringes Report screen, when you run the report for the tax year.

Tip: Click to view the deductions and fringes currently set for box 14.

Box 14 - COVID

Table 1.
Field Description
Note: This tab is available only when you select 2020 or 2021 in the Tax Year field. Enabled fields are dependent on the year you select.

Use the fields on this tab to report qualified sick leave wages that an employee received for self-care, to care for others, or for emergency family leave related to COVID-19.

Tip: For more information on setting up sick pay in relation to the Families First Coronavirus Response Act, please see How to Set Up Sick Pay for the COVID-19 Quarantine available in the Knowledge Center on the Support Viewpoint Customer Portal (requires a login).
2020 Qualified Sick Leave Wages (for care for others) Enter the amount of any COVID-related sick leave wages that the employee received to care for others. On Form W-2, this amount displays in Box 14 as CSLeaveO - [Amount].
2021 Qualified Sick Leave Wages (for their care) Enter the amount of any COVID-related sick leave wages that the employee received for self-care. On Form W-2, this amount displays in Box 14 as CSLeave - [Amount].
Qualified Emergency Family Leave Wages Enter the amount of any COVID-related sick leave wages that the employee received for emergency family leave.On Form W-2, this amount displays in Box 14 as CEFMLA - [Amount].
Six options Enter qualified amounts according to the:
  • type of leave

  • dates wages were paid

  • appropriate limit the wages were subject to

Refer to the field descriptions for details. You may also find the Pay Class Earnings Information Report helpful in determining the dates paid (Employees > Reports).

Boxes 15 - 20: State & Local tab

Field

Description

State Tax grid - Each row in the grid is a state income tax for which a deduction has been recorded for the employee in the active tax year. Update the values in the State income tax field as needed. Click to add a row to the grid for any state tax authority that doesn't already appear. If an employee have withholdings for more than two states, additional employee copies of W-2s are created. Employer copies of forms W-2 are limited to two states.

Note: To prevent printing a W-2 for a state tax authority shown in the grid, enter 0 in the 16 State wages, tips, etc. field and the 17 State income tax field.

State Tax Authority

Displays the tax authority for the state income tax.

Report Income Tax on W-2 with Tax Authority

If the tax authority in the State Tax Authority field is not valid for use on a Form W-2, displays the tax authority to be used on the Form W-2 for state income tax as defined on the Payroll Tax Authority screen.

15 State

Displays the two-letter abbreviation for the state tax authority from the Payroll Tax Authority screen. This is the value that will appear on the printed Form W-2.

Employer's state ID number

Displays the employer's state ID number for the state tax authority.

16 State wages, tips, etc.

Displays the total amount of state wages and tips for this state tax authority that were recorded for the employee in the active tax year. If you want to override this amount, enter a new amount.

The amount in box 16 should match the YTD Taxable Wages amount on the State/Province Earnings and Tax Report by Quarter Screen, when you run the report for all quarters.

This amount is calculated as:

Gross Wages - (All deductions with Reduce Wages for SIT set to Yes) + (All fringe benefits with Increase Wages for SIT set to Yes)

17 State income tax

Displays the total amount of state income tax for this state tax authority that was withheld for the employee in the active tax year. If you want to override this amount, enter a new amount.

The amount in box 17 should match the YTD Income Tax Withheld amount on the State/Province Earnings and Tax Report by Quarter Screen, when you run the report for all quarters.

Local Tax grid - Each row in the grid is a local income tax for which a deduction has been recorded for the employee. Update the values in the Local income tax field as needed. Click to add a row to the grid for any local tax authority that doesn't already appear.

Note: To prevent printing a W-2 for a local tax authority shown in the grid, enter 0 in the 18 Local wages, tips, etc. field and the 19 Local income tax field.

Local Tax Authority

Displays the tax authority for the local income tax.

Report Income Tax on W-2 with Tax Authority

If the tax authority in the Local Tax Authority field is not valid for use on a Form W-2, displays the tax authority to be used on the Form W-2 for local income tax.

18 Local wages, tips, etc.

Displays the total amount of local wages and tips for this local tax authority that were recorded for the employee in the active tax year. If you want to override this amount, enter a new amount.

The amount in box 18 should match the YTD Taxable Wages amount on the Local Earnings and Tax Report by Quarter screen, when you run the report for all quarters.

This amount is calculated as:

Gross Wages - (All deductions with Reduce Wages for LIT set to Yes) + (All fringe benefits with Increase Wages for LIT set to Yes)

19 Local income tax

Displays the total amount of local income tax withheld for this local tax authority that was recorded for the employee in the active tax year. If you want to override this amount, enter a new amount.

The amount in box 19 should match the YTD Income Tax Withheld amount on the Local Earnings and Tax Report by Quarter screen, when you run the report for all quarters.

20 Locality name

Displays the abbreviation for the local tax authority from the Payroll Tax Authority screen. This is the value that will appear on the printed Form W-2.

Edit Boxes 7 - 11 popup window

The Edit Boxes 7 - 11 popup window displays when you click next to boxes 7 through 11. Each row in the grid is a deduction or fringe benefit associated with the selected Form W-2 box on the W-2 and Tax Control tab of the Deductions screen or the Fringe Benefits screen. Update the values in the Amount field as needed and click OK. You cannot add additional deductions or fringe benefits to this window.

Boxes a - 14 tab

Field

Description

Type

Displays whether the row contains a deduction or a fringe benefit.

Deduction

If the row contains a deduction, displays the code of the deduction.

Deduction Name

If the row contains a deduction, displays the name of the deduction.

Fringe Benefit

If the row contains a fringe benefit, displays the code of the fringe benefit.

Fringe Benefit Name

If the row contains a fringe benefit, displays the name of the fringe benefit.

Amount

Displays the total amount of the deduction or fringe benefit recorded for the employee in the active tax year. If you want to override this amount, enter a new amount.

Edit Box 12 popup window

The Edit Box 12 popup window displays when you click next to box 12. Each row in the grid is a box 12 code and description and the total amount of the deductions or fringe benefits associated with that code on the W-2 and Tax Control tab of the Deductions screen or the Fringe Benefits screen.

Click to the right of the row to display a child grid. Each row in the child grid is deduction or fringe benefit associated with that box 12 code. Update the values in the Amount field as needed and click OK.

Boxes a - 14 tab

Field

Description

Type

Displays whether the row contains a deduction or a fringe benefit.

Deduction

If the row contains a deduction, displays the code of the deduction.

Deduction Name

If the row contains a deduction, displays the name of the deduction.

Fringe Benefit

If the row contains a fringe benefit, displays the code of the fringe benefit.

Fringe Benefit Name

If the row contains a fringe benefit, displays the name of the fringe benefit.

Amount

Displays the total amount of the deduction or fringe benefit recorded for the employee in the active tax year. If you want to override this amount, enter a new amount.

Edit Box 14 popup window

The Edit Box 14 popup window displays when you click next to box 14. Each row in the grid is a unique box 14 deduction, fringe benefit, or miscellaneous tax. Box 14 deductions and fringe benefits are typically for state unemployment or disability insurance, local income-based taxes, miscellaneous taxes, or other fringe benefits that aren't reported as income. ProContractor displays all box 14 items as defined on the Payroll Tax Authority screen, the Deductions screen, or the Fringe Benefits screen regardless of whether a deduction or fringe benefit has been recorded for the employee in the active tax year.

Click to the right of the row to display a child grid. Each row in the child grid is deduction or fringe benefit associated with that box 14 code. Update the values in the Amount field as needed and click OK.

Boxes a - 14 tab

Field

Description

Type

Displays whether the row contains SDI, SUI, a deduction, or a fringe benefit.

Payroll Tax Authority

If the row contains SDI, SUI, or miscellaneous tax, displays the payroll tax authority for the SDI or SUI.

Tax Authority Name

If the row contains SDI, SUI, or miscellaneous tax, displays the payroll tax authority for the SDI or SUI.

Deduction

If the row contains a deduction, displays the code of the deduction.

Deduction Name

If the row contains a deduction, displays the name of the deduction.

Fringe Benefit

If the row contains a fringe benefit, displays the code of the fringe benefit.

Fringe Benefit Name

If the row contains a fringe benefit, displays the name of the fringe benefit.

Amount

Displays the total amount of the SDI, SUI, deduction, miscellaneous tax, or fringe benefit recorded for the employee in the active tax year. If you want to override this amount, enter a new amount.