Field Definitions: PR W2 Employee Edit Form

The following is a list of field descriptions for the PR W2 Employee Edit form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Employee

Enter the employee (using either the number or sort name) for maintaining/editing W-2 information.

SSN#

This field defaults from the SSN# field in PR Employees.

Note: You can change an employee's SSN# here if necessary, but it does not update to PR Employees. When updating here, a message displays alerting you to the fact that change is for W-2 purposes only and that payroll changes must be done manually in PR Employees.

First Name

This field defaults from the First Name field in PR Employees. You may override the default as necessary.

Note: Information entered or changed here does not update anywhere else in the system; therefore, changes must be manually updated in the appropriate form.

Middle

This field defaults from the Middle Name field in PR Employees. You may override the default as necessary.

Note: Information entered or changed here does not update anywhere else in the system; therefore, changes must be manually updated in the appropriate form.

Last Name

This field defaults from the Last Name field in PR Employees. You may override the default as necessary.

Note: Information entered or changed here does not update anywhere else in the system; therefore, changes must be manually updated in the appropriate form.

Suffix

Enter an alphabetic suffix (i.e. Jr., Sr., III) for this employee, if applicable; maximum of 4 characters.

Location Address

This field defaults from the Add'l Address field in PR Employees. The recommendation for the Add'l Address field (in PR Employees) is that it be used for the street address if the employee's address is a P.O. Box. You can override this default as necessary.

This address is used for electronic filing. According to SSA specifications, this field should be used for information such as: Attention, Suite, Room Number, etc. Printed W-2s and W-2 reports do not use this address.

Note: Information entered or changed here does not update anywhere else in the system; therefore, changes must be manually updated in the appropriate form.

Delivery Address

This field defaults from the Address field in PR Employees. This should be the employee's mailing address, including the apartment number if applicable. You may override the default as necessary.

This is the only address that prints on W-2s.

Note: Information entered or changed here does not update anywhere else in the system; therefore, changes must be manually updated in the appropriate form.

City

This field initially defaults from the City field in PR Employees. You can override this default as necessary.

Note: Information entered or changed here does not update anywhere else in the system; therefore, changes must be manually updated in the appropriate form.

State

This field defaults from the Resident Tax State field in PR Employees. You may override the default as necessary.

Note: Information entered or changed here does not update anywhere else in the system; therefore, changes must be manually updated in the appropriate form.

Zip

This field defaults from the Zip Code field in PR Employees. You may override the default as necessary.

Note: Information entered or changed here does not update anywhere else in the system; therefore, changes must be manually updated in the appropriate form.

Zip Ext

Enter the 4-digit zip code extension, if applicable.

Tax State

This field defaults from the Resident Tax State field in PR Employees. You may override the default as necessary.

Note: Information entered or changed here does not update anywhere else in the system; therefore, changes must be manually updated in the appropriate form.

Statutory

Check this box if this employee is a statutory employee (employee’s earnings are subject to social security and Medicare withholding, but not to Federal income tax withholding). The corresponding option is checked in Box 15 of the W-2.

Do not check this box if this employee is not a statutory employee (employee’s earnings are subject to social security, Medicare, and Federal withholdings.

Retirement Plan

Check this box if this employee is participating in a retirement plan. The corresponding option is checked in Box 15 of the W-2. This option is initially checked when initializing W-2s if you selected the Check Box for All Employees or the Only Check for Employees With Retirement Plan option in the Options to Initialize Retirement Plan box section of PR W-2 Process.

Third Party Sick Pay

Check this box if this employee has third party sick pay benefits.

Do not check this box if this employee does not have third party sick pay benefits.

W-2 Email Consent

(United States only) The W-2 Email Consent check box on the PR W-2 Employee Edit form, Info tab.

This check box defaults based on how you set the W-2 Email Consent check box for the employee in PR Employees.

Select this check box if this employee has consented to receive their W-2 electronically (via email) for this tax year. If selected, the employee must have an email address defined in PR Employees.

Leave this check box unselected if the employee has not consented to receive their W-2 electronically for the selected tax year. Instead, the employee will receive a printed W-2.

When you launch Aatrix via PR W-2 Process (Tasks > Launch Aatrix Print and eFile), the setting defined here is sent to Aatrix and determines how Aatrix will handle delivery of W-2s for the employee.

Spouse SSN#

Use this field for Puerto Rico employees only.

Enter the spouse’s social security number (9 digits), omitting any hyphens, prefixes, or suffixes. If the SSN is not available, enter all zeros.

Civil Status

Use this field for Puerto Rico employees only.

Select the appropriate radio button option for this employee:

  • Married

  • Single

  • N/A

SUI Wages

For the state of Georgia only.

This field defaults the employee’s year-to-date wages subject to unemployment insurance (from Employee Accumulations). You may override the default as necessary.

SUI Taxable Wages

For the state of Georgia only.

This field defaults the employee’s total taxable unemployment wage (from Employee Accumulations). You may override the default as necessary.

SUI Weeks Worked

For the state of Georgia only.

This field defaults the total number of weeks this employee worked in the specified year. You may override the default as necessary.

Note: You must select the Weeks Worked option from the Accumulate With SUTA Liability section of PR State Information in order for this field to default a value.

Federal Info: Item

This field displays items specified when initializing federal W-2s. If adding a new item, press F4 for a list of the standard report items for the specified tax year.

Note: Vista™ by Viewpointprovides a list of standard reporting items each tax year, as defined by the Social Security Administration. Select only those items that apply to your company. For a list of the current reporting items and the W-2 boxes in which they are printed, see IRS Reporting Items .

Federal Info: Year

The system enables this field for Item 10 (Deferred Comp – 401k) entries (Item field) only.

If you are reporting make-up contributions to a 401(k) plan (Item 10) for employees called into active military duty under the Uniformed Services Employment and Reemployment Rights Act (USERRA), enter the 2-digit year (e.g., 09, 10, 11, etc.) that applies to this contribution. Entry in this field is required for all item 10 sequences other than 1; the first sequence is used for the current year's 401(k) deferral and you are not required to enter a year in this field. For example:

Item

Year

Description

Amount

10

Deferred Comp - 401(k)

$2,500.00

10

XX

Deferred Comp - 401(k)

$5,000.00

Note: These amounts print in Box 12 of the employee's W-2; however, the Federal electronic filing export reports the total amount, as the IRS does not want to see the breakdown.

Federal Info: Amount

This field initially displays the amounts for each reporting item, based on the employee’s current year-to-date accumulations (PR Employee Accumulations). If entering a new item, enter the amount to report.

State Info: State

Displays each state for which information is being reported.

Use this field to determine W-2 printing information. Typically, you should not need to make changes to this information. However, if you inadvertently added or missed something when you initialized the W-2s, you can make the necessary additions/deletions in PR W-2 Process and click the Init Header button to re-initialize the W-2s, or you can make the additions/deletions individually in this form.

State Info: Tax ID

This field defaults from the Tax ID# field in PR State Information. This is the number used when reporting taxes to this state.

For the State of Georgia: This is the 9-digit State Control Number-Withholding Number.

State Info: Tax Entity

Enter the taxing entity code as defined by your state agency, up to 10 characters.

State Info: Wages

This field displays the total of all taxable wages for this state, based on the employee’s current year-to-date accumulations (PR Employee Accumulations).

State Info: Tax

This field displays the total of state/local taxes withheld based on the employee’s current year-to-date accumulations (PR Employee Accumulations).

State Info: Other State Data

Enter other state data, up to 10 characters, as defined by your state agency.

State Info: Control

Enter the optional control number to be included in the electronic file; there is a maximum of seven (7) characters.

State Info: Option Code 1 and 2

Enter supplemental information to be included in the electronic file. This supplemental data is user-defined, with a maximum of 75 characters.

Local Info: State

This field displays each state for which state information is being reported. States are listed multiple times if there are different local codes applicable for that state.

Use this field to determine W-2 printing information. Typically, you should not need to make changes to this information. However, if you inadvertently added or missed something when you initialized the W-2s, you can make the necessary additions/deletions in PR W-2 Process and then re-initialize the W-2s, or you can make the additions/deletions individually in this form.

Local Info: Local

This field defaults the local code for each state, as assigned in PR Local Codes. If multiple local codes exist for a single state, each state/local combination displays.

Local Info: Tax ID

This field defaults from the Tax ID # field in PR Local Codes. This is the number used when reporting taxes to this locality.

Local Info: Tax Entity

Enter the taxing entity code (up to 10 characters) as defined by your local agency, or accept the default. This field defaults from the Taxing Entity field on PR Local Codes after you initialize W-2 information for the specified tax year in PR W-2 Process. This field allows a maximum of five characters.

For the State of Pennsylvania: Enter “MATCB” for employees who are a resident of the Middletown jurisdiction.

Local Info: Wages

This field displays the total of all taxable wages for this local, based on the employee’s current year-to-date accumulations (PR Employee Accumulations).

Local Info: Tax

Enter the total amount of local taxes withheld, based on the employee’s current year-to-date accumulations (PR Employee Accumulations).

Local Info: Type

Select the tax type for this entry:

  • C-City Income Tax

  • D-County Income Tax

  • E-School District Income Tax

  • F-Other Income Tax

Line

Enter N, New, or + to add a new state-specific record for Box 14 for reporting this employee's state W-2s.

State

Specify the state for reporting miscellaneous state information (Box 14) on the state W-2.

Amount

Enter the amount for reporting miscellaneous state information (Box 14) on the state W-2 for this employee.