Field Definitions: PR W2 Process Form

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

Tax Year

Enter the tax year to initialize in YYYY format. If the current month is between, or includes, January and November, the field defaults the prior tax year. If the current month is December, the field defaults the current tax year.

EIN #

If initializing a new W-2 run, this field defaults to the Federal Tax ID number defined for this company in HQ Company Setup; you can override this value if necessary. Note that all non-numeric characters, such as hyphens, are omitted.

User ID #

Enter the personal identification number for this employer, as provided by the Social Security Administration. This field allows up to eight digits.

For tax years 2005 and later, this ID number is truncated to 8 characters and 9 spaces.

Company Name

If initializing a new W-2 run, this field defaults the name of the current company as defined in HQ Company Setup. You may override this field if necessary.

Location Address

If initializing a new W-2 run, this field defaults the address specified for this company in HQ Company Setup (Add'l Address field). You can override this field if necessary.

Delivery Address

If initializing a new W-2 run, this field defaults the mailing address specified for this company in HQ Company Setup. You can override this default if necessary.

City

If initializing a new W-2 run, this field defaults the city specified for this company in HQ Company Setup. You can override this default if necessary.

State

If initializing a new W-2 run, this field defaults the state specified for this company in HQ Company Setup. You can override this default if necessary.

Enter a valid state (as defined in HQ States). The system validates the state based on the Default Country specified in HQ Company Setup for the active company. If the state is not valid, an error displays, but entry is allowed. You must then enter a valid country for this state in the Country field in HQ Company Setup.

Zip

If initializing a new W-2 run, this field defaults the zip code specified for this company in HQ Company Setup. You can override this default if necessary.

Zip Ext

Enter the 4-digit zip code extension.

Contact Name

Enter the name of the individual for the SSA to contact regarding W-2s. This field allows a maximum of 27 characters. When filing electronically, the contact name is required.

Phone

Enter the phone number for the individual that the SSA would contact regarding W-2s. This field allows a maximum of 15 characters. When filing W-2s electronically, the phone number is required.

Phone Ext

Enter the phone extension for the individual that the SSA would contact regarding W-2s. This field allows a maximum of 5 characters.

Fax

Enter the fax number of the individual that the SSA would contact regarding W-2s.

Email

Enter the email address of the individual that the SSA would contact regarding W-2s. This is a required field.

Third Party Sick Pay Indicator

Check this box if you are a third-party sick pay provider.

NAICS Code

NAICS Code field on the PR W-2 Process form

For Maryland payroll only.

This value is pulled from the PR Company Parameters form when creating a new tax year. You may override this code with another up to 6 numbers long.

Options To Initialize Retirement Plan Box

Check Box For All Employees – Select this option to check the Retirement Plan box in PR W-2 Employee Edit for all employees.

Only Check For Employees With Retirement Plan – Select this option to check the Retirement Plan box in PR W-2 Employee Information for all employees whose Retirement Plan box is checked in PR Employees.

Check Box For None Of The Employees – Select this option is selected to leave the Retirement Plan box in PR W-2 Employee Information unchecked for all employees.

Resubmittal

The Resubmittal check box on the PR W-2 Process form, Info tab.

Note: Beginning December 2021, Aatrix is required for W-2 reporting. Resubmitted W-2s must be handled directly in Aatrix (using the History button in PR Aatrix - W2 Print and eFile). Therefore, this check box is no longer used and is disabled. However, to preserve historical data, this field remains visible.

Display only, indicating whether this W-2 file was resubmitted (selected).

WFID

The WFID field on the PR W-2 Process form, Info tab.

Note: Beginning December 2021, Aatrix is required for W-2 reporting. Resubmitted W-2 must be handled directly in Aatrix (using the History button in PR Aatrix - W2 Print and eFile). Therefore, this field is no longer used and is disabled. However, to preserve historical data, this field remains visible.

This field only displays a value if the Resubmitted check box is selected.

Display only, the 6-character WFID (Wage File Identifier) code from the notice sent by the Social Security Administration.

Contact Title

For the state of Maryland only. This field requires entry.

Enter the title of the individual authorized to certify this report.

Total Tax Reported

For the state of Maryland only. This is a required field.

Enter the total tax reported on all MW506s.

Total Tax Withheld

For the state of Maryland only. This is a required field.

Enter the total state/local tax withheld for all Maryland employees.

Total Credits

For the state of Maryland only.

For the states of Maryland and Missouri only.

If you are a tax-exempt organization, enter the total eligible business tax credits as indicated on Form 500CR.

Note: If you file W-2s for both Maryland and Missouri, you will need to enter the appropriate amount for one state (for example, Maryland), and process the W-2s. You will then need to change the value here as applicable for the other state (Missouri) and process those W-2s.

Tax Due Amount

For the state of Maryland only.

Enter the total employer tax amount due.

Balance Due

For the state of Maryland only.

Enter the employer balance due amount.

Overpayment

For the state of Maryland only.

Enter the employer overpayment amount.

Overpayment Credit

For the state of Maryland only.

Enter the employer overpayment amount that you wish to be applied as credit.

Overpayment Refund

For the state of Maryland only.

Enter the employer overpayment amount that you wish to have refunded.

Gross Payroll

For the state of Maryland only.

Enter the total amount of wages reported for all Maryland employees.

Federal Information: Item

Select each of the earnings/deduction/liability items you want initialized for federal W-2s. Press F4 to display the list of standard reporting items.

Note: Viewpoint provides 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. If you run this form before the reporting items are updated for the new tax year, use the codes from the prior year and make sure that you re-initialize using the correct codes once they are updated. For a list of the current reporting items and the W-2 boxes in which they are printed, see IRS Reporting Items.

Federal Information: Type

Enter the E/D/L type for each item. Types are as follows:

  • E-Earnings

  • D-Deduction

  • L-Liability

Federal Information: Code

Enter the earnings, deduction, or liability code for this item, or press F4 for a list of codes. This code, in conjunction with the Type, determines where to get the amount for this item.

Federal Information: Description

This field defaults the description for the earnings, deduction, or liability code from PR Earnings Codes or PR Deductions/Liabilities. You may override the default as necessary.

State/Local Information: Initialize

This box defaults as checked for each state/local in the grid.

Uncheck this box if you do not want this state/local to be included in W-2 processing.

Line

Enter a line number to add a new state-specific record for Box 14 reporting on state W-2s.

New Jersey Users

When submitting W-2 information electronically:

For the first line, enter the code used to accumulate the combined NJ Unemployment Insurance, Workforce Development Program, and Health Care Subsidy.

For the second line, enter the code used to accumulate Disability Insurance. The electronic file will use the plan number from the Private Disability Plan ID# field in PR State Information (Unemployment/Wage Reporting tab).

If you have a private Family Leave Insurance plan, enter the code used to accumulate Family Leave Insurance in the third line. For this line, enter the plan number in the Description field. When entering the plan number, enter # followed by the plan number (limit this number to 14 alphanumeric characters). If you do not enter a # in the field, the system will not print information for this field in the electronic file (position 299-313).

Note: These entries must correspond with the correct line number, or the file will be rejected.

New York Users

New York users may want to configure NY State W-2s to display the NY State earned wages on a line in Box 14. Follow the steps below to make the line display the Subject Amount from PR Employee Accumulations.

Note: Using the New York state withholding deduction/liability code is the only case in which the Subject Amount from PR Employee Accumulations will display in Box 14. Using any other deduction/liability code will display the Amount from PR Employee Accumulations instead.

For this functionality to work for the state of New York, a state W-2 must be printed for New York.

To configure NY State W-2s to display the NY State earned wages on a line in Box 14:

  1. In PR State Information form, in the State field, enter NY or press F4 to select NY from a list.

  2. In the Tax Dedn field, take note of the deduction code being used for New York State withholding tax.

  3. In PR W-2 Process, open the State Box 14 Information tab.

  4. In the State field, enter NY.

  5. In the Line field, enter a line number.

  6. In the EDL Type field, enter D-Deduction.

  7. In the Code field, press F4 to select the deduction code for the New York state withholding tax (that you took note of in Step 2).

  8. In the Description field, enter NY State Wages (or something similar).

  9. Click Initialize Misc Box 14 Initialize State Box 14.

Misc Box 14 Information: State

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

New Jersey Users

When submitting W-2 information electronically:

For the first line, enter the code used to accumulate the combined NJ Unemployment Insurance, Workforce Development Program, and Health Care Subsidy.

For the second line, enter the code used to accumulate Disability Insurance. The electronic file will use the plan number from the Private Disability Plan ID# field in PR State Information (Unemployment/Wage Reporting tab).

If you have a private Family Leave Insurance plan, enter the code used to accumulate Family Leave Insurance in the third line. For this line, enter the plan number in the Description field. When entering the plan number, enter # followed by the plan number (limit this number to 14 alphanumeric characters). If you do not enter a # in the field, the system will not print information for this field in the electronic file (position 299-313).

Note: These entries must correspond with the correct line number, or the file will be rejected.

New York Users

New York users may want to configure NY State W-2s to display the NY State earned wages on a line in Box 14. Follow the steps below to make the line display the Subject Amount from PR Employee Accumulations.

Note: Using the New York state withholding deduction/liability code is the only case in which the Subject Amount from PR Employee Accumulations will display in Box 14. Using any other deduction/liability code will display the Amount from PR Employee Accumulations instead.

For this functionality to work for the state of New York, a state W-2 must be printed for New York.

To configure NY State W-2s to display the NY State earned wages on a line in Box 14:

  1. In PR State Information form, in the State field, enter NY or press F4 to select NY from a list.

  2. In the Tax Dedn field, take note of the deduction code being used for New York State withholding tax.

  3. In PR W-2 Process, open the MiscState Box 14 Information tab.

  4. In the State field, enter NY.

  5. In the Line field, enter a line number.

  6. In the EDL Type field, enter D-Deduction.

  7. In the Code field, press F4 to select the deduction code for the New York state withholding tax (that you took note of in Step 2).

  8. In the Description field, enter NY State Wages (or something similar).

  9. Click Initialize Misc Box 14 Initialize State Box 14.

Misc Box 14 Information: EDL Type

Enter the E/D/L type for this miscellaneous description. Types are as follows:

  • E-Earnings

  • D-Deduction

  • L-Liability

New Jersey Users

When submitting W-2 information electronically:

For the first line, enter the code used to accumulate the combined NJ Unemployment Insurance, Workforce Development Program, and Health Care Subsidy.

For the second line, enter the code used to accumulate Disability Insurance. The electronic file will use the plan number from the Private Disability Plan ID# field in PR State Information (Unemployment/Wage Reporting tab).

If you have a private Family Leave Insurance plan, enter the code used to accumulate Family Leave Insurance in the third line. For this line, enter the plan number in the Description field. When entering the plan number, enter # followed by the plan number (limit this number to 14 alphanumeric characters). If you do not enter a # in the field, the system will not print information for this field in the electronic file (position 299-313).

Note: These entries must correspond with the correct line number, or the file will be rejected.

New York Users

New York users may want to configure NY State W-2s to display the NY State earned wages on a line in Box 14. Follow the steps below to make the line display the Subject Amount from PR Employee Accumulations.

Note: Using the New York state withholding deduction/liability code is the only case in which the Subject Amount from PR Employee Accumulations will display in Box 14. Using any other deduction/liability code will display the Amount from PR Employee Accumulations instead.

For this functionality to work for the state of New York, a state W-2 must be printed for New York.

To configure NY State W-2s to display the NY State earned wages on a line in Box 14:

  1. In PR State Information form, in the State field, enter NY or press F4 to select NY from a list.

  2. In the Tax Dedn field, take note of the deduction code being used for New York State withholding tax.

  3. In PR W-2 Process, open the MiscState Box 14 Information tab.

  4. In the State field, enter NY.

  5. In the Line field, enter a line number.

  6. In the EDL Type field, enter D-Deduction.

  7. In the Code field, press F4 to select the deduction code for the New York state withholding tax (that you took note of in Step 2).

  8. In the Description field, enter NY State Wages (or something similar).

  9. Click Initialize Misc Box 14 Initialize State Box 14.

Misc Box 14 Information: Code

Enter the earnings, deduction, or liability code (from PR Earnings Codes or PR Deductions/Liabilities) for this miscellaneous description.

New Jersey Users

When submitting W-2 information electronically:

For the first line, enter the code used to accumulate the combined NJ Unemployment Insurance, Workforce Development Program, and Health Care Subsidy.

For the second line, enter the code used to accumulate Disability Insurance. The electronic file will use the plan number from the Private Disability Plan ID# field in PR State Information (Unemployment/Wage Reporting tab).

If you have a private Family Leave Insurance plan, enter the code used to accumulate Family Leave Insurance in the third line. For this line, enter the plan number in the Description field. When entering the plan number, enter # followed by the plan number (limit this number to 14 alphanumeric characters). If you do not enter a # in the field, the system will not print information for this field in the electronic file (position 299-313).

Note: These entries must correspond with the correct line number, or the file will be rejected.

New York Users

New York users may want to configure NY State W-2s to display the NY State earned wages on a line in Box 14. Follow the steps below to make the line display the Subject Amount from PR Employee Accumulations.

Note: Using the New York state withholding deduction/liability code is the only case in which the Subject Amount from PR Employee Accumulations will display in Box 14. Using any other deduction/liability code will display the Amount from PR Employee Accumulations instead.

For this functionality to work for the state of New York, a state W-2 must be printed for New York.

To configure NY State W-2s to display the NY State earned wages on a line in Box 14:

  1. In PR State Information form, in the State field, enter NY or press F4 to select NY from a list.

  2. In the Tax Dedn field, take note of the deduction code being used for New York State withholding tax.

  3. In PR W-2 Process, open the MiscState Box 14 Information tab.

  4. In the State field, enter NY.

  5. In the Line field, enter a line number.

  6. In the EDL Type field, enter D-Deduction .

  7. In the Code field, press F4 to select the deduction code for the New York state withholding tax (that you took note of in Step 2).

  8. In the Description field, enter NY State Wages (or something similar).

  9. Click Initialize Misc Box 14 Initialize State Box 14 .

Misc Box 14 Information: Description

Use this 20-character field to enter descriptions for the Box 14 of the State/Local W-2s when you want to report state-specific deductions, such as CA SDI and AK ESC.

The system defaults the description for the code that you specified in the Code field:

  • If you selected E-Earnings, the description defaults from the Description field in PR Earnings Codes.

  • If you selected either D-Deductions or L-Liability, the description defaults from the Description field in PR Deductions/Liabilities. You can override the default as necessary.

New Jersey Users

When submitting W-2 information electronically:

For the first line, enter the code used to accumulate the combined NJ Unemployment Insurance, Workforce Development Program, and Health Care Subsidy.

For the second line, enter the code used to accumulate Disability Insurance. The electronic file will use the plan number from the Private Disability Plan ID# field in PR State Information (Unemployment/Wage Reporting tab).

If you have a private Family Leave Insurance plan, enter the code used to accumulate Family Leave Insurance in the third line. For this line, enter the plan number in the Description field. When entering the plan number, enter # followed by the plan number (limit this number to 14 alphanumeric characters). If you do not enter a # in the field, the system will not print information for this field in the electronic file (position 299-313).

Note: These entries must correspond with the correct line number, or the file will be rejected.

New York Users

New York users may want to configure NY State W-2s to display the NY State earned wages on a line in Box 14. Follow the steps below to make the line display the Subject Amount from PR Employee Accumulations.

Note: Using the New York state withholding deduction/liability code is the only case in which the Subject Amount from PR Employee Accumulations will display in Box 14. Using any other deduction/liability code will display the Amount from PR Employee Accumulations instead.

For this functionality to work for the state of New York, a state W-2 must be printed for New York.

To configure NY State W-2s to display the NY State earned wages on a line in Box 14:

  1. In PR State Information form, in the State field, enter NY or press F4 to select NY from a list.

  2. In the Tax Dedn field, take note of the deduction code being used for New York State withholding tax.

  3. In PR W-2 Process, open the MiscState Box 14 Information tab.

  4. In the State field, enter NY.

  5. In the Line field, enter a line number.

  6. In the EDL Type field, enter D-Deduction.

  7. In the Code field, press F4 to select the deduction code for the New York state withholding tax (that you took note of in Step 2).

  8. In the Description field, enter NY State Wages (or something similar).

  9. Click Initialize Misc Box 14 Initialize State Box 14.

Misc Description 1-4

Use these fields to enter miscellaneous descriptions, up to 20 characters each, that print in Box 14 of the Federal W-2. Box 14 can be used to report any other information you want to give to your employees, but is not required by the Federal government. Some examples include union dues, health insurance premiums deducted, moving expenses paid, and education assistance programs.

Note:

(for New Jersey users reporting FMLA information) If a private FMLA plan, enter the plan number of the insurance carrier. If a state-provided FMLA plan, leave the field blank.

Personal Identification Number

Use this field when filing MMREF-1 only.

Enter the personal identification number for this employer, as provided by the Social Security Administration. Up to eight digits allowed.

For tax years 2005 and later, the PIN is truncated to 8 characters and 9 spaces.