Contents
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W-2 Employee
NOTE
ANY INSTRUCTIONS CONTAINED HEREIN ARE ADVISORY ONLY.
REFER TO SSA INSTRUCTIONS FOR OFFICIAL INFORMATION.
Control
This is a number used by the employer to identify individual W-2 forms. You may use up to seven digits. This is an optional field-you can leave it blank.
SSN #
Enter the employee social security number. If it is not available, enter blanks.
Name (L,F M)
Enter the employee name as shown on the Social Security card in the format "Last Name space Suffix Comma space First Name space Middle Name/Initial". The names will reverse to first, middle, last, and suffix when printing forms.
Address
Enter the employee's main mailing street address or post office box. Left justify and fill with blanks.
Supplementary Address
Enter the employee's supplementary address such as apartment and suite numbers. Left justify and fill with blanks. This information will print above the main mailing address on the W2's.
City
Enter the employee's city. Left justify and fill with blanks. If this is a foreign address, also include the name of the foreign "state", province, etc., e.g., Ontario.
State
Enter the employee's state. Use the standard FIPS postal abbreviations listed in the manual. If a foreign address, include the two-character country code, (e.g., "CN" for Canada).
Zip code
Enter a valid employee's zip code. For a foreign address, however, use this field for the Foreign Postal Code, if applicable.
Wages, Tips...(Wages, Tips, Other Compensation-Box 1)
Enter the total of, before any payroll deductions: (1) wages paid; (2) non-cash payments (including benefits.); (3) tips reported; (4) all other compensation. Amount positions available = 11.
Fed Inc. Tax W/H (Federal Income Tax Withheld-Box 2)
Enter the amount of income tax deducted and withheld. No negative amounts. Amount positions available = 11.
Soc Sec Wages (Social Security Wages-Box 3)
Enter the total wages paid (before payroll deductions) subject to employer social security tax (but NOT including tips deemed to be wages, social security tips or allocated tips). Amount positions available = 11.
Soc Sec Tax W/H (Social Security Tax Withheld-Box 4)
Enter the total employee Social Security tax (not including your share) deducted and withheld or paid by you for the employee. Amount positions available = 11.
Medicare Wages (Box 5)
Enter the total Medicare wages paid. Amount positions available = 11.
Medicare Tax (Box 6)
Enter the total Medicare taxes withheld. Amount positions available = 11.
Soc Sec Tips (Social Security Tips-Box 7)
Enter the amount the employee reported even if you did not have enough employee funds to collect the Social Security tax for the tips. Amount positions available = 11.
Allocated Tips (Box 8)
Enter the amount of tips allocated to the employee. No negative amounts. Amount positions available = 11.
Adv EIC Pmt (Advanced EIC Payment-Box 9)
Enter the total paid to the employee as advance earned income credit payments. No negative amounts. Amount positions available = 11.
Dep Care Bene (Dependent Care Benefit-Box 10)
Enter the total amount of dependent care benefits under Section 129 or incurred by you for your employee, including any amount in excess of the $5,000 exclusion. Amount positions available = 11.
NonQual 457 (Nonqualified 457 Plan-Box 11)
Enter the amount of distributions from a Section 457 plan. Amount positions available = 11.
NonQual Non-457 (Nonqualified Non 457-Box11)
Enter the amount of distributions from nonqualified deferred compensation plans that are not Section 457plans. Amount positions available = 11.
Box 12 Code 1
Enter an alpha code. Valid codes are A-H, J-N, P-T, V & W, Y & Z, AA & BB. Four different codes can be reported on one form. Refer to SSA Instructions for Forms W-2 for more information.
Box 12 Amount 1
Enter amount assigned to the code. Four items can be reported on one form. Refer to the SSA Instructions for Forms W-2 for more information.
Box 12 Code 2
Enter an alpha code. Valid codes are A-H, J-N, P-T, V & W, Y & Z, AA & BB. Four different codes can be reported on one form. Refer to the Instructions for Forms W-2 for more information.
Box 12 Amount 2
Enter amount assigned to the code. Four items can be reported on one form. Refer to the SSA Instructions for Forms W-2 for more information.
Box 12 Code 3
Enter an alpha code. Valid codes are A-H, J-N, P-T, V & W, Y & Z, AA & BB. Four different codes can be reported on one form. Refer to SSA Instructions for Forms W-2 for more information.
Box 12 Amount 3
Enter amount assigned to the code. Four items can be reported on one form. Refer to the SSA Instructions for Forms W-2 for more information.
Box 12 Code 4
Enter an alpha code. Valid codes are A-H, J-N, P-T, V & W, Y & Z, AA & BB. Four different codes can be reported on one form. Refer to SSA Instructions for Forms W-2 for more information.
Box 12 Amount 4
Enter amount assigned to the code. Four items can be reported on one form. Refer to the SSA Instructions for Forms W-2 for more information.
Other Desc 1 (Other Description 1-Box 14)
You may use this box for any other information you want to give your employee. Enter label for each item. Examples are: union dues, health ins. premiums deducted, moving exp., etc. Three items can be printed on one form.
Other Amount 1(Box 14)
Enter other amount belonging to Other Description 1.
Other Desc 2 (Other Description 2-Box 14)
You may use this box for any other information you want to give your employee. Enter label for each item Examples are: union dues, health ins. premiums deducted, moving exp., etc. Three items can be printed on one form.
Other Amount 2 (Box 14)
Enter other amount belonging to Other Description 2.
Other Desc 3 (Other Description 3-Box 14)
You may use this box for any other information you want to give your employee. Enter label for each item Examples are: union dues, health ins. premiums deducted, moving exp., etc. Three items can be printed on one form.
Other Amount 3 (Box 14)
Enter other amount belonging to Other Description 3.
Stat Emp (Statutory Employee-Box 13)
Check this box for all statutory employees whose earnings are subject to Social Security tax but NOT subject to federal income tax withholding. (See Circular E for more information.)
Retirement Plan (Box 13)
Check this box if the employee was an active participant (for any part of the year) in a retirement plan
Third-party Sick Pay (Box 13)
Check this box if you are a third-party sick pay payer filing a Form W-2 for an insured's employee.
State 1 (Box 15)
First state name. Enter the two-character abbreviation if for strictly a state return.
Wages, Tips 1 (State Wages, Tips, Etc.-Box 16)
First state information. In many jurisdictions the total will be the same as that reported in wages, tips, and other compensation for Federal Income Tax reporting.
Income Tax 1 (State Income Tax-Box 17)
First state tax information. Use this field to report state income tax information.
Wages, Tips 1 (Local Wages, Tips, Etc.-Box 18)
First local information. In many jurisdictions the total will be the same as that reported in wages, tips, and other compensation for Federal Income Tax reporting.
Income Tax 1 (Local Income Tax-Box 19)
First local tax information. Use this field to report local income tax information.
Locality 1 (Box 20)
First local name. Enter the name of locality.
State 2 (Box 15)
Second state name. Enter the two lettered state abbreviation if strictly a state return.
Wages, Tips 2 (State Wages, Tips, Etc.-Box 16)
Second state information. In many jurisdictions the total will be the same as that reported in wages, tips, and other compensation for Federal Income Tax reporting.
Income Tax 2 (State Income Tax-Box 17)
Second state tax information. Use this field to report state income tax information.
Wages, Tips 2 (Local Wages, Tips, Etc.-Box 18)
Second local information. In many jurisdictions the total will be the same as that reported in wages,tips, and other compensation for Federal Income Tax reporting.
Income Tax 2 (Local Income Tax-Box 19)
Second local information. Use this field to report local income tax information.
Locality 2 (Box 20)
Second local name. Enter name of the locality.