W2 Box Tables Maintenance

Use W2 Box Tables Maintenance to maintain the tables that contain the deductions or other pay codes that determine the amounts to print in boxes 10, 11, 12 and 14 on the W-2 forms.  If you do not create the W2 Box Tables no amounts will print in those boxes.  Per employee, one deduction or other pay amount can print in box 10 and box 11, four amounts can print in box 12, and three amounts can print in box 14.

Notes:  

• Please refer to IRS documentation for instructions on the types of deductions and or other pays that need to be reported in each of the boxes.

• NDS recommends that you print a Deduction Master Edit List and an Other Pay Master Edit List to determine what codes need to be maintained in the W2 Box Tables.

• Specific Box Instructions:

• Box 10 and 11 - The table Description for Box 10 and 11 is user-definable and it does not print on the W-2 form.  Enter all deduction codes and other pay codes that pertain to Box 10 and 11.  Only one code will print in each box of the W-2.

• Box 12a - 12d - W2 Box Tables 12-1 through 12-4 pertain to boxes 12a through 12d on the W-2 form.  There are 19 possible types of deductions or other pay codes and amounts that you can report in Boxes 12a through 12d.  For specific types of codes allowed in each box, please refer to the current year instructions for Forms W-2 and W-3.  The W-2 program allows for four types of IRS codes to print, one IRS type for each box in Box 12a through 12d.  It is important to note that each IRS type may have multiple payroll deduction codes associated with that type.  For example, the IRS Type Code D is for 401(k) deductions.  If you have several 401(k) deductions codes, assign the IRS Type D to one of the Boxes in 12 and maintain all the deduction codes associated with IRS Type Code D.  Maintain the IRS Type Code during the Box 12 Type field and it will print in the box on the W-2 form.
  Important:  If an employer has more than four IRS Types to report for box 12a through 12d, they can manually maintain the appropriate Box 12 amounts for specific employee W-2s during W-2 Master File Maintenance.  While it possible to have more than four IRS Types to report for Box 12, you can only have one IRS Type per Box.

• Box 14 - The W2 Box Table Title for Box 14 is user-definable and it prints as the description in box 14 on the W-2 forms.  For example, you can maintain a Title of RET for Maine State Retirement or maintain a Title of DUES for Union Dues.  Enter all deduction codes and other pay codes that are applicable to this box.

• Generally, this is the second step in setting up for W-2 Reporting.  For more information, see the W-2 Reporting Procedure.

Directions:

To see directions for...

• Opening W2 Box Tables Maintenance, click More.

   

  1.  Click Utilities from the Menu Bar.

  2.  Click Misc Utilities.

  3.  Click W-2 Utilities.

  4.  Click Table Maintenance.

  5.  Click W2 Box Tables.
  
  Tip:  Or, use the keyboard shortcut:  [ALT] [t] [u] [w] [m] [b].

   

  W2 Box Tables Maintenance Window Example:

  

   

• Creating a new W2 Box Table Record, click More.

   

  To create a new record select the new Box(xx) in the drop-down list and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]

  Tip:  To indicate that you are building a new W2 Box Table, New  displays near the Box.  Default entries display and the first field is highlighted to let you know you can begin entering information.

   

  W2 Box Tables Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Box	To specify the box to be maintained, click a choice in the drop-down list. (Predefined)
  	To update the new or changed information, click Save or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save new or changed records.
  	Tip: Search is not active during this maintenance.
  	To display an existing W2 Box Table, select the Box and click Retrieve, or press [ENTER]. Keyboard shortcut: [ALT + t]
  Title	Enter an abbreviated title for the W2 Box Table. (up to 14 characters) Note: For Boxes 14-1, 14-2, and 14-3, maintain a 4-character user-defined Title to print for the Type in boxes 14 on the W-2 form.  For example, you can maintain a Title of RET for Maine State Retirement or maintain a Title of DUES for Union Dues.
  Description	Enter the description for the box on the W-2 form. (up to 79 characters) Note: The Description does not print on the W-2 forms.
  Type	Enter the Type of code for the box. Entry Options: D - Deduction O - Other Pay R - Retirement for Maine State Retirement to report in Box 14 Notes: To report Maine MEPers participant employee contributions, enter R for the appropriate Box 14 table. In addition, if your facility only files magnetically, you must set the W2 State Supplemental Data record Other State Data field to RET.
  Code	Enter the Payroll Deduction Code or Other Pay Code to report in the box. Notes:  If you specified Type R above, enter RET for the code. To look up a specific Code, click Search.
  Box 12 Type	Enter the IRS Type Code to print for the Type in boxes 12 on the W-2 form. (up to 4 characters) Notes:  For the specific types of codes allowed in each box, please refer to the current year IRS instructions for Forms W-2 and W-3. This field is only active if maintaining Box 12-1, 12-2, 12-3 or 12-4.
  	To complete the line for the Box, click Add. Keyboard shortcut:  [ALT + a]
  	To clear the fields and position the cursor for a new entry, click New. Keyboard shortcut:  [ALT + n]
  	To remove a Deduction or Other pay code from the box, click to highlight the desired line, and then click Remove. Keyboard shortcut:  [ALT + r]

   

• Editing an existing W2 Box Table Record, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  1. To display the record to be changed, select the Box(xx) in the drop-down list and click Retrieve , or press [ENTER].
     Keyboard shortcut:  [ALT + t]

  2. To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3. Enter the data changes.

  4. To complete the edit process, click Save , or press [ENTER].
     Keyboard shortcut:  [ALT + s]

   

• Deleting an existing W2 Box Table Record, click More.

   

  1. To display the record to be deleted, select the Box(xx) in the drop-down list and click Retrieve , or press [ENTER].
     Keyboard shortcut:  [ALT + t]

  2. Click File from the Menu Bar, and next click Delete.
     Keyboard shortcut:  [ALT] [f] [d]

  3. At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.

   

  Example:

  

   

  Note:  After you click Proceed, you will see the following message on the Status Bar.