W2 State Supplemental Data File Maintenance

Use W2 State Supplemental Data File Maintenance to maintain additional information required by the state for W-2 processing.  This may include the state Withholding Tax Account Number and the Reporting Period.

Notes:  

• Maine, Maryland, Michigan and Wisconsin require that certain state supplemental information be included in the electronic W-2 Magnetic file for reporting to the state.  For specific details, please see below.

• Generally, you must maintain a State Supplemental Data Record for each state being reported to, with the exception of New Hampshire.  If you are reporting wages for employees who work in New Hampshire, you do not need to maintain a State Supplemental Data Record.

• For more information about working with data in fields, see the Data Entry Guidelines.

Directions:

To see directions for...

• Opening W2 State Supplemental Data File Maintenance, click More.

   

  1.  Click Utilities from the Menu Bar.

  2.  Click Misc Utilities.

  3.  Click W-2 Utilities.

  4.  Click State Supplemental Data FM.
  
  Or, use the keyboard shortcut:  [ALT] [t] [u] [w] [s].

   

  W2 State Supplemental Data File Maintenance Window Example:

  

   

• Creating a new W2 State Supplemental Data Record, click More.

   

  To create a new record choose one of these methods:

  • Enter the new State and click Retrieve , or press [ENTER].
    Keyboard shortcut:  [ALT + t]

  • Or, enter the new State and click File from the Menu Bar; next click New.
    Keyboard shortcut:  [ALT] [f] [n]

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

  W2 State Supplemental Data File Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  State	Enter the 2-character postal service state abbreviation as the unique identifier for the W2 State Supplemental Data record. (2 characters)
  	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 State Supplemental Data Record, enter the State and click Retrieve, or press [ENTER]. Keyboard shortcut: [ALT + t]
  State Supplemental Data 1	Enter the State Supplemental Data 1 information required by the state you are reporting to. (up to 20 characters) Notes: If you are reporting wages for employees who work in Maryland, enter the 8-digit Maryland Tax Withholding Tax Account Number. For all other states, please leave blank.
  State Supplemental Data 2	For all states, please leave blank. (up to 20 characters)
  State Tax No. Part 1	Enter the State Tax Number as specified by the state you are reporting to. (up to 10 characters) Notes: If you are reporting wages for employees who work in Maine, enter the first 10 characters of the 11-digit Maine Withholding Account Number.  Generally, this is the reporting company's EIN and a 2-digit suffix number. If you are reporting wages for employees who work in Wisconsin, enter the first 10 characters of the 15-digit Wisconsin Tax Account Number. If you are reporting wages for employees who work in Michigan, enter the first 10 characters of the Michigan Tax Account Number. For Massachusetts, and Maryland, please leave blank.
  State Tax No. Part 2	Enter the State Tax Number Part 2 as specified by the state you are reporting to. (up to 10 characters) Notes: If you are reporting wages for employees who work in Maine, enter the remaining characters of the 11-digit Maine Withholding Account Number that did not fit in State Tax No. Part 1. If you are reporting wages for employees who work in Wisconsin, enter the last 5 characters of the 15-digit Wisconsin Tax Account Number. If you are reporting wages for employees who work in Michigan, enter the remaining characters of the Michigan Tax Account Number. For Maine, Massachusetts, and Maryland, please leave blank.
  Other State Data	Enter the information for the Other State Data as specified by the state you are reporting to. (up to 10 characters) Notes: If you are reporting Maine MEPers participant employee contributions, enter RET.  In addition, you must set the Type field to R for the appropriate W2 Box 14 tables. If you are reporting wages for employees who work in Maryland, enter 0000000000. If you are reporting Federal Withholding amounts (positions 298-307), enter FWH. For Maine, Massachusetts, Michigan, and Wisconsin, please leave blank.
  Payment Year (yyyy)	Enter the information for the Payment Year as specified by the state you are reporting to. (4.0 numeric) Note: For Maine, Maryland, Massachusetts, Michigan, and Wisconsin, please leave blank.
  State Control Number	Enter the information for the State Control Number as specified by the state you are reporting to. (up to 7 characters) Note: For Maine, Maryland, Massachusetts, Michigan, and Wisconsin, please leave blank.
  Reporting Period	Enter the Reporting Period as specified by the state you are reporting to. (6.0 numeric, mmccyy of tax year) Notes: If you are reporting wages for employees who work in Maine, enter 122008. For Maryland, Massachusetts, Michigan, and Wisconsin, please leave blank.

   

• Editing an existing W2 State Supplemental Data Record, click More.

   

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

  1. To display the record to be changed, enter the State 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 State Supplemental Data Record, click More.

   

  1. To display the record to be deleted, enter the State 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.