W2 Box Descriptions

W2 Box Descriptions

If you select one state per form, the employee receives a W-2 for each state. If you print federal information on only one of the W-2s, you must specify the W-2 on which you want the system to print this information.

This might be a 401 plan, 403 plan, SEP-IRA, SIMPLE-IRS, or other types of pension plan. If you participate in a retirement plan, your ability to deduct contributions to a traditional IRA may be limited based on your income. W-2s will state the total amount of income received as well as all federal, state, and local taxes withheld.

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You do not need to create special deductions to withhold these taxes. If the value that you want to enter in this field is more than two characters, enter the value in the W2 Special Handling Description field. To add two DBAs that have the same W-2 IRS defined code, both DBAs must have the same designation in the Track DBA by Tax Area option. If you have selected the Track DBA by Tax Area option, the workfile build program reads F06148 for tax area-specific history. The benefit was processed with tax exemption values of A and F , as entered on the Tax Exemptions form. Specify whether the system should add a number to the end of each assigned next number.

An advantage of having two states per form is that fewer forms are needed to produce W-2s. N – No, leave retirement blank on all If you select N, Spectrum leaves this field on the W-2 form blank for all employees. Y – Yes, check retirement on all W-2s If you select Y, Spectrum places an X in this field of the W-2 form for retained earnings balance sheet all employees. Box 3 contains your total wages that are subject to Social Security taxes. Social Security’s Old‐ Age, Survivors, and Disability Insurance program limits the amount of earnings subject to taxation for a given year. The limit, also known as the contribution and benefit base, is established by the IRS.

Reports any amounts reimbursed for dependent care expenses through a flexible spending account or the dollar value of dependent care services provided by your employer. Any amount over $5,000 is reported as taxable wages in Boxes 1, 3, and 5. Form W-2 is an IRS tax form used to report wages, salary, and other compensation paid to employees and the taxes withheld from them. Reflects the amount of actual state income tax withheld on your paychecks during the year. If you believe the figure on your form is incorrect, please refer to your pay advices where it reflects the amount withheld from each check and the year-to-date figure. Reimbursements and services under $5,000 aren’t taxable, but any amount over $5,000 should be reported as taxable wages in Boxes 1, 3, and 5. Earnings are reported to the recipient, as well to the IRS, on a series of informational forms each year.

Box 1 — Shows your wages, tips, prizes, and other compensation for the year. Include this amount on the wages line of your return. If you have more than one Form W-2, or you are married and your spouse also has one or more W-2s, the total of all forms’ Box 1 will be shown on Form 1040, line 1.

The previous W-2 for each employee is stored each time this update is performed. This allows you to restore a W-2 if you discover later that a needed W-2 record has been lost due to re-running the update after purging. A W‐2C is not, however, W2 Box Descriptions required for a change of address. If the address is wrong or outdated on your W‐2, you are encouraged to promptly correct your address by using UCPath online, or by asking your departmental HR Representative to process the change.

Box C

The figure shown in Box 4 should be no more than $8,537.40 because the Social Security tax is a flat tax rate of 6.2% on your wage income up to $137,700. Income received under 409A non-qualified deferred compensation plan.

If the employee earned above the Social Security wage base, the number in Box 5 is higher than Box 3. If you must report Social Security tips , the total of Boxes 3 and 7 must be less than $137,700 for 2020 (or $142,800 for 2021, to file in 2022). Your employees may wonder whether the address is incorrect if it’s different than their work address. Verify your legal business address and ensure your employee it is accurate.

W2 Box Descriptions

The software will first look to find the particular state or locality’s tax code for the entity code and if found will then look for whether it has an assigned Payer tax ID number. If the state or locality does not have a tax code present, the taxpayer ID will be assigned from the tax table. Generally, non-resident alien employees will receive an IRS Form 1042‐S to document earnings entirely covered by an approved tax treaty. However, it is common for non-resident alien employees to also receive a W‐2. Examples include employees who have become residents for tax reporting purposes, where tax treaty income dollar limits or time limits have been exceeded, or under other special circumstances.

What Does Each Box Mean?

The IRS allows taxpayers to amend returns from the previous three tax years to claim additional refunds to which they are entitled. Terms and conditions apply; seeAccurate Calculations Guaranteefor details. Box 5 — Shows your wages subject to Medicare tax. This amount, which also may not be the same as the amount reported in Box 1, might be required on Form 8959 if your income is high enough. See Form 1040 instructions to determine if you’re required to complete Form 8959. Typically, pay types that are used to pay contract and pension employees are tax exempt.

If more tax was withheld than the employee owes, a refund will be issued. When you prepare your income taxes, you will need to input the data found on your W-2 into a Form 1040 individual tax return, either by hand or electronically. Online tax preparation software now allows you to directly import the information on your W-2 from your payroll provider in many cases. The 2020 federal income tax filing due date for individuals has been extended from April 15, 2021, to May 17, 2021. Payment of taxes owed can be delayed to the same date without penalty.

A W-2 must be issued to any full or part-time employee that receives a payment from your business, including noncash payments of $600 or more for the year for services performed by an employee. What are Form W-2s, what do each of the boxes represent, and how does an employee fill this out correctly? As with many tax documents, W-2s can be confusing. Let’s take a deeper dive into what’s on the employee’s W-2 and what it all means. Janet Berry-Johnson is a CPA with 10 years of experience in public accounting and writes about income taxes and small business accounting. Please see instructions for Form 2441 for proper reporting of benefits reported in Box 10. The Social Security wage base is adjusted annually which means that wages are subject to Social Security until they reach a specified limit.

  • Verify that the names in these fields reflect the current names of the employees before you create the files for electronic filing.
  • Fifteen characters appear for four-part laser forms.
  • The numbered boxes, Boxes 1-20, can get a little more tricky.
  • If, as the employee, you don’t want to receive paper copies and your employer has an appropriate system in place, you can opt to receive your forms electronically.

When entering your W-2 information, the program provides a list of items to choose from when entering the information, you get in Box 14. The items in the list are ones that will get reported and can affect your return. In most cases, the information that your employer lists in Box 14 of your W-2 does not affect your income tax return.

Many times, this adjustment occurs after the final pay advice is issued for the calendar year. Box 7 shows any tip income you’ve reported to your employer. Box 7 and Box 3 should add up to the amount that appears in Box 1 if you don’t have any pretax benefits, or it might be equal to the amount in Box 5 if you do receive pretax benefits. The total of Boxes 7 and Box 3 should not exceed the Social Security wage base. The amount from Box 7 is already included in Box 1. Box 4 reports the total amount of Social Security taxes withheld from your paychecks.

Box 12

Employers must also report the aggregate amount of income which employees elect to defer under section 83 for the calendar year using code HH. K – Check only for 401k participants If you select K, Spectrum places an X in this field for employees that have a non-zero 401 deduction total. The deadline to change W-2 delivery method for the 2020 tax year is January 15, 2021. You can elect to receive future W-2s by mail or electronically in UCPath online. Review the Enroll to Receive Online W-2software simulation to see, try, or print the steps needed to change your election in UCPath online . Due to the transition to UCPath in 2020, most UCSF employees will receive two W-2 and two 1095-C forms for the 2020 tax year.

Online AL, DC and TN do not support nonresident forms for state e-file. Software DE, HI, LA, ND and VT do not support part-year or nonresident forms.

W2 Box Descriptions

Your employer is required to provide you with copies of your W-2 each year if you are eligible to receive one. The deadline for companies to provide this form is typically by the end of January or early February following the tax year that just ended. W-2s may be sent by mail as a hard copy or made available online in electronic form, either through the employer directly or via their payroll provider. Students receive a 1098-E statement for any year in which they paid interest on a federal student loan. Students also receive a 1098-T statement reporting college tuition expenses that might entitle students to tax deductions or credits. If part of your pay is in the form of tips, these boxes show how much you reported in tips and how much your employer reported in tips it paid to you . The IRS also uses Form W-2 to track an employee’s income and tax liability.

If you don’t have your form W-2 yet, check out this articlefor your next steps. Income from the exercise of non-statutory stock options. This amount is already accounting included as taxable income in Boxes 1, 3, and 5. However, you will still need to report separately the sale of any stock options on Schedule D and Form 8949.

Box 3: Social Security Wages

Do not include the amount in Box 8 in Boxes 1, 3, 5, or 7. Allocated tips are not included in taxable income on Form W-2. Employees must use Form 4137 to calculate taxes on allocated tips. If you paid an employee above $200,000 , you should have also withheld the additional Medicare tax rate of 0.9% from their wages above $200,000. The employee portion of Social Security tax is 6.2% of their wages, up to the SS wage base.

This box shows your agency’s payroll number and payroll distribution code to assist in the distribution of W-2s. The City sends wage and tax information to the Social Security Administration and the New York State Department of Taxation and Finance. HSA amounts are included in California wages reported in Box 16, but are excluded from Federal and FICA wages in Box 1, Box 3 and Box 5. Elective pre-tax employee contributions to 403 salary reduction agreement (i.e. retirement plan).

Author: Mark J. Kohler

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