Required W-2 Box-14 Info for Third-Party Tax Reporting for the US

Your employee Form W-2 might require additional configuration to report the correct info in Box 14.

This includes:

State and local deductions
Additional entries not included by ADP

State and Local Deductions

This table lists the predefined state and local entries that display automatically in Box 14 on the Cloud HCM Form W-2.

State	Description	Box 14 Label
Alabama	Overtime Exempt Wages	EX OT
Alaska	State Unemployment Insurance	AK SUI
California	State Disability Insurance	CA SDI
Colorado	Colorado Occupational Tax	CO_OPT_EE
Colorado	Family Leave Insurance	FAMLI
Connecticut	Family Leave Insurance	CTPL
Hawaii	State Disability Insurance	HI SDI
Kentucky	Boone County Mental Health Tax	BOONMH
Massachusetts	Family and Medical Leave	MA PFML
New Jersey	Family Leave Insurance	FLI
New Jersey	State Disability Insurance	DI
New Jersey	State Disability Insurance Private Plan Number	DI P.P #
New Jersey	Unemployment Insurance, Workforce Development Partnership Fund, Supplemental Workforce Fund	UI/WF/SWF
New York	Family Leave Insurance	NYFLI_EE
New York	State Disability Insurance	NY SDI
Oregon	Family Leave Insurance	OR FLI
Oregon	Oregon Transit Tax	ORSTT W/H
Pennsylvania	Employee State Unemployment Tax	PA_SUI_EE
Pennsylvania	Local Services Tax	PA LST
Rhode Island	State Disability Insurance	RI SDI
Washington	Family Leave Insurance	WA FLI
Washington	Long Term Care	WA LTC

However, the Cloud HCM Form W-2 and the third-party quarterly employee tax extract don't capture some federal and state-specific deductions. For example:

California Voluntary Plan for Disability Insurance
Maine Public Employees Retirement System contribution
Maryland state retirement pickup amount

To configure your year-end data to populate Box 14 with this deduction info and pass it as a B record on the third-party quarterly employee tax extract:

Feed the appropriate W2 Box 14 balance.
Update the meaning of the corresponding lookup code of the ORA_HRX_US_W2_BOX_14_USER_DFND lookup type.

The text you type becomes the label text appearing on the W-2 Box 14.

Note: This box has a 15-character limit. If you're exporting your payroll data to ADP, they enforce a 10-character limit.
You must perform additional configuration if multiple states share the balance you're using, such as for Family Leave Insurance.

Additional Entries Not Included by ADP

If you're using ADP to generate your Form W-2s, some entries included by Cloud HCM are not included by ADP.

You must perform additional configuration to ensure they appear on the W-2s produced by ADP.

Note: You can skip these steps if you're using the HCM Cloud W-2 Employee Report to generate your W-2s. This process already includes the Box 14 entries as documented above.

These steps include this info on the third-party quarterly employee tax extract as a B record. These steps don't affect any HCM Cloud W-2 processes.

Start the Enterprise HCM Information task.
Go into Edit mode.
In US Balance Definition, click Add Row.

Enter the following.

Field name	What you enter
Legislative Data Group Name	Select a US legislative data group.
Archive Level	Select the archive level appropriate to the level of the balance. Note: Don't select Federal for any state or local entries. Federal is for balances with no area contexts.
Category	Select Withheld or Liability.
Balance Name	Select the balance name as the source for the Box 14 value.
Tax Code	Specify the tax code. The code must follow this naming convention to pass the info to the B record. The jurisdiction you define must match the archive level you select. Start with BREC_ Jurisdiction identifier Federal: No value needed State: 2-character state postal code County: 2-character state postal code, followed by 3-character county geocode City: 2-character state postal code, followed by 3-character county geocode, and 4-character city geocode School district: 2-character state postal code, followed by 5-character school district geocode Another underscore Box 14 label Note: ADP has a 10-character limit for this label. Note: If the tax code exists in multiple jurisdictions, use the Balances task to define each as a separate balance definition.
Type	Select Balance.
Report Usage	Select Quarterly.

Sample Tax Codes

Archive level	Balance name	Tax code	Description
State	Family Leave Insurance Employee Withheld	BREC_WA_WA FLI	Washington Family Leave Insurance with WA FLI as the Box 14 label
State	Family Leave Insurance Employee Withheld	BREC_NY_NY PFL	New York Family Leave Insurance with NY PFL as the Box 14 label
County	Mental Health Tax Withheld	BREC_KY015_BOONMH	Boone County, Kentucky mental health tax with BOONMH as the Box 14 label
City	Head Tax Withheld	BREC_CO0310140_CO_OPT_EE	Denver, Colorado occupational privilege tax with CO_OPT_EE as the Box 14 label
City	Head Tax Withheld	BREC_PA0017254_PA LST	Abbottstown Boro, Pennsylvania local service tax with PA LST as the Box 14 label