Configure Form W-2 Box 14

Before you attempt to generate your year-end forms, make sure you've configured your W-2 Box 14 to display the correct values.

This includes:

• Special state-specific or user-defined deductions

• State-specific deductions

For further info, see the following sections.

How to configure Box 14 to display special or user-defined values

You can configure Box 14 of the employee W-2 to display additional state-specific or user-defined deductions, such as:

• Families First Coronavirus Response Act (FFCRA) Qualified Family Leave Wages

• FFCRA Qualified Sick Leave Wages

• California Voluntary Plan for Disability Insurance (VPDI)

• Maine Public Employees Retirement System contribution

• Maryland state retirement pickup amount

To populate Box 14 for quarterly and year-end reporting:

1. Feed the appropriate W2 Box 14 balance.

2. Use the Common Lookups task to 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.

3. If multiple states share the balance you're using, some additional configuration is required, such as for Family Leave Insurance. This makes sure you capture info only for the correct state.

   For further info, see the next section.

This table lists the predefined state-specific entries for Box 14, but your third-party supplier might have its own defaults. Perform whatever configuration is needed to make the user-defined Box 14 entries meet your third-party supplier's requirements. No additional action is required if you're using the Run W-2 Employee Report to generate your W-2s.

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

How to configure Box 14 to display state-specific deductions

You can use Box 14 of the employee W-2 to display additional state-specific deductions.

For example, the W-2 Employee Report process doesn't include District of Columbia (DC) Family Leave Insurance employer contributions in W-2 Box 14. Because you want to display this employer contribution value on your employee W-2, you must configure it yourself.

1. Use the Elements task to define an Information element called DC FLI Employer Information.

2. Add an input value for this element called DC FLI ER Liability Calculated.

   Field name	What you enter
   Display Sequence	1
   Unit of Measure	Money
   Displayed	Yes
   Allow User Entry	Yes
   Create a Database Item	Yes

3. Create element eligibility for the information element.

4. Use the Balance Definitions task to feed this element to the W2 Box 14C balance.

   Field name	What you enter
   Input Value	DC FLI ER Liability Calculated
   Add or Subtract	Add

   • Don't feed the predefined Family Leave Insurance Employer element to this W-2 balance.

   • If you have fed a predefined tax element used by multiple states to a W-2 balance, you must end-date or delete the feed.

   • If you already configured this W-2 balance feed for prior years, you would need to end-date the feed instead of deleting it.

   If you don't do this, and an employee has the family leave insurance employer liability for more than one state, their totals will be overstated in Box 14.

5. Update the meaning of the corresponding lookup code of the ORA_HRX_US_W2_BOX_14_USER_DFND lookup type. For this example, this is lookup code C.

   The meaning you enter 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.

6. Complete your payroll runs for the year.

7. Use the Employee Active Payroll Balance report to identify all DC employees with a Family Leave Insurance Employer Liability YTD balance.

8. For any employee identified, create a balance adjustment for the year-to-date tax liability, using your Information element.