Required Calculation Card Info for Third-Party Tax Reporting for the US

For each employee or retiree, make sure you have correctly configured their calculation cards. There are some special values that might be required for accurate reporting.

Reporting Information Card

For employees, if you enter values for the appropriate fields in the Reporting Information calculation component, they're passed on the quarterly tax file. Use the Retiree Reporting Information calculation component for retirees. These components are part of the Federal component group.

For each state or territory where the person is employed, create a Regional calculation component with the proper regional association. Set the appropriate fields for these states as noted in the following table.

• For State Reporting Information calculation components, enter the fields under Calculation Component Details.

• For Regional Tax Information calculation components, enter the fields under Enterable Calculation Values on Calculation Cards.

For further info, see Reporting Information Calculation Card for the US in the Help Center.

Component group	Calculation component	Calculation component detail	Field name	What this does
Federal	Reporting Information	Third-Party Interfaces	ADP Special Processing Required	Indicates whether the employee's W-2 is excluded from main population printing. Note: The quarterly extract passes this in a separate field than the employee print preferences.
			ADP Special Sort Code	Provides additional data for sort options G and E in the ADP client maintenance application. For further info, see your ADP product documentation. Not used by MasterTax.
		Reporting Information	Corporate Officer	Identifies employees who are corporate officers of the employer. As multiple states require this, set it at the federal level. Note: Most states require Corporate Officer or Not a Corporate Officer; however, Washington DC allows others. If you select a value other than Corporate Officer or Not a Corporate Officer for any state other than Washington DC, ADP interprets the value as N.
			Eligible for Retirement Plan	An employee is automatically marked as eligible for the retirement plan on Box 13 of their W-2 when any of these balances has a value greater than 0. W2 401k W2 403b W2 408k W2 501c W2 Pension Plan W2 Roth 401k W2 Roth 403b Use this field to manually identify employee eligibility if they don't contribute to any plan. For further info, see Configure Calculation Card Configuration for Year-End Tax Forms in the Help Center.
			Family Member with Majority Interest	Designates if the employee or a family member owns majority interest of this business.
			Probationary Code	Identifies employees hired on a trial basis.
	Retiree Reporting Information	Reporting Information	Account Number	Form 1099-R account, policy, or other identifying number. Required when you have multiple accounts for a recipient that has multiple 1099-Rs. This populates field code H1 of the C record and the Account Number box on the 1099-R.
			Annuity Percentage	Use this field when an annuity contract is part of a multiple recipient lump-sum distribution. Enter the percentage of the total annuity represented. The annuity percentage is field code YL of the C record and is fed to the % next to Box 8 on the 1099-R. Use whole numbers only. For example, enter 5% as 5, 10% as 10, and 100% as 100.
			Distribution date for section 6050Y death benefits	Use this date for distribution codes C and CD. This date indicates when the death benefit was paid according to section 6050Y. This date is passed as an E record and is fed to the Date of Payment box 13 on the 1099-R.
			FATCA Filing Requirements	This field is for your info tracking only. The quarterly tax file doesn't include it.
			First Year of Designated Roth Contribution	Identifies the year when this person made a first-year designated Roth contribution. Use four digits for the year, such as 2019. This value populates field code R1 of the C record and is fed to Box 11 on the 1099-R.
			Taxable Amount not Determined	Use this field when the taxable amount of the payments can't be reasonably obtained. If you select Yes, then a Y value is fed to field code YD of the C record. It enters an X in Box 2b of the 1099-R, Taxable amount not determined.
			Total Distribution	Used to indicate if the payment was a total distribution. For further info, see How the Quarterly Tax-Filing Extract for Retirees Identifies Total Distributions in the Help Center.
			Total Distribution Percentage	For use if a total distribution is made to more than one recipient. Enter the distribution percentage you're allocating for this recipient. Use whole numbers only. For example, enter 5% as 5, 10% as 10, and 90% as 90. The total distribution percentage is field code YM of the C record and is fed to box 9a on the 1099-R.
			Traditional, SEP, or SIMPLE IRA	Identifies the person is receiving a traditional IRA, SEP, or SIMPLE distribution. If you select Yes, it enters an X in the IRA/SEP/SIMPLE box on the 1099-R.
Regional	State Reporting Information	Alaska Reporting Information	Geographic Code	Two-digit code that identifies the employee's primary place of work.
			Occupational Code	Identifies the employee's occupation category. The value you enter here overrides the value you specified on the job. Note: For further info, see the Alaska Department of Labor and Workforce Development website. Search for the Alaska Occupation and Geographic Coding Resources page.
		California Reporting Information	Wage Plan Code	Used to override the value specified at the payroll statutory unit (PSU) and tax reporting unit (TRU) levels. For further info, see the California Employment Development Department website. Search for the Electronic Filing Guide for the Quarterly Wage and Withholding Program. Choices include: SUI only State disability insurance (SDI) without unemployment insurance Voluntary disability insurance No voluntary, SUI, or SDI SUI and SDI SUI with religious exemption Voluntary disability insurance and SUI
		Colorado Reporting Information	Seasonal Worker	Identifies the person as a seasonal worker.
		Indiana Reporting Information	Seasonal Worker	Identifies the person as a seasonal worker.
		Maine Reporting Information	Seasonal Worker	Identifies the person as a seasonal worker.
		North Carolina Reporting Information	Seasonal Worker	Identifies the person as a seasonal worker.
		Oregon Reporting Information	Replacement Worker	Identifies the person as a replacement worker, hired to cover for an employee out on Paid Family Medical Leave. Update or end-date this value once the employee returns to work.
			Seasonal Worker	Identifies the person as a seasonal worker.
		Vermont Reporting Information	Health Care Status	Designates if the employee is considered covered or not covered. Used in the calculation of Vermont health care deduction reporting.
	Regional Tax Information	New York	Part Year Resident	Designates if the employee is a part-year resident of New York City in the calculation value. If you select Yes, the quarterly extract passes the city-resident wages. Otherwise, it passes the FIT wages.
		Puerto Rico	W-2PR Control Number	When populated, the third-party quarterly tax extract passes this field on the W record for Puerto Rico state tax codes in positions 299-314. ADP ignores this data, but MasterTax accepts it.
			W-2cPR Control Number
			Qualified Physician Under Act 14-2017	Designates if the employee had wages for services rendered by a qualified physician who has a valid decree according to Act 14-2017.
			Domestic Services	Designates if the employee had wages for domestic services in a private home, local college club, or local chapter of a college fraternity or sorority.
			Agricultural Work	Designates if the employee had wages for services rendered in agricultural labor.
			Minister of a Church or Member of a Religious Order	Designates if the employee had wages for services rendered by a minister of a church or by a member of a religious order.
			Health Professionals Under CC 20-01	Designates if the employee had wages for services by health professionals according to CC 20-01.
			Others	Designates the type of other wages the employee received. This can be a value from 1 to 9. For info on the meaning of these values, refer to the W-2PR instructions provided by the Hacienda. These values can change yearly.
			Any Other Service Required by the Department Through Regulations	This value isn't passed on the third-party quarterly tax extract output file. It is included in the XML file as STATE_WAGE_INFO_REC, using the OTHERS_PAYMENT_DESCRIPTION tag name. Note: ADP doesn't support this field.
			Direct Employment	Designates if the payments are for services by a direct employee.
			Direct Employment Hours Worked	Total hours worked by the direct employee. Note: The third-party quarterly tax extract passes this data with an implied decimal.
			Direct Employment EIN	If your business is subject to a tax exemption decree, and you have leased or been assigned employees to work in your tax-exempt business lines, provide your EIN here.
		Washington	Reason for SUI Wages with Zero Hours	Select a reason code for employees with wages and zero hours. Because the current reason code might not apply to future quarters, end date this value at the end of the quarter. Note: ADP issues a warning if it detects employees with wages and no hours and no reason code.

Tax Withholding Card

If you enter values in the following fields on the employee tax card, they're included in the appropriate extract.

Associations

Section	Federal Income Tax field name	What it does
Federal	Primary Work Address	The extract derives the work location's county and ZIP Code from this field. For each state context processed for an employee, the county and ZIP Code from the last primary work address in that state is passed. This is required for: Indiana West Virginia However, the extract passes the work location county and ZIP Code for all states.
	Statutory Employee	Identifies an independent contractor as an employee by statute.

Withholding Details

Calculation component	Field name
Federal	Filing Status
Federal	Allowances Note: As of 2020, Form W-4 no longer uses this value. However, the extract continues to pass this data until the employee updates their W-4.
Regional	Allowances Note: For states that follow the federal W-4, as of 2020, the form no longer uses this value. However, the extract continues to pass this data until the employee updates their W-4.
Regional	Exempt from State Unemployment
Regional	Exempt from State Disability
Regional	Exempt from Long Term Care Note: For the extract to include a WALTC tax code record, one or more of these conditions must be true.
Residency Certificate	Resident PSD Code Identifies the resident political subdivision (PSD) code for Pennsylvania Act 32 jurisdictions.

Tax Withholding for Pension and Annuity Payments Card

If you enter values in the following fields on the retiree tax card, they're included in the appropriate extract.

Withholding Details Section

Calculation component	Field name
Federal	Filing Status
Regional	Exempt from State Unemployment
Regional	Exempt from State Disability

Organization Calculation Cards

The quarterly tax extract includes Massachusetts Paid Family Insurance (FLI) and Medical Leave Insurance (MLI) employee contribution percentages. If you override these default percentages, you must enter them as whole numbers, and their sum must equal 100%.

For further info, see Massachusetts Paid Family and Medical Leave in the Help Center.