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:
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Special state-specific or user-defined deductions
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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:
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Families First Coronavirus Response Act (FFCRA) Qualified Family Leave Wages
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FFCRA Qualified Sick Leave Wages
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California Voluntary Plan for Disability Insurance (VPDI)
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Maine Public Employees Retirement System contribution
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Maryland state retirement pickup amount
To populate Box 14 for quarterly and year-end reporting:
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Feed the appropriate W2 Box 14 balance.
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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.
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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.
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Use the Elements task to define an Information element called DC FLI Employer Information.
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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
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Create element eligibility for the information element.
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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
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Don't feed the predefined Family Leave Insurance Employer element to this W-2 balance.
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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.
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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.
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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.
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Complete your payroll runs for the year.
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Use the Employee Active Payroll Balance report to identify all DC employees with a Family Leave Insurance Employer Liability YTD balance.
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For any employee identified, create a balance adjustment for the year-to-date tax liability, using your Information element.