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:
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State and local deductions
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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 |
Vermont |
Child Care Contribution |
VTCCC |
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:
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California Voluntary Plan for Disability Insurance
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Maine Public Employees Retirement System contribution
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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:
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Feed the appropriate W2 Box 14 balance.
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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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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.
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.
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Start the Enterprise HCM Information task.
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Go into Edit mode.
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In US Balance Definition, click Add Row.
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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.
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Start with BREC_
Jurisdiction identifier
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Federal: No value needed
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State: 2-character state postal code
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County: 2-character state postal code, followed by 3-character county geocode
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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
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Another underscore
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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
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