How do I 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.