Contents of the W-2s Screen
Use the fields and options to configure the W-2s screen.
Print W-2 Report
Click this button to print and view W-2 data. The screen will launch a parameter window with Print Options for W-2 data.
Select a Starting Payroll Year, Ending Payroll Year, and your Company Name. After you click the Submit button, the screen will open a PDF file.
If you select a range of payroll years, one W-2 print will print for each selected record displayed on the screen.
Field | Description |
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Staring Payroll Year |
Enter, or click to select, the starting tax year of the W-2 data. The default value is the year of the current selected record. |
Ending Payroll Year |
Enter, or click to select, the ending tax year of the W-2 data. The default value is the year of the current selected record. |
Company Name |
Enter, or click to select, your company's name. |
Submit |
Click this button to perform the viewing of W-2 data. |
Close |
Select this button to close the window. |
Download in Official W-2 Format
Click this button to download and/or email Form W-2s. The screen will launch a parameter window with options for downloading and/or emailing W-2s. This process is only applicable if the payroll year of the W-2 is 2022 or later.
Field | Description |
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Payroll Year | From the drop-down list, select the tax year of the Form W-2. The printing of Form W-2 on actual forms is only applicable beginning tax year 2023.
The values in this drop-down list includes the system year and the last 4 years. The tax years will be further limited based on the Minimum W-2 year and Maximum W-2 Year on the Manage Taxable Entity Setting screen. Examples
The default value is the year of the current selected record. |
Download |
Select this option to download the Form W-2 PDF file. If there is a W-2c record for the Calendar Year, then Form W-2c PDF file shall also be included in the download. This is the default selection. |
Select this option to e-mail the Form W-2 PDF file as an attachment. If there is a W-2c record for the Calendar Year, then Form W-2c PDF file shall also be included in the email. |
|
Download and E-mail |
Select this option to download and email the Form W-2 PDF file. If there is a W-2c record for the Calendar Year, then Form W-2c PDF file shall also be included in the download and email. |
E-mail Address |
This field displays the work e-mail if specified on the Manage Employee Information screen as the default. Otherwise, it shall default from home e-mail. You may also specify another e-mail address. |
Company Name |
Enter, or click to select, the company name. |
Submit |
Select this button to perform the downloading and/or emailing of Form W-2 . |
Close |
Select this button to close the parameter window. |
W-2
On the Manage Taxable Entity Settings screen, your company administrator will set up the range of years of W-2 information that you can access in the W-2s screen.
Field | Description |
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Payroll Year | This field displays the payroll year of the W-2. |
a - Employee's social security number |
This field displays the employee's social security number at the time the W-2 was created. |
b - Employer's identification number (EIN) |
This field displays the Employer Federal ID Number at the time the W-2 was created. |
c - Employer's name, address and ZIP code | This group box displays the employer's name, address, and zip code. These non-editable fields are the employer's name and address at the time the W-2 was created. |
d - Control Number | This field will not be populated by Costpoint. |
e & f - Employee's name, address and ZIP code | This group box displays the employee's name. These non-editable fields are the employee's name at the time the W-2 was created. The name is shown as first, middle initial, last name, and suffix (if any). |
1 Wages, Tips, other Compensation |
This field displays the sum of all Federal Taxable amounts from the Manage Employee Earnings History screen. All deferred compensation amounts (Codes D-H in Box 13) and other Federal exempt pay types and/or deductions are subtracted from gross wages to arrive at this amount. Employer contributions to 401(k) are not part of the calculation. |
2 Federal Income Tax Withheld |
This field displays the sum of all Federal Withheld amounts from the Taxes Withheld Project Distribution subtask of the Manage Employee Earnings History screen. |
3 Social Security Wages |
This field displays the sum of all Social Security Taxable amounts from the Manage Employee Earnings History screen. All social security exempt pay types and/or deductions are subtracted from gross wages to arrive at this amount. |
4 Social Security Tax Withheld |
This field displays the sum of all Social Security Withheld amounts from the Manage Employee Earnings History screen. |
5 Medicare Wages & Tips |
This field displays the sum of all Medicare Taxable amounts from the Manage Employee Earnings History screen. |
6 Medicare Tax Withheld |
This field displays the sum of all Medicare Withheld amounts from the Manage Employee Earnings History screen. |
7 Social Security Tips |
This field displays the amount entered for social security tips if applicable. |
8 Allocated Tips |
This field displays the amount entered for allocated tips if applicable. |
9 |
This field displays the sum of all Advance EIC amounts from the Manage Employee Earnings History screen. |
10 Dependent Care Benefits |
The amount shown here is the total amount of withholding, from the Deductions subtask of the Manage Employee Earnings History screen, for the deduction code that you have identified as a Dependent Care deduction on the Manage Deductions screen. |
11 Nonqualified Plans |
The amount shown here is the total amount, from the Pay Types subtask of the Manage Employee Earnings History screen, for the pay type that you have associated with this box on the Configure Pay Type Taxability screen. |
13 |
This section displays the following check boxes:
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12 |
W-2 Code
This box displays additional W-2 codes and corresponding amounts assigned to the employee record.
Field | Description |
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12 Code | This field displays additional W-2 codes. |
12 Amount | This field displays the corresponding amount for the W-2 code. |
W-2 Box 14
When creating the W-2 table, the actual amounts that are associated with each line are determined by which deduction codes or local taxes are assigned to Lines 1 - 5 in the W2 Box 14 Usage drop-down list from the following locations:
- For Deductions, the Federal tab of the Manage Deductions screen
- For Local Taxes, the W-2 Reporting subtask of the Manage Local Taxes screen
Information in this box is optional. The IRS does not require it.
Field | Description |
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14 Code | This field displays the deduction code or local taxes assigned to lines 1-5. |
14 Amount | This field displays the corresponding amount for the deduction code or local tax. |
W-2s State
This table displays the state information for this W-2.
Field | Description |
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15 State Employer's state ID # |
This field displays the state abbreviation and the state tax ID number of the employer. |
16 State Wages, Tips, Etc. |
This field displays the sum of all state taxable amounts from the Manage Employee Earnings History screen. Note:
The program subtracts all deferred compensation amounts (Codes D-H in Box 13) and other state exempt pay types and/or deductions from gross wages to arrive at this amount. |
17 State Income Tax |
This field displays the sum of all state Withheld amounts from the Manage Employee Earnings History screen. |
W-2s Local
This table displays the locality information for this W-2.
Field | Description |
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18 Local Wages, Tips, Etc. |
This field displays the sum of all local taxable amounts from the Manage Employee Earnings History screen. |
19 Local Income Tax |
This field displays the sum of all locality withheld amounts from the Localities subtask of the Manage Employee Earnings History screen. |
19 Locality Name |
This field displays the assigned locality name from the Localities subtask of the Manage Employee Earnings History screen. |
Subtask
Subtask | Description |
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Instructions | Click to link to displays special instructions from your company. |