Contents of the Create W-2 Table Screen

Use the fields and options to configure the Create W-2 Table screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field	Description
Parameter ID	Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY. When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.
Description	Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Use this group box to determine the taxable entity for which you want to process W-2s, as well as the payroll year. You can also enter your NJ-SDI PP #, if applicable.

Taxable Entity

Field	Description
Option	This field always displays One.
Start	Enter the ID of the taxable entity for which you want to process, or click to select the taxable entity. This is a required field.

Payroll Year

Field	Description
Option	This field always displays One.
Start	Enter the payroll year for which W-2s are processed. You can enter numerous payroll years for the same taxable entity, and you can save each as a separate record with individual parameters.

Employee

Field	Description
Option	Use this drop-down box to select the range option to include. Valid options are: All One Range From Beginning To End The default for this field is All.
Start	Enter, or click to select, the employee ID with which to start.
End	Enter, or click to select, the employee ID with which to start.
Non-Contiguous	Select this check box to create non-contiguous selections. Use the Employee Non-Contiguous Ranges subtask to make your selections.

Options

Field	Description
Record Type	Select which type of records you are processing. Valid options are: W-2: Select this option if you are processing Form W-2 records. W-2c: Select this option if you are processing Form W-2c records.W-2c can only be created if a W-2 record exists for the Payroll Year/Taxable Entity/Employee/Tax Service Group ID.W-2c records can be viewed and edited on Manage W-2Cs screen. If you select this option, the application will generate the new Create W-2c Table Report. Note: Deltek recommends the use of Arial Narrow font for the Create W-2c Table Report.
Recreate W-2 / W-2Cs	Select this check box to recreate W-2 or W-2c table. When you select this check box, Costpoint implements the following: If you select W-2 as the Record Type, then any edits entered on the Manage W-2s screen are lost when you recreate the W-2 table. If you select W-2c as the Record Type, then any edits entered on the Manage W-2Cs screen are lost for the record with the highest sequence number when you recreate the W-2c table.

New Jersey Reporting

Field	Description
NJ-SDI PP#	Enter your New Jersey SDI Paid Provider number (NJ-SDI PP#) in this field, if applicable. This number appears below the state when W-2s are printed.
UI/HC/WD	Use this drop-down list to select how the New Jersey Unemployment Insurance/Health Care Subsidy/Workforce Development Program is generated. Valid options are: Box 14 Deductions: Select this option if the source of the UI/HC/WD amount is the sum of any deductions linked to the Box 14 line in which you would like to report the UI/HC/WD amount. If the UI/HC/WD deduction is linked to a W-2 Box 14 Usage value of Line 1 on the Federal tab of the Manage Deductions screen, the UI/HC/WD deduction amount prints on Line 1 of Box 14. If the UI/HC/WD deduction is linked to a W-2 Box 14 Usage value of Line 2, the UI/HC/WD deduction amount prints on Line 2 of Box 14. If the UI/HC/WD deduction is linked to a W-2 Box 14 Usage value of Line 3, the UI/HC/WD deduction amount prints on Line 3 of Box 14. Box 14 Deductions with system adding UI: Select this option if the source of the UI/HC/WD amount is the sum of any deductions linked to the Box 14 line in which you would like to report the UI/HC/WD amount plus the employee’s New Jersey SUTA accrual amounts for the payroll year. If the UI/HC/WD deduction is linked to a W-2 Box 14 Usage value of Line 1 on the Federal tab of the Manage Deductions screen, the UI/HC/WD deduction amount prints on Line 1 of Box 14. If the UI/HC/WD deduction is linked to a W-2 Box 14 Usage value of Line 2, the UI/HC/WD deduction amount prints in Line 2 of Box 14. If the UI/HC/WD deduction is linked to a W-2 Box 14 Usage value of Line 3, the UI/HC/WD deduction amount prints on Line 3 of Box 14. Local Taxes: Select this option if the source of the UI/HC/WD amount is the sum of the following amounts: Local Withholding Amount for any New Jersey locality linked to a Tax Type of Unemployment/Health Care on the Manage Local Taxes screen. Local Withholding Amount for any New Jersey locality linked to a Tax Type of Workforce Dev Partnership Fund in the Manage Local Taxes screen. Local Withholding Amount for any New Jersey locality linked to a Tax Type of Supplemental Workforce Fund in the Manage Local Taxes screen. Local Taxes with system adding UI: Select this option if the source of the UI/HC/WD amount is the sum of the following amounts: Local Withholding Amount for any New Jersey locality linked to a Tax Type of Unemployment/Health Care on the Manage Local Taxes screen. Local Withholding Amount for any New Jersey locality linked to a Tax Type of Workforce Dev Partnership Fund on the Manage Local Taxes screen. Local Withholding Amount for any New Jersey locality linked to a Tax Type of Supplemental Workforce Fund on the Manage Local Taxes screen. The employee’s New Jersey SUTA accrual amounts for the payroll year.

Box 14 Descriptions

Box 14 of the W-2 is populated with amounts for deductions that are linked to a W2 Box 14 Usage value on the Federal tab of the Manage Deductions screen or amounts for local taxes that are linked to a W2 Box 14 Usage value in the W-2 Reporting subtask on the Manage Local Taxes screen. The Box 14 descriptions comes from the Box 14 Description field of deductions on the Manage Deductions screen or of the local taxes on the Manage Local Taxes screen. However, you can use the fields in this group box to specify override descriptions.

Field	Description
Line 1	Enter a maximum of nine alphanumeric characters to be used as an override description for Line 1 in Box 14 of the W-2. This description overrides the value in the deduction's or locality's Box 14 Description field. If you do not specify a description, the reported Box 14 description in deductions and localities will be used. This is an optional field. The Line 1 amount in Box 14 is based on the deduction codes assigned to Line 1 in the W2 Box 14 Usage drop-down list on the Federal tab of the Manage Deductions screen or on the locality codes assigned to Line 1 in the W-2 Reporting subtask of the Manage Local Taxes screen. If an employee has more than one deduction code or one locality code with Line 1 in the W2 Box 14 Usage field, the amounts for those deductions or localities will be summed and reported as a single amount on Line 1 in Box 14 of the employee’s W-2. Line 1 can only be used by either multiple deduction codes or multiple locality codes but not a combination of both. If you do not specify a Line 1 override description, the first alphabetical Box 14 Description will be used. For example, if the employee has two deduction codes with Box 14 Descriptions of MAPFL and MAPFML assigned to Line 1 of Box 14, then MAPFL will be used on Line 1 in Box 14 of the W-2.
Line 2	Enter a maximum of nine alphanumeric characters to be used as an override description for Line 2 in Box 14 of the W-2. This description overrides the value in the deduction's or locality's Box 14 Description field. If you do not specify a description, the reported Box 14 description in deductions and localities will be used. This is an optional field. The Line 2 amount in Box 14 is based on the deduction codes assigned to Line 2 in the W2 Box 14 Usage drop-down list on the Federal tab of the Manage Deductions screen or on the locality codes assigned to Line 2 in the W-2 Reporting subtask of the Manage Local Taxes screen. If an employee has more than one deduction code or one locality code with Line 2 in the W2 Box 14 Usage field, the amounts for those deductions or localities will be summed and reported as a single amount on Line 2 in Box 14 of the employee’s W-2. Line 2 can only be used by either multiple deduction codes or multiple locality codes but not a combination of both. If you do not specify a Line 2 override description, the first alphabetical Box 14 Description will be used. For example, if the employee has two deduction codes with Box 14 Descriptions of MAPFL and MAPFML assigned to Line 2 of Box 14, then MAPFL will be used on Line 2 in Box 14 of the W-2.
Line 3	Enter a maximum of nine alphanumeric characters to be used as an override description for Line 3 in Box 14 of the W-2. This description overrides the value in the deduction's or locality's Box 14 Description field. If you do not specify a description, the reported Box 14 description in deductions and localities will be used. This is an optional field. The Line 3 amount in Box 14 is based on the deduction codes assigned to Line 3 in the W2 Box 14 Usage drop-down list on the Federal tab of the Manage Deductions screen or on the locality codes assigned to Line 3 in the W-2 Reporting subtask of the Manage Local Taxes screen. If an employee has more than one deduction code or one locality code with Line 3 in the W2 Box 14 Usage field, the amounts for those deductions or localities will be summed and reported as a single amount on Line 3 in Box 14 of the employee’s W-2. Line 3 can only be used by either multiple deduction codes or multiple locality codes but not a combination of both. If you do not specify a Line 3 override description, the first alphabetical Box 14 Description will be used. For example, if the employee has two deduction codes with Box 14 Descriptions of MAPFL and MAPFML assigned to Line 3 of Box 14, then MAPFL will be used on Line 3 in Box 14 of the W-2.
Line 4	Enter a maximum of nine alphanumeric characters to be used as an override description for Line 4 in Box 14 of the W-2. This description overrides the value in the deduction's or locality's Box 14 Description field. If you do not specify a description, the reported Box 14 description in deductions and localities will be used. This is an optional field. The Line 4 amount in Box 14 is based on the deduction codes assigned to Line 4 in the W2 Box 14 Usage drop-down list on the Federal tab of the Manage Deductions screen or on the locality codes assigned to Line 4 in the W-2 Reporting subtask of the Manage Local Taxes screen. If an employee has more than one deduction code or one locality code with Line 4 in the W2 Box 14 Usage field, the amounts for those deductions or localities will be summed and reported as a single amount on Line 4 in Box 14 of the employee’s W-2. Line 4 can only be used by either multiple deduction codes or multiple locality codes but not a combination of both. If you do not specify a Line 4 override description, the first alphabetical Box 14 Description will be used. For example, if the employee has two deduction codes with Box 14 Descriptions of MAPFL and MAPFML assigned to Line 4 of Box 14, then MAPFL will be used on Line 4 in Box 14 of the W-2.
Line 5	Enter a maximum of nine alphanumeric characters to be used as an override description for Line 5 in Box 14 of the W-2. This description overrides the value in the deduction's or locality's Box 14 Description field. If you do not specify a description, the reported Box 14 description in deductions and localities will be used. This is an optional field. The Line 5 amount in Box 14 is based on the deduction codes assigned to Line 5 in the W2 Box 14 Usage drop-down list on the Federal tab of the Manage Deductions screen or on the locality codes assigned to Line 5 in the W-2 Reporting subtask of the Manage Local Taxes screen. If an employee has more than one deduction code or one locality code with Line 5 in the W2 Box 14 Usage field, the amounts for those deductions or localities will be summed and reported as a single amount on Line 5 in Box 14 of the employee’s W-2. Line 5 can only be used by either multiple deduction codes or multiple locality codes but not a combination of both. If you do not specify a Line 5 override description, the first alphabetical Box 14 Description will be used. For example, if the employee has two deduction codes with Box 14 Descriptions of MAPFL and MAPFML assigned to Line 5 of Box 14, then MAPFL will be used on Line 5 in Box 14 of the W-2.

Sort  By

Field	Description
1st Sort	The only sort available at this time is Employee ID.
Create W-2s	You cannot click the arrow to the right of and select Create W-2s when you first enter this screen. This option is not available. If you select this option after printing the report as part of this session (the option becomes available after printing), you receive a message asking if you really intend to create. If you click OK, the creation process proceeds.
Print/Create W-2s	You can click the arrow to the right of and select Print/Create W-2s when you first enter this screen. If you do, you receive a message asking if you really intend to create. If you click OK, the report prints with the creation following immediately. After creating has begun, a "DO NOT INTERRUPT" message and a message showing records processed displays. The report that is printed from this process shows a listing of all employees for whom a W-2 is created. Federal, social security, and Medicare information also print. Read the W-2 Processing topic for an in-depth outline of how information is obtained from the Employee Earnings table for creation of W-2s. You can view the information on the Manage W2s screen. Print the W-2 information on paper and review carefully. You can manually enter adjustments either on the Manage W2s screen or on the Manage Employee Earnings History screen. If you make adjustments on the Manage Employee Earnings History screen, you must recreate the W-2 table for the adjustments to be included. If you make adjustments on the Manage W2s screen, these adjustments are lost if you recreate the W-2 table.

Subtasks

Subtask	Description
Employee Non-Contiguous Ranges	Use the Employee Non-Contiguous Ranges subtask to select a non-contiguous range of employees to process.