Costpoint Online Help

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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.

Note:

If you select a range of payroll years, one W-2 print will print for each selected record displayed on the screen.

Field Description
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
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

  • If system year is 2023 and the range of W-2 years on the Manage Taxable Entity Setting screen is 2019 - 2023, then the drop-down list will have 2023 only.
  • If system year is 2023 and the range of W-2 years on the Manage Taxable Entity Setting screen is 2023 - 2027, then the drop-down list will have 2023 only.
  • If system year is 2024 and the range of W-2 years on the Manage Taxable Entity Setting screen is 2023 - 2027, then drop-down list will have 2024, and 2023.
  • If system year is 2028 and the range of W-2 years on the Manage Taxable Entity Setting screen is 2020 - 2029, then drop-down list will have: 2028, 2027, 2026, 2025, and 2024

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.

E-mail

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.

Note: The system displays a message if the system does not locate any W-2 records.
Field Description
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:

  • Statutory employee: This check box indicates if you are a statutory employees that are subject to Social Security and Medicare taxes but not to federal income tax withholding.
  • Retirement Plan: This check box indicates if you are an active participant in a qualified pension, profit-sharing, or stock-bonus plan under IRC 401(a), including 401(k) plans; in a 403(a), 403(b), 408(k), 408(p), or 501(c)(18) plan; or in a government retirement plan other than a 457 plan. If the Retirement Plan Covered check box is selected for the employee on the Manage Employee Taxes screen, this check box is automatically selected when you create the W-2s.
  • Third-party Sick Pay: This check box indicates if you are a third-party sick-pay payer filing form W-2 for an insured employee.
12

W-2 Code

This box displays additional W-2 codes and corresponding amounts assigned to the employee record.

Field Description
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
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
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
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
Instructions Click to link to displays special instructions from your company.