W-2 - Data fields on this form

Data fields on Form W-2

Prepare and print W-2 forms:
Payroll Command Center > Prepare Payroll Tax Forms or
Command Centers menu > Payroll submenu > Print W-2s and W-3

The following fields appear on the W-2 form. The federal government requires that certain fields must be completed on all W-2s. These fields are designated "Required" in the table below. Entries are required in "Optional" fields only for special reporting purposes.

For more information about preparing and filing this form, consult your accountant or visit the Internal Revenue Service website.

Data field name

Data that will print in this field

Required/Optional entry

a. Control number

The Control No. (if any) entered on the Set Up W-2s window.
NOTE: This number cannot exceed 19 characters.

Optional

b. Employer identification number
OS9: [Federal Tax ID #]

The Federal Tax ID (EIN) entered in the Company Information window

Required

c. Employer's name, address and ZIP code
OS9: [Employer's Name & Address]

The Company Name and Address information entered in the Company Information window

Required

d. Employee's social security number]

The employee's Social Security number, as entered in the Payroll Information window

Required

e. and f. Employee's name and address
OS9: [First Name] and
[Last Name] only; no address field

The employee's name and address information, as entered in the Card Information window

Required

1. Wages, tips, other compensation

The total taxable wages (including any tips) paid to this employee

Required

2. Federal income tax withheld

The total federal income tax withheld from this employee's wages

Required

3. Social security wages

The total wages from which Social Security tax was withheld for this employee

Required

4. Social security tax withheld

The total amount of Social Security tax withheld from this employee's wages

Required

5. Medicare wages and tips

The total wages from which Medicare tax was withheld (this amount includes any applicable tips.)

Required

6. Medicare tax withheld

The total amount of Medicare tax withheld from this employee's wages

Required

7. Social security tips

The total amount of tip income from which Social security tax was withheld for this employee

Required if applicable

8. Allocated tips

The total amount of tips allocated for this employee; calculated from paycheck entries.

Required if applicable

9. Advance EIC payment

The amount of any Advance Earned Income Credit paid to this employee, if any; calculated from your payroll entries

Required if applicable

10. Dependent care benefits

Amount of any pre-tax deductions by this employee for dependent care expenses

Required if applicable

11. Nonqualified plans

Amount distributed to this employee from a nonqualified deferred compensation plan

Required if applicable

12a. (Box 12, Line 1 $ amt.)

The amount (if any) specified for Line 1 of Box 12 on the Set Up W-2s window

Required if applicable

12a. (Box 12, Line 1 Code)

The code for the type of deduction or payment, if an entry was specified for Line 1 of Box 12 on the Set Up W-2s window

Required if applicable

12b. (Box 12, Line 2 $ amt.)

The amount (if any) specified for Line 2 of Box 12 on the Set Up W-2s window

Required if applicable

12b. (Box 12, Line 2 Code)

The code for the type of deduction or payment, if an entry was specified for Line 2 of Box 12 on the Set Up W-2s window

Required if applicable

12c. (Box 12, Line 3 $ amt.)

The amount (if any) specified for Line 3 of Box 12 on the Set Up W-2s window

Required if applicable

12c. (Box 12, Line 3 Code)

The code for the type of deduction or payment, if an entry was specified for Line 3 of Box 12 on the Set Up W-2s window

Required if applicable

12d. (Box 12, Line 4 $ amt.)

The amount of the deduction (if any) specified for Line 4 of Box 12 on the Set Up W-2s window

Required if applicable

12d. [Box 12, Line 4 Code]

The code for the type of deduction or payment, if an entry was specified for Line 4 of Box 12 on the Set Up W-2s window

Required if applicable

13. (Checkboxes)
Statutory employee
Retirement plan
Third-party sick pay

These boxes are checked automatically if you have designated the employee as any of the following:
-- statutory
-- a participant in a qualified retirement plan
-- a recipient of third-party sick pay.

Required if applicable

14. Other
(Box 14, Lines 1 - 4:
$ amts. and codes)

The amounts (if any) specified for Lines 1 - 4 of Box 14 on the Set Up W-2s window
The code for the type of deduction or payment, if an entry was specified for Line 1 of Box 14 on the Set Up W-2s window

Required if applicable

15. State Code and Employer's state I.D. number

The two-letter State Code and Payroll Tax ID Number entered on the General Payroll Information window

Required if applicable

16. State wages, tips, etc.
(two lines)

The total wages from which state income taxes were withheld for this employee

Required if applicable

17. State income tax
(two lines)

The total state income tax that was withheld for this employee

Required if applicable

18. Local wages, tips, etc.

The total wages from which local income taxes were withheld for this employee

Required

19. Local income tax

The total local income tax that was withheld for this employee

Required

20. Locality name

The name of the locality for which local income taxes were withheld, as entered on the Employee Payroll Information window

Required if applicable

Data field name	Data that will print in this field	Required/Optional entry
a. Control number	The Control No. (if any) entered on the Set Up W-2s window. NOTE: This number cannot exceed 19 characters.	Optional
b. Employer identification number *OS9:* [Federal Tax ID #]	The Federal Tax ID (EIN) entered in the Company Information window	Required
c. Employer's name, address and ZIP code *OS9:* [Employer's Name & Address]	The Company Name and Address information entered in the Company Information window	Required
d. Employee's social security number]	The employee's Social Security number, as entered in the Payroll Information window	Required
e. and f. Employee's name and address *OS9:* [First Name] and [Last Name] only; no address field	The employee's name and address information, as entered in the Card Information window	Required
1. Wages, tips, other compensation	The total taxable wages (including any tips) paid to this employee	Required
2. Federal income tax withheld	The total federal income tax withheld from this employee's wages	Required
3. Social security wages	The total wages from which Social Security tax was withheld for this employee	Required
4. Social security tax withheld	The total amount of Social Security tax withheld from this employee's wages	Required
5. Medicare wages and tips	The total wages from which Medicare tax was withheld (this amount includes any applicable tips.)	Required
6. Medicare tax withheld	The total amount of Medicare tax withheld from this employee's wages	Required
7. Social security tips	The total amount of tip income from which Social security tax was withheld for this employee	Required if applicable
8. Allocated tips	The total amount of tips allocated for this employee; calculated from paycheck entries.	Required if applicable
9. Advance EIC payment	The amount of any Advance Earned Income Credit paid to this employee, if any; calculated from your payroll entries	Required if applicable
10. Dependent care benefits	Amount of any pre-tax deductions by this employee for dependent care expenses	Required if applicable
11. Nonqualified plans	Amount distributed to this employee from a nonqualified deferred compensation plan	Required if applicable
12a. (Box 12, Line 1 $ amt.)	The amount (if any) specified for Line 1 of Box 12 on the Set Up W-2s window	Required if applicable
12a. (Box 12, Line 1 Code)	The code for the type of deduction or payment, if an entry was specified for Line 1 of Box 12 on the Set Up W-2s window	Required if applicable
12b. (Box 12, Line 2 $ amt.)	The amount (if any) specified for Line 2 of Box 12 on the Set Up W-2s window	Required if applicable
12b. (Box 12, Line 2 Code)	The code for the type of deduction or payment, if an entry was specified for Line 2 of Box 12 on the Set Up W-2s window	Required if applicable
12c. (Box 12, Line 3 $ amt.)	The amount (if any) specified for Line 3 of Box 12 on the Set Up W-2s window	Required if applicable
12c. (Box 12, Line 3 Code)	The code for the type of deduction or payment, if an entry was specified for Line 3 of Box 12 on the Set Up W-2s window	Required if applicable
12d. (Box 12, Line 4 $ amt.)	The amount of the deduction (if any) specified for Line 4 of Box 12 on the Set Up W-2s window	Required if applicable
12d. [Box 12, Line 4 Code]	The code for the type of deduction or payment, if an entry was specified for Line 4 of Box 12 on the Set Up W-2s window	Required if applicable
13. (Checkboxes) Statutory employee Retirement plan Third-party sick pay	These boxes are checked automatically if you have designated the employee as any of the following: -- statutory -- a participant in a qualified retirement plan -- a recipient of third-party sick pay.	Required if applicable
14. Other (Box 14, Lines 1 - 4: $ amts. and codes)	The amounts (if any) specified for Lines 1 - 4 of Box 14 on the Set Up W-2s window The code for the type of deduction or payment, if an entry was specified for Line 1 of Box 14 on the Set Up W-2s window	Required if applicable
15. State Code and Employer's state I.D. number	The two-letter State Code and Payroll Tax ID Number entered on the General Payroll Information window	Required if applicable
16. State wages, tips, etc. (two lines)	The total wages from which state income taxes were withheld for this employee	Required if applicable
17. State income tax (two lines)	The total state income tax that was withheld for this employee	Required if applicable
18. Local wages, tips, etc.	The total wages from which local income taxes were withheld for this employee	Required
19. Local income tax	The total local income tax that was withheld for this employee	Required
20. Locality name	The name of the locality for which local income taxes were withheld, as entered on the Employee Payroll Information window	Required if applicable