Enter the employee (using either the number or sort name) for maintaining/editing W-2 information.

This field defaults from the SSN# field in PR Employees.

This field defaults from the First Name field in PR Employees. You may override the default as necessary.

This field defaults from the Middle Name field in PR Employees. You may override the default as necessary.

This field defaults from the Last Name field in PR Employees. You may override the default as necessary.

Enter an alphabetic suffix (i.e. Jr., Sr., III) for this employee, if applicable; maximum of 4 characters.

This field defaults from the Add'l Address field in PR Employees. The recommendation for the Add'l Address field (in PR Employees) is that it be used for the street address if the employee's address is a P.O. Box. You can override this default as necessary.

This address is used for electronic filing. According to SSA specifications, this field should be used for information such as: Attention, Suite, Room Number, etc. Printed W-2s and W-2 reports do not use this address.

This field defaults from the Address field in PR Employees. This should be the employee's mailing address, including the apartment number if applicable. You may override the default as necessary.

This is the only address that prints on W-2s.

This field initially defaults from the City field in PR Employees. You can override this default as necessary.

This field defaults from the Resident Tax State field in PR Employees. You may override the default as necessary.

This field defaults from the Zip Code field in PR Employees. You may override the default as necessary.

Enter the 4-digit zip code extension, if applicable.

This field defaults from the Resident Tax State field in PR Employees. You may override the default as necessary.

Check this box if this employee is a statutory employee (employee’s earnings are subject to social security and Medicare withholding, but not to Federal income tax withholding). The corresponding option is checked in Box 15 of the W-2.

Do not check this box if this employee is not a statutory employee (employee’s earnings are subject to social security, Medicare, and Federal withholdings.

Check this box if this employee is participating in a retirement plan. The corresponding option is checked in Box 15 of the W-2. This option is initially checked when initializing W-2s if you selected the checkbox for All Employees or the Only Check for Employees With Retirement Plan option in the Options to Initialize Retirement Plan box section of PR W-2 Process.

Check this box if this employee has third party sick pay benefits.

Do not check this box if this employee does not have third party sick pay benefits.

(United States only) The W-2 Email Consent checkbox on the PR W-2 Employee Edit form, Info tab.

This checkbox defaults based on how you set the W-2 Email Consent checkbox for the employee in PR Employees.

Select this checkbox if this employee has consented to receive their W-2 electronically (via email) for this tax year. If selected, the employee must have an email address defined in PR Employees.

Leave this checkbox unselected if the employee has not consented to receive their W-2 electronically for the selected tax year. Instead, the employee will receive a printed W-2.

When you launch Aatrix via PR W-2 Process (Tasks > Launch Aatrix Print and eFile), the setting defined here is sent to Aatrix and determines how Aatrix will handle delivery of W-2s for the employee.

Use this field for Puerto Rico employees only.

Enter the spouse’s social security number (9 digits), omitting any hyphens, prefixes, or suffixes. If the SSN is not available, enter all zeros.

Use this field for Puerto Rico employees only.

Select the appropriate radio button option for this employee:

• Married

• Single

• N/A

For the state of Georgia only.

This field defaults the employee’s year-to-date wages subject to unemployment insurance (from Employee Accumulations). You may override the default as necessary.

For the state of Georgia only.

This field defaults the employee’s total taxable unemployment wage (from Employee Accumulations). You may override the default as necessary.

For the state of Georgia only.

This field defaults the total number of weeks this employee worked in the specified year. You may override the default as necessary.

This field displays items specified when initializing federal W-2s. If adding a new item, press F4 for a list of the standard report items for the specified tax year.

The system enables this field for Item 10 (Deferred Comp – 401k) entries (Item field) only.

If you are reporting make-up contributions to a 401(k) plan (Item 10) for employees called into active military duty under the Uniformed Services Employment and Reemployment Rights Act (USERRA), enter the 2-digit year (e.g., 09, 10, 11, etc.) that applies to this contribution. Entry in this field is required for all item 10 sequences other than 1; the first sequence is used for the current year's 401(k) deferral and you are not required to enter a year in this field. For example:

This field initially displays the amounts for each reporting item, based on the employee’s current year-to-date accumulations (PR Employee Accumulations). If entering a new item, enter the amount to report.

Displays each state for which information is being reported.

Use this field to determine W-2 printing information. Typically, you should not need to make changes to this information. However, if you inadvertently added or missed something when you initialized the W-2s, you can make the necessary additions/deletions in PR W-2 Process and click the Init Header button to re-initialize the W-2s, or you can make the additions/deletions individually in this form.

This field defaults from the Tax ID# field in PR State Information. This is the number used when reporting taxes to this state.

For the State of Georgia: This is the 9-digit State Control Number-Withholding Number.

Enter the taxing entity code as defined by your state agency, up to 10 characters.

This field displays the total of all taxable wages for this state, based on the employee’s current year-to-date accumulations (PR Employee Accumulations).

This field displays the total of state/local taxes withheld based on the employee’s current year-to-date accumulations (PR Employee Accumulations).

Enter other state data, up to 10 characters, as defined by your state agency.

Enter the optional control number to be included in the electronic file; there is a maximum of seven (7) characters.

Enter supplemental information to be included in the electronic file. This supplemental data is user-defined, with a maximum of 75 characters.

This field displays each state for which state information is being reported. States are listed multiple times if there are different local codes applicable for that state.

Use this field to determine W-2 printing information. Typically, you should not need to make changes to this information. However, if you inadvertently added or missed something when you initialized the W-2s, you can make the necessary additions/deletions in PR W-2 Process and then re-initialize the W-2s, or you can make the additions/deletions individually in this form.

This field defaults the local code for each state, as assigned in PR Local Codes. If multiple local codes exist for a single state, each state/local combination displays.

This field defaults from the Tax ID # field in PR Local Codes. This is the number used when reporting taxes to this locality.

Enter the taxing entity code (up to 10 characters) as defined by your local agency, or accept the default. This field defaults from the Taxing Entity field on PR Local Codes after you initialize W-2 information for the specified tax year in PR W-2 Process. This field allows a maximum of five characters.

For the State of Pennsylvania: Enter “MATCB” for employees who are a resident of the Middletown jurisdiction.

This field displays the total of all taxable wages for this local, based on the employee’s current year-to-date accumulations (PR Employee Accumulations).

Enter the total amount of local taxes withheld, based on the employee’s current year-to-date accumulations (PR Employee Accumulations).

Select the tax type for this entry:

• C-City Income Tax

• D-County Income Tax

• E-School District Income Tax

• F-Other Income Tax

The Line field on the PR W-2 Employee Edit form, State Box 14 Detail tab.

This field is automatically populated during initialization of State Box 14 information and is based on the setup defined for the specified state on the State Box 14 Information tab in PR W-2 Process. You should not need to edit this information; however, edits are allowed.

Enter N, New, or + to add a new state-specific record for Box 14 for reporting this employee's state W-2s.

The State field on the PR W-2 Employee Edit form, State Box 14 Detail tab.

Specify the state for reporting miscellaneous state information (Box 14) on the state W-2.

The Amount field on the PR W-2 Employee Edit form, State Box 14 Detail tab.

This field is automatically populated during initialization of State Box 14 information and is based on the setup defined for the specified state on the State Box 14 Information tab in PR W-2 Process. You should not need to edit this information; however, edits are allowed.

Enter the amount for reporting miscellaneous state information (Box 14) on the state W-2 for this employee.