Enter the tax year to initialize in YYYY format. If the current month is between, or includes, January and November, the field defaults the prior tax year. If the current month is December, the field defaults the current tax year.

If initializing a new W-2 run, this field defaults to the Federal Tax ID number defined for this company in HQ Company Setup; you can override this value if necessary. Note that all non-numeric characters, such as hyphens, are omitted.

Enter the personal identification number for this employer, as provided by the Social Security Administration. This field allows up to eight digits.

For tax years 2005 and later, this ID number is truncated to 8 characters and 9 spaces.

If initializing a new W-2 run, this field defaults the name of the current company as defined in HQ Company Setup. You may override this field if necessary.

If initializing a new W-2 run, this field defaults the address specified for this company in HQ Company Setup (Add'l Address field). You can override this field if necessary.

If initializing a new W-2 run, this field defaults the mailing address specified for this company in HQ Company Setup. You can override this default if necessary.

If initializing a new W-2 run, this field defaults the city specified for this company in HQ Company Setup. You can override this default if necessary.

If initializing a new W-2 run, this field defaults the state specified for this company in HQ Company Setup. You can override this default if necessary.

Enter a valid state (as defined in HQ States). The system validates the state based on the Default Country specified in HQ Company Setup for the active company. If the state is not valid, an error displays, but entry is allowed. You must then enter a valid country for this state in the Country field in HQ Company Setup.

If initializing a new W-2 run, this field defaults the zip code specified for this company in HQ Company Setup. You can override this default if necessary.

Enter the 4-digit zip code extension.

Enter the name of the individual for the SSA to contact regarding W-2s. This field allows a maximum of 27 characters. When filing electronically, the contact name is required.

Enter the phone number for the individual that the SSA would contact regarding W-2s. This field allows a maximum of 15 characters. When filing W-2s electronically, the phone number is required.

Enter the phone extension for the individual that the SSA would contact regarding W-2s. This field allows a maximum of 5 characters.

Enter the fax number of the individual that the SSA would contact regarding W-2s.

Enter the email address of the individual that the SSA would contact regarding W-2s. This is a required field.

Check this box if you are a third-party sick pay provider.

NAICS Code field on the PR W-2 Process form

For Maryland payroll only.

This value is pulled from the PR Company Parameters form when creating a new tax year. You may override this code with another up to 6 numbers long.

checkbox For All Employees – Select this option to check the Retirement Plan box in PR W-2 Employee Edit for all employees.

Only Check For Employees With Retirement Plan – Select this option to check the Retirement Plan box in PR W-2 Employee Information for all employees whose Retirement Plan box is checked in PR Employees.

checkbox For None Of The Employees – Select this option is selected to leave the Retirement Plan box in PR W-2 Employee Information unchecked for all employees.

The Resubmittal checkbox on the PR W-2 Process form, Info tab.

Display only, indicating whether this W-2 file was resubmitted (selected).

The WFID field on the PR W-2 Process form, Info tab.

This field only displays a value if the Resubmitted checkbox is selected.

Display only, the 6-character WFID (Wage File Identifier) code from the notice sent by the Social Security Administration.

For the state of Maryland only. This field requires entry.

Enter the title of the individual authorized to certify this report.

For the state of Maryland only. This is a required field.

Enter the total tax reported on all MW506s.

For the state of Maryland only. This is a required field.

Enter the total state/local tax withheld for all Maryland employees.

For the states of Maryland and Missouri only.

If you are a tax-exempt organization, enter the total eligible business tax credits as indicated on Form 500CR.

For the state of Maryland only.

Enter the total employer tax amount due.

For the state of Maryland only.

Enter the employer balance due amount.

For the state of Maryland only.

Enter the employer overpayment amount.

For the state of Maryland only.

Enter the employer overpayment amount that you wish to be applied as credit.

For the state of Maryland only.

Enter the employer overpayment amount that you wish to have refunded.

For the state of Maryland only.

Enter the total amount of wages reported for all Maryland employees.

Select each of the earnings/deduction/liability items you want initialized for federal W-2s. Press F4 to display the list of standard reporting items.

Enter the E/D/L type for each item. Types are as follows:

• E-Earnings

• D-Deduction

• L-Liability

Enter the earnings, deduction, or liability code for this item, or press F4 for a list of codes. This code, in conjunction with the Type, determines where to get the amount for this item.

This field defaults the description for the earnings, deduction, or liability code from PR Earnings Codes or PR Deductions/Liabilities. You may override the default as necessary.

This box defaults as checked for each state/local in the grid.

Uncheck this box if you do not want this state/local to be included in W-2 processing.

The Line field on the PR W-2 Process form, State Box 14 Information tab.

Enter a line number to add a new state-specific record for Box 14 reporting on state W-2s.

The State field on the PR W-2 Process form, State Box 14 Information tab.

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

The EDL Type field on the PR W-2 Process form, State Box 14 Information tab.

Enter the E/D/L type for this miscellaneous description. Types are as follows:

• E-Earnings

• D-Deduction

• L-Liability

The Code field on the PR W-2 Process form, State Box 14 Information tab.

Enter the earnings, deduction, or liability code (from PR Earnings Codes or PR Deductions/Liabilities) for this miscellaneous description.

The Description field on the PR W-2 Process form, State Box 14 Information tab.

Use this 20-character field to enter descriptions for the Box 14 of the State/Local W-2s when you want to report state-specific deductions, such as CA SDI and AK ESC.

The system defaults the description for the code that you specified in the Code field:

• If you selected E-Earnings, the description defaults from the Description field in PR Earnings Codes.

• If you selected either D-Deductions or L-Liability, the description defaults from the Description field in PR Deductions/Liabilities. You can override the default as necessary.

Use these fields to enter miscellaneous descriptions, up to 20 characters each, that print in Box 14 of the Federal W-2. Box 14 can be used to report any other information you want to give to your employees, but is not required by the Federal government. Some examples include union dues, health insurance premiums deducted, moving expenses paid, and education assistance programs.

Use this field when filing MMREF-1 only.

Enter the personal identification number for this employer, as provided by the Social Security Administration. Up to eight digits allowed.

For tax years 2005 and later, the PIN is truncated to 8 characters and 9 spaces.