Export W-2 File and Nelco State Tax Filing - Field Descriptions
Use the table below for reference when completing the fields on this screen.
| Fields/Buttons | Descriptions |
|---|---|
| Year | Enter the payment year. |
| Entity | This field displays only if cost centers are being used and entity tracking is also enabled in the current company. Enter or select an Entity code. The software will verify that the current operator has security authorization for the selected entity before proceeding. If this field is left <blank>, the main company entity is used. |
| Tax table code | Enter the tax table code for which W-2 information should be submitted, or press F4 to select a code from the Payroll Income Tax Tables window. Note that the export file created will include the RV record, which is a total of the RS records. Important: For State electronic filers, the State code must be
entered here in order to create "RS" lines in the file. Two additional fields display when a state code is
specified:Tax ID Press Enter to accept the
default employer identification number from the Tax Table Maintenance
screen. Otherwise, enter the state tax ID number of the transmitting
company.FIPS code Enter the
postal numeric code for this tax table ID. Consult your Circular E for
the numeric code or contact your accountant for details. |
| Submitter | |
| Use company / entity default? | Select this checkbox to use the submitting company's default address information. |
| Save as default? | Select this checkbox to update the submitting company's mailing information on this screen. |
| Foreign Address button | Select to add or edit the submitter's foreign address, if applicable. |
| Submitter EIN | The employer identification number will default from Income Tax Table Maintenance, or enter the employer identification number of the company transmitting these W-2s. Up to 20 characters are allowed in order to accommodate state tax tables; the electronic build strips out any dashes and left-fill zeros. If quarterly reports use a different EIN, that EIN should be entered here. Note: If entity tracking is enabled in Enterprise Installation, the 'Employer
tax ID numbers' are derived from the Payroll tax table or the
entity-specific alternate tax ID number, if applicable. |
| User ID | Enter the User ID for the employee who is authorized to submit this form. Entry in this field is required. |
| Submitter name, and address | Enter the submitter's name and mailing address. If you enter only one address line, either address 1 or 2, that address line will be written to the EFW2 file as the Delivery Address and the Location Address will be blank. This affects all EFW2 records that contain an address, specifically RA, RE, RW, and RS records. Note: If using AccuWage, this record is referred to as the RA Company
record. |
| Contact | |
| Use company / entity default? | Select this checkbox to use the contact's default address information. |
| Save as default? | Select this checkbox to update the contact's mailing information on this screen. |
| Foreign Address button | Select to add or edit the contact's foreign address, if applicable. |
| Contact name and address | Enter the name and address of the person to contact in case of a problem or error. According to the SSA Efile requirements, you must enter both the location (Address 1) and delivery address (Address 2) or you will receive an error. Note: If using AccuWage, this record is referred to as the RA Submitter
record. |
| Enter the contact person's email address for notification purposes. | |
| Preparer | Use the drop-down menu to indicate who prepared this file. |
| File return name | Enter the name of the company to which the IRS should return the transmission file. |
| Employer | |
| Use company / entity default? | Select this checkbox to use the employer's default address information. Note: If entity tracking is enabled in Enterprise Installation, the employer
name and address fields will default entity-specific information instead of
defaulting information from Company Installation. |
| Save as default? | Select this checkbox to update the employer's mailing information on this screen. |
| Terminate business? | Select this checkbox if this employer is terminating business during this tax year. |
| Foreign Address button | Select to add or edit this employer's foreign address, if applicable. |
| Agent indicator | If applicable, enter an employer agent or use the drop-down menu to select an agent option. |
| Employer's EIN | The employer's Federal tax identification number will default from the tax tables, or you can enter the employer ID number. Up to 9 characters are allowed; the electronic build strips out any dashes. Note: If entity tracking is enabled in Enterprise Installation, the 'Employer
tax ID numbers' are derived from the Payroll tax table or the
entity-specific alternate tax ID number, if applicable. |
| Other EIN | Enter the employer identification number submitted on quarterly reports from the previous year if it differs from this year's EIN. |
| Employment type | Use the drop-down menu to select the employment type. |
| Est | Enter the establishment number, coverage group, or payroll record unit. |
| 3rd party | Enter the amount of income tax withheld by third parties, if applicable. |
| Employer name and address | Enter the employer's name and mailing address. |
