In order to include both employee and employer health care coverage amounts, you will use a formula, and add the formula to the Box 12.
Example of the formula shown below, the IDs HEALTH and EMPLRHEALTH which are in quotes are specific to your deduction and fringe setup. Replace them with the ID found in Setup Deduction/Fringe. The quotes are required.
If you are running your W-2's from the current year, use the Current Year formula, if from the prior year, use the Prior Year formula.
Current year Box 12 DD:
LOOKUP (YTD Deduction [PR Employee Deduct], Employee [PR Employee], "HEALTH") + LOOKUP (YTD Fringe [PR Employee Fringe], Employee [PR Employee], "EMPLRHEALTH")
Prior year Box 12 DD:
LOOKUP (Prior Year Deduction [PR Employee Deduct], Employee [PR Employee], "HEALTH") + LOOKUP(Prior Year Fringe [PR Employee Fringe], Employee [PR Employee], "EMPLRHEALTH")
If you have more then one Employee deduction and Fringe you can add it in by enter + and repeating information in the Lookup() function.
Example of 2 deduction and Fringes Prior year:
LOOKUP (Prior Year Deduction [PR Employee Deduct], Employee [PR Employee], "HEALTH") + LOOKUP (Prior Year Deduction [PR Employee Deduct], Employee [PR Employee], "HEALTH 2") + LOOKUP(Prior Year Fringe [PR Employee Fringe], Employee [PR Employee], "EMPLRHEALTH")+ LOOKUP(Prior Year Fringe [PR Employee Fringe], Employee [PR Employee], "EMPLRHEALTH2")
To test your formulas and verify the amounts you can add the formula to a column in the Employee Total Inquiry:
- Go to Inquiry, Employee Information , Employee Totals
- Click Select (Alt+S) or click on the title of a column.
- Select Add Column After this column or Insert column before this column.
- Click the Index button
- Select Public Formulas
- Choose your formula form the list
Note: If the formula does not display in the list it is not correctly set up to pull into W2s. You will need to adjust the lookup or other functions of the formula.