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How do I add items to the W-2 including Box 12 and Box 14?

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Summary

How to process W-2 forms; add tax items to Form W-2 including Box 12 and Box 14.

Resolution

Section 1: Assign tax fields

  1. Click Maintain, Payroll, Payroll Settings.
  2. Click Taxes.
  3. Choose Assign Tax Fields.
  4. Select W-2 Fields.
    Note:
    This is where items can be added to W-2 Box 12 and/or Box 14, as well as define the Payroll Field associated with the W-2 Field
  5. Click OK then click Finish.
  6. Verify that the new columns have been assigned by opening the W-2 form.

Section 2: Manually insert column into the W-2/1099 Preparer grid

  1. In the W2/1099 Preparer grid, right-click near the area you want to add a column.
    Example: If you need to add an additional column for box 14 and box 16 is the next column after 14, right-click on the box 16 column.
  2. An Insert column window will appear.
  3. Enter a value in the Enter the name of the new column field.
    Note: This value will define the name (for example: if adding a box 14 field, this is the description that will appear before the dollar amount in box 14).
  4. If there is a default dollar amount that should be applied to all employees, enter the amount in the Default cell value for the column field; otherwise, leave this field blank.
  5. Select OK and the new column will appear.
  6. Select the drop-down arrow at the top of the new column and assign the appropriate W-2 field for the column.
  7. The field is now ready to be used to input dollar values for W-2s.

Note: You can use this method to add Covid-related pays to box 14. Insert a new column and enter "box 14" as the column name and press OK. Then, select the drop-down arrow at the top of the new column, select Box 14 from the list, which displays the Qualified Sick Leave or Family Leave wages to choose from. The text label that displays in parentheses becomes the descriptor that appears on the W2 form. Select the appropriate descriptor and repeat this process for each Box 14 Covid pay you need to report on the W2. Review KB article 113580 titled 2021 W-2 reporting requirements for Covid-19 pay for additional details.

Section 3: Manually insert values into an existing column on the W-2/1099 Preparer grid

  1. Left click in the field.
  2. Enter the desired value or select the value from the drop-down list.