How do I change the year-to-date (YTD) formulas to report the prior year amounts on the W-2 or T4 form?

Determine the formulas used on your W-2 forms:

1. From the Payroll Tools menu, select Modify forms, W-2 forms.
2. Select the applicable W-2 form.
3. Click on the Amounts tab.
4. Review boxes 14 and 12 for any formulas.
   Note: These boxes may use either formulas or individual deduction, fringe, or pay IDs.

Modify your formulas to return Prior year totals:

1. In Payroll, from the Tools menu, select Formulas.
2. Select the formula.
3. Click Change.
4. Modify the formula and click OK to save the formula.
5. Click Close.
   

For example, if you report the year-to-date tax amount paid by the employee for a specific tax (such as California State Disability Insurance) and you use the following formula, then you must change the formula to retrieve prior year amounts:

YTD CASDI

LOOKUP (YTD Tax [PR Employee Tax], Employee [PR Employee], 2, "CASDI")

Prior Year CASDI

LOOKUP (Prior Year Tax [PR Employee Tax], Employee [PR Employee], 2, "CASDI")

Notes:

The 2 in this formula represents the Tax Level (1 = Federal, 2 = State or Province, 3 = Local).
In this example, "CASDI" is the actual tax ID.
[PR Employee Tax] indicates the record from which the preceding field is taken. When you design a formula, you do not see this information on the screen.

For more formula examples, see article 22040  "What formulas are commonly used on a W-2?" below.