Employee Personal Data

Enter the three (3) digit employee number previously assigned to the employee you are entering.

Enter the social security number with dashes for this employee as it appears on his/her W-4.  This information will appear on various reports and on the W-2s at the end of the year.

Enter the employees full name.

This information needs to be kept up-to-date and accurate. It is printed on the payroll checks and on W-2 forms. This is the second line of address if needed.

This information needs to be kept up-to-date and accurate. It is printed on the payroll checks and on W-2 forms.

This information needs to be kept up-to-date and accurate. It is printed on the payroll checks and on W-2 forms.

Enter the proper state number (1-4) to which the employee is associated.  It is important that you maintain the proper sequential order for each state throughout the payroll system.

Enter the status of this employee.

H-  Paid by the hour

S - Paid a salary

T - Has been terminated

Enter the department number to which the employee's salary is normally charged.  Press F2 for a list of department numbers.

This optional field stores the date (MMDDYY) that an employee was hired by your company.  

The entry in this field determines the frequency at which the employee is paid during a year's time.

12-paid monthly

24-paid bimonthly

26-paid biweekly

52-paid weekly.

Enter the date the employee was terminated.  If this employee is still active in the company, you should leave this field blank.

Enter either (M)arried or (S)ingle.  This should be the status the employee has claimed on the W-4 form.  

Enter the number of dependents which the employee has entered on his/her W-4 form and is used in calculating his/her federal withholding.

Enter either (M)arried or (S)ingle.  This should be the status the employee has claimed on the W-4 forms.  Even if no state withholding tax is applicable to the employee, an M or S must be entered.

If an employee is subject to state withholding tax, enter the number of exemptions the employee is claiming.  If this employee is not subject to state withholding tax, leave this field blank.

Some states calculate their withholding tax based on the number of exemptions and number of dependents.  If applicable, enter the number of state dependents the employee is claiming.

Hourly employee-enter the hourly rate.  

Salary employee-enter the salary amount for one pay period here.  

During the payroll entry process, you may override the employee's rate or salary.

Each time an employee is paid, this field is revised automatically.  You may initially enter a date (MMDDYY) if this information is known.

This field only applies to hourly employees since hours are not entered for salaried employees.

This field only applies to hourly employees since hours are not entered for salaried employees.

This field only applies to hourly employees.  As vacation and sick hours are entered during the payroll input process, the current values in these fields are reduced.

This field only applies to hourly employees.  As vacation and sick hours are entered during the payroll input process, the current values in these fields are reduced.

If you enter a "Y" in this field it prints an "X" in Box 13 on the W2 form

 

Form W-2 Box 13 Retirement Plan Checkbox Decision Chart Type of Plan Conditions Check Retirement Plan Box?

 

 Defined benefit plan (for example, a traditional pension plan) Employee qualifies for employer funding into the plan, due to age/years of service—even though the employee may not be vested or ever collect benefits Yes

 

 Defined contribution plan (for example, a 401(k) or 403(b) plan, a Roth 401(k) or 403(b) account, but not a 457 plan) Employee is eligible to contribute but does not elect to contribute any money in this tax year No Defined contribution plan (for example, a 401(k) or 403(b) plan, a Roth 401(k) or 403(b) account, but not a 457 plan) Employee is eligible to contribute and elects to contribute money in this tax year Yes

 

 Defined contribution plan (for example, a 401(k) or 403(b) plan, a Roth 401(k) or 403(b) account, but not a 457 plan) Employee is eligible to contribute but does not elect to contribute any money in this tax year, but the employer does contribute funds Yes Defined contribution plan (for example, a 401(k) or 403(b) plan, a Roth 401(k) or 403(b) account, but not a 457 plan) Employee contributed in past years but not during the current tax year under report No (even if the account value grows due to gains in the investments) Profit-sharing plan Plan includes a grace period after the close of the plan year when profit sharing can be added to the participant's account Yes

As sick pay is entered through the payroll input process, this field is automatically recalculated.  If no sick pay has accrued before initial setup, you may leave this field blank and the system will complete it as necessary.

1

This field serves two purposes.

More deducted from paycheck

This is used only if an employee requests that more federal withholding

tax be deducted from his/her pay check; enter the additional amount in

this field.  Do not enter a negative amount if the amount of tax

withholding is to be reduced.

Flag employee federal withholding or FICA exemptions

This can serve to exempt an employee from having either federal

withholding or FICA tax deducted from his pay check.

-1=no withholding tax withheld  

-2=not withhold and no FICA withheld

-3=no FICA withheld.

Enter in the normal number of work hours for this employee.

Enter an additional dollar amount if an employee requests that more state withholding tax is to be deducted from his pay check.  You can also exempt an employee from having state withholding tax deducted from his pay check.  Enter a -1 here.

Enter the payroll expense account number in this field.  If an employee has a parts and service Accounts Receivable account setup and you want to automatically deduct a certain amount from his pay check, enter his Accounts Receivable account number in this field.

There are a few states which reduce the taxable gross by a dollar amount rather than a standard deduction based on the number of dependents.  If this applies to one of the states for which you must withhold tax, enter the dollar amount.

The amount entered here could be either a flat dollar amount or a percentage amount depending on the method by which the deduction dollar amount is to be calculated.  Enter a zero(0) for each deduction that has a description but does not apply to the employee.

The number entered here should be the pay period during the month in which the deduction is to be withheld.  Press F2 for a popup list of choices.

The code determines the method of calculating the deduction.  Press F2 for a popup list of choices.

Other Cost of employer sponsored health coverage. This amount will print in box 12b of the W2 with a code of DD.

 

Other: Box If you included 100% of a vehicle's annual lease value in the employee's income, it also must be reported here or on a separate statement to your employee.

 

You also may use this box for any other information that you want to give to your employee. Label each item 14 on the W2 is other.  You can type in a description that is an explanation for the amount entered in the paid benefits add on amount area.

 

Your W-2 has four Box 12 lines, labeled 12a, 12b, 12c, and 12d. These lower-case letters are just line labels and have no meaning

 

AA—Designated Roth contributions under a section 401(k) plan BB—Designated Roth contributions under a section 403(b) plan DD—Cost of employer-sponsored health coverage. The amount reported with Code DD is not taxable. EE—Designated Roth contributions under a governmental section 457(b) plan. This amount does not apply to contributions under a taxexempt organization section 457(b) plan. FF—Permitted benefits under a qualified small employer health reimbursement arrangement