Employer Constants are used in the preparation of the W2 forms at the end of a payroll year. These constants must be setup prior to running the W2 Generation process.
Static Employer Information
Employer Name
-
Enter up to 50 characters for the Company name.
Employer Street
-
Enter up to 40 characters of your company street address.
Employer City
-
Enter up to 25 characters of the company city.
Employer State
-
Enter the two-character state code. The numeric equivalent will be displayed.
Employer ZIP
-
Enter a 5-digit zip code.
ZIP Extension
-
Enter a hyphen followed by the zip extension.
Contact & Title
-
Enter up to 30 characters of a contact name and title of the individual to be contacted by the UI office regarding Montana UI transfers. This contact is also used by the W2 MMREF file format.
Phone
-
Enter a full phone number followed by a 4-digit extension (if applicable) for the contact person to be used by the Montana UI transfer.
Year
-
Enter the taxation year. This Must be changed each taxation year. This field determines the year used when naming the W2 files.
Fed ID#
-
Enter the 9-digit transmitter's employer identification number (EIN). This is a mandatory field.
State ID#
-
Enter the State Employer Account number. The Montana Electronic Transfer requires 6 digits.
Estab #
-
Enter the 4-character Establishment Number.
Used for W2 electronic file reporting on the RE record.
Tax Entity
-
Enter the 5-character state Taxing Entry code.
Used for W2 electronic file reporting, defined by State/local agency.
Local Name
-
Enter the 8-character local name to be printed on the W2's.
EFW2 User ID
-
Enter the eight-character User ID assigned to the employee who is authorized to submit the EFW2 file. The User ID is assigned by the SSA. This is a mandatory field.
3rd Party Tax
-
Enter an amount for any Income Tax Withheld by a Third-party Payer.
Used for W2 electronic file reporting.
State UI Number
-
Enter the State UI Employer Account Number required by the Montana UI transfer process. Up to a maximum of 15 digits may be entered.
SOC SEC Wage Limit
-
Enter the current taxation year's social security wage limit. This field must be updated each year before beginning W2 processing.
The next four prompts are required (Along with the Federal and State ID's) by the Montana Electronic Transfer Process.
Password
-
Enter a password that is a minimum for 4 and a maximum of 8 characters.
Routing #
-
Enter the Bank/routing number. Must be 9 characters long.
Bank Acct
-
Enter the bank account number. A minimum of 4 character and a maximum of 17 characters.
Run Type
-
Enter PROD for a production run.
-
Enter TEST for a test run.
-
Enter PREN for a pre-note run.
Fax #
-
Enter your fax number. For use with the MMREF format.
Email Address
-
Enter your email address. For use with the MMREF format.
Federal Wage Information
Federal Gross Pay Code Exclude List
-
Enter all pay code separated by a comma that should NOT be included in the total wages for box 1 of the W2's.
Federal Gross Deduction (Benefits) Include 1List
-
Enter all deductions code separated by a comma where the employer share amount should be included in the total wages for box 1.
Federal Gross Minus Deduction Codes
-
Enter any deduction codes separated by a comma where the employee's amount should be subtracted from the total wages reported in box 1.
Federal Income Tax Deduction Codes
-
Enter all federal income tax deduction codes separated by a comma that should be reported in box 2.
The total amount reported in box 1 or 'Wages, tips, other compensation' is a total of all earnings unless the pay code has been excluded in the list for field 01 'Federal Gross Pay Code Exclude List', plus the employer share from all deductions listed under field 02 'Federal Gross Deduction (Benefit) Include List' less any employee paid portion from deduction codes lists under field 03 'Federal Gross Minus Deduction Codes.
Social Security Wage Information (Medicare Wages)
FICA Gross Pay Code Exclude List
-
Enter all pay code separated by a comma that should NOT be included in the total social security wages for box 3 of the W2's.
FICA Gross Deduction (Benefit) Include List
-
Enter all deductions code separated by a comma where the employer share amount should be included in the total social security wages for box 3.
FICA Gross Minus Deduction Codes
-
Enter deduction codes separated by a comma where the employee's amount should be subtracted from the total social security wages reported in box 3.
FICA Income Tax Deduction Codes
-
Enter all income tax deduction codes separated by a comma that should be reported in box 4, social security tax withheld.
FICA TIP Pay Codes
-
Enter any pay codes separated by a comma that would define an amount to be printed in box 7, Social security tips.
The total amount reported in box 3 or 'Social security wages' is a total of all earnings unless the pay code has been excluded in the list for field 01 'FICA Gross Pay Code Exclude List', plus the employer share from all deductions listed under field 02 'FICA Gross Deduction (Benefit) Include List' less any employee paid portion from deduction codes lists under field 03 'FICA Gross Minus Deduction Codes. This total will be limited by the social security wage limit amount defined under the Static Employer information. This wages definition also determines the Medicare wages although the Medicare wages are not limited by the social security wage limit.
State Wage Information
State Gross Pay Code Exclude List
-
Enter all pay codes separated by a comma that should NOT be included in the total state wages for box 16 of the W2's.
-
Entering 'DE' without defining any pay codes will define the gross earnings to be taken from the Eligible earnings based on the income tax codes defined on field 04 below. When the special code of 'DE' is entered you may not define any pay codes on this line.
State Gross Deduction (Benefit) Include List
-
Enter all deductions code separated by a comma where the employer share amount should be included in the total state wages for box 16.
State Gross Minus Deduction Codes
-
Enter any deduction codes separated by a comma where the employee's amount should be subtracted from the total state wages reported in box 16.
State Income Tax Deduction Codes
-
Enter all income tax deduction codes separated by a comma that should be reported in box 17, state tax.
The total amount reported in box 16 or 'State wages, tips, etc.' is a total of all earnings unless the pay code has been excluded in the list for field 01 'State Gross Pay Code Exclude List', plus the employer share from all deductions listed under field 02 'State Gross Deduction (Benefit) Include List' less any employee paid portion from deduction codes lists under field 03 'State Gross Minus Deduction Codes.
Local Wage Information
Local Gross Pay Include Codes
-
Enter all pay codes separated by a comma that should be Included in the total Local wages reported in box 18 of the W2's.
-
Entering 'DE' without defining any pay codes will define the gross earnings to be taken from the Eligible earnings based on the income tax codes defined on field 04 below. When the special code of 'DE' is entered you may not define any pay codes on this line.
Local Gross Deduction (Benefit) List
-
Enter all deductions code separated by a comma where the employer share amount should be included in the total local wages for box 18.
Local Eligible Deduction Codes
-
Enter any deduction codes separated by a comma where the eligible earnings from the deduction should be subtracted from the total local wages reported in box 18.
Local Income Tax Deduction Codes
-
Enter all income tax deduction codes separated by a comma that should be reported in box 19, local income tax.
The total amount reported in box 19 or 'Local wages, tips, etc.' is a total of all earnings for those pay codes have been Included in the list for field 01 'Local Gross Pay Include Codes', plus the employer share from all deductions listed under field 02 'Local Gross Deduction (Benefit) List' less the deductions eligible earnings from deduction codes lists under field 03 'Local Eligible Deduction Codes.
General Information
Allocated TIP Pay Codes
-
Enter a list of pay codes separated by a comma that defines the allocated tips to be reported in box 8.
Medicare Deduction Codes
-
Enter a list of deduction codes separated by a comma that defines the total Medicare tax withheld to be reported under box 6.
Dependent Care Benefit Pay Codes
-
Enter a list of pay codes separated by a comma that defines any earnings to be reported under box 10.
Dependent Care Deduction Codes
-
Enter a list of deduction codes separated by a comma that defines any amounts to be reported under box 10. Both the employee and employer amounts are picked up.
Nonequal Pension Plan Pay Codes
-
Enter a list of pay codes separated by a comma that defines any earnings to be reported under box 11.
Nonequal Pension Deduction Codes
-
Enter a list of deduction codes separated by a comma that defines any employee paid portion to be reported under box 11.
Box 12 Information
The following items make up all the possible amounts to be printed under box 12. Enter a 'P' and pay code or 'D' and deduction codes (employee portion unless zero then employer share portion) separated by a comma per list that defined the amount to be printed. Enter 'M' followed by a deduction code to define the employee portion of the deduction only. Enter 'S' followed by a deduction for to define the employer share portion of the deduction only. E.g.: P30,D10,P22,M20,
These amounts can be set on a per employee bases through the W2 File Changes after the initial loading of the W2 values.
A
Uncollected Social Security Tax on or RRTA tax on Tips.
B
Uncollected Medicare Tax on Tips.
C
Taxable cost of group-term life insurance over 50,000.
D
Section 401(k) contributions.
E
Section 403(b) contributions.
F
Section 408(k)(6) contributions.
G
Section 457(b) contributions.
H
Section 501(c)(18)(D) contributions.
I
J
Non-taxable sick pay.
K
Tax on excess golden parachute payments.
L
Non-taxable part of employee business expense reimbursements.
M
Uncollected social security tax on cost of group-term life insurance.
N
Uncollected Medicare tax on cost of group-term life insurance.
P
Excludable moving expense reimbursements.
Q
Non-taxable combat pay.
R
Employee contributions to a medical saving accounts (MSA).
S
Employee salary reduction contributions under a section 408(p) SIMPLE.
T
Adoption benefits.
U
V
Income from exercise of no statutory stock options.
W
Employer Contributions to a Health Savings Account (HSA).
X
Y
Deferrals under a section 409A nonqualified deferred compensation plan.
Z
Income under section 409A on a nonqualified deferred compensation plan.
AA
Designated Roth contributions under section 401(k) plan.
BB
Designated Roth contributions under section 403(b) plan.
CC
Not currently used.
DD
Cost of employer-sponsored health coverage.
EE
Designated Roth Contributions under a government section 457(b) plan.
FF
Permitted Benefits Under a Qualified Small Employer Health Reimbursement Arrangement.
Box 14 Information
Box 14 allows for any additional information you want included on the W2 in box 14. Each field prompts you a 10-character description followed by a list of pay and or deduction codes. Enter 'P' and a pay code and/or 'D' and a deduction code to define the amount to be printed along with the description. Only employees with a balance bases on the code list will have this description and amount printed in box 14.
For those payrolls using the W2 merge process, all payrolls to be merged must have the box 14 items refer to the same thing. For example, if the first field is defined to print the word 'RET' than all payrolls to be merged must use field 01 on box 14 as the 'RET' field.
Box 13 Information
Box 13 information controls the printing of the X in the various boxes under box 13. Define a list of pay and/or deduction codes that be will defined when an employee should be marked for the different categories.
-
Enter 'P' followed by a pay codes and/or 'D' followed by a deduction code.
These markers can be set on a per employee basis through W2 File Changes after the initial loading of the W2 values.