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Adding State Information to W-2 Forms

Abbreviations used in the address areas must meet the U.S. Postal Service's guidelines for abbreviations. Failure to comply with this request may result in a processing delay.

Setting up the State(s) To Be Used by the Payer

  1. Click on the Payer List button.
  2. Choose the payer.
  3. Click on the Payer State Info button.
  4. Click Add.
  5. Choose the state from the State drop down menu.
  6. Enter applicable state information.
    • The State ID for AL for W-2 should be the Alabama Account Number for the payer.
    • The State ID for CA for SUI should be the following format: 123-4567-8 or 123 4567 8.
    • The State ID for CO for W-2 should be the 8-digit Account Number assigned to the payer by Colorado. The State ID for SUI is the Colorado Employer Account Number.
    • The State ID for CT for W-2 should be the Connecticut Registration Number. The State ID for SUI is the Connecticut Registration Number.
    • The State ID for DC for SUI is the 6-digit Employer Number.
    • The State ID for FL for SUI is the Florida R.T. Account Number. The expected format is 7 digits.
    • The State ID for GA for W-2 should be the Georgia Withholding Number. The State ID for SUI is the Georgia DOL Account Number.
    • The State ID for IA for W-2 should be the Iowa ID Number. The State ID for SUI is the Iowa Account Number.
    • The state of Illinois does not require an Account Number for W-2 or withholding forms. The State ID for SUI is the Illinois Account Number.
      • While Illinois does not require an Account Number for W-2 or withholding forms, the employer's FEIN can be entered in the State ID for W-2 field.
    • The State ID for KS for W-2 should be the State Tax Account Number. The State ID for SUI is the Kansas Account Number.
    • The State ID for KY for W-2 should be the Kentucky Withholding Account Number.
    • The State ID for LA for SUI is the Employer Account Number.
    • The State ID for MA for W-2 should be the Withholding Account Number.
    • The State ID for ME for SUI is the UC Employer Account Number.
    • The State ID for MD for W-2 should be the Withholding Account Number. The State ID for SUI is the Employer Number.
    • The State ID for MN for SUI is the U.C. Tax Account Number.
    • The State ID for MT for SUI is the UI Account Number.
    • The State ID for NC for SUI is the North Carolina Account Number. The State ID for W-2 should be the payer's North Carolina Account ID.
    • The State ID for NE for W-2 should be the Nebraska ID Number. The State ID for SUI is the Employer Account Number.
    • The State ID for NJ for SUI is the NJ Taxpayer ID Number. The State ID for W-2 should be the Withholding Account Number.
    • The State ID for OH for SUI is the Employer Number.
    • The State ID for OK for SUI is the Oklahoma Account Number.
    • The State ID for OR for W-2 will be the Oregon Business Identification Number. The State ID for SUI is the Oregon Business Identification Number.
    • The State ID for PA for W-2 will be the Pennsylvania Account ID. The State ID for SUI is the Employer's Account Number.
    • The State ID for TN for SUI is the State Account Number.
    • The State ID for TX for SUI is the Account Number.
    • The State ID for UT for W-2 is the Utah Account Number. The State ID for SUI is the Utah Registration Number.
    • The State ID for VA for W-2 is the Account Number. The State ID for SUI is the Account Number.
    • The State ID for WI for SUI is the U.C. Account Number.
  7. Click Save.

Create the W-2

  1. Double click on the payer name.
  2. Choose the recipient to add state information to. If the recipient does not yet exist, create the recipient by clicking Add Recipient.
  3. Click Add Form.
  4. Choose the W-2 in the drop-down menu.
  5. Navigate to the Return Information tab in the W-2 data entry screen.
  6. Choose the state from the State drop down menu. 
  7. If the Data Entry Method is set to Year-End:
    1. Click on the Dollar Amounts tab and enter the applicable state information.
      • State One Wages and State One Withheld will refer to the state listed first in the Return Information tab.
      • State Two Wages and State Two Withheld will refer to the second state.
    2. Enter the "School District Wages" in the Locality One Wages or Locality Two Wages field, depending on whether the state is listed as the first or second state.
    3. Enter the "School District Wages" in the Locality One Wages or Locality Two Wages field, depending on whether the state is listed as the first or second state.
    4. Click Save.
    5. Click OK.
  8. If the Data Entry Method is set to Quarterly:
    1. Click Save on the W-2 data entry screen.
    2. Click OK.
    3. Click the Add Transaction link to create a new transaction.
    4. Enter the applicable state information.
      • State One Wages and State One Withheld will refer to the state listed first in the Return Information tab on the W-2.
      • State Two Wages and State Two Withheld will refer to the second state.
    5. Enter the "School District Wages" in the Locality One Wages or Locality Two Wages field, depending on whether the state is listed as the first or second state.
    6. Enter the "School District Wages" in the Locality One Wages or Locality Two Wages field, depending on whether the state is listed as the first or second state.
    7. Click Save.
    8. Click OK. 

Add State Data to Existing W-2

  1. Double click on the payer name.
  2. Choose the recipient to add state information to. 
  3. Double click on the W-2 in the Form List. 
  4. Navigate to the Return Information tab in the W-2 data entry screen.
  5. Choose the state from the State drop down menu.
  6. Choose the state from the State drop down menu.
  7. If the Data Entry Method is set to Year-End:
    1. Click on the Dollar Amounts tab and enter the applicable state information.
      • State One Wages and State One Withheld will refer to the state listed first in the Return Information tab.
      • State Two Wages and State Two Withheld will refer to the second state.
    2. Click Save.
    3. Click OK.
  8. If the Data Entry Method is set to Quarterly:
    1. Click Save on the W-2 data entry screen.
    2. Click OK.
    3. Click the Add Transaction link to create a new transaction.
    4. Enter the applicable state information.
      • State One Wages and State One Withheld will refer to the state listed first in the Return Information tab on the W-2.
      • State Two Wages and State Two Withheld will refer to the second state.
    5. Click Save.
    6. Click OK. 

Adding a Second W-2 to Report Additional State and/or Box 12 Amounts

  1. Click on the Payer List button.
  2. Double click the payer.
  3. Highlight a recipient from the list.
  4. Click the Add Form button.
  5. From the Form Type drop down menu select the form W-2.
  6. To complete state information on additional W-2 form:
    1. Click on the Return Information tab.
    2. Select or enter the two-letter abbreviation for the additional state(s).
    3. Enter the State ID number for the state(s).
    4. On the dollar amounts or W-2 transactions screen complete the fields with the data for the additional state(s). Do not enter the same federal tax data that was entered on the first W-2 form.
    5. Complete the employment information tab and the state specific tab if necessary.
  7. To complete Box 12 codes on the additional W-2 form:
    • On the dollar amounts tabor W-2 transactions screen complete the fields pertaining to Box 12 amounts.
    • If the amounts required are not there they can be added by following the steps in the How to add an Amount type article.
    • Do not enter the same federal tax data that was entered on the first W-2 form.
  8. Click Save.
  9. Click OK to close the form.

Notes for Specific States

  • CA - State Disability Insurance (CASDI) or Voluntary Plan for Disability Insurance (VPDI).
    There are three ways to enter this information:
    • On the W-2 Return Information tab, Box 14 field, enter the label and amount. For example, enter "CASDI $1234.56" or "VPDI $1234.56".
    • Use one of the customizable amount types (Misc Deduction One - Five). Change the short name to CASDI or VPDI, and check the box "Print short name and value in: Box 14".
    • Use the amount types of "CA State Disabil Ins Withheld" (for CASDI); or "CA Voluntary Pgm Dis Ins With" (for VPDI).
  • IN - Enter the "County Taxable Wages" in the Locality One Wages or Locality Two Wages field, depending on whether Indiana is listed as the first or second state.
  • KS - Kansas Employees Contributions to Public Employees- Retirement Systems (KPERS)
    There are three ways to capture this information:
    • On the W-2 Return Information tab, Box 14 field, enter the label and amount. For example, enter "KPERS $1234.56" or "KPERS 1234.56".
    • Use one of the customizable amount types (Misc Deduction One – Five). Change the short name to KPERS and check the box "Print short name and value in: Box 14".
    • Use the amount type of "KS Pub Empl Retirement Systems".
  • MA - Fields that must be filled in to comply with MA Specifications:

    Payer Information:

    • TIN, Name, Address, City, and State.

    Recipient Information:

    • SSN and Last Name.

    W-2 Return Information:

    • State (One or Two) Wages.

  • MD - State Pickup

    To correctly capture the information for "State Pickup", you must enter the data on the W-2 Return using two lines of Manual Box 14 fields. In the first one enter Pickup, in the second one; enter the amount up to 99999999.99. Do not enter a dollar sign for the amount.

    There are two ways to enter this information:

    • On the W-2 Return Information tab, Box 14 field, enter the label and amount.
    • Use one of the customizable amount types (Misc Deduction One – Five). Change the short name to "State Pickup", and check the box Print short name and value in: Box 14.
  • ME - Employee Contributions to Maine Public Employees- Retirement Systems (MEPERS).
    There are two ways to capture this information:
    • On the W-2 Return Information tab, Box 14 field, enter the label and amount. For example, enter "MEPERS $1234.56" or "MEPERS 1234.56". 
    • Use one of the customizable amount types (Misc Deduction One – Five). Change the short name to MEPERS and check the box "Print short name and value in: Box 14".
  • NJ - Combined NJ Unemployment Insurance, Workforce Development Partnership Fund/Supplemental Workforce Fund (UIWFSWF).
    There are three ways to capture this information.
    • On the W-2 Return Information tab, Box 14 field, enter the label and amount. For example, enter "UIWFSWF $123.45" or "UIWFSWF 123.45" (anything more than this gets truncated - 123456789.12 translates to 12345).
    • Use one of the customized amount types (Misc Deduction One - Five). Change the Short Name to UIWFSWF and check the box "Print short name and value in: Box 14". Enter up to 999.99 in the customized amount type (anything more than 999.99 gets truncated).
    • In the Transaction, use the Amount Type of "NJ UI/WrkforceDv/SupplWorkFund". Enter up to 999.99 (anything more than 999.99 gets truncated).

  • NJ - Disability Insurance Withheld (DI).
    There are three ways to capture this information.

    • On the W-2 Return Information tab, Box 14 field, enter the label and amount. For example, enter "DI $999.99" or "DI 999.99" (anything more than this amount gets truncated - 123456789.12 translates to 12345).
    • Use one of the customized amount types (Misc Deduction One - Five). Change the Short Name to DI and check the box "Print short name and value in: Box 14". Enter up to 999.99 in the customized amount type (anything more than 999.99 gets truncated).
    • In the Transaction, use the Amount Type of "NJ Disability Ins Prem With". Enter up to 999.99 (anything more than 999.99 gets truncated).
  • NJ - Family Leave Insurance Withheld (FLI).
    There are three steps to capture this information.
    • Enter the amount of Family Leave Insurance Withheld (FLI) in Locality One Tax Withheld or Locality Two Tax Withheld field.
    • Enter "FLI" in the corresponding Locality One Name or Locality Two Name field.
    • For FLI Private Plans only: on the W-2 Return Information tab, Box 14 field, enter the label FLIPP# followed by the plan number. For example, enter "FLIPP# 99999999999".
  • OH - Enter the 4-digit School District Number and the letters "SD" in the Locality field of the State that is Ohio. Format as SD 1234, SD1234, 1234 SD, or 1234SD.
    • Enter the "School District Wages" in the Locality One Wages or Locality Two Wages field, depending on whether Ohio is listed as the first or second state.
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