Objective: Modify the W-2 process for SSA and IRS 2008 requirements.

Transcription

1 REVISED: 12/16/08 W REPORTING Attachment to Service Request # SR Requirements 2008 W-2 reporting requirements. Objective: Modify the W-2 process for SSA and IRS 2008 requirements. Requested by: FMgmt-Payroll Coordination Analyst: Carolyn Murray Cycle Date(s): These changes must be implemented in time for campuses to produce and distribute W-2 forms to employees by February 2, Overview: W-2 reporting for 2008 includes changing the tax year from 2007 to 2008 and one change in the RA record of the electronic file. Page 1 of 8

2 TABLE OF CONTENTS Page 1.0 INTRODUCTION W-2 EXTRACT EDITS FORMS FILES REPORTS TESTING IMPLEMENTATION 5 ATTACHMENTS 1 Form W File Layout for RA record Page 2 of 8

3 1.0 INTRODUCTION The purpose of this document is to request that modifications be made to the W-2 process for tax year 2008 reporting. 2.0 W-2 EXTRACT EDITS 2.1 Country Code Changes (REVISED) The Postal country code is used for reporting on the W-2 file only. In a few cases, the Internal Revenue Service (IRS) country codes, maintained in PPS, differ from the Postal country codes. The IRS country code is mapped to the Postal country code. The source for Postal codes is found in SSA Publication No , EFW2 Tax Year The IRS Country code is a two letter code found in IRS Publication 1187, specifications for the electronic filing of Forms 1042S Please make the following changes: These changes eliminate the difference between the IRS codes and the Postal Codes for these two countries. Country Old Postal Code New Postal Code Antarctica OC AY Country New IRS Code Old IRS Code United Arab AE TC Emirates Please delete the following Postal Code; the IRS code has been deleted. Country Yugoslavia Postal Code OC Please add the following Postal Codes noting the corresponding IRS Codes which have been added: Page 3 of 8

4 Country IRS Code Postal Code Serbia RB RB Montenegro MJ MJ St. Barthelemy TB OC St. Martin RN OC Kosovo KV OC REVISED See footnote. The U.S. Military Post Office Abbreviation AC (Contingency Operations) has been removed from the list of acceptable Military Post Offices. Please make this change if applicable LASER FORM W-2 Please make the following changes to the laser Form W-2: Change the year from 2007 to See Attachment 1 for a sample copy. (Not to Scale). 4.0 FILES 4.1 Federal W-2 File The reporting year (2008) is entered on the specification record and is used in the Employer Record (RE type, location 3-6). Thus, no change to the W-2 file is required for reporting the tax year. RA Record Submitter Record The Field Name for Personal Identification Number (PIN), positions of the RA Record, has been changed to User Identification (User ID). There is no change to the identification number itself. 4.2 OW2 File 1 No change required since the AC code is not defined in the list of valid military postal state codes. As of 2008, the three defined codes are AA, AE and AP. Page 4 of 8

5 No changes are submitted with this request. 5.0 REPORTS No changes are submitted with this request. 6.0 TESTING - REVISED After regular testing has been performed, use SSA s Accuwage software to test the W-2 file. The software can be accessed at SSA s website: Testing in Accuwage is to be completed by Payroll Coordination and Tax Services. 7.0 IMPLEMENTATION These changes need to be implemented in time for campuses to distribute W-2 forms to employees by February 2, The deadline for electronic filing is March 31, Page 5 of 8

6 ATTACHMENT W-2 TEMPLATE Page 1 of 3 d Control number a Employee's social security number 1 Wages, tips, other compensation 2 Federal income tax withheld cemployer's name, address, and ZIP code bemployer identification number 3 Social security wages 4 Social security tax withheld UC OFFICE OF THE PRESIDENT 5 Medicare wages and tips 6 Medicare tax withheld 1111 FRANKLIN ST, 8 TH FLOOR OAKLAND, CA Advance EIC payment 10 Dependent care benefits e Employee's name, suffix f Employee s address and ZIP code 12 See Instrs for Box Other This information is being furnished to the Internal Revenue Service. OMB No Department of the Treasury-Internal Revenue Service 12a C exec life ins 12b E 403(b) 12c G 457(b) 12d P moving expenses 12e 12f 11 Nonqualified plans 13 Statutory Retirement Third-party Employee plan sick pay DCP-CAS DCP-REG INCLUDED IN BOX 01: OTHR INC INTEREST FRINGE Form W-2 Wage and Tax 2008 Statement Copy B To Be Filed With Employee's FEDERAL Tax Return 15 State Employer's state ID No. 16 State wages, tips, etc. 17 State income tax 18 Local wages,tips,etc. 19 Local income tax 20 Locality name Page 6 of 8

7 ATTACHMENT W-2 TEMPLATE Page 2 of 3 d Control number a Employee's social security number 1 Wages, tips, other compensation 2 Federal income tax withheld cemployer's name, address, and ZIP code bemployer identification number Social security wages 4 Social security tax withheld UC OFFICE OF THE PRESIDENT 5 Medicare wages and tips 6 Medicare tax withheld 1111 FRANKLIN ST, 8 TH FLOOR OAKLAND, CA Advance EIC payment 10 Dependent care benefits e Employee's name, suffix f Employee s address and ZIP code 12 See Instrs for Box Other This information is being furnished to the Internal Revenue Service. If you are required to file a tax return, a negligence penalty or other sanction may be imposed on you if this income is taxable and you fail to report it. 12a C exec life ins 12b E 403(b) 12c G 457(b) 12d P moving expenses 12e 12f 11 Nonqualified plans DCP-CAS DCP-REG INCLUDED IN BOX 01: OTHR INC INTEREST FRINGES Form W-2 Wage and Tax 2008 Statement Copy C For EMPLOYEE'S RECORDS (See Notice to Employee on back of Copy B). 13 Statutory Retirement Third-party Employee plan sick pay OMB No Department of the Treasury-Internal Revenue Service 15 State Employer's state ID No. 16 State wages, tips, etc. 17 State income tax 18 Local wages,tips,etc. 19 Local income tax 20 Locality name Page 7 of 8

8 ATTACHMENT W-2 TEMPLATE Page 3 of 3 d Control number a Employee's social security number 1 Wages, tips, other compensation 2 Federal income tax withheld cemployer's name, address, and ZIP code bemployer identification number Social security wages 4 Social security tax withheld UC OFFICE OF THE PRESIDENT 5 Medicare wages and tips 6 Medicare tax withheld 1111 FRANKLIN ST, 8 TH FLOOR OAKLAND, CA Advance EIC payment 10 Dependent care benefits e Employee's name, suffix f Employee s address and ZIP code 12 See Instrs for Box Other OMB No Department of the Treasury-Internal Revenue Service 12a C exec life ins 12b E 403(b) 12c G 457(b) 12d P moving expenses 12e 12f 11 Nonqualified plans 13 Statutory Retirement Third-party Employee plan sick pay DCP-CAS DCP-REG INCLUDED IN BOX 01: OTHR INC INTEREST FRINGES Form W-2 Wage and Tax 2008 Statement Copy 2 To Be Filed With Employee's State, City, or Local Income Tax Return 15 State Employer's state ID No. 16 State wages, tips, etc. 17 State income tax 18 Local wages,tips,etc. 19 Local income tax 20 Locality name Page 8 of 8