W-2 Sub Codes

Use the W-2 Box Subcodes feature in the Employee W-2 Information window to enter, edit, or delete descriptions for the deductions that will appear in Box 14 on the W-2 form. For example, union dues, employer-paid tuition assistance, or after-tax contributions to a retirement plan may be reported in Box 14.

In order to be used on W-2s, the Box 14 information must be entered when a deduction is created in Manage Deductions. If this setup was missed and a payroll has used the deduction, simply edit the W-2 box & sub code. This action will update the information in the W-2 Employee Information window for all prior registers, and the correct amounts will appear on the W-2 forms.

Add subcode descriptions for Box 14:

1. While in the Employee W-2 Information window, click the W-2 Box Subcodes button, and that window opens.

2. Click the Add button, and W-2 Box 14 Subcodes window opens.

3. In the Sub Code field, enter the name that will print on the W-2 — e.g. PERS.

4. (Optional) In the Description field, enter up to 10 characters. This description appears only in the W-2 Subcodes window.

5. Click Save. The sub code is now available to be used in Manage Deductions.

Edit subcode descriptions for Box 14:

1. While in the Employee W-2 Information window, click the W-2 Box Subcodes button, and that window opens.

2. Check the box for the description you want to edit, and click Edit. The W-2 Box 14 Subcodes window opens.

3. Edit the fields as desired.

4. Click Save. This change in description will be carried over to the deductions that are assigned to that sub code in Manage Deductions.

Delete subcode descriptions for Box 14:

1. While in the Employee W-2 Information window, click the W-2 Box Subcodes button, and that window opens.

2. Check the box for the description you want to delete, and click Delete. You're asked to confirm the action.

3. Click Yes. The description is deleted.

Return to Add a deduction or benefit — Optional Deduction Information fields

Return to Manage Deductions Overview