State Payroll Services
A Brief Description of State of New York Form
W-2 (Wage and Tax Statements)
In order to help employees of the State of New York better understand the information reported on their Form W-2, the Bureau of State Payroll Services has developed a brief description of how certain data is derived and what it represents.
As you review your Form W-2 Statement for 2012, consider the following:
1. Comparing your Form W-2 and your final paycheck/advice statement:
The Federal Taxable Wages reported in Box 1 (Wages, Tips, and Other Compensation) on the Form W-2 is generally the same amount that is reported as the Federal Taxable Gross on your final paycheck/advice statement for calendar year 2012.
There are a few exceptions to this. The most common is the reporting of payments for Taxable Expenses (e.g. non-overnight meals) that are not reported on the paycheck/advice statement. This is reported as EXP in Box 14 of the Form W-2 statement. Other exceptions are the reporting of Third Party Sick pay (TPS), Imputed Income (IMP), Imputed Income Married (IIM), personal use of a State-Provided Vehicle, and Certification and Licensure Exam Fee Reimbursement (FRB). These additions to the Federal Taxable Gross are reported in Box 14 of the Form W-2 statement.
2. Explaining Form W-2 wage reporting differences:
Social Security Wages (Box 3) and Medicare Wages (Box 5) are in many instances different from the amount reported for Federal Taxable Wages (Box 1). The difference, for the most part, represents before tax contributions to the following:
- 414(h) retirement
- 403(b) Tax Deferred Annuities
- 457(b) NYS Deferred Compensation Plan
In addition these amounts may be different because the maximum Social Security Taxable Wage is capped at $110,100.00. There is no cap on the taxable Medicare wages.
3. Reporting deductions for non-taxable health insurance:
Non-taxable health insurance is not reported on the Form W-2 and is excluded from Federal Taxable Wages, Social Security Wages and Medicare Wages.
The total amount deducted for non-taxable health insurance is reported as a year-to-date amount on your final paycheck/advice statement for the calendar year. Retain your last paycheck/advice statement for 2012 as a record of the Non-taxable Health Insurance paid in 2012.
4. Reporting deductions for charitable contributions through SEFA:
Charitable contributions to SEFA are not reported on the Form W-2. The total amount deducted for SEFA is reported as a year-to-date amount on your final paycheck/advice statement for the calendar year.
Retain your last paycheck/advice statement of 2012 for a record of the SEFA amount for tax purposes.
5. Reporting deductions for the Health Care Spending Account:
The total amount deducted for the health care spending account is reported as a year-to-date amount on your final paycheck/advice statement for the calendar year. This deduction is not reported on the Form W-2 even though the total amount is excluded from boxes 1, 3 and 5.
6. Reporting of the NYS-Ride Transportation Benefit Program and the CUNY Transit Benefit Transportation Spending Account Program:
Employees participating in these programs should retain their last paycheck/advice statement for 2012 as a record of their pre-tax and after-tax transit benefit amounts. Although the pre-tax amount is deducted in Boxes 1, 3 and 5 to calculate the taxable salary for Federal income tax and Social Security and Medicare taxes, the amount paid for the pre-tax transit benefit and the after-tax transit benefit in 2012 do not appear on the Form W-2.
7. Employees who are members of the State of New York’s organized militia and are paid in Agencies 01071 and/or 01072 whose military pay is exempt from NYS income tax as provided by New York Tax Law will see this exempt amount in Box 14 of the Form W-2 with code MNA.
A sample Form W-2 and an explanation of what the individual boxes contain follow:
2012 Form W-2 Description of Boxes
Box 1 Wages, Tips and Other Compensation
Federal taxable wages are reported in this box.
Box 2 Federal Income Tax Withheld
The total Federal income tax withheld from your pay is reported in this box.
Box 3 Social Security Wages
The wages subject to Social Security tax, not to exceed $110,100.00
Box 4 Social Security Tax Withheld
The total Social Security Tax deducted from your pay, not to exceed $4,624.20.
Box 5 Medicare Wages
All wages subject to Medicare tax. There is no salary cap on Medicare wages.
Box 6 Medicare Tax Withheld
The total Medicare tax deducted from your pay.
Box 10 Dependent Care Benefits
The total dependent care deductions.
Box 12 Certain deductions, elective deferrals and/or reimbursed amounts
E - Section 403(b) contributions
EE- Designated Roth (after-tax) contribution under a governmental Section 457(b) plan.
DD- Cost of employer-sponsored health coverage. This is the aggregate cost of employer and employee share of health care cost. This is informational only.
G - Section 457(b) deferred compensation plan
P - Excludable moving expense reimbursements (not included in Boxes 1, 3 or 5)
Box 13 Checkboxes
Retirement Plan - This box is checked if you are eligible to participate in a NYS retirement plan.
Third Party Sick Pay – This box is checked if you received third party sick pay benefits.
Box 14 Other
Amounts to be reported:
414(h) - All non-taxable retirement contributions made to New York State or City retirement systems or to TIAA-CREF. This amount must be reported for State and Local taxes. If there is a minus sign (-) with this amount, State and Local taxes have already been paid.
UTA - Uniform/Tool Allowance
EXP - Taxable Expense. This code is used for payments of “lieu of expenses,” non-overnight meal allowances, excess per diem reimbursements or personal car mileage.
FRB - Taxable Fringe Benefit. This code is used for the taxable value of personal use of an employer provided vehicle and/or Certification and Licensure Exam Fee Reimbursement.
EDA - Educational Assistance Payments
TXP - Taxable transportation fringe benefits (parking) in excess of IRS excludable amounts.
PPL - Pre-Paid Legal Expense
IMP - Imputed Income. The value of the employer's contributions for employees with Domestic Partner Health Insurance.
IIM - Imputed Income Married. The value of the employer contribution for health insurance benefits provided to a married employee’s same-sex spouse.
WCX - Workers' Compensation excluded amount. This is the amount awarded by NYS Workers' Compensation Board which is excluded from the gross pay for the current year for a work- related injury.
IRC125 - For City University of New York (CUNY) employees only. This amount includes Dependent Care, Flexible Spending Account, and Non-Taxable Health Insurance and is excludable for Federal income tax, FICA and Medicare taxes. It is not included in Boxes 1, 3 and 5. This amount must be reported for State and Local taxes.
MNA - The amount of military pay exempt from NYS income tax as provided by New York Tax Law.
Note: This is applicable to members of the New York State organized militia only paid in Agencies 01071 and/or 01072.
TPS - The amount of taxable sick pay paid by a third party.
CPA - The amount of Chaplain's Parsonage Allowance.
Box 15 State
A two-letter code identified below indicating to which State income taxes were reported.
|NY - New York||CA - California||PA - Pennsylvania|
|IL - Illinois||FL - Florida||SC - South Carolina|
|GA- Georgia||TX- Texas||DC- District of Columbia|
Box 16 State Wages
The State wages are the same amount required to be reported for Federal wages in Box 1 – Wages, Tips and Other Compensation.
Box 17 State Income Tax
The total State tax withheld.
Box 18 Local Wages
The total Local wages are reported in this box. New York City wages are on the top line and Yonkers wages are directly below in the same box. For a part-year New York City resident, the amount reported is for the period that the employee was a New York City resident. The Yonkers wages are the same amount as the State wages.
Box 19 Local Income Tax
The total Local taxes withheld are reported in this box. If applicable, New York City tax withheld is on the top line and Yonkers tax withheld is directly below in the same box.
Box 20 Name of Locality
The name of locality if Local income tax was withheld.
|New York City||P0001|
Employer's Name, Federal Identification Number and Address
This information will be printed on all copies of the Form W-2 and include:
- State of New York Federal ID #14-6013200
- City University Federal ID #13-3893536
- SUNY Construction Fund Federal ID # 14-6019701
NOTE: The return address on the Form W-2 is the Agency address where the employee works.
Retain your last paycheck/advice statement of 2012 for a record of any Non-taxable Health Insurance, payments to health care spending account in 2012 and charitable contributions made to SEFA in 2012.
Employees participating in the NYS-Ride Program should retain their last paycheck/advice statement for 2012 for a record of their participation in the program.
CUNY employees with deductions for the Commuter Benefits Program should retain their last paycheck/advice statement of 2012 for a record of their participation. This information does not appear on the Form W-2.
If you have any questions regarding this information, contact your agency Payroll Officer.