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Working with Form W-2 at Year-End

Editing Boxes 8, 10, 11, 12, or 14 on Form W-2

You can add adjustments on Form W-2.

On Form W-2, Boxes 8, 10, 11, 12, and 14 contain adjustments or cost centers associated with a W-2 box. However, you can also manually enter information into these boxes.

If you are entering amounts manually, you can enter a comment or display the adjustments associated with the selected employee's record. Once you select an adjustment type, a window displays with the adjustments for the selected type. You can enter a brief description for adjustments added in box 14. After entering all adjustments for the selected employee, you must click Apply.

Note: To learn more about adjusting fields 10, 12, and 14, see the

IRS' Instructions for Form W-2

.

Entering Adjustment Amounts on an Employee’s Form W-2

  1. Under Manage Records, click the Period End Procedures tab.
  2. Select Add/Edit W2 Totals in the drop-down list, and click Go .
  3. In the Control No. box, enter the employee number. Click Lookup to select the employee. If you are working in version 10.6, this is labeled Employee, so enter the employee name.
  4. Verify that the tax year is correct for the W-2 you are editing. Click the Up and Down arrows to change the year, if necessary.
  5. Under Transaction Information, select the quarter for which you want to enter information. If you do not select a quarter, all amounts entered are applied to the fourth quarter and become effective as of 12/31.
  6. Select Box 8, 10, 11, 12, or 14, then click Lookup .
  7. Select the adjustment type, then select the Adj#, and click OK. ACS automatically inserts the dollar amount for the adjustment you selected in step #6. You can edit the amount, if necessary.
  8. Select the Code field and enter the correct W-2 code for the adjustment for Box 12.
  9. Click Apply.

Associating a W-2 Box With an Adjustment or Cost Center

  1. Under Advanced Tools, click the Define Lists tab, then select Payroll in the drop-down list, and click Go .
  2. Expand Payroll.
  3. Click either Adjustments or Cost Centers, select the item you would like to edit, and click Edit.
  4. Under W-2 Totals, select the box you want to fill automatically from the drop-down list and click OK.

Disbursing the Amount

If you have more than one cost center or pay type on an employee record, the Wages Split by Pay Types/Cost Center window displays after you click Apply. You can disburse these amounts to multiple cost centers.
  1. Under Adjustment Dispersal in the Add/Edit W2 Adjustments window, click Edit.
  2. Select the pay type and cost center.
  3. Enter the amount that applies.
  4. Click OK.
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Last updated: July 11, 2023