NYS Comptroller Seal  

Bureau of State Payroll Services

Date:  December 10, 2002

Bulletin No. 359


Subject 2002 W-2 Year End Processing
Purpose To provide the processing schedule and policies.
Year-End Processing Schedule Employees' copies of 2002 W-2 forms will be prepared by the Office of the State Comptroller (OSC) and mailed to the agency payroll units for distribution before February 1, 2003.

W-2s for the 2002 calendar year will include earnings paid on checks dated:
Administration: 1/02/2002 through 12/31/2002
Institution: 1/10/2002 through 12/26/2002

An employee who has worked for more than one State agency during the year, in most circumstances, will receive one W-2. Workers' Compensation supplemental payments will continue to be included in the W-2 statements.

NOTE:
AC 230's for calendar year 2002 must be received by OSC no later than 1/2/2003 for the Institution cycle or 1/8/2003 for the Administration cycle to be included in the 2002 W-2.Agency payroll units will need to prepare corrected W-2 forms if these deadlines are not met.

Refer to Payroll Bulletin No. 342 for the AC 230 processing schedule.

2002 W-2 Form The information which will appear on the W-2 is described below:
Box 1 Wages, Tips and Other Compensation
Federal taxable wages

Box 2 Federal Income Tax Withheld
Total federal income tax withheld

Box 3 Social Security Wages
Wages subject to Social Security taxes, not to exceed $84,900.00.

Box 4 Social Security Tax Withheld
Social Security Tax deducted, not to exceed $5,263.80.

Box 5 Medicare Wages
All wages subject to Medicare taxes.  There is no salary cap on Medicare wages.

Box 6 Medicare Tax Withheld
Medicare tax deducted.

Box 9 Advance EIC Payments
Total earned income credit paid to an employee.

Box 10 Dependent Care Benefits
Total dependent care deductions.

Box 12 Codes (Amounts not included in Box 1)

E
- Section 403(b) contributions
G - Section 457(b) deferred compensation plan
P - Excludable moving expense reimbursements (not included in boxes 3, and 5)

Box 13 Checkbox
[ ]Retirement Plan   [ ]Third Party Sick Pay

Box 14 Other
Amounts to be reported:

414 (H) All non-taxable Tier 3 and Tier 4 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, it can be disregarded for state and local taxes since the 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 - lease value of employer-provided vehicle
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.
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 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, and is not included in Boxes 1, 3, and 5. This amount must be reported for State and Local Taxes.
TPS The amount of sick pay paid by a third party.

Box 15 State Employer's State
A two-letter code from the list below indicating which State income taxes were withheld.

NY - New York
IL - Illinois
DC - District of Columbia
VA - Virginia

Box 17 State Income Tax
The total State tax withheld is reported in this box.

Box 19 Local Income Tax
The total local taxes withheld are reported in this box. 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
Name of locality if local income tax was withheld for New York City and /or City of Yonkers.

Employer's Name and address

This information will be printed on all copies of the W-2 and includes the NYS Federal ID # (14-6013200), City University Federal ID # (13-3893536), NYS Environmental Facilities Corp Federal ID # (14-1499804), NYS Science and Technology Federal ID # (14-1491323), SUNY Construction Fund Federal ID # (14-6019701) OR Industrial Exhibit Authority Federal ID # (16-1332929).
Additional Employee Information
Also See Attachment A: Taxable Gross Calculations
Employees in agencies other than CUNY should retain their last check stub of 2002 for a record of the Non-Taxable Health Insurance paid in 2002. Although this amount is deducted from boxes 1, 3, and 5 to calculate the taxable salary for federal income tax and social security and Medicare taxes, the amount paid for health insurance in 2002 does not appear on the W-2.

For CUNY employees, deductions for Dependent Care, Flexible Spending Account and Non-taxable Health Insurance are reported as IRC125 in Box 14.
Questions Questions regarding the W-2 process and the AC-230 process may be directed to the Payroll Deductions mailbox.

Attachment A - Taxable Gross Calculations