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Date: December 4, 2009

Bulletin Number: 950

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Subject

Form W-2 (Wage and Tax Statement) for Calendar Year 2009

Purpose

To inform agencies of the content information for the 2009 Form W-2.

Background

According to IRS Publication 15, Circular E for 2009, and the Instructions for Form W-2 (Wage and Tax Statement), employers are required to furnish each employee with a Form W-2 by February 1, 2010.

2009 Form W-2 Content

2009 Form W-2s will include earnings paid in paychecks dated:

Administration:

1/7/09 through 12/23/09

Institution:

1/15/09 through 12/31/09

An employee who has worked for more than one (1) State agency during the year will receive only one (1) Form W-2.  Employees who worked in more than one (1) company (for example, both CUNY and NYS) will receive a Form W-2 for each company.  

The information which will appear on the Form W-2 Statement is described below:

Box 1

Wages, Tips and Other Compensation

The amount in this box is the Federal taxable gross wages.

 

 

Box 2

Federal Income Tax Withheld

The amount in this box is the Federal income tax withheld.

Box 3

Social Security Wages

The amount in this box is the wages subject to Social Security taxes, not to exceed $106,800.

 

 

Box 4

Social Security Tax Withheld

The amount in this box is the Social Security tax withheld, not to exceed $6,621.60.

 

 

Box 5

Medicare Wages

The amount in this box is the wages subject to Medicare withholding.

 

 

Box 6

Medicare Tax Withheld

The amount in this box is the Medicare tax withheld.

 

 

Box 9

Advance EIC Payments

The amount in this box is the total Earned Income Credit payments.

 

 

Box 10

Dependent Care Benefits

The amount in this box is the total dependent care benefit.

 

 

Box 12

Codes (Elected deferrals, certain deductions and/or reimbursed amounts.  These amounts are 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

Checkboxes
A check mark is placed in the Retirement Plan box and/or the Third Party Sick Pay box if you are eligible to participate in a retirement plan and/or have 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, 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.

 

 

 

 

WCX

Workers’ Compensation excluded amount.  This is the amount awarded by the NYS Workers’ Compensation Board which is excluded from the current year gross pay 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 NY Tax Law.
Note: This is applicable to members of the New York State organized militia only and paid in Agencies 01071 and/or 01072.

 

 

 

 

TPS


CPA

The amount of sick pay paid by The a Third Party Provider.

The amount of Chaplain’s Parsonage Allowance.

Box 15

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
CA -- California
FL -- Florida
GA -- Georgia
MA -- Massachusetts
MD -- Maryland
NJ -- New Jersey
PA -- Pennsylvania
SC -- South Carolina
TX -- Texas
PR -- Puerto RIco

 

 

Box 16

State Wages

The State wages reported are the same as the amount of Federal wages required to be reported in Box 1 - Wages, Tips and Other Compensation.

 

 

Box 17

State Income Tax

The amount in this box is the State tax withheld.

 

 

Box 18

Local Wages

The amount in this box is the Local wages.

Box 19

Local Income Tax

The amount in this box is the Local taxes withheld. 

 

 

Box 20

Name of Locality

The name of the locality if Local taxes were withheld.

Locality

Locality Code

New York City

P0001

Yonkers

84000

Anne Arundel

003

Wilkes-Barre

851521

Philadelphia City

1510012M

Employer’s Name and Address
This information will be printed on all copies of the Form W-2.  The box will include the Federal Employer Identification Number for the following companies:

New York State  14-6013200
City University 13-3893536
NYS Environmental Facilities Corporation 14-1499804
NYS Foundation for Science, Technology and Innovation 86-1167163
SUNY Construction Fund 14-6019701
Industrial Exhibit Authority 16-1332929

 
Additional Employee Information

Employees should retain their last paycheck stub/direct deposit advice statement for 2009 for a record of Non-Taxable Health Insurance paid in 2009.   Employees participating in the NYS-Ride Transportation Benefit Program should retain their last paycheck stub/direct deposit advice statement for 2009 for a record of participation in the program and verification of the amount paid.

These amounts are excluded from Boxes 1, 3 and 5 to calculate the taxable gross wages for Federal income tax, Social Security and Medicare taxes.   However, the amounts for the health insurance and the NYS-Ride Transportation Program do not appear on the Form W-2.

CUNY employees with deductions for the Pre-Tax and After-Tax Transit Benefit should retain their last paycheck stub/direct deposit advice statement for 2009 for a record of participation and  the amount paid in the CUNY Transit Benefit Transportation Spending Account Program.

The Pre-Tax Transit Benefit deduction is excluded from Boxes 1, 3 and 5 to calculate the taxable gross wages for Federal income tax, Social Security and Medicare taxes.  However, the Pre-Tax and After-Tax Transit Benefit amounts do not appear on the Form W-2. 

Deductions for Dependent Care, Health Care Flexible Spending Account and Non-taxable Health Insurance for CUNY employees are reported as IRC 125 in Box 14.

Taxable Gross Calculations

Taxable Gross Calculations.



W-2 Distribution

The agency address will be used as the return address for all 2009 Form W-2 Statements.

OSC will mail Form W-2s to employees’ addresses currently in PayServ. 

Note:
“Important Tax Document Enclosed” appears on the outside of the Form W-2 Statement.

W-2 Corrections

Agencies should refer to Payroll Bulletin No. 837 for instructions regarding corrected wage information and the issuance of Form W-2c.

Questions

Questions concerning Form W-2s or a Form W-2 correction may be directed to the Tax and Compliance mailbox.