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 | Wage, Tips and Other Compensation The amount in this box is the Federal taxable gross wages |
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| Box 2 | Federal Income Tax Withheld The amount in this box is the Federal income tax withheld. |
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| Box 3 | Social Security Wages The amount in this box is the wages subject to Social Security taxes, not to exceed $106,800. |
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| Box 4 | Social Security Tax Withheld The amount in this box is the Social Security tax withheld, not to exceed $6,621.60. |
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| Box 5 | Medicare Wages The amount in this box is the wages subject to Medicare withholding. |
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| Box 6 | Medicare Tax Withheld The amount in this box is the Medicare tax withheld. |
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| Box 9 | Advance EIC Payments The amount in this box is the total Earned Income Credit payments. |
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| Box 10 | Dependent Care Benefits The amount in this box is the total dependent care benefit. |
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| Box 12 | Codes E - Section 403(b) contributions G - Section 457(b) deferred compensation plan P - Excludable moving expense reimbursements (not included in Boxes 3 and 5) |
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| 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. |
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| Box 14 | Other Amounts to be reported:
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| 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 |
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| 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. |
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| Box 17 | State Income Tax The amount in this box is the State tax withheld. |
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| Box 18 | Local Wages The amount in this box is the Local wages. |
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| Box 19 | Local Income Tax The amount in this box is the Local taxes withheld. |
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| 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 notappear 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
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.