Setting up Payroll For W-2: Critical Fields on the Modify Deduction Screen

There are four critical fields for W2 processing on the Modify Deduction (Payroll→Setup→Deductions→Modify Deduction) screen:

• Code
• Type
• Type of Pension Deduction
• W2 Display Option

Code

The "Code" field is a primary key field for the Deduction table;  once it is set it cannot be edited.  It is set only at the time the Deduction is created.  There are three special codes that are picked up for W2 processing:

• FLI (for Family Leave Insurance)
• SDI (for State Disability Insurance)
• SUI (for State Unemployment Insurance)

All other Codes are ignored - and the other fields listed below are used instead.

Type

The Type field indicates the type of deduction. This field cannot be left blank.  However, there are eight specific "System" deductions that are picked up for the W2, as detailed in the Top Left box on the Validate Deduction Setup screen:

• Federal Income Tax (SYS_FED_INC)
• Social Security (SYS_SOCSEC)
• Medicare (SYS_MEDICARE)
• Medicare Additional (SYS_MEDICARE_AD)
• NJ Income Tax (SYS_NJ_INC)
• PA Income Tax (SYS_PA_INC)
• Imputed Income (SYS_IMPUTED)
• Workers Comp (SYS_WCOMP)

Other codes are not picked up for the items in that section of the Validate Deduction Setup screen.

The full set of possible codes is found in the DEDUCTION_TYPE_CODES Codes table on the Setup→Codes screen:

Type of Pension

The "Type of Pension" field is blank unless the Deduction is pension related. This field controls whether or not the Deduction will be picked up for one of rows in the Top Right box of the Validate Deduction Setup screen.   Options in the Type of Pension field include:

• <leave blank>
• Arrears
• Back DCRP
• Back Insurance
• Contributory Insurance
• Imputed Income
• Loans
• Pension
• Pension (Hourly)
• Purchases
• Supplemental Annuity

W2 Display Options

This field controls which Deductions are included in the various fields of the Bottom Left box on the Validate Deduction Setup screen.

This field can be blank, or can be one of the following:

The letter code is the IRS code, the label is the corresponding meaning within Genesis SchoolFi.