2b. Verify ID numbers for federal and state pay codes
Before you prepare the W-2 forms for your employees, you should verify that the correct identification numbers for the federal employer ID number and state tax ID number have been defined in the system. The Government Reporting application will use the federal and state ID numbers for the W-2s.
First, verify the federal tax ID number
Second, verify the state tax ID number
Watch a video
First, verify the federal tax ID number
Verify the federal tax ID number is correct. In most organizations, you’ll want to check the pay code for Federal Withholding Tax (FWT) (76-00). You can use the pay code list or the pay codes table in the Payroll application.
Use the pay code list to verify the federal tax ID number
Use the pay codes table to verify the federal tax ID number
1. Use the Pay Code List - Detail for Tax Pay Codes [Caselle Master] to look up the federal withholding tax pay code (76-00).
2. Verify the pay code displays the correct federal tax ID number.
Pay Code List - Detail by pay code, Federal withholding tax (76-00) pay code
Is the federal tax ID correct?
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Yes, the federal tax ID is correct. That’s good news. Continue to the next step in this section to verify the state tax ID number.
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No, the federal tax ID is not correct. You need to enter the correct federal tax ID before you continue. Open Connect Payroll > Organization and click Pay Codes. Next, look up the federal tax pay code (76-00). Click on the Identification Number box and then enter the correct federal tax ID. Now, you’re ready to verify the state tax ID number.
1. Open Connect Payroll > Organization > Pay Codes.
2. Display the Federal Withholding Pay Code.
Example: 76-00 Federal Withholding Tax
Federal withholding tax pay code
3. Verify the Federal ID number.
The Identification Number box stores the Federal ID number. This is the Federal ID number that Connect will use to print on reports and forms.
Federal withholding tax pay code, Identification number
Does the correct federal tax ID display in the Identification Number box?
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Yes, the correct federal tax ID is displayed. That’s good news. Continue to the next step in this section to verify the state tax ID number.
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No, the federal tax ID is not correct. Click on the Identification Number box and then enter the correct Federal ID. Now, you’re ready to verify the state tax ID number.
Second, verify the state tax ID number
Verify the state tax ID number is correct. In most organizations, you’ll want to look up pay code 77-00 SWT. You can use the pay code list or the pay codes table in the Payroll application.
Use the pay code list to verify the state tax ID number
Use the pay codes table to verify the state tax ID number
1. Use the Pay Code List - Detail for Tax Pay Codes [Caselle Master] to look up the state withholding tax pay code (77-00).
2. Verify the pay code displays the correct state tax ID number.
Pay Code List - Detail by pay code, State withholding tax (77-00) pay code
Is the state tax ID correct?
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Yes, the state tax ID is correct. That’s good news. Continue to 2c. Review the subject to pay codes.
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No, the state tax ID is not correct. You need to enter the correct federal tax ID before you continue. Open Connect Payroll > Organization and click Pay Codes. Next, look up the state tax pay code (77-00). Click on the Identification Number box and then enter the correct state tax ID. Now, you’re ready to review the subject to pay codes.
1. Open Connect Payroll > Organization > Pay Codes.
2. Display the State Withholding Pay Code.
Example: 77-00 State Withholding Tax
State withholding tax pay code
3. Verify the state ID number.
State withholding tax pay code, Identification number
Does the correct state tax ID number display in the Identification Number box?
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Yes, the correct state tax ID is displayed. That’s good news. Continue to the next step in this section.
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No, the state tax ID is not correct. Click on the Identification Number box and then enter the correct state tax ID. Now, you’re ready to verify the Subject To pay codes.
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