• Overview of Yearend Tax Reporting
  • Employee Yearend Selection Page
  • Employee Yearend Details Page

Overview of Yearend Tax Reporting

The Employee Yearend Tax Form W-2 Reporting Information Display allows you to view the annual total wages paid to you by USC as reported on the Form W-2 submitted to the IRS each year.
You can view the complete annual summary of previous years only. If you want to see the year-to-date totals for the current year, see the Year-to-Date Payroll Totals Page.

Note that this Display serves only as a convenient way for you to view your information. If you require an official Form W-2 printout for tax reporting purposes, use the Duplicate Yearend Form Request, or contact Payroll Services to request a duplicate yearend form.

Employee Yearend Selection Page

Employee Information Section

This section contains your basic Employee Information. Look over this information carefully to make sure it's all up-to-date, especially your home mailing address, since official Tax Forms are mailed out to you at this address.

Select YearEnd Period Section

Open up the drop-down selection box by clicking on the down arrowhead. It will display available years for which you may view the W-2 Form data. Select a year and click on the "Submit" button. The Employee Yearend Details Page will display your W-2 data for the selected year.

If you wish to leave this process and return to the eTrac Main Menu, click on the "Exit" button.

Employee Yearend Details Page

This page displays the taxable wages USC paid to you for the year you selected on the Yearend Selection Page.

Employee Information Section

The top section of this page displays your basic Employee information. The last line of this section in the "Form Requested" field is the year of the W-2 Form data this page displays.

Yearend Form Section

You'll see 3 columns in this section: Box Number, Box Description, and Box Value.

The "Box Number" serves only as references to the box numbers on the W-2 Form for that year.

The "Box Description" identifies the contents of a box.

The "Box Value" is the data content for a particular Box Description.

The IRS issues out a new W-2 Form format every year. Although there are slight variations in the forms each year, the basic set of information appears on the W-2 forms. The specific form data you're looking at may not contain all items.

Employee Information
Control Number  This number identifies your W-2 Form record/printout. It serves no other purpose.
Employee SSN  This is your Social Security Number. Make sure this is correct.
Employee Name  This is your full name as registered with your SSN.
Employee Street, City, State, Zip  This is your home mailing address.
 
Federal Wages & Taxes
Wages, tips, other Compensation  This number reflects the total amount prior to any deductions USC paid you in the selected year. This amount includes wages, tips, awards, non-cash & taxable benefits, reimbursements, etc.
Federal Income Tax Withheld  This amount is the total Federal income tax withheld from your wages for the year. This amount does not include AEIC payments.
Social Security Wages  This amount is the total amount, excluding tips, that is subject to Employee SS tax. This includes elective deferrals or deferred compensations which are not included in the "Wages, Tips, Compensation" amount.
There is a maximum limit to the amount that is subject to SS taxes. The total of this "SS Wages" box and the "SS Tips" box cannot exceed this SS wage base limit, which may be different every year. If the actual amount goes over the limit, the "Medicare Wages & Tips" box will report the actual amount, and this box will report the limit amount divided between this box and the "SS Tips" box.
Social Security Tax Withheld  This amount is the total SS tax withheld. This includes SS tax on tips.
Medicare Wages and Tips  The amount subject to Medicare taxes is the same as the amount subject to Social Security taxes without the limit. If the wages exceeded the limit on the "Social Security Wages" box, this box will report the actual amount.
Medicare Tax Withheld  This amount is the total Medicare tax withheld.
Social Security Tips  This is the amount of tips you received and have reported to USC for tax purposes. The total of "SS Tips" and "SS Wages" may not exceed the maximum annual SS wage base, which may be different each year. All tips are included in the "Wages, Tips, Comp." total.
Allocated Tips  This amount is the distributed tips you received from a food establishment. This amount is not included in the previous wages or tips amounts.
Advanced EIC Payment  This amount is the total Advanced Earned Income Credit (EIC) USC paid you.
Dependent Care Benefits  This amount is the total cost of dependent care benefits you received under a dependent care assistance program provided by USC.
Non-qualified Plans  This amount is the total distributions or taxable deferrals you received from a nonqualified plan or a Section 457 plan, but was not included in the "Social Security Wages" amount and/or the "Medicare Wages & Tips" amount.
Benefits included in [Wages, Tips, other Comp.]  Fringe benefits included in the "Wages, Tips, Comp." total may be listed separately in this box.
 
Miscellaneous Income & Taxes (Codes)
The following items are specific miscellaneous incomes, deferrals, and taxes that may be reported on your W-2. On the official W-2 form, they within a single box identified by letter codes.
Uncollected SS Tax on Tips-OASDI  This amount is the SS tax on tips that was not collected because of insufficient funds. This amount is not included in the "SS Tax Withheld" amount.
Uncollected SS Tax on Tips-Medicare  This amount is the Medicare tax that was not collected because of insufficient funds. This amount is not included in the "Medicare Tax Withheld" amount.
Cost of Group-term Life over 50,000  This amount is the taxable cost of group-term life insurance coverage over $50,000. This amount is included in the "Wages, Tips, Comp." amount, the "SS Wages" amount, and the "Medicare Wages & Tips" amount.
Section 401(k) Contributions  This amount is the total of elective deferrals to a Section 401(k) cash or deferred arrangement. It also includes deferrals under a SIMPLE retirement account that is a part of a Section 401(k) arrangement.
Section 403(b) Contributions  This amount is the total of elective deferrals made under a Section 403(b) salary reduction agreement.
Section 408(k)(6) Contributions  This amount is the total of elective deferrals made under a Section 408(k)(6) salary reduction SEP.
Section 457(b) Contributions  This amount is the total of elective and nonelective deferrals made to a section 457(b) deferred compensation plan.
Section 501(c)(18)(D) Contributions  This amount is the total of elective deferrals to a Section 501(c)(18)(D) tax-exempt organization play. This amount is included in the "Wages, Tips, Comp." amount.
Nontaxable Sick Pay  This amount is any sick pay that you contributed to a sick pay plan, and is therefore nontaxable. This amount is not included in the "Wages, Tips, Comp." amount, the "SS Wages" amount, and the "Medicare Wages & Tips" amount.
Golden Parachute 20% Excise Tax  This amount is a 20% tax on excess "golden parachute" payments you received. If the excess payments were paid as wages, the 20% excess tax is also included in the "Federal Income Tax Withheld" amount.
Substantiated Business Expense Reimbursements  This amount is the total of nontaxable business reimbursements you received that exceeds the IRS allowable substantiated amount.
Uncollected SS Tax on Group-Life Insur. over $50,000 (non-employees)  This amount is the uncollected Social Security tax on group-life insurance coverage over $50,000 provided to former employees.
Uncollected Medicare Tax on Group-Life Insur. over $50,000 (non-employees)  This amount is the uncollected Medicare tax on group-life insurance coverage over $50,000 provided to former employees.
Excludable Moving Expense Reimbursements  This amount is the total moving expense reimbursements you were paid for deductible moving expenses.
Military Employee Basic Compensation  This amount is the cost of basic housing, subsistence allowances, or combat zone compensation you received as a military employee.
MSA Employer Contributions  This amount is the total contributions USC made to a medical savings account (MSA) for you.
Section 408(p) SIMPLE Contributions  This amount is the total deferrals made under a Section 408(p) SIMPLE retirement account. If the SIMPLE is part of a Section 401(k) arrangement, the amount would be included in the "Section 401(k) Contributions" instead.
Adoption Benefits  The amount is the total paid or reimbursed to you for qualified adoption expenses provided under an adoption assistance program.
Non-statutory Stock Options  This amount is the spread from the exercise of nonstatutory stock options. This amount is included in the "Wages, Tips, Comp." amount, the "SS Wages" amount, and the "Medicare Wages & Tips" amount.
 

Other Information

Your W-2 Form may show other items in this area, including state disability insurance taxes withheld, union dues, uniform payments, health insurance premiums deducted, nontaxable income, education aid payments, clery's allowance, pension plan/retirement contributions, etc.
Also included are USC Disability Insurance wages & tips, although in some years, these amounts may be listed under "Local Wages" and "Local Tax."

Check Boxes
These items are indicators used to describe the employee and the W-2 Form. Depending on the year of the W-2 form, the form may contain a number of these items. Whereas the official W-2 Form list these items with checkboxes, the web process data display only list the applicable items.
Statutory Employee  This box indicates that your earnings are subject to SS and Medicare taxes, but not subject to Federal Income tax withholding. This does not apply to common-law employees.
Deceased  This box indicates that the employee died during the year.
Retirement/Pension Plan  This box indicates that you were an active participant in a retirement or pension plan. This does not include contributions made to a nonqualified or Section 457 plan.
Deferred Compensation  This box indicates that you made an elective deferral to a qualified retirement plan.
Third-party Sick Pay  This box indicates that the W-2 Form is filed by a third-party sick pay payer.
Legal Representative  This box indicates that you legally represent an employee as a trust, such as a "custodian," "parent," or "attorney."
Household Employee  This box indicates that you are a household employer filing out your own W-2 Form.
Subtotal  This box is for employer filing use, and you should not see it checked on your W-2 Form. If you do, notify Payroll Services of an error.
 
State & Local Wages & Taxes
State  The two-letter abbreviation of the name of the State appears in this box.
Employer's State ID No.  USC's employer ID appears in this box.
State Wages, tips, etc.  This amount is the total wages, tips, & other compensation reported to the State.
State Income Tax  This amount is the total amount of State taxes withheld.
Locality Name  This is the name of the local tax collecting agency.
Locality wages, tips, etc.  This amount is the total wages, tips, & other compensation reported to the local agency.
Local Income Tax  This amount is the total amount of local taxes withheld.
USC Disability Taxable Wages  This amount is the total wages subject to taxes for USC Disability Insurance. Depending on the year, this amount may be listed under "Other" Information.
USC Disability Tax  This amount it the total USC Disability tax withheld. Depending on the year, this amount may be listed under "Other" Information.

Process Options

There are two process buttons located near the bottom of the page:

Select Another Yearend Form Click this button to return to the Yearend Selection Page where you may select another year to view its W-2 data.
Exit Process Click on this button to leave the process and to return to the process selection menu.