The next major process within the Personnel/Payroll system is year end processing. The
University Financial System operates on a fiscal year basis (July 1 to June 30). There are
also some Payroll processes which take place at calendar year end, mostly to meet IRS
reporting requirements.
At fiscal year end:
At calendar year end:
Most employees will receive a W-2 form every year. The W-2 form is mailed out by January 31 of each year to the employee’s address on the EDB as of the middle of January. Undeliverable W-2 forms may NOT be forwarded by the United States Postal Service -- they are usually returned to Payroll Services. A sample of a W-2 form is shown below.
The following information may be found on the W-2 form:
| Box | Description | |||||||||
| Box a | Employee number, unique for each employee | |||||||||
| Box b | Employer's federal ID#, preprinted | |||||||||
| Box c | Employer name and Address - preprinted | |||||||||
| Box d | Employee social security number | |||||||||
| Box e | Employee's name and address | |||||||||
| Box f | Employee's address | |||||||||
| Box 1 | Total of: Federal Withholding Tax Gross YTD, Other Income YTD, Non-cash Fringe Benefits YTD, Executive Life Insurance YTD, Imputed Income | |||||||||
| Box 2 | Employee Federal Withholding taxes YTD | |||||||||
| Box 3 | OASDI Gross YTD | |||||||||
| Box 4 | Employee OASDI Deduction YTD. This is 6.2% of Box 3. | |||||||||
| Box 5 | Medicare Gross YTD | |||||||||
| Box 6 | Medicare Deduction YTD. This is 1.45% of Box 5. | |||||||||
| Box 9 | Employee with Earned Income Credit. Currently, there are 5 employees at UCLA with EIC. | |||||||||
| Box 10 | Dependent Care benefits | |||||||||
| Box 11 | Employee Non-qualified Defined Income Amount | |||||||||
| Box 12 | May display one or more of the
following:
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| Box 13 | Retirement Plan - Box is checked if the employee is a member of a retirement plan | |||||||||
| Box 14 | Other - May display one or more of the
following:
|
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| Box 15 | State Code - usually CA (for California). If the employee works and lives outside of California and is not subject to California state income taxes, another state code will be displayed in this box. | |||||||||
| Box 16 | Total of: State Withholding Tax Gross YTD, Non-cash Fringe Benefits YTD, Executive Life Insurance YTD, Imputed Income | |||||||||
| Box 17 | Employee State Withholding taxes YTD | |||||||||
| Box 18 | If applicable, Total of: Local Withholding Tax Gross YTD, Non-cash Fringe Benefits YTD, Executive Life Insurance YTD, Imputed Income | |||||||||
| Box 19 | Employee Local Withholding taxes YTD | |||||||||
| Box 20 | Locality name - If the employee works and lives outside of California and the locality in which the employee resides requires withholding, the locality in which the employee resides AND pays income taxes to will be displayed in this box. |
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