The W-2 form is a United States federal wage and tax statement that an employer must give to each employee and also send to the Social Security Administration every year. As a City Government Employee, your W-2 Wage and Tax Statement itemizes your total annual wages and the amount of taxes withheld from your paycheck.
Your taxpayer identification is your social security number (SSN). The IRS uses SSNs to verify the data it receives from the City against the amounts shown on employees' tax returns. The Social Security Administration uses SSNs to record employee earnings for future social security and Medicare benefits.
If your SSN is incorrect, present your social security card to your Personnel Office immediately. The Personnel Office will forward a copy of your social security card to OPA along with a W-2 Duplicate Request form or a W-2 Correction Request Form. OPA will verify your information with the Social Security Administration and then issue a corrected W-2.
This is the employer identification number (EIN) assigned by the IRS to The City of New York, Department of Education, City University of New York, New York City Housing Authority, or New York City Municipal Water Finance Authority.
This is your employer's address for tax reporting purposes.
Your agency's payroll number and payroll distribution code are shown here to assist in the distribution of W-2s.
This reflects your name and address in the City's Payroll Management System. If your name changes, your earnings cannot be posted by SSA until your social security records are updated. You can report a name change to SSA by calling 1-800-772-1213. If your name is incorrect, you should notify your agency. A corrected W-2 will be issued. If your address is incorrect, you can still use the W-2. You should change your home address in NYCAPS Employee Self-Service (ESS) or report address changes to your agency.
This is the calendar year covered by the W-2.
You receive three copies of your W-2:
The City sends wage and tax information to the Social Security Administration and the New York State Department of Taxation and Finance.
This box represents your taxable wages (requested when filing federal and New York State tax returns). This includes the gross wages and other compensation paid to you during the year and certain taxable fringe benefits. Taxable benefits include:
Payments to the Health Buy-Out Waiver Program are also reflected in Box 1.
Box 1 is reduced by contributions to deferred compensation and/or tax deferred annuity accounts, pension plan, Commuter Benefits, and other programs that are not subject to federal taxes. These amounts are shown in Boxes 12 and 14.
*Benefits Included in Box 1:*
Taxable fringe benefits, including union legal services, education, motor vehicle use, parking, Commuter Benefits administrative fees for the Premium TransitChek MetroCard, Health Club Reimbursement, and Wellness Program are shown in Box 14. The amount for taxable fringe benefits is included in Box 1.
The amount of federal income tax withheld from your wages for the year is shown in Box 2.
The total wages paid subject to social security are shown here. The total in Box 3 should not be more than $127,200, the maximum social security wage base for 2017. If more than $7,886.40 (6.2% of $127,200) was deducted during the year, OPA will issue you a refund by the beginning of April.
Social security wages are reduced for health insurance premiums, Commuter Benefits, and some flexible spending program contributions. Social security wages are not affected by deferred compensation or pension contributions.
Box 4 shows the total social security tax withheld from your pay during the year. Most employees pay 6.2% of covered wages, up to $127,200 in 2017 for social security tax.
If more than $7,886.40 was withheld in 2017, OPA will issue you a refund by the beginning of April. If you do not receive a refund that is owed to you by the beginning of April, contact your agency's Payroll Office.
The wages subject to Medicare tax are the same as those subject to social security tax in Box 3, except there is no wage base limit for Medicare tax. Medicare wages are reduced for health insurance premiums, Commuter Benefits, DeCAP, and HCFSA contributions. Medicare wages are not affected by deferred compensation or pension contributions.
Box 6 shows the total Medicare tax withheld from your pay during the year. Most employees pay 1.45% of covered wages for Medicare tax. There is no maximum Medicare wage base for the Medicare portion of FICA. FICA is comprised of Medicare and social security.
Box 10 shows contributions to DeCAP made through payroll deductions. Contributions to DeCAP are not subject to federal, social security, and Medicare taxes. Consequently, the amounts in Box 1 for taxable wages and Boxes 3 and 5 for social security and Medicare wages are reduced by the amount of the contribution. DeCAP contributions are subject to New York State and City taxes and must be added back to Box 1 when filing New York State and City tax returns. Amounts for DeCAP are shown in Box 14 as well.
Box 11 does not apply to NYC W-2s and will be blank.
If you participate in a TDA plan, your contributions are shown in Box 12. Participation in a 401(k) Plan is designated by Code D. Contributions to a 403(b) Plan is designated by Code E. Contributions to a 457 Deferred Compensation Plan are designated by Code G.
TDA contributions are not subject to income taxes. Your taxable wages shown in Box 1 and state and City wages shown in Boxes 16 and 18 reflect a reduction because of your TDA contributions. You file your federal, state, and city tax returns on the lower reported wage amount.
TDA contributions are subject to FICA taxes. Consequently, your wages shown in Boxes 3 and 5, for social security and Medicare taxes, may be greater than the wages recorded for income tax purposes in Boxes 1, 16, and 18.
Cost of Employer-Sponsored Health Coverage As part of the Patient Protection and Affordable Care Act of 2010, employers are required to report to each employee the aggregate (employer and employee/retiree) cost of employer-sponsored group health plans. The amount appears in Box 12 labeled as "DD". The amount in Box 12 labeled as "DD" is for informational purposes only and as per the W-2 instructions is not taxable.
This box will indicate eligibility for pension plan membership. The IRS defines an employee as belonging to a pension plan if that employee is eligible to join a pension plan regardless of whether the plan is joined.
"Retirement Plan" in Box 13 will be checked, except for the following:
To obtain your taxable wages for New York State and City, add the amount in Box 14 to that in Box 1. Only standard pension deductions and certain "buy back" deductions are included in the IRC414H amount. Pension loan repayment deductions are not included.
If you added a domestic partner to your health insurance, a portion of the amount paid by the City is taxable and is included in Box 14.
The amount reflected in the IRC125 box is treated on a pre-tax basis for federal income purposes and reduces taxable wages in Box 1 and social security and Medicare wages in Boxes 3 and 5. The reduction in year-to-date earnings shows in your W-2, not in your pay statement.
The amount in the IRC125 box for health insurance premiums, DeCAP, and HCFSA is subject to state and City taxes and must be added back to the taxable wages in Box 1 when you file your taxes. The amount for DeCAP is shown in Box 14 and Box 10.
The amount shown in the IRC132 box reflects pre-tax Commuter Benefits contributions. Participating employees' taxable wages in Box 1, social security and Medicare wages in Boxes 3 and 5, and State and City wages in Boxes 16 and 18 will be reduced by the annual amount of Commuter Benefits deductions.
IMP- Imputed Income (The taxable value of the employer contribution for health benefits provided to a retiree's domestic partner.) This amount is included in Box 1 and must be reported for Federal, State and Local taxes. This amount is shown in Box 14 labeled as "IMP". The City paid your Social Security (Box 4) and Medicare (Box 6) taxes. Therefore, your taxable wage amounts (Boxes 1, 3 and 5) have been increased accordingly.
*Note for Washington DC residents:*
The Washington D.C. (District of Columbia) regulations require all employers to report wages that were earned by the employee who both worked and lived in Washington D.C., in Box 16. These employees have WASH DC as their state).
This box contains the wages reported in Box 1. The following is not subject to state tax:
The following are subject to state tax and included in Box 16:
The following are subject to state tax and must be added to state wages on your individual tax return:
This box shows the amount of state income tax withheld for the year.
This box shows the wages reported in Box 1.
This box shows the wages reported in Box 1.
This box shows New York City taxes withheld.
This box shows Yonkers taxes withheld for Yonkers residents only.
This box shows New York City as the locality for tax purposes.
This box shows Yonkers as the locality for tax purposes, for Yonkers residents only.