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Administrator Guide
Last Updated: 2025-05-30
Map Earnings and Deductions to W-2 Boxes (USA)

Map Earnings and Deductions to W-2 Boxes (USA)

Security: These domains in the USA Payroll functional area:
  • Set Up: Payroll
  • USA Payroll: Set Up: Payroll (Tax Filing/W-2s) - USA
Workday provides default W-2 form configuration and a
View W-2 Box Configuration
 report that payroll administrators can use to view and edit the W-2 form configuration for year-end processing.
If you're using a common pay agent, Workday reports the EIN of the common pay agent in box b, then in box c reports:
  • The name of the common pay agent.
  • As agent for
     and the name of the worker's company.
You can map W-2 boxes so Workday Payroll knows which pay components to display in each section of the forms. You're responsible for mapping these boxes.
You can only map pay components or pay component-related calculations to boxes for W-2 forms.
  1. Access the
    View W-2 Box Configuration
     report. Select a tax year.
  2. Click the
    Edit
     button to map earnings and deductions to a box.
  3. Select the earnings, deductions, or pay component related-calculations you want to report in the box.
    As you complete the task, consider:
    Option Description
    Effective Date
    Workday automatically populates this field with the year from the existing mapping.
    Effective Until End of Year
    The last year the pay component mapping is valid. If you don't select a year, the mapping remains valid indefinitely.
    If you create an additional row for a new calculation, you must select an
    Effective Until End of Year
     date for the previously existing calculation.
    Calculation
    You can select all pay components for a given year in the same row. Workday sums pay components selected in the same row and reports their total in the box.
Use the
Company W-2 Audit
 report before creating W-2 data to see company totals by box.
You can view the results of box configuration on the
W-2 Preview
 report.
Access the
View W-2 Errors
 report to identify and correct errors on the W-2 form.