W-2 Box 13 Checkboxes
Overview
Manage the three checkboxes in box 13 of the W-2 form for accurate payroll reporting and tax compliance. These checkboxes identify special employee classifications and benefit participation.
The Three W-2 Box 13 Checkboxes
- Statutory employee
- Retirement plan
- Third-party sick pay
Accessing W-2 Box 13 Checkboxes
- Open ProPay
- Go to Employees > Add or Change and select the employee.
- Locate the employee record you wish to modify
- Find the section related to W-2 box 13 checkboxes
- Place a checkmark in the appropriate box(es) before printing W-2 forms
Statutory Employee
Definition
A statutory employee is someone who is treated like an independent contractor but is subject to FICA (Federal Insurance Contributions Act) taxes.
Examples
- Milk delivery persons
- Insurance agents
Important notes
- Checking this box marks the employee as a statutory employee on the W-2 form
- This checkbox does not automatically exclude the employee from any taxes
- To adjust tax exemptions, use the Employee Tax-Status-Exempt menu
Retirement Plan
When to check
If the employee is participating in a deferred compensation plan.
Purpose
For W-2 information reporting.
Third-party Sick Pay
When to check
- If the employer is a third-party sick pay payer (e.g., an insurance company)
- If reporting sick pay payments made by a third party
Troubleshooting
Checkbox not saving
- Ensure you've clicked Save after making changes
- Try logging out and back into ProPay, then attempt the change again
Unsure which box to check
- Consult with your payroll administrator or tax professional
- Refer to the IRS guidelines for specific definitions and requirements
Changes not reflecting on printed W-2
- Verify the changes were saved in the Employee/Edit screen
- Ensure you're using the most up-to-date W-2 form template in ProPay