PPS MANUAL

UCLA Payroll Services

A guide on the various databases, tables, reports and security features within the Personnel Payroll System (PPS).
PPS MANUAL, SECTION D - REPORTING

D2.0 YEAR END


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.

D2.1 Fiscal Year End

At fiscal year end:

D2.2 Calendar 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.

UCLA W-2 Form

W-2 Form


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:
12a - C- Total amount of Executive Life Insurance
  12b - E- Total 403B Year-to-Date Deduction
  12c - P- Excludable moving expense
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:
"DCP CAS" - Total YTD Safe Harbor Defined Contribution. (Employee record coded "H" for retirement)
  "DCP REG" - Total YTD Regular Defined Contribution. (Employee record coded "U" for retirement)
  "OTHER INCOME INCL BOX 1" - Amount of Other income. Other income may include amounts from hospital payroll for fees; travel reimbursement; relocation expenses; non-excludable moving expense; auto allowance, and interest for retro merit and range adj for TX bargaining unit.
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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