Table of Contents

Show/Hide Payee Info in Payroll Data Grid

Eric Updated by Eric

A payee's information can be hidden or displayed like so:

Payee Info elements

Control No.

This number will appear on Form W-2 in the Control Number box when data is imported.

Employment Type

This is used to group W-2 forms by employment type when imported to Form W-3. Also, certain forms may import data from only one type of employee.

State Wages Taxed In

Users must choose from a dropdown list of the Payroll States set up for the employer.

  • The taxing state must be selected for both state income tax withholding (W/H) and unemployment (UI) purposes.
  • The states selected for the employee will be used to save each paycheck.
  • The states saved for each paycheck are displayed in the Payroll Data Grid.
  • When data is imported into state forms, only paychecks saved with the appropriate taxing state will be included.
  • State UI forms use paycheck data with that state as the UI taxing state, and withholding forms use paycheck data with that state as the W/H taxing state. Also, the State Summary Report includes only paycheck data for that state.
  • Users may change the states for an employee and save paychecks with different taxing states.
    Recalculated paychecks will be saved with the new taxing states.


Optionally, a department may be selected for each employee from the list of departments established for the employer on the Employer setup screen. The Custom Payroll Journal will group employees by department, if desired.

Mark as Inactive

The employee may be marked as inactive. Optionally, inactive employees can be hidden in the employee list when entering paychecks, with the Utilities > Employee/Recipient Options on the menu bar.

Subject Taxes List

A list of taxes allows the user to specify if the employee is subject to each of the tax items set up for the employer.

  • Place a check in the box next to the tax to indicate that the employee is subject to the tax.
  • Certain program provided employer taxes are linked to the State UI tax (CA ETT, NY RSF, etc.). SUI linked taxes are indented slightly for easy identification. If an employee is subject to SUI then they are subject to the linked tax also.
    In some states, employers with certain SUI rates are not subject to the linked tax. In this situation, do not marked each employee as not subject to the tax. Instead, change the tax rate to zero (0%) on the employer's Tax Item setup screen.

CA Exempt Status

Only when wages are earned in CA

The exempt status designation is used to group employees on Form DE 9C and to mark the appropriate UI exemption box at the top of each form. See the help at the bottom of the screen for the meaning of the exempt status numbers 1 through 3. Non-exempt employees will have zero (-0-) in this field.

The Rate and Fed/St WH tab

These tabs are only visible if LivePayroll is licensed.

See Setting up employers and employees in LivePayroll.

How did we do?

Setting up paycheck items

State Roth IRA