Avionté Standard Box 14 Tips and OT Import

In order to comply with the OBBB, Avionte has provided a way for its clients to import Qualified Tips and OT amounts to box 14 of the W2 for 2025. This can be done from the Import Export section of the Back Office section within Classic as long as the user has the correct permissions.

Table of Contents

• Tutorial Video
• Permissions
• Mapping
• Importing
• Import Template File

Tutorial Video

Permissions

To add the permission for a group or user to use this import, your admin user for Classic will need to do the steps below:

1. Login to Classic back office, and in the upper right-hand corner, select the Actions option.
2. From the Actions drop-down menu, select the option Admin Tools.
3. In Admin Tools, ensure System is selected under Category on the left, and then locate and select Report within the section on the right.
4. Within the Admin System Server Report pop-up that will open once Report is selected, choose the Advance Query tab.
5. Use the QueryName filter to locate the option named Tips and OT Import and select it.
6. In the right lower right, you can select groups or users to add this permission to. Once you have selected all groups and users you would like to add this permission to, press the Save button below.
7. Any user who was logged in while this permission was added will need to restart the core application to see the new import.

Mapping

Before using the import, it will need to be mapped using the process detailed below. If it is not mapped, you will receive errors later in the process that look like the following:

1. Login to Classic back office, and in the upper right-hand corner, select the Actions option.
2. From the Actions drop-down menu, select the option Admin Tools.
3. In Admin Tools, ensure System is selected under Category on the left, and then locate and select Import Export Mapping within the section on the right.
4. On the main Import Export Mapping pop-up, the Mapping Type Group tab will be selected by default. Click the Mapping Type Data tab to select it.
5. Use the Group Description filter field to locate the option named Tips and OT Import and select it.
6. If the Source System Value is present, select it. If it is not, you may add it by entering its name in the field below.
   1. Note: If you attempt the import before mapping, the supplier's name from the import will be added as a Source System Value.
7. Once selected, click Mapped Value on the left. A drop-down will open and you will want to select the supplier from your system that matches the Source System Value. 
   1. Note: The names here may not match 1:1 depending on how you have entered both, but you will want to ensure they are the same supplier. For example, if you added the Source System Value by running the import, as mentioned in 6.1 above, the Source System Value will match the value from the import, which may be different than the name in your system where the Mapped Value will be pulled.
8. Repeat this process for any additional suppliers.
9. Once finished, click Save to complete the mapping.

Importing

Once permissions have been granted and mapping is complete, each user can import this information using the steps below:

Note: An employee can only have one row per supplier.

1. Login to Classic back office and scroll the main menu down to the Back Office section, and within this section select Import Export.
2. In the upper right-hand corner of this section, click New Batch.
3. Fill the description as you would for any other import, with a brief but detailed description of what you are doing and why.
4. Click the Mapping Group button to open a drop-down menu, and from this menu locate and select the option Tips and OT Import.
5. Once the Mapping Group is selected, the Processing Method box should automatically be set to Tips and OT Import as well. If it is not, manually select it using the drop-down menu.
6. Once both Mapping Group and Processing Method are set, click the Browse button below to locate and select the import file. 
   1. Please note, this file must be in .xls or .xlsx format to work correctly. If you have any questions on this, please see the attached example at the bottom of this article.
   2. Please ensure you are using the template that is provided at the bottom of this article. Only files in the specified format can be imported. 
7. If there are multiple worksheets within the file, select the correct worksheet for the import using the WorkSheet drop down, and check the WorkSheet Contains Column Names in First Row box if the worksheet has column names in the first row.
8. Once all fields are set and the import file is selected, click the Finish button in the lower right.
9. You will be returned to the Import Export page, where you will now see the details of the import in the ImportExport Batch Summary section.
10. Click Process ImportExport Batch once you are ready to run the import.
11. A pop-up message will open informing you if the import was successful or if it contains error. Either way, click OK to proceed.
12. You will be brought to the Validation & Error page where, if there are any errors you may view and correct them. If there are no errors, it will instead only show the data you have imported.
13.  If these amounts need to be updated in the future, a new import should be done to do so.
14. To update the W-2, navigate to Weekly Process > Generate Green Shade. Select your supplier, year and Q4, then click on Generate Feed & XML. 
15. View W-2 reports to confirm amounts are displayed in Box 14. 

Import Template File

Attached to this article directly below this section is a template file for this import, in the correct format, with the top row containing labels. 

Note: To populate this template with your data, you will need to first run the Tips and OT Import Advance Query from Classic back office to retrieve the necessary information. Once you have the query results, you can copy the data into the template file before importing.

Steps to Populate the Template

1. In Classic back office, navigate to Actions > Admin Tools.
2. Under Category, select System, then select Report in the section on the right.
3. Select the Advance Query tab.
4. Use the QueryName filter to locate and select Tips and OT Import.
5. Run the query to retrieve your data.
6. Copy the data from the query results into the template file, ensuring each field matches the corresponding column.
7. Save the completed template as an .xls or .xlsx file.

When filled, the template should resemble the example here: