This checklist outlines the steps to be taken to close USPS for the calendar year-end in the Redesign.

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Preliminary Calendar Year-End Closing

•  1.  SSN Verification
•  2. Life Insurance: Process any Life Insurance Premium (NC1 payments in Classic) payments.
  • Be sure to run Life Insurance Premium Pay types for employee's with life insurance premiums over $50,000 before your last payroll of the calendar year. See Reporting Taxable Amount of Life Insurance Premiums for further details.

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•  3.  Reimbursable Employee Expenses: Process any Reimbursable Employee Expenses (NC3 payments in Classic).  See the document called Reimbursable Employee Expenses for further information.
•  4. Legal Name Field is used on W2s if populated: Check to make sure Legal Names entered in the Legal Name fields are accurate and should still be used.
  • Go to Core/Employee
  • Add all Legal Name fields to grid using More button.  Legal Name option is located at bottom of More options.
  • Use filter a..z in each field, i.e. Last Name, First Name, Middle Name, Suffix to see if any names exist. 
  • Verify names if populated.
•  5.  OSDI W2 Abbreviations: Verify the W2 abbreviation field on all OSDI records.  The OSDI code needs to be listed first (required), followed by any description.  Click here for a complete list of OSDI codes.
  • Go to Core/Payroll Item Configuration
    • Filter the grid by entering OSDI in the Type field
    • Review the 'W2 abbreviation' column to verify the codes are accurate.
    • The OSDI code should also be listed on the OSDI Code field in the payroll item configuration.
•  6. City W2 Abbreviations:  Verify the W2 abbreviation field on all City records. The first eight six characters will be printed on the employee's W-2. If left blank, the value in the abbreviation field will print.
  • Go to Core>Payroll Item Configuration
    • Filter the grid by entering City Tax in the Type field

    • Review the 'W2 abbreviation' column to verify there is a value in the W2 abbreviation field.

      Info

      Indiana requirements include: A Payroll Item Configuration City Tax record for the county tax record and a Payee address with IN as the state. The Payroll Item record for your employees for Indiana County tax will need to have a Deduction Type of “R” for Residence and the Indiana code from the Indiana W2 Instructions, Appendix A. The Indiana Code will need to be put in the Payroll Item Code 1 field. The codes are currently 01 – 92. If using 1 – 9, it must be entered as 01, 02, 03, 04, 05, 06, 07, 08, 09.   The website for the County Codes is below, Page 12:  EFW2 (W-2 and WH-3) Electronic Filing Requirements

      
      

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• • On the Core/Payroll Item Configuration City record(s) verify the CCA assigned code is entered in the CCA field, the CCA assigned description is entered in the CCA Description, and the Report to CCA box is checked.
  • Any district that reports to the CCA must also make sure that they review the Appendices that the CCA has published.  City codes MUST be in for cities on these lists, regardless if they are a CCA city or not.  These cities get reported in the file that is sent to CCA and must be coded.  
  • Go to Appendix A, B, or C to check for the correct assigned code http://ccatax.ci.cleveland.oh.us/forms/submitproc2023.pdf  
    • If CCA city is in Appendix A, they need the following in Payroll Item Configuration for CCA: Valid CCA code, valid CCA city name, and box checked on "Report to CCA".
    • If any city is not in Appendix A but in Appendix B, Payroll Item Configuration should be: Valid CCA code, valid CCA city name, and box UNchecked on "Report to CCA".
    • If any city is not in Appendix A, B, or C, Payroll Item Configuration should be: Valid CCA code left blank, valid CCA city name*, and box UNchecked on "Report to CCA". 
      • *The valid CCA city name should be entered based on the name found in the Ohio Municipal Income Tax Rate Table found at (aka The Finder):  

https://thefinder.tax.ohio.gov/StreamlineSalesTaxWeb/Download/MuniRateTableInstructions.aspx

• • REQUIRED For the employees having the CCA or any other city tax withheld, verify their Payroll Item Deduction Type field is marked as Employment or Residence.
    • Go to Core/Payroll Item.
    • Select City under the Select Payroll Item dropdown
    • Verify the Deduction Type is set to Employment or Residence.
  • Verify employee's addresses to make sure you are following the guidelines set up by the US Postal Service in Publication 28:    https://pe.usps.com/cpim/ftp/pubs/pub28/pub28.pdf

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•  39.  Taxable Benefits:  If the 'Non-cash Taxable Benefit' pay type was NOT USED during payroll processing, an Adjustment entry is needed using the Taxable Benefits. This will update the Total and Applicable Gross totals on the Federal and State records during W2 Report. 

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•  47. Create and Submit Federal Submission File:  
  •  Generate the Federal submission file.
    • Go to Reports/W2 Reports/W2 Report and Submission/W2 Report options tab
      • Output Type = Submission
      • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
      • Additional Federal ID Number = If additional Federal ID number is available enter here.
      • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
      • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option
      • Sort Options = Choose from the drop down option of how the report should be sorted.  
      • Report for Year = 20XX
      • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
      • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
      • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
      • Employer City = Defaults to City in Core/Organization. Check for accuracy.
      • Employer State = Defaults to State in Core/Organization. Check for accuracy.
      • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
      • Contact Name = Enter name of employee creating the file (required).
      • Contact Phone Number = Enter phone number of person creating file (required).
      • Contact Phone Extension = Enter extension of person creating file (optional).
      • Contact Fax Number = Enter fax number for person creating file (optional).
      • Contact Email Address = Enter email address of person creating file (required).
      • Is this file being resubmitted? = No
      • Type of Software = In-House Program
      • Preparer Code = L-Self-Prepared
      • Select Generate SSA W2 Submission File Summary Report.  Print and save.
      • Click Generate SSA W2 Submission File
      • Save the W2MAST.TXT file to your desk top or somewhere on your computer
      • On save file, right click on the file and click Send To> Compressed Zip folder
  •  Verify reports have been copied to the File Archive>Calendar Year End bundle
    • Go to Utilities>File Archive
      • Filter Year by entering 2023
      • Singe click 2023 - Calendar Year Reports line.  You should see the following reports and files:
        • W2 Report.PDF
        • W2MAST.TXT 
  •  Verify the Federal file is corrected formatted.
    

    • Log into the SSA-Business Services Online website

    • Click on the Report Wages to Social Security option

    • Click on I Accept

    • Click on the Accuwage Online tab

    • Click on Accuwage Online option

    • Under Submission Type click W-2 and then click Start Testing

    • Find your W2MAST.TXT file Run the W2MAST.TXT file through Accuwage to check for any errors that may be on the file.

    • Fix errors on the W2MAST and re-run through ACCUWAGE until errors are gone.

  •  Upload the Federal file.

    • Log into the SSA-Business Services Online using your Secure User ID and Password

    • Choose the Report Wages to Social Security option

    • Choose Upload Formatted Wage File tab

    • Click on Submit a Formatted Wage File

    • Follow the menu options Choosing the New W-2s W-3s for Tax Year 20XX

    • Locate your W2MAST.TXT file that you have appended and zipped and click on the submit option.

    • Print out the Submission information

    • Check back periodically to see the status of the submission.

    • Print confirmation of submission being accepted.
•  48. Create and Submit Ohio Submission File.
  •  Go to Reports/W2 Reports/W2 Report and Submission/W2 State Options tab.
    
    • State = Ohio
    • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
    • Additional Federal ID Number = If additional Federal ID number is available enter here.
    • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option
    • Report for Year = 20XX
    • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
    • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
    • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
    • Employer City = Defaults to City in Core/Organization. Check for accuracy.
    • Employer State = Defaults to State in Core/Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
    • Contact Name = Enter name of employee creating the  file (required).
    • Contact Phone Number = Enter phone number of person creating file (required).
    • Contact Phone Extension = Enter extension of person creating file (optional).
    • Contact Fax Number = Enter fax number for person creating file (optional).
    • Contact Email Address = Enter email address of person creating file (required).
    • Is this file being resubmitted? = No
    • Type of Software = In-House Program
    • Preparer Code = L-Self-Prepared
    • Select Generate Ohio W2 Submission File Summary Report.  Print and save.
    • Click Generate Ohio W2 Submission File
    • Save the W2MAST_OH.TXT file to your desk top or somewhere on your computer
    • On save file, right click on the file and click Send To> Compressed Zip folder
  •  Verify reports have been copied to the File Archive>Calendar Year End bundle.
    • Go to Utilities>File Archive
      • Filter Year by entering 2023
      • Singe click 2023 - Calendar Year Reports line.  You should see the following reports and files:
        • W2MAST_OH.TXT 
  •  Verify the Ohio file is corrected formatted.
    

    • Log into the SSA-Business Services Online website

    • Click on the Report Wages to Social Security option

    • Click on I Accept

    • Click on the Accuwage Online tab

    • Click on Accuwage Online option

    • Under Submission Type click W-2 and then click Start Testing

    • Find your W2MAST_OH.TXT file. Run the W2MAST_OH.TXT file through Accuwage to check for any errors that may be on the file.

    • Fix errors on the W2MAST_OH.TXT and re-run through ACCUWAGE until errors are gone.

  •  Upload the Ohio file to Ohio Business Gateway.
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  49. Create and Submit Other State Submission File(s) - if applicable:

  Info
  title Electronic State Filing Requirements:
  The following is the criteria each state requires for filing on paper or electronically: Indiana - requires electronic filing if 25 or more W2's. Warning Indiana requirements include: A Payroll Item Configuration City Tax record for the county tax record and a Payee address with IN as the state. The Payroll Item record for your employees for Indiana County tax will need to have a Deduction Type of “R” for Residence and the Indiana code in the Indiana W2 Instructions, Appendix A. The Indiana Code will need to be put in the Payroll Item Code 1 field. The codes are currently 01 – 92. If using 1 – 9, it must be entered as 01, 02, 03, 04, 05, 06, 07, 08, 09.              The website for the County Codes is below, Page 12:  EFW2 (W-2 and WH-3) Electronic Filing Requirements Kentucky - requires electronic filing of all W2's. Michigan - requires electronic filing if 250 or more W2's. Pennsylvania - requires electronic filing if 10 or more W2's. West Virginia - requires electronic filing if 25 or more W2's.

  •  Go to Reports/W2 Reports/W2 Report and Submission/W2 State Options tab
    
    • State = Select the appropriation state
    • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
    • Additional Federal ID Number = If additional Federal ID number is available enter here.
    • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option
    • Report for Year = 20XX
    • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
    • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
    • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
    • Employer City = Defaults to City in Core/Organization. Check for accuracy.
    • Employer State = Defaults to State in Core/Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
    • Is this file being resubmitted? = No
    • Type of Software = In-House Program
    • Preparer Code = L-Self-Prepared
    • Submitter EIN = Verify information is correct
    • Submitter User ID = Verify information is accurate
    • Tax Payer ID (10 digits) = Only applies to Indiana
    • TID Location (3 digits) = Only applies to Indiana
    • First Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
    • Second Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
    • Third Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
    • Fourth Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
    • Total Tax Due for the Year (rounded to the whole dollar) = Only applies to West Virginia
    • Generate the XX W2 Submission File Summary Report.  Print and save.
    • Click Generate XX W2 Submission File
    • Save the W2MAST_XX.TXT file to your desk top or somewhere on your computer
  •  Verify reports have been copied to the File Archive>Calendar Year End bundle.
    • Go to Utilities>File Archive
      • Filter Year by entering 2023
      • Singe click 2023 - Calendar Year Reports line.  You should see the following reports and files that are applicable to your district:
        • W2MAST_MI.TXT
        • W2MAST_IN.TXT
  •  Upload the W2MAST_XX.TXT file to the state.

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