This checklist outlines the steps to be taken to close USPS for the calendar year-end in the Redesign.
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- 1. W2 SSN Verification
Go to Reports>W2 SSN Verification>Create Reports/W2 SSN Verification/Create Submission File and click Generate Submission File.
Send this file to SSA for Verification.
Once file is received back from SSA and saved somewhere on your computer, go to Reports>W2 SSN Verification>Results Reports/W2 SSN Verification/Results Report.
Report Title = W2 SSN Verification Results (can be changed if desired).
Report Format = PDF or CSV.
Sort By = Employee SSN or Employee Name.
Click on 'Choose File' and browse to locate your file.
Click on ‘Generate W2 SSN Verification Results Report.’
Review the report for errors.
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- 7. City W2 Abbreviations: Verify the W2 abbreviation field on all City records. The first 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 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.
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- 11. Other State: Verify Other State information is complete and accurate.
Go to Core>Payroll Core/Payroll Item Configuration
Filter the grid by entering 'State Tax' in the Type field
View each State Payroll Item
Verify the State ID field is filled in and correct.
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Go to Reports/ODJFS Reporting/ODJFS Report
Choose the 4th Quarter and Generate the Report.
Check all totals carefully for accuracy.
If necessary, adjustment can be made using the Core/Adjustments screen.
When all data is correct, go to Reports>ODJFS Reports/ODJFS Report, click on the Generate Submission File option.
Upload the ODJFS_YY_QQ.TXT file to The Source (Ohio Department of Job and Family Services)
Select ICESA as the file type.
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Federal Total Gross on W2 Report minus Insurance minus Medicare Pickup = Quarter Report>Totals Summary>YTD Report/Totals Summary/YTD Total Gross |
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These amounts may not balance due to the way W2Report handles certain amounts (e.g. Medicare pickup.) |
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If errors are discovered, check employees that had exception processing during the quarter such as voided checks, error adjustments, or manual changes made through Core/Adjustments. The Audit Report (Reports/Audit Report can be useful in identifying these problems.
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If you need the OAPSE report definition on your
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- 26. City W2 Abbreviations: Verify the W2 abbreviation field on all City records. The first 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 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.
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- 30. Other State: Verify Other State information is complete and accurate.
Go to Core>Payroll Core/Payroll Item Configuration
Filter the grid by entering 'State Tax' in the Type field
View each State Payroll Item
Verify the State ID field is filled in and correct.
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Taxable Sick Pay:
Go to Core/Adjustments
Find the employee name or ID
Choose the payroll item(s) from the drop down: Fed, State, City and OSDI (if applicable), and Medicare.
Choose the type-Total Gross
Enter or choose a transaction date
Enter the amount of the third party pay
A description can be added (optional)
Click Save
Go to Core>AdjustmentsCore/Adjustments
Click Create
Employee = Locate the employee by name or id
Payroll Item = Federal Tax, Ohio State Tax, City and OSDI (if applicable), and Medicare
Type = Applicable Gross
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount of third party payment
Description = Can be added if desired
Click Save
Go to Core>AdjustmentsCore/Adjustments
Click Create
Employee = Locate the employee by name or id
Payroll Item = Medicare
Type = Amount Withheld
Transaction Date = Enter a date within the current posting period
Amount = Enter the Medicare amount withheld
Description = Can be added if desired
Click Save
Go to Core>AdjustmentsCore/Adjustments
Click Create
Employee = Locate the employee by name or id
Payroll Item = Medicare
Type = Board's Amount of payroll item
Transaction Date = Enter a date within the current posting period
Amount = Enter the Medicare amount withheld
Description = Can be added if desired
Click Save
Non-Taxable Sick Pay:
Go to Core/Adjustments
Enter the employee name or ID
Choose the payroll item from the drop down -Federal Tax 001
Choose the type-Third Party Pay
Enter a transaction date within the current posting period
Enter in the amount of the non taxable third party pay
A description can be added (optional)
Click Save
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*If Medicare is fully board paid, create a Core/Adjustments for the Medicare Payroll Item using the Type of Board Pickup Amount of Payroll Item. This adjustment will update both the Medicare pickup and Medicare on the W2. Another adjustment will need to be made to balance the 941 QTD Employer's Medicare Contribution using Type of Board's Amount of payroll item for this amount.
Use Core>Adjustments Core/Adjustments to manually add the employee Medicare amount withheld
Click Create
Employee = Locate the employee by name or id
Payroll Item = Medicare Tax
Type = Amount Withheld
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount of owed for the employee withholding
Description = Can be added if desired
Click Save
Use Core>Adjustments Core/Adjustments to manually add the employer Medicare amount withheld
Click Create
Employee = Locate the employee by name or id
Payroll Item = Medicare Tax
Type = Board Amount of Payroll Item
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount of owed for the employer withholding
Description = Can be added if desired
Click Save
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- 38. Company Vehicle: Process any Company Vehicle payments.
A Core>Adjustment Core/Adjustment to the Federal Tax Payroll Item is the only requirement. The Vehicle Lease Adjustment will automatically update the Total Gross and Applicable Gross on the Federal Tax and Ohio State Tax Payroll Items.
Go to Core>AdjustmentsCore/Adjustments
Click Create
Employee = Locate the employee by name or id
Payroll Item = 001-Federal Tax
Type = Vehicle Lease
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount of the company vehicle
Description = Can be added if desired
Click Save
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If the Adoption Assistance Pay Type was not used prior to the last pay of the calendar year, a Core>Adjustments Core/Adjustments using the Type of Adoption Assistance for the payment must be created. The only Adjustment needed is the Type>Federal Type/Federal Tax Payroll Item. The Adoption Assistance Adjustment will automatically update the Total Gross and Applicable Gross on the Federal Tax, City (if applicable), Medicare Payroll Items. No further adjustments for Total Gross and Applicable Gross are necessary.
Go to Core>AdjustmentsCore/Adjustments
Click Create
Employee = Locate the employee by name or id
Payroll Item = 001-Federal Tax
Type = Adoption Assistance
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount of the adoption assistance
Description = Can be added if desired
Click Save
The software provides the ability to withhold city tax on non-cash earnings. City tax withholding is based on whether the Core>Payroll Item Configuration>Tax Core/Payroll Item Configuration/Tax Non Cash Earn checkbox is marked or not marked. Keep in mind, city taxes may also need to be paid if the employee is not a resident of the city where the tax is deducted.
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If the Non-cash Taxable Benefit Pay Typewas not used prior to the last pay of the calendar year, a Core>Adjustment Core/Adjustment to the Federal Tax Payroll Item is required. The Taxable Benefits Adjustment will automatically update the Total and Applicable Gross amounts on the Federal Tax, Ohio State Tax, City and OSDI (if applicable), and Medicare Payroll Items. No further adjustments for Total Gross and Applicable Gross are necessary.
Go to Core>AdjustmentsCore/Adjustments
Click Create
Employee = Locate the employee by name or id
Payroll Item = 001-Federal Tax
Type = Taxable Benefits
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount of the taxable benefit
Description = Can be added if desired
Click Save
The Medicare withholding must be paid. The Board will need to pay for both the Employee and Employer portion of Medicare. The employee can then reimburse the district - if desired. Create a Core>Adjustments Core/Adjustments for the Medicare Payroll Item using the Type of Amount Withheld and/or Board's Amount of payroll item. If Medicare is fully board paid, create a Core>Adjustments Core/Adjustments for the Medicare Payroll Item using the Type of Board Pickup Amount of Payroll Item. This adjustment will update both the Medicare pickup and Medicare on the W2. Another adjustment will need to be made to balance the 941 QTD Employer's Medicare Contribution using Type of Board's Amount of payroll item for this amount.
Go to Core>AdjustmentsCore/Adjustments
Click Create
Employee = Locate the employee by name or id
Payroll Item = Medicare
Type = Amount Withheld
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount of the calculated employee Medicare owed
Description = Can be added if desired
Click Save
Click Create
Employee = Locate the employee by name or id
Payroll Item = Medicare
Type = Board's Amount of payroll item
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount of the calculated employer Medicare owed
Description = Can be added if desired
Click Save
- 41. Employer Health Coverage Costs. If all of the appropriate health insurance Core>Payroll Core/Payroll Item Configuration records have had the Employer Health Coverage checkbox(s) marked the entire calendar year and both employee and/or employer amount(s) are tracked on the system, and the totals being reported are accurate, nothing further is required.
If the Employer Health Coverage Costs needs updated, create a Core>Adjustments Core/Adjustments for the Federal Tax Payroll Item using the Type of Health Insurance. Keep in mind, the amount entered on the Health Insurance Adjustment does not overridethe existing amount. The Adjustment amount is added or subtracted to the existing total.
If individuals need updated:
Go to Core>AdjustmentsCore/Adjustments
Click Create
Employee = Locate the employee by name or id
Payroll Item = 001-Federal Tax
Type = Health Insurance
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount needing to be added to the current amount being reported
Description = Can be added if desired
Click Save
If multiple employees need updated, Utilities>Mass Utilities/Mass Load can be used.
Create a .CSV file. Click here for the CSV file requirements.
Go to Utilities>Mass Utilities/Mass Load to upload the CSV file
Browse to file .CSV file
Importable Entities= AdjustmentJournal
Click Load
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The only Adjustment needed is the Type>Federal Type/Federal Tax Payroll Item.
Go to Core>AdjustmentsCore/Adjustments
Click Create
Employee = Locate the employee by name or id
Payroll Item = 001-Federal Tax
Type = Health Reimbursement
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount needing to be reported
Description = Can be added if desired
Click Save
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Go to Reports/W2 Reports/W2 Report and Submission/W2 Report Options tab
Output Type = Forms
Forms Title = Defaults to W2 Form Data. Can be changed if desired.
Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
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 how the report should be sorted. Usually Employee Name.
Select the sort option that matches how you wish to have your CITY copies of your W2's printed.
Report for Year = XXXX
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.
Include Fringe Benefits in Box 14? = Check the box so these are included on W2.
Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2 (maximum of 3 will print)
Select By City Tax Entity Code = Enter the first City Tax Entity Code (located on the Core>Payroll Item Configuration>Tax Core/Payroll Item Configuration/Tax Entity Code field).
Click Generate W2 Forms
An Informational message will be displayed.
Once the job has completed, go to Reports/W2 Reports/W2 Form Output Files and click the download option. This will save the file to your computer.
Submit the W2 Forms.ZIP file to your printer using Actual Size
Go to Reports/W2 Reports/W2 Form Output Files and select the Archive option. This will remove the file from the W2 Form Output Files grid and place in the Payroll Archive/YYYY - Calendar Year Reports.
Repeat these steps for each city needing to print forms for.
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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> To/ Compressed Zip folder
Verify reports have been copied to the File Archive>Calendar Archive/Calendar Year End bundle
Go to Utilities>File Utilities/File Archive
Filter Year by entering 2024
Singe click 2024 - 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.
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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> To/ Compressed Zip folder
- Verify reports have been copied to the File Archive>Calendar Archive/Calendar Year End bundle.
Go to Utilities>File Utilities/File Archive
Filter Year by entering 20232024
Singe click 2023 2024 - Calendar Year Reports line. You should see the following reports and files:
W2MAST_OH.TXT
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- Verify reports have been copied to the File Archive>Calendar Archive/Calendar Year End bundle.
Go to Utilities>File Utilities/File Archive
Filter Year by entering 20232024
Singe click 2024 - Calendar Year Reports line. You should see the following reports and files that are applicable to your district:
W2MAST_MI.TXT
W2MAST_IN.TXT
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Go to Reports/W2 Reports/W2 Report and Submission/W2 City Options tab
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 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.
Tax Entity Code = Code entered on the Payroll Item Configuration record in the Tax Entity code field.
Include Amounts For All Cities? = Uncheck the box
Include City Name For the Processing City? = Check the box
Is this file being resubmitted? = No
Type of Software = In-House Program
Preparer Code = L - Self-Prepared
Click Generate City W2 Submission File Summary Report. Print and save the report.
Click Generate City W2 Submission File
Save the W2CITY_XXXXX.TXT file to your desktop or some where on your computer.
Verify reports have been copied to the File Archive>Calendar Archive/Calendar Year End bundle.
Go to Utilities>File Utilities/File Archive
Filter Year by entering 2024
Singe click 2024 - Calendar Year Reports line. You should see the following reports and files:
W2CITY_XXXX.TXT (one for each city file generated)
Upload the file to the appropriate city website.
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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 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 CCA W2 Submission File Summary Report. Print and save.
Select Generate CCA W2 Submission File City Summary Report. Print and save.
Click Generate CCA W2 Submission File
Save the W2MSTCCA.TXT file to your desktop or somewhere on your computer
Verify reports have been copied to the File Archive>Calendar Archive/Calendar Year End bundle.
Go to Utilities>File Utilities/File Archive
Filter Year by entering 2024
Singe click 2024 - Calendar Year Reports line. You should see the following files:
W2MSTCCA.TXT
Upload the file to CCA.
Mail the W-3 Annual Reconciliation Form.
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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 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 RITA W2 Submission File Summary Report. Print and save.
Select Generate RITA W2 Submission File City Summary Report. Print and save.
Click Generate RITA W2 Submission File
Save the W2MSTRITA.TXT file to your desktop or somewhere on your computer
Verify reports have been copied to the File Archive>Calendar Archive/Calendar Year End bundle.
Go to Utilities>File Utilities/File Archive
Filter Year by entering 2024
Singe click 2024 - Calendar Year Reports line. You should see the following reports and files:
W2MSTRITA.TXT
Upload the W2MSTRITA.TXT to RITA.
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Verify Individual W2s have been copied, after the scheduled job above processes, in the File Archive>W2 Archive/W2 Archive.
Go to Utilities>File Archive>W2 Utilities/File Archive/W2 Archive
Filter Description by entering 2024
Single click 2024 Tax Year Reports line.
You should see files for individual employees W2s.
- 55. Run the YTD Report (Optional).
Go to Reports>YTD Reports/YTD Report
Report Title = Defaults to YTD Report. Can be changed if desired
Sort Option = Choose appropriate Sort option
Year = Enter appropriate calendar year
Include Compensation Information on Report? = Defaults to include Compensation information
Include Archived Employees? = Check the checkbox is wanting to include Archived employees
Specific Employees = Leave blank
Specific Pay Groups = Leave blank
Specific Job Statuses = Defaults to Inactive and Active selected
Generate Report
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- 57. Verify Calendar Year End Report Bundles.
Go to Utilities>File Utilities/File Archive
Filter Year by entering 2024
Singe click 2024 - Calendar Year Reports line. You should see the following reports:
Attendance Journal Report
Leave Balance Report
Payment Transaction Status Report
Employee Master Report
Earnings Register
YTD Report