This checklist outlines the steps to be taken to close USPS for the calendar year-end in the Redesign.
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- 8. City Tax Entity Codes: For all cities not included in your CCA or RITA files, you will add the Entity Code on the payroll item configuration screen. For those filing electronically, verify that the Tax Entity Code is entered if this city requires a specific code. If filing by paper copy, enter the first 5 letters of the city name. This code allows you to create a submission file or print file for each specific city.
Go to Core/Payroll Item Configuration
Filter the grid by entering city in the Type field
View each city not being reported through CCA or RITA
Verify the appropriate code is entered in the Tax Entity Code field
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REQUIREDFor 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.
REQUIRED 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
- 11. Other State: Verify Other State information is complete and accurate.
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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 Report) can be useful in identifying these problems.
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- 21. Complete and File Required Quarter-End Submission Forms.
- 22. OAPSE Report-Required (unless you do not have OAPSE dues)This report will gather needed YTD information for your OAPSE Dues that will be requested after December is closed.
Go to Home or Reports/Report Manager
Select Generate
Format -Excel Data
Query Options - Enter your OAPSE Payroll Item code(s)
Click Generate Report
Review data for accuracy and requirements from OAPSE
Save in your files for reporting of Annual Wages to OAPSE.
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STOP: If you need to begin January payroll processing BEFORE completing W2 processing, do the following:
When you are ready to process your W2s, you may do so at any time beginning with Step 2324. |
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W2 Processing Final Checking and Adjustments
Steps 2324-31 32 in the W2 Processing section below are a repeat of Steps 5-13 in the Preliminary Calendar Year End Closing section of the checklist. If Steps 5-13 were not already completed, please assure Steps 2324-31 32 are completed now, otherwise you can skip to Step 3233.
- 24. 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 for W2 Reporting.
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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.
REQUIRED 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
- 30. Other State: Verify Other State information is complete and accurate.
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The amount entered exceeding the maximum ($5,000.00) will be added to the Total Gross and Applicable Gross fields on Federal Tax, Ohio State Tax, and City (if applicable) Payroll Items.
Go to Core/Adjustments
Click, click Create
Employee = Locate the employee by name or id
Payroll Item = 001-Federal Tax
Type = Dependent Care
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount of dependent care
Description = Can be added if desired
Click Save
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- 34. Third Party Sick Pay: There are two types - taxable and non taxable. Please see the document called Third Party Sick Pay for further information.
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Taxable -These adjustments will need to be made on the Federal, State, and City if honored, OSDI and Medicare records accordingly. Please see the Third Party Sick Pay document for steps to create these adjustments. If Medicare tax was not withheld by the Third Party vendor then an Adjustments journal entry for Medicare-Amount Withheld will need to be processed. The board will pay the employee and employer amount and can ask the employee for reimbursement if desired. |
Taxable TAXABLE Sick Pay:
Go to Core/Adjustments
Find, click Create
Employee = Locate the employee by name or IDChoose the payroll item(s) from the drop down: Fed, Stateid
Payroll Item = Federal Tax, Ohio State Tax, City and OSDI (if applicable), and Medicare.Choose the type-
Type = Total Gross
Transaction Date = Enter or choose a transaction date within the current posting period
Amount = Enter the amount of the third party payA description can be added (optional)payment
Description = Can be added if desired
Click Save
Go to Core/Adjustments
Click Create, 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/Adjustments, click Create
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/Adjustments
Click Create, 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
NonNON-Taxable Sick Pay:
Go to Core/Adjustments, click Create
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 the Life Insurance Premium Pay Type was not used prior to the last pay of the calendar year, a Core/Adjustments using the Type of Life Insurance Premium for the calculated cost must be created. The Life Insurance Premium Adjustment will automatically update the Total Gross and Applicable Gross on the Federal Tax, Ohio State Tax, City (if applicable), Medicare Payroll Items. No further adjustments are necessary for Total Gross and Applicable Gross.
Go To to Core/Adjustments, click Create
Click Create
Employee = Locate the employee by name or id
Payroll Item = 001-Federal Tax
Type = Life Insurance Premium
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount of life insurance
Description = Can be added if desired
Click Save
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*If Medicare is fully board paid, only 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.
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Tuition Reimbursement is a common example of a fringe benefit. Per the IRS, any tuition reimbursement above $5,250.00 is considered a Fringe Benefits and would be subject to regular taxation.
Go to Core/Adjustments
Click, click Create
Employee = Locate the employee by name or id
Payroll Item = 001-Federal Tax
Type = Fringe Benefits
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount of the fringe benefit (for the tuition reimbursement example, enter the amount over $5,250.00)
Description = Can be added if desired
Click Save
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This information will be placed on the W2 in Box 14 as a code Fringe. |
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Reimbursements for moving expenses paid to active military employees, including payments made directly to a third party, should be reported. The moving expense amount is treated as an excludable fringe benefit.
Go to Core/Adjustments
Click, click Create
Employee = Locate the employee by name or id
Payroll Item = 001-Federal Tax
Type = Moving Expenses
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount of the moving expense
Description = Can be added if desired
Click Save
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This information will be placed on the W2 in Box 12 with a code P. |
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A 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/Adjustments
Click, 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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This information will be placed on the W2 in Box 14. |
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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 using the Type of Adoption Assistance for the payment must be created. The only Adjustment needed is the Type/Federal Tax Payroll Item, detailed below. 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/Adjustments
Click, 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 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 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/Adjustments
Click, 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 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 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/Adjustments
Click, 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 SaveClick
Go to Core/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 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 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.
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If individuals need updated:
Go to Core/Adjustments
Click, 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 Load can be used.
Create a .CSV file. Click here for the CSV file requirements.
Go to 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 Tax Payroll Item.
Go to Core/Adjustments
Click, 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 Mailable Forms
Report Title = Defaults to W2 report
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.
Select the sort option that matches how you wish to have your employEE copies of your W2's printed.
Please make note of this sorting option, you will use it again for Step #53#54
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.
Show Building/Department Code = If desired, check the checkbox to have the building/department printed on the mailable section of the form (to the right of the employee address).
Include Fringe Benefits in Box 14? = Check the box so these are included on W2s.
Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2 (maximum of 3 will print)
If you include Fringe Benefits in Box 14, please make note of any payroll items selected in this step, you will use it again for Step #53#54
Select Individual Employees? = Leave Blank
Select Pay Groups = Leave Blank
Click Generate Mailable Forms
An Informational message will be displayed.
The W2 Printing Jobs will also be displayed in the grid on the right hand side of the screen.
File name: W2 Report mailable.zip
- Send an email to mail_staff_fis@nwoca.org to let NWOCA know your W2's are ready to be printed and how you will receive your W2s, either by picking them up at the Archbold office (by appointment only) or having them sent via UPS.
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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/ 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 2024
Singe Single 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 Utilities/File Archive
Filter Year by entering 2024
Singe Single click 2024 - Calendar Year Reports line. You should see the following reports and files:
W2MAST_OH.TXT
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Go to Utilities/File Archive
Filter Year by entering 2024
Singe Single 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 Year End bundle.
Go to Utilities/File Archive
Filter Year by entering 2024
Singe Single 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 Year End bundle.
Go to Utilities/File Archive
Filter Year by entering 2024
Singe Single 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 Year End bundle.
Go to Utilities/File Archive
Filter Year by entering 2024
Singe Single 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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Go to Reports/W2 Reports/W2 Archive Individual Forms
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. **This must be the same sort option used in step 4446**
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.
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. **This must match the payroll item(s) selected during the submission process in step 4446.**
Schedule Date and Time = schedule now, or at later time. Avoid 2:00am due to other processes running at that same time.
Click Schedule Job.
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Go to Utilities/File Archive
Filter Year by entering 2024
Singe Single 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