•  33. Third Party Sick Pay:  There are two types - taxable and non taxable.  Please see the document called Third Party Sick Pay for further information.        

...

• 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

Follow the same steps as above for the type - Applicable (taxable) Gross

...

• 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

•  34. Life Insurance (known in Classic as NC1): If the Life Insurance Premium Pay Type was NOT USED prior to the last pay of the calendar year, the Life Insurance payment amount must be entered as an adjustment on the Federal payroll item.  W2 Report and Submission will automatically adjust the Federal, State, OSDI, City (If applicable) and Medicare, total and taxable gross amounts.  No manual adjustments are needed for the Gross and Taxable Gross amounts, however the Medicare withholding must be paid. If the Medicare withholding is set up to be paid by the employee, employer or employee/employer, adjustments must be made to the Amount Withheld and Board Amount of Payroll Item. If Medicare is fully board paid (Pickup) then the total Adjustment should be made to the Board Amount of Payroll Item.

• Go to Core/Adjustments

  • Click Create

  • Enter the employee name or ID

  • Under the payroll item drop down and choose Federal

  • Under type choose Life Insurance Premium

  • Enter in a transaction date

  • Enter the amount of the life insurance 

  • Description can be entered (optional)

  • Click Save

• Use Core/Adjustments to manually add the Medicare Amount Paid

  • Enter the employee name of ID

  • Under the payroll item drop down, choose Medicare Tax

  • Under type choose Amount Withheld

  • Enter in a transaction date within the current posting period

  • Enter in the amount owed for employee and employer Medicare for the Life Insurance Premium. (board will need to pay both employee and employer share and employee can reimburse the district if the board desired.)

  • A description can be entered (optional)

  • Click Save

• Repeat for the Board Amount of Payroll Item

...

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 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

•  34. Third Party Sick Pay:  There are two types - taxable and non taxable.  Please go to the Third Party Sick Pay link for further information.      

•  35. Life Insurance: Process any Life Insurance (NC1 payments in Classic) payments. 

If the Life Insurance Premium Pay Type was included prior to the last pay of the calendar year (refer to Step 2 of the checklist), then no further steps are necessary.

If the Life Insurance Premium Pay Type was not used prior to the last pay of the calendar year please go to Reporting Taxable Amounts -Life Insurance Premium link for further information.

•  36.  Fringe Benefits:   Process any Fringe Benefits payments. See Fringe Benefits for Reimbursable Employee Expenses for further details. 

• Go to Core/Adjustments, 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

  • Description = Can be added if desired

  • Click Save

•  36.  Moving Expenses: Reimbursements 37.  Moving Expenses: Process any Moving Expense payments.

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 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

•  3738.  Company Vehicle:  Process any Company Vehicle payments.  

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 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

•  3839.  Adoption Assistance:  Process any Adoption Assistance (known NC2 payments in Classic) payments.  See Reporting Taxable Amounts - Adoption Assistance (Known as NC2 ):  Payments in Classic) for further details.   

If the Adoption Assistance payment (refer to Step 3, using the Adoption Assistance Pay Type) was processed as part of a payroll prior to calendar year end, no further processing is required.  

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 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

...

Click Save

• • = 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.

•  3940.  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. 

•  40Cash Taxable Benefits:  Process any Non-Cash Taxable Benefits (NC3 payments in Classic).

If the Non-cash Taxable Benefit payment (Step 4, using the Non-cash Taxable Benefit Pay Type) was processed as part of a payroll prior to calendar year end, no further processing is required.  

If the Non-cash Taxable Benefit Pay Typewas not used prior to the last pay of the calendar year please go to Non-Cash Taxable Benefits link for further information.

•  41.  Employer Health Coverage Costs.  If all Health Insurance of the appropriate health insurance Core/Payroll Item configuration screens have 'Configuration records have had the Employer Health Coverage ' boxes checked 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 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/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 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

...

...

...

If needing to update multiple employees a mass load spreadsheet can be used:

...

...

...

Click Load

•  4142.  Health Reimbursement Arrangement Information:  this This only applies to those small to those employers with less than 50 Fullfull-Time Equivalent time equivalent employees (those who work 130 hours a month or 30 or more hours a week for 120 consecutive days) and do NOTthe employer does not offer a group health plan to any of your employeestheir employees. 

The only Adjustment needed is the Type/Federal Tax Payroll Item.

• Go to Core/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

...

W2

...

Report and Balancing  

•  4243.  Run W2 Report and Submission-Error Report

• Go to Reports/W2 Reports/W2 Report and Submission/W2 Report Options tab.

  • Output Type = Report

  • Format = PDF

  • Report Title = Defaults to W2 Report. This 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.

  • Report for Year = XXXX

  • Include Fringe Benefits in Box 14? = Uncheck the box, not needed for error checking.

  • Report Employees with errors only? = Check the box

  • Select Payroll Items to print in box 14 = Leave blank

  • Click Generate Report

  • Print the W2 Report and verify the data.

...

• 44. Run W2 Report and

...

• Submission-Balance and

...

• Verify W2 Report:  

• Go to Reports/W2 Reports/W2 Report and Submission/W2 Report Options tab.

  • Output Type = Report

  • Format = PDF

  • Report Title = Defaults to W2 Report. This 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.

  • Report for Year = XXXX

  • Include Fringe Benefits in Box 14? = Check the box so these are included on W2

  • Report Employee with errors only? = Uncheck the box

  • Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2 (maximum of 3 will print)

  • Click Generate Report

  • Print the W2 Report and verify the data.

W2 Print Files

•  4445.  Create Print File for the Employee Copy of Print W2's:  
 

• 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

...

• • • #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

...

• • • #54

  • Select Individual Employees? = Leave Blank

  • Select Pay Groups = Leave Blank

  • Click Generate Mailable Forms

  • An Informational message will be displayed.

...

• • Image Added

  • 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. 

...

• 46. Create Print File for the Employer Copy of W2's: 

...

• 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 employER 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 Individual Employees? = Leave Blank

  • Select Pay Groups = Leave Blank

  • Click Generate W2 Forms

  • An Informational message will be displayed.

...

• • Image Added

  • 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

...

...

• 47. Create Print File for the City Copy of W2's:

...

• (if needed to file paper copies) 

• 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 Entity Code field).

  • Click Generate W2 Forms

  • An Informational message will be displayed.

...

• • Image Added

  • 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.

W2 Submission Files

•  4748. 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

...

• • • 2024

...

• • • 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.

...

• 49. 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
• Archive/Calendar Year End bundle.

• Go to

...

• Utilities/File Archive

  • Filter Year by entering

...

• • 2024

...

• • Single click

...

• • 2024 - Calendar Year Reports line.  You should see the following reports and files:

    • W2MAST_OH.TXT 

•  Verify the Ohio file is
corrected
• correctly formatted using Accuwage.

• 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.

...

• 50. Create and Submit Other State Submission File(s) - if applicable:

...

...

• Go to Reports/W2 Reports/W2 Report and Submission/W2 State Options tab (Repeat process for each state)

  • 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

  • Select 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
• Archive/Calendar Year End bundle.

• Go to

...

• Utilities/File Archive

  • Filter Year by entering

...

• • 2024

...

• • 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

•  Upload the W2MAST_XX.TXT file to the appropriate state website.

...

• 51. Create and Submit City Submission File(s) (if applicable):  This will be run for each City being submitted electronically.

...

• 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

...

• • Select Generate City W2 Submission File Summary Report.  Print and save.

  • Select Generate City W2 Submission File City Summary Report.  Print and save

...

• • .

  • 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

...

• • • Single click

...

• • • 2024 - Calendar Year Reports line.  You should see the following reports and files:

    • W2CITY_

...

• • • XXXXX.TXT

...

• • • (one for each city file generated)

• Upload the file to the appropriate city website.

...

• 52. Create and Submit CCA Submission File (if applicable):

...

• 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

...

• • • Single click

...

• • • 2024 - Calendar Year Reports line.  You should see the following files:

    • W2MSTCCA.TXT 

...

• Upload the file to CCA.

  • http://ccatax.ci.cleveland.oh.us/?p=

...

• • mmspe

...

• Mail the W-3 Annual Reconciliation Form.

...

• 53. Create and Submit RITA Submission File (if applicable)

...

• 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

...

• • Single click

...

• • 2024 - Calendar Year Reports line.  You should see the following reports and files:

  • W2MSTRITA.TXT

...

• Upload the W2MSTRITA.TXT to RITA.  

  • https://www.ritaohio.com/

W2 Archive & Close

...

CYE

•  5354. Create W2 Archive Individual Forms (required!): This file will be placed in the Utilities/File Archive/W2 Archive for the current calendar year and will be used by the Kiosk Employee Self Service (if applicable) for employees to access their W2 information.

...

...

...

...

• 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

...

• • 45**

  • 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

...

• • 45.**

  • 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.

...

...

Image Removed

...

• Verify Individual W2s have been copied, after the scheduled job above processes, in the File

...

• Archive/W2 Archive.

  • Go to

...

• • 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.

•  54​55.   Run  Run the YTD Report (Optional).

• Go to

...

• 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

•  5556.  Close the December Posting Period.

• Go to

...

• Core/Posting Period.

  • Click on

...

• • the Folder option for December.

  • The Open column field should now say ‘False’ for December.

•  5657.  Verify Calendar Year End Report Bundles.

• Go to

...

• Utilities/File Archive

  • Filter Year by entering

...

• • 2024

...

• • 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