This checklist outlines the steps to be taken to close USPS for the calendar year-end in the Redesign.
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Go to Payroll/ Payroll Payments - Future or Current
Click Create
Employee = Select the appropriate employee.
Compensation = Select the appropriate compensation.
Description = Enter if desired.
Pay Type = Adoption Assistance.
Units = 1.
Rate = Amount of adoption assistance needing to be reported on the employee's W2.
Click Save.
- 4. Reimbursable Employee Expenses/Non-Cash Taxable Benefits: Process any Non-Cash Taxable Benefits (NC3 payments in Classic) payments. See the document called Reimbursable Employee ExpensesNon-Cash Taxable Benefits for further information.
- 5. 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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- 10. CCA City Taxes: For any city reporting to CCA, verify the following:
http://ccatax.ci.cleveland.oh.us/?p=mmspec
Verify the CCA assigned code, CCA Description, and Report to CCA checkbox.
Got to Core/Payroll Item Configuration.
Filter the grid by entering City in the Type field.
Verify the CCA assigned code is entered in the CCA field, the CCA assigned description is entered in the CCA Description, and the Report To CCA check box is checked.
Any district that reports to the CCA must also make sure that they review the Appendices that the CCA has published. City codes MUST be in for cities on these lists, regardless if they are a CCA city or not. These cities get reported in the file that is sent to CCA and must be coded.
Go to Appendix A, B, or C to check for the correct assigned code http://ccatax.ci.cleveland.oh.us/forms/submitproc2023dataformat2023.pdf
If CCA city is in Appendix A, they need the following in Payroll Item Configuration for CCA: Valid CCA code, valid CCA city name, and box checked on "Report to CCA".
If any city is not in Appendix A but in Appendix B, Payroll Item Configuration should be: Valid CCA code, valid CCA city name, and box Unchecked on "Report to CCA".
If any city is not in Appendix A, B, or C, Payroll Item Configuration should be: Valid CCA code left blank, valid CCA city name*, and box Unchecked on "Report to CCA".
*The valid CCA city name should be entered based on the name found in the Ohio Municipal Income Tax Rate Table found at (aka The Finder):
https://thefinder.tax.ohio.gov/StreamlineSalesTaxWeb/Download/MuniRateTableInstructions.aspx
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) can be useful in identifying these problems.
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Verify the CCA assigned code, CCA Description, and Report to CCA checkbox.
Got to Core/Payroll Item Configuration.
Filter the grid by entering City in the Type field.
Verify the CCA assigned code is entered in the CCA field, the CCA assigned description is entered in the CCA Description, and the Report To CCA check box is checked.
Any district that reports to the CCA must also make sure that they review the Appendices that the CCA has published. City codes MUST be in for cities on these lists, regardless if they are a CCA city or not. These cities get reported in the file that is sent to CCA and must be coded.
Go to Appendix A, B, or C to check for the correct assigned code http://ccatax.ci.cleveland.oh.us/forms/submitproc2023dataformat2023.pdf
If CCA city is in Appendix A, they need the following in Payroll Item Configuration for CCA: Valid CCA code, valid CCA city name, and box checked on "Report to CCA".
If any city is not in Appendix A but in Appendix B, Payroll Item Configuration should be: Valid CCA code, valid CCA city name, and box Unchecked on "Report to CCA".
If any city is not in Appendix A, B, or C, Payroll Item Configuration should be: Valid CCA code left blank, valid CCA city name*, and box Unchecked on "Report to CCA".
*The valid CCA city name should be entered based on the name found in the Ohio Municipal Income Tax Rate Table found at (aka The Finder):
https://thefinder.tax.ohio.gov/StreamlineSalesTaxWeb/Download/MuniRateTableInstructions.aspx
REQUIRED For the employees having the CCA or any other city tax withheld, verify their Payroll Item Deduction Type field is marked as Employment or Residence.
Go to Core/Payroll Item.
Select City under the Select Payroll Item dropdown
Verify the Deduction Type is set to Employment or Residence.
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
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- 34. Third Party Sick Pay: There are two types - taxable and non taxable. Please see go to the document called Third Party Sick Pay link for further information.
| Warning |
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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. |
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TAXABLE Sick Pay:
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Go to Core/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 = Total 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
...
Employee = Locate the employee by name or id
...
Payroll Item = Federal Tax, Ohio State Tax, City and OSDI (if applicable), and Medicare
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Type = Applicable Gross
...
Transaction Date = Enter a date within the current posting period
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Amount = Enter the amount of third party payment
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Description = Can be added if desired
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| Info |
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This information will be placed on the W2 in Box 12 as a Code J. |
- 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.
| Info |
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This information will be placed on the W2 in Box 12 as a Code C. |
- 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 = Medicare 001-Federal Tax
Type = Amount Withheld Fringe Benefits
Transaction Date = Enter a date within the current posting period
Amount = Enter the Medicare amount withheldof the fringe benefit
Description = Can be added if desired
Click Save
| Info |
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This information will be placed on the W2 in Box 14 as a code Fringe. |
- 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 = Medicare 001-Federal Tax
Type = Board's Amount of payroll item Moving Expenses
Transaction Date = Enter a date within the current posting period
Amount = Enter the Medicare amount withheldof the moving expense
Description = Can be added if desired
Click Save
NON-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
Save
| Info |
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This information will be placed on the W2 in Box 12 with a code P. |
- 38. 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
inthe amount of the
non taxable third party payA description can be added (optional)company vehicle
Description = Can be added if desired
Click Save
| Info |
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This information will be placed on the W2 in Box 12 as a Code J14. |
- 3539. Life InsuranceAdoption Assistance: Process Process any Life Insurance Adoption Assistance (NC1 NC2 payments in Classic) payments. See See Reporting Taxable Amounts - Life Insurance Premium Adoption Assistance (Known as NC1 NC2 Payments in Classic) for further details.
If the Life Insurance Premium Adoption Assistance payment (refer to Step 3, using the Adoption Assistance Pay Type was included ) was processed as part of a payroll 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 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 entry using the Type of Life Insurance Premium Adoption Assistance for the calculated cost payment must be created. The Life Insurance Premium Adjustment will automatically update 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, Ohio State Tax, City (if applicable), Medicare Payroll Items. No further adjustments are necessary for Total Gross and Applicable Gross are necessary.
For detailed instructions and screenshot examples please go to Reporting Taxable Amounts - Life Insurance Premium (Known as NC1 Payments in Classic).
Go to Core/Adjustments, click Create
ClickCreate
Employee = Locate the employee by name or id
Payroll Item = 001-Federal Tax
Type =
Life Insurance PremiumAdoption Assistance
Transaction Date = Enter a date within the current posting period
Amount = Enter the amount of
life insurancethe adoption assistance
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, 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.
Use 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 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
| Info |
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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. |
- 36. Fringe Benefits: Process any Fringe Benefits payments. See Fringe Benefits for Reimbursable Employee Expenses for further details.
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 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
| Info |
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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 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
| Info |
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This information will be placed on the W2 in Box 12 with a code P. |
- 38. 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
| Info |
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This information will be placed on the W2 in Box 14. |
- 39. Adoption Assistance: Process any Adoption Assistance (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 = 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.
| Info |
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This information will be placed on the W2 in Box 12 as a Code T. |
- 40. Reimbursable Employee Expenses/Non-Cash Taxable Benefits: Process any Non-Cash Taxable Benefits (NC3 payments in Classic). Please see document called Reimbursable Employee Expense Situations for further details.
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.
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Go to Core/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 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 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
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
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.
| Info |
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This information will be placed on the W2 in Box 12 as a Code T. |
- 40. Non-Cash 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 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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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.
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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.
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- 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.
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.
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/ 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 Year End bundle.
...
- Upload the Ohio file to Ohio Business Gateway.
- 50. Create and Submit Other State Submission File(s) - if applicable:
| Info |
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Electronic State Filing Requirements:The following is the criteria each state requires for filing on paper or electronically:
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| Warning |
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Indiana requirements include: A Payroll Item Configuration City Tax record for the county tax record and a Payee address with IN as the state. The Payroll Item record for your employees for Indiana County tax will need to have a Deduction Type of “R” for Residence and the Indiana code in the Indiana W2 Instructions, Appendix A. The Indiana Code will need to be put in the Payroll Item Code 1 field. The codes are currently 01 – 92. If using 1 – 9, it must be entered as 01, 02, 03, 04, 05, 06, 07, 08, 09. The website for the County Codes is below, Page 12: |
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
First Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
Second Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
Third Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
Fourth Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
Total Tax Due for the Year (rounded to the whole dollar) = Only applies to West Virginia
-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 Year End bundle.
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- 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
Click Select Generate City W2 Submission File Summary Report. Print and save.
Select Generate City W2 Submission File City 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
Single click 2024 - Calendar Year Reports line. You should see the following reports and files:
W2CITY_XXXXXXXXX.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.
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.
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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 4645**
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 4645.**
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.
| Info |
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An informational message will appear, stating that the Job was scheduled and the date and time it was scheduled for. |
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