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

Preliminary Calendar Year-End Closing

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

• 2.  Adoption Assistance: Process any Adoption Assistance (NC2 payments in Classic) payments.
  • Be sure to run the adoption assistance pay types for adoption assistance before your last payroll of the calendar year.
    • Go to Payroll/ Payroll Payments - Future or Current
      • Click Create
      • If using Current, select the payroll being processed
      • Enter the employee
      • Select the position
      • Continue
      • Pay Type = Adoption Assistance
      • Unit = 1
      • Rate = Amount of adoption assistance needing to be reported on the employee's W2
      • Save

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

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

      Indiana requirements include: A Payroll Item Configuration City Tax record for the county tax record and a Payee address with IN as the state. The Payroll Item record for your employees for Indiana County tax will need to have a Deduction Type of “R” for Residence and the Indiana code from the Indiana W2 Instructions, Appendix A. The Indiana Code will need to be put in the Payroll Item Code 1 field.

      The codes are currently 01 – 92. If using 1 – 9, it must be entered as 01, 02, 03, 04, 05, 06, 07, 08, 09.  

      The website for the County Codes is below, Page 12: 

      EFW2 (W-2 and WH-3) Electronic Filing Requirements

• 7. 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 the Tax Entity Code for the city 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 

• 8. RITA City Taxes: For any city reporting to RITA, verify the following:

  https://www.ritaohio.com/TaxRatesTable

  • Verify the RITA Code and Description are entered.  

    • Go to Core/Payroll Item Configuration
    • Filter the grid by entering City in the Type field.
    • Verify the appropriate RITA assigned code is entered in the RITA field and the appropriate RITA assigned description is entered in the RITA Description field

  • For the employees having the 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.

• 9.  CCA City Taxes: For any city reporting to CCA, verify the following:

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

• • On the Core/Payroll Item Configuration City record(s) verify the CCA assigned code is entered in the CCA field, the CCA assigned description is entered in the CCA Description, and the Report to CCA box is checked.
  • Any district that reports to the CCA must also make sure that they review the Appendices that the CCA has published.  City codes MUST be in for cities on these lists, regardless if they are a CCA city or not.  These cities get reported in the file that is sent to CCA and must be coded.  
  • Go to Appendix A, B, or C to check for the correct assigned code http://ccatax.ci.cleveland.oh.us/forms/submitproc2023.pdf  
    • If CCA city is in Appendix A, they need the following in Payroll Item Configuration for CCA: Valid CCA code, valid CCA city name, and box checked on "Report to CCA".
    • If any city is not in Appendix A but in Appendix B, Payroll Item Configuration should be: Valid CCA code, valid CCA city name, and box UNchecked on "Report to CCA".
    • If any city is not in Appendix A, B, or C, Payroll Item Configuration should be: Valid CCA code left blank, valid CCA city name*, and box UNchecked on "Report to CCA". 
      • *The valid CCA city name should be entered based on the name found in the Ohio Municipal Income Tax Rate Table found at (aka The Finder):  https://thefinder.tax.ohio.gov/StreamlineSalesTaxWeb/Download/MuniRateTableInstructions.aspx
  • REQUIRED For the employees having the CCA or any other city tax withheld, verify their Payroll Item Deduction Type field is marked as Employment or Residence.
    • Go to Core/Payroll Item.
    • Select City under the Select Payroll Item dropdown
    • Verify the Deduction Type is set to Employment or Residence.
  • Verify employee's addresses to make sure you are following the guidelines set up by the US Postal Service in Publication 28:    https://pe.usps.com/cpim/ftp/pubs/pub28/pub28.pdf

• 10. Other State: Verify Other State ID
  • Go to Core>Payroll Item Configuration
    • Filter the grid by entering 'State Tax' in the Type field 
    • View each State Payroll Item
    • Verify the State ID is filled in and correct.
• 11. HSA: Verify any Payroll Items being used for HSA purposes have the Annuity Type field set to Other.
  • Go to Core/Payroll Item Configuration
    • Filter the grid by entering 'health' in the Type field
    • View the HSA record 

    • Verify the Annuity Type is set to Other

• 12. W2 Configuration: Verify all information is complete.
  • Go to System/Configuration/W2 Configuration.
    • Verify the 'District will Submit Own W2s Files' is CHECKED
    • District has option to check box for: "Include only last 4 digits of employee's SSN on W-2 forms and XML".
    • Verify Company Information is accurate.
    • Verify or complete all information under Contact Information.
    • Verify or complete all information in the Submitter Information.
    • Click the box for "Submitter Name and Address same as Company".

    • Save.

Month End Closing

A complete Month-End Checklist can be found by clicking here.

Quarter End Closing

A complete Quarter-End Checklist can be found by clicking here.

•  13. ODJFS: Processing ODJFS
  • Go to Reports/ODJFS Reporting/ODJFS Report
    • Choose the 4th Quarter and Generate the Report.

    • Check all totals carefully for accuracy. 

    • If necessary, adjustment can be made using the Core/Adjustments screen.
  • When all data is correct, go to Reports>ODJFS Report, click on the Generate Submission File option.
  • Upload the ODJFS_YY_QQ.TXT file to The Source (Ohio Department of Job and Family Services)
  • Select ICESA as the file type.

• 14. Quarter Report:
  • Go to Reports/Quarter Report
    • Year- Should be defaulted to current year
    • Quarter-Should be defaulted to current quarter
    • Sort By- Choose sorting option from drop down
    • Click Generate Report         

• 15. Verify Payables Balance.

  • Payee checks and electronic payments for the quarter should equal the total Payroll Items showing on the Quarter Report. 

    Be sure to verify the electronic transfers of Federal and Medicare payments as well. This should be true for every Payroll Item code.
• 16. Verify Gross Balances.
  • The total gross showing on Quarter Report should equal the total of all Payroll Disbursement Checks created during Payroll Posting to USAS for the quarter.
• 17. Print Quarter Report (Optional).

  • Once balanced if a hard copy of the report is desired print the Quarter Report.

• 18.  W2 Balancing: It is recommended that you balance the W2Report quarterly to minimize problems at calendar year-end.

• • Balance W2 Report and Submission.
    • Go to Reports/ W2Reports/W2 Report and Submission. 
      • Output type should be set to Report.
      • Check the report for Employee with Errors only Checkbox.
      • Verify report.
      • Run Again unchecking the Report Employees with errors only.
      • Verify and balance report
  • Complete and balance the W2Report Reconciliation Worksheet for the quarter following the directions on the worksheet.
  • Balance the Payroll Item totals (taxes and annuities) on the W2Report with the totals from the Payables Reports from the quarter.

  • Balance the gross amounts on the W2Report with Pay Reports for the quarter.

    Federal Total Gross on W2 Report minus Insurance minus Medicare Pickup = Quarter Report>Totals Summary>YTD Total Gross 

    These amounts may not balance due to the way W2Report handles certain amounts (e.g. Medicare pickup.)

• 19. Payable Balancing:  Verify all Payables have been processed to date and correct amount paid.
  • Go to Processing/Outstanding Payables and verify that there are no outstanding Payroll Items. (Screen should be empty)
  • The total of all Employer Distribution amounts (if tracked on the system) should equal the total of all USAS accounts payable checks to the vendor or deduction company.
  • For City Withholdings, take the total gross times the percentage to be sure the tax withheld and submitted are correct.

• 20. Complete and File Required Quarter-End Submission Forms.
• 21.  OAPSE Report-Required  (unless you do not have OAPSE dues)

  • 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.

• 22. Print Quarter End Reports (Optional)
  • Only if hard copies of quarter end reports are desired, run the following:
    • Reports/Employee Master (all data)
    • Reports/Employee Earnings Register

W2 Processing

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

• 27. RITA City Taxes: For any city reporting to RITA, verify the following:

• • Verify the RITA Code and Description are entered.  

    • Go to Core/Payroll Item Configuration
    • Filter the grid by entering City in the Type field.
    • Verify the appropriate RITA assigned code is entered in the RITA field and the appropriate RITA assigned description is entered in the RITA Description field

  • For the employees having the 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.

• 28.  CCA City Taxes: For any city reporting to CCA, verify the following:

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

• • On the Core/Payroll Item Configuration City record(s) verify the CCA assigned code is entered in the CCA field, the CCA assigned description is entered in the CCA Description, and the Report to CCA box is checked.
  • Any district that reports to the CCA must also make sure that they review the Appendices that the CCA has published.  City codes MUST be in for cities on these lists, regardless if they are a CCA city or not.  These cities get reported in the file that is sent to CCA and must be coded.  
  • Go to Appendix A, B, or C to check for the correct assigned code http://ccatax.ci.cleveland.oh.us/forms/submitproc2023.pdf
    • If CCA city is in Appendix A, they need the following in Payroll Item Configuration for CCA: Valid CCA code, valid CCA city name, and box checked on "Report to CCA".
    • If any city is not in Appendix A but in Appendix B, Payroll Item Configuration should be: Valid CCA code, valid CCA city name, and box UNchecked on "Report to CCA".
    • If any city is not in Appendix A, B, or C, Payroll Item Configuration should be: Valid CCA code left blank, valid CCA city name*, and box UNchecked on "Report to CCA". 
      • The valid CCA city name should be entered based on the name found in the Ohio Municipal Income Tax Rate Table found at (aka The Finder):  https://thefinder.tax.ohio.gov/StreamlineSalesTaxWeb/Download/MuniRateTableInstructions.aspx
  • REQUIRED For the employees having the CCA or any other city tax withheld, verify their Payroll Item Deduction Type field is marked as Employment or Residence.
    • Go to Core/Payroll Item.
    • Select City under the Select Payroll Item dropdown
    • Verify the Deduction Type is set to Employment or Residence.
  • Verify employee's addresses to make sure you are following the guidelines set up by the US Postal Service in Publication  28:    https://pe.usps.com/cpim/ftp/pubs/pub28/pub28.pdf

• 29. Other State: Verify Other State 
  • Go to Core>Payroll Item Configuration
    • Filter the grid by entering State Tax in the Type field 
    • View each State Payroll Item
    • Verify the State Id 
• 30. HSA: Verify any Payroll Items being used for HSA purposes have the Annuity Type field set to Other.
  • Go to Core/Payroll Item Configuration
    • Filter the grid by entering health in the Type field
    • View the HSA record

    • Verify the Annuity Type is set to Other

• 31. W2 Configuration: Verify all information is complete.
  • Go to System/Configuration/W2 Configuration.
    • Verify the 'District will Submit Own W2s Files' is CHECKED
    • District has option to check box for: "Include only last 4 digits of employee's SSN on W-2 forms and XML".
    • Verify Company Information is accurate.
    • Verify or complete all information under Contact Information.
    • Verify or complete all information in the Submitter Information.
    • Click the box for "Submitter Name and Address same as Company".

    • Save.

• 32. Dependent Care: If not using the Dependent Care Payroll Item type, enter the amount for Dependent Care benefits.

  This amount will be added to the total and taxable gross fields by any amount above the maximum ($5,000.00 if filing married or $2,500.00 if married filing separately) for any Payroll Item that taxes Dependent Care (Federal, Ohio, and City (if applicable).  This amount would only be entered under the 001 Federal payroll item. 

  Option #1:

  • Go to Core/Adjustments
    • Click Create
    • Find the employee by name or id
    • Under payroll item, choose Federal Tax, Code: 001
    • Set type to Dependent Care
    • Enter a transaction date within the current posting period
    • Enter the amount of dependent care
    • Description can be added if desired
    • Click Create

  Option #2:  

  • If the Dependent Care Payroll Item has been used during normal payroll processing no further action is necessary.

  These amounts will appear on the W2 in Box 10.

• 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.        
  • Taxable Sick Pay:
    • Go to Core/Adjustments
      • Find the employee name or ID
      • Choose the payroll item(s) from the drop down: Fed, State, City and OSDI (if applicable), and Medicare.
      • Choose the type-Total Gross
      • Enter or choose a transaction date
      • Enter the amount of the third party pay
      • A description can be added (optional)
      • Click Save

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

      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.

  • Non-Taxable Sick Pay:
    • Go to Core/Adjustments
      • Enter the employee name or ID
      • Choose the payroll item from the drop down -Federal Tax 001
      • Choose the type-Third Party Pay
      • Enter a transaction date within the current posting period
      • Enter in the amount of the non taxable third party pay
      • A description can be added (optional)

      • Click Save

• 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

• 35.  Fringe Benefits:   
  • Go to Core/Adjustments
    • Click Create
    • Enter the employee name or ID
    • Under the payroll item drop down and choose the 001 record
    • Under type choose Fringe Benefits
    • Enter in a transaction date within the current posting period 
    • Enter the amount of the fringe benefit 
    • Description can be entered (optional)
    • Click Save

• 36.  Moving Expenses : Reimbursements, including payments made directly to a third party, for ACTIVE MILITARY employees only, be entered in the Moving Expense field. The amount in this field is treated as an excludable fringe benefit.
  • Go to Core/Adjustments
    • Click Create
    • Enter the employee name or ID
    • Under the payroll item drop down and choose the 001 record
    • Under type choose Moving Expenses
    • Enter in a transaction date within the current posting period 
    • Enter the amount of the moving expenses 
    • Description can be entered (optional)
    • Click Save

• 37.  Company Vehicle:  The Vehicle Lease option adds to the total and taxable gross fields on the Federal and Ohio totals. This amount would only be entered under the 001 Federal Payroll Item. 
  • Go to Core/Adjustments
    • Click Create
    • Enter the employee name or ID
    • Under the payroll item drop down and choose the 001 record
    • Under type choose Vehicle Lease
    • Enter in a transaction date within the current posting period 
    • Enter the amount of the vehicle lease
    • Description can be entered (optional)

    • Click Save

• 38.  Adoption Assistance (known in Classic as NC2):  If the Adoption Assistance pay type was NOT USED prior to the last pay of the calendar year, the adoption assistance payment amount must be entered as an adjustment in order for the amount to show correctly on the W2 form and to insure that the quarter balances.  The W2 Report will automatically adjust the Medicare and City, if applicable, the total and taxable gross amounts.  The city is only adjusted when the city payroll item configuration Tax Non Cash Earnings box is checked.
  • Go to Core/Adjustments

    • Click Create

    • Enter the employee name or ID

    • Under the Payroll Item drop down and choose the 001 record

    • Under Type choose Adoption Assistance

    • Enter in a Transaction Date within the current posting period

    • Enter in the amount of the adoption assistance

    • Description can be entered (optional)

    • Click Save

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

• 40.  Employer Health Coverage Costs.  If all Health Insurance Payroll Item configuration screens have 'Employer Health Coverage' boxes checked and both employee and/or employer amount are tracked on the system, nothing further is required.
  • If individuals need updated: 
    • Go to Core/Adjustments
      • Click Create
      • Enter employee name or ID
      • Payroll Item = 001
      • Type = Health Insurance
      • Transaction Date = Any within current posting period 

      • Amount = total amount needing to report

        The Adjustment for Health Insurance does NOT OVERRIDE the amount, it will add or subtract to the existing total. Only enter the amount NOT tracked in USPS system using the 001 Federal Tax Payroll Item.

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

    • Create .CSV file
    • Use Utilities/Mass Load to upload the information.  
    • Browse to file .CSV file
    • Importable Entities= Adjustment Journal

    • Click Load

• 41.  Health Reimbursement Arrangement Information:  this only applies to those small employers with less than 50 Full-Time Equivalent employees (those who work 130 hours a month or 30 or more hours a week for 120 consecutive days) and do NOT offer a group health plan to any of your employees.
  • Go to Core/Adjustments
    • Click Create
    • Enter employee name or ID
    • Payroll Item = 001
    • Type = Health Reimbursement
    • Transaction Date = Any within current posting period 

    • Amount = total amount needing to report

W2 Report  

• 42.  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
    • 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.

• 43. 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
    • Click Generate Report

    • Print the W2 Report and verify the data.

W2 Print Files

• 44.  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 #53
    • 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 = 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 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)
      • 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
    • 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, by picking them up at the Archbold office (by appointment only) or having them sent via UPS. 

• 45. 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.
• 46. Create Print File for the City 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 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.

      Info - Job started to generate W2 Forms.  Generated Forms can be found in the W2 Form Output Files View.

    • 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

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

    • Log into the SSA-Business Services Online website

    • Click on the Report Wages to Social Security option

    • Click on I Accept

    • Click on the Accuwage Online tab

    • Click on Accuwage Online option

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

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

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

  • Upload the Federal file.

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

    • Choose the Report Wages to Social Security option

    • Choose Upload Formatted Wage File tab

    • Click on Submit a Formatted Wage File

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

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

    • Print out the Submission information

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

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

    • Log into the SSA-Business Services Online website

    • Click on the Report Wages to Social Security option

    • Click on I Accept

    • Click on the Accuwage Online tab

    • Click on Accuwage Online option

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

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

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

  • Upload the Ohio file to Ohio Business Gateway.

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

  Electronic State Filing Requirements:

  The following is the criteria each state requires for filing on paper or electronically:

  • Indiana - requires electronic filing if 25 or more W2's.

    Indiana requirements include: A Payroll Item Configuration City Tax record for the county tax record and a Payee address with IN as the state. The Payroll Item record for your employees for Indiana County tax will need to have a Deduction Type of “R” for Residence and the Indiana code in the Indiana W2 Instructions, Appendix A. The Indiana Code will need to be put in the Payroll Item Code 1 field.

    The codes are currently 01 – 92. If using 1 – 9, it must be entered as 01, 02, 03, 04, 05, 06, 07, 08, 09.  

               The website for the County Codes is below, Page 12: 

    EFW2 (W-2 and WH-3) Electronic Filing Requirements

  • Kentucky - requires electronic filing of all W2's.
  • Michigan - requires electronic filing if 250 or more W2's.
  • Pennsylvania - requires electronic filing if 10 or more W2's.
  • West Virginia - requires electronic filing if 25 or more W2's.
  • Go to Reports/W2 Reports/W2 Report and Submission/W2 State Options tab
    
    • State = Select the appropriation state
    • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
    • Additional Federal ID Number = If additional Federal ID number is available enter here.
    • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option
    • Report for Year = 20XX
    • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
    • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
    • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
    • Employer City = Defaults to City in Core/Organization. Check for accuracy.
    • Employer State = Defaults to State in Core/Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
    • Is this file being resubmitted? = No
    • Type of Software = In-House Program
    • Preparer Code = L-Self-Prepared
    • Submitter EIN = Verify information is correct
    • Submitter User ID = Verify information is accurate
    • Tax Payer ID (10 digits) = Only applies to Indiana
    • TID Location (3 digits) = Only applies to Indiana
    • First Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
    • Second Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
    • Third Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
    • Fourth Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
    • Total Tax Due for the Year (rounded to the whole dollar) = Only applies to West Virginia
    • Generate the XX W2 Submission File Summary Report.  Print and save.
    • Click Generate XX W2 Submission File
    • Save the W2MAST_XX.TXT file to your desk top or somewhere on your computer
  • Verify reports have been copied to the File Archive>Calendar Year End bundle.
    • Go to Utilities>File Archive
      • Filter Year by entering 2023
      • Singe click 2023 - Calendar Year Reports line.  You should see the following reports and files that are applicable to your district:
        • W2MAST_MI.TXT
        • W2MAST_IN.TXT
  • Upload the W2MAST_XX.TXT file to the state.

• 50. Create and Submit City Submission File(s) (if applicable):  This will be run for each City being submitted electronically.
  • Generate submission file
    • 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 2023
      • Singe click 2023 - Calendar Year Reports line.  You should see the following reports and files:
        • W2CITY_XXXX.TXT
  • Upload the file to the appropriate city website.
• 51. Create and Submit CCA Submission File (if applicable):
  • Generate 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 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 2023
      • Singe click 2023 - Calendar Year Reports line.  You should see the following files:
        • W2MSTCCA.TXT 
  • Upload the file to CCA.
    
    • http://ccatax.ci.cleveland.oh.us/?p=mmspec
  • Mail the W-3 Annual Reconciliation Form.

• 52. Create and Submit RITA Submission File (if applicable)
  • Generate 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 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 2023
      • Singe click 2023 - 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 YTD

• 53. 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 (if applicable) for employees to access their W2 information.

   This file should be created after the user has verified that they have finalized W2 processing.

  Users will need to make sure the control numbers that are generated, match the printed forms.  This can be done by choosing the same Sort Options used in step 44 when generating the W2 employee print file. 

  • 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 44**
    • 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 44.**
    • Schedule Date and Time = schedule now, or at later time.
    • Click Schedule Job.

      A Info message will appear, stating that the Job was scheduled and the date and time it was scheduled for:

      

  • 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 2023
      • Single click 2023 Tax Year Reports line. 
      • You should see files for individual employees W2s.
• 54.  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
• 55.  Close the December Posting Period.
  • Go to Core>Posting Period.
    • Click on the   option. 
    • Once closed, the Open field should say False.
• 56.  Verify Calendar Year End Report Bundles.
  • Go to Utilities>File Archive
    • Filter Year by entering 2023
    • Singe click 2023 - 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