USPS Calendar Year-end Closing Checklist
This checklist outlines the steps to be taken to close USPS for the calendar year-end.
NWOCA W2 Printing Deadline
Monday, January 26, 2026
W2 Reprints are $5.00 each plus postage.
Preliminary Calendar Year-End Closing
The following pre-closing steps can be completed any time prior to or during the processing of the last payroll of the calendar year.
Go to Reports/W2 SSN Verification/Create Submission File and click Generate Submission File.
Log into the SSA-Business Services Online website
Submit this file using the Social Security Number Verification Service option.
Once file is received back from SSA and saved somewhere on your computer, go to Reports/W2 SSN Verification/Results Report.
Report Title = W2 SSN Verification Results (can be changed if desired).
Report Format = PDF or CSV.
Sort By = Employee SSN or Employee Name.
Click on 'Choose File' and browse to locate your file.
Click on ‘Generate W2 SSN Verification Results Report.’
Review the report for errors.
Be sure to run Life Insurance Premium Pay types for employee's with life insurance premiums over $50,000 before or during your last payroll of the calendar year. See Reporting Taxable Amount of Life Insurance Premiums for further details.
If the Life Insurance Premium Pay Type was NOT USED prior to the last pay of the calendar year, the Life Insurance (NC1) payment amount must be entered under the Core/Adjustment Journal in order for the Life Insurance amount to show correctly on the W2 form and to insure that the Quarter balances. The W2 Report will automatically adjust the Federal, State, City, Medicare, etc. gross and taxable gross amounts. No manual adjustments are needed for the Gross and Taxable Gross amounts, however the Medicare withholding must be paid. Create the adjustments for the Medicare payroll item(s).
The Board will need to pay for both Employee and Employer portion of Medicare and the employee can reimburse the district.
The software provides the ability to withhold city tax on non-cash earnings. This can be activated by checking the "Tax Non Cash Earn" field on the city tax record in the Core/Payroll Item Configuration program. City taxes may also need to be paid if the employee is not a resident of the city where the tax is deducted.
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.
Go to Core/Employee
Add all Legal Name fields to grid using the 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.
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.
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 13:
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
The information cannot be filed electronically or printed as a paper copy, unless the entity code is present.
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.
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 https://www.ccaohio.gov/sites/default/files/2025-10/dfdict2025.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):