USPS Calendar Year-end Closing Checklist
- Sara Glore
- Stephanie Schmucker
- Bethann Simon
This checklist outlines the steps to be taken to close USPS for the calendar year-end in the Redesign.
IMPORTANT DATES
Federal filing deadline to Business Services Online is January 31, 2025.
Ohio State Tax filing deadline to Ohio Business Gateway is January 31, 2025.
Indiana State Tax filing deadline is January 31, 2025.
Kentucky State Tax filing deadline is January 31, 2025.
Michigan State Tax filing deadline is January 31, 2025.
Pennsylvania State Tax filing deadline is January 31, 2025.
West Virginia State Tax filing deadline is January 31, 2025.
Regional Income Tax Agency (RITA) filing deadline is February 28, 2025.
Central Collection Agency (CCA) filing deadline is February 28, 2025.
City Tax filing deadlines may vary. Please check with each city.
NWOCA W2 Printing Deadline
Friday, January 24, 2025
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.
Send this file to SSA for Verification.
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.
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):
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
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.
W2 Processing
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.
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
W2 Report