Create new W2City Override

The W2 City Overrides allows districts to override different fields in the SSA EFW2 form file for different City tax requirements. The new files created will be saved in the File Archive/20XX - Calendar Year Reports.

To create an override for an RS record field, click on  

Enter the Name of the W2 City Override

Enter a Description of the W2 city Override.

The W2 City Override also has the option to Include RO Records. If this box is checked, then a RO record will be generated for any employee who has a Federal Medical Savings, Adoption Assistance, or Designated Roth 457B amount.  If there are any RO records generated in the city file, then you will also see a RU record that totals the RO records.

To override an RS record field, click the button at the bottom of the RS Field Overrides. Select a field name from 1 of the 5 available fields. The drop-down indicates the positions on the RS record that the override value will be applied to.

Enter a Field Value for the override. The override values can also be set to a pre-defined variable value to pull information from the city records:

To use a variable, type it into the Field Value or highlight and copy and past into the Field Value box

In the Applies To selection, select which city the override value should be applied to. You can apply to just the city that matches the tax entity code you supply when running W2 city, other cities that do not match the entered tax entity code, or all city records.

The 'Apply override value only to cities that are not the selected tax entity code' the W2 city file can contain records for other cities an employee pays into in addition to the city identified by the tax entity code the user enters when generating the W2 city file. The on the W2 City Options, needs to checked in order to be on the file.  The override applies to value of 'Apply override value only to cities that are not the selected tax entity code' means that whatever ever value you have setup as the override will only apply to the cities that do not have a tax entity code on the city item configuration that matches the tax entity code entered by the user.  The city that does have the tax entity code on the config that matches the user entered tax entity code will not be affected by the override.

Add overrides for each of the available fields as needed by clicking on :

If added in error, click on the next to the line to delete

Click on to save the new W2 City Override or Cancel to Exit without saving

Examples of Field Name file changes

Optional Code (195-196) State Abbreviation - Will use 2 character state code determined from state on the payee assigned to the city item configuration:

Tax Type Code (308) City Deduction Type - Will use code for Deduction Type from the city payroll item: Employment - C, Residence - R, Not Applicable - space:

State Control Number (331-337) State Abbreviation - Will use 2 character state code determined from state on the payee assigned to the city item configuration:

Supplemental Data 1 (338-412) City Name - Will use city name from the payee assigned to the city item configuration:

Supplemental Data 2 (413-487) State Full Name - Will use state name determined from state on the payee assigned to the city item configuration:

Go to W2 Report - W2 City Options and select from the dropdown the 'Optional Custom City Submission Override' and click on Generate City W2 Submission File

Example of W2CITY_xxx.TXT with the override Line 195-196

To include RO Records

The W2 City Override also has the option to include RO Records. If this box is checked, then a RO record will be generated for any employee who has a federal medical savings, adoption assistance, or designated roth 457B amount.  If there are any RO records generated in the city file,  you will also see a RU record that totals the RO records.

Example of a W2CITY_xxx.TXT