The W2 Report module creates a report used for reporting W2 wage information at calendar year end.
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Creating a Submission File for District to Submit
Field Definitions:
The Save and Recall option 
allows the users to create and save certain reports 
for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on 
to delete the report. The Default reports cannot be deleted.
Format for Summary Reports -The value of Format for Summary Reports should remain same when you change the Output Type to Report or Submission. Only pertains to the File Summary Reports.
- PDF (download)
- Comma Separated Values
- Plain Text
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
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For More information on CCA setup, please click here.
Example of CCA W2 Submission File Summary
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For more information on RITA setup, please click here.
For employees that worked or lived in at least one RITA municipality, employers are required to report for each employee every municipality for which tax was withheld or should have been withheld.
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Example of W2 RITA Submission File Summary
For employees that worked or lived in at least one RITA municipality, employers are required to report for each employee every municipality for which tax was withheld or should have been withheld.
Example of RITA W2 Submission File City Summary Report
For employees that worked or lived in at least one RITA municipality, employers are required to report for each employee every municipality for which tax was withheld or should have been withheld.
The report will show a breakdown of the cities that are included in the RITA file. It will show each city with a count of Employees Processed, City Wages (taxable gross) and City Tax Withheld. If the city on the W2 RITA Submission File City Summary report is a RITA city (the city pay item configuration has a value in the 'RITA' field if it is a RITA city), then the Employees Processed and City Tax Withheld for the city should match what is shown on the W2 report in the report summary of the city tax item.
Employee's will only show 'City Wages' if the Payroll Item' Deduction Type' is marked as 'Employment'. The employees that are marked as residence on their city Payroll Items, will have the taxable gross reported as 0.00 in the submission file and the summary report but will still count in the employee's processed. The W2 RITA Submission City Summary report only counts employee who have values in Tax Withheld, Applicable Gross, and Total Gross that are greater than zero.
The City Wages (taxable gross) likely will not match the w2 report summary because RITA only includes the taxable gross in the submission file if the city 'Deduction Type' is not RESIDENCE (this value is on each individual employee's city tax item). If the 'Deduction Type' is RESIDENCE, the taxable gross in the submission file and the W2 RITA Submission City Summary report, will be 0.00. Therefore, the City Wages (taxable gross) on the W2 RITA Submission File City Summary report is usually smaller than the W2 Report summary for the city.
For these cities, you will have to total the tax withheld and taxable gross for just the employees in the submission file. In the RS records of the submission file, taxable gross (city wages) will be in positions 309-319 and tax withheld will be in positions 320-330, with an implied decimal before the last 2 digits.
Creating the Submission File for ITC to Submit
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Example of W2 City Submission file for District to submit - W2CITY_XXXXX.txt
To get the totals and amounts to balance to the W2 Report Summary totals, you will have to total the tax withheld and taxable gross for the employees in the submission file. In the RS records of the submission file, taxable gross (city wages) will be in positions 309-319 and tax withheld will be in positions 320-330, with an implied decimal before the last 2 digits.
Example W2 City Submission File Summary - XXXXXXX
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Example of Ohio W2 Submission File Summary Report
The Wages Other Comp value is the taxable gross for the federal tax item. This value can include federal applicable gross adjustments, life insurance, taxable benefits, fringe benefits, and vehicle lease adjustments. It also includes board pickup amount adjustments for Medicare or social security. From payroll history, it would include the federal applicable gross, Medicare or social security taxable employer pickup, and dependent care amounts over $5,000.
The Wages will show on the W2 Ohio Submission file RT lines, in positions 10-24 and Federal Income Tax Withheld in positions 25-39.
Indiana - W2MAST_IN.txt
Field Definitions:
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- The Medicare gross wages amount is incorrect or the FICA (Social Security) gross wages amount is incorrect. Please update the gross amount using CORE/ADJUSTMENTS/TOTAL GROSS that has the incorrect amount. This error should be corrected before creating a submission file. The Social Security Administration will contact the district if this error is not fixed.
- The Medicare gross wages amount is incorrect or the FICA (Social Security) gross wages amount is incorrect. Please update the gross amount using CORE/ADJUSTMENTS/TOTAL GROSS that has the incorrect amount. This error should be corrected before creating a submission file. The Social Security Administration will contact the district if this error is not fixed.
Error This employee has FICA wages without any Medicare wages.
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- The W2 Processing program verifies that the annuity (generally in the 500-599 payroll items code range) payroll item amount equals the calculated annuity amount. The calculated amount is determined by taking the total gross and subtracting the taxable gross. The result is the amount of the annuity that was in effect while the tax was being withheld. If this calculated value differs from the totals on the annuity records, the warning appears. This warning is often associated with a change that has been made to the taxable gross but no corresponding change was made to the total gross or vice versa. Manual adjustments in CORE/ADJUSTMENTS option to the annuity amounts may also cause this warning. Run the Audit Trail report to attempt to isolate these situations. If an annuity was in effect for only part of the year, this warning may appear and can be ignored.
- Create a Core>Adjustments for the Federal, State, City (if they honored the annuity originally,) OSDI (if applicable), and Medicare Payroll Items using the Type of Total Gross.
- The W2 Processing program verifies that the annuity (generally in the 500-599 payroll items code range) payroll item amount equals the calculated annuity amount. The calculated amount is determined by taking the total gross and subtracting the taxable gross. The result is the amount of the annuity that was in effect while the tax was being withheld. If this calculated value differs from the totals on the annuity records, the warning appears. This warning is often associated with a change that has been made to the taxable gross but no corresponding change was made to the total gross or vice versa. Manual adjustments in CORE/ADJUSTMENTS option to the annuity amounts may also cause this warning. Run the Audit Trail report to attempt to isolate these situations. If an annuity was in effect for only part of the year, this warning may appear and can be ignored.
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- Verify the Federal Tax Payroll Item>Pension Plan option selected and whether there is an active retirement record. The Pension Plan option selected and the employee having an active retirement record is used together to determine how/if the pension plan box on the employee W2 should be checked. There are three values for the flag:
- Automatically check the pension plan box per W2 Processing calculations.
- Yes, check the pension plan box.
- No, never check the pension plan box.
- Verify the Federal Tax Payroll Item>Pension Plan option selected and whether there is an active retirement record. The Pension Plan option selected and the employee having an active retirement record is used together to determine how/if the pension plan box on the employee W2 should be checked. There are three values for the flag:
W2 Report Summary Breakdown
Dependent Care Report: This report is the total of all Payroll Item Configuration>Type equaling Dependent Care and the Annuity Type equaling Section125NonWages.
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Criteria for an Employee to be Included on the W2 Report, W2 Submission File, W2 Form File
- If the Federal YTD Gross is not equal to 0 or
- If the Federal YTD Amount Withheld is not equal to 0 or
- If the OSDI Taxable Gross is not equal to 0 or
- If the Employee Medicare/FICA Taxable Gross amount is not equal to 0
- Archived employees with YTD Amounts, will be reported and a W2 generated
USPS-R W2 Submission Overview Video
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