The W2 Report module creates a report used for reporting W2 wage information at calendar year end.

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Option to NOT allow districts to submit Own W2 Files

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Option to allow districts to submit Own W2 Files

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• Employee SSN
• Employee Name
• Building/Department and Employee Name
• Building/Department, Pay Group and Employee Name
• Pay Group
• Zip Code and Employee SSN
• Zip Code and Employee Name
• Check Distribution and Employee Name
• Digital Only W2 (will only show if W2 Configuration>'Enable W2 Digital Delivery' is checked)
  • Non - Digital Only W2 employees are listed first, followed by employees receiving Digital Only W2.

Report for Year - Select reporting year from available choices from the drop-down box - 

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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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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.

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• F, Federal Government
• S, State and Local Governmental Employer (non 501c)
• T, Tax Exempt Employer
• Y, State and Local Tax-Exempt Employer (501c)
• N, None apply

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Contact Name - **Required field**The contact's name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact's name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe. 

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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. 
    

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.

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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.
      

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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