The W2 Report module creates a report used for reporting W2 wage information at calendar year end.
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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 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 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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If a CCA city is listed in Appendix A or Appendix C on the CCA website, then a W2 CCA tape file will be created. If a city is listed in Appendix B on the CCA website, then the Report to CCA flag in Payroll Item Configuration needs to be set to false. The CCA code and the city name in the Description field both need to be defined. Appendix B data will only be included in the W2 CCA file if an Appendix A or Appendix C city was also paid into. For More information on CCA setup, please click here. |
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For W2 RITA submission, the RS record, if position 308 has an R for Resident, than then pos 309-319 should always contain zeroes. This is only for RITA and for RS record with position 308 containing an R. For more information on RITA setup, please click here. |
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Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal 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.
Sort Options - **Required field**Available choices from the drop-down box:
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Employer Zip Code - This field can be left blank as this data will pull from the Company Zip Code the Company Zip Code field on the System/Configuration/W2 Configuration record
Tax Entity Code - Enter the Tax Entity Code **Required field** NOTE* The city The city is identified by the tax entity code. This code needs to be entered on the city item configuration under Core/Payroll Item Configuration.
Check 
to include all amounts for all all Cities (If a district created a W2 City Override for a specific city, using the 'Apply override value only to cities that are not the selected tax entity code', select it from the drop down box. these 2 options coincide together when creating the submission file. Instructions on how to create an override file, click here)
- Note - Most Cities want all the other cities for that employee to be be reported.
Check 
to include the City Name For The Processing the Processing City? This option will include other cities the employee pays into, if they have the 
checked, as well include the city name for the processing city.
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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 $10,500.
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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Kind of Employer -**Required field**- Available choices from the drop-down box:
- F, Federal 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.
Report for Year -**Required field**- Select reporting year from available choices from the drop-down box - 
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Employer Zip Code - This field can be left blank as this data will pull from the Company Zip Code Zip Code field on on the System/Configuration/W2 Configuration record
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Tax Payer ID (10 digits) - Enter the 10-digit Indiana Tax Payer Taxpayer ID **Required field**
TID Location (3 digits) - Enter the 3-digit TID Location for Indiana **Required field**
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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.- Using Core/Adjustment, enter an adjustment to the Total Gross to Federal, State, City (if they honored the annuity initially) OSDI and Medicare
- 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.
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- On the federal tax record, there is a pension plan box flag. This flag is used to indicate if the pension plan box on the 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
- Automatically check the pension plan box per W2 Processing calculations
- On the federal tax record, there is a pension plan box flag. This flag is used to indicate if the pension plan box on the 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
USPS-R W2 Submission Overview Video
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