The W2 Report module creates a report used for reporting W2 wage information at calendar year end.
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Districts will have the option to include only the last 4 digits of the employee's SSN on their W2 forms and XML, by checking 
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Click here for further instructions and setup.
Option for Districts to submit own W2 Submission Files
Please click here for further instructions and setup.
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For More information on CCA setup, please click here.
Example of RITA W2 Submission File for districts to submit - W2MSTRITA.txt
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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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. |
Creates W2RITA.txt
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For W2 RITA submission, the RS record, if position 308 has an R for Resident, than 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. |
Create W2 Forms
Generates a non mailable W2 Form of the employee's W2's to be used for the Employer copy.
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W2 Form Output Files
Click here to go to W2 Form Output Files documentation
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Check 
to include all amounts for 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 reported
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Optional Custom City Submission Override - If a district created a W2 City Override for a specific city, select from the drop down box. Instructions on how to create an override file, click here.
Once all options are selected, click on 
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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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- In the Adjustment Type filter field, enter Third.
- In the Transaction Date filter field, enter the appropriate date range (for example, 1/1/23..12/31/23).
- Click Report and generate a report in the desired format.
Medicare Pickup Employees
Medicare Pickup Amount is added to the employees Total Gross for 001, 002 and 003 (if city taxes Medicare Pickup) and OSDI.
Criteria for employee to be included on W2 Report, submission file, form file, etc...
IF Federal YTD Gross not = 0 OR
Federal YTD Tax withheld not = 0 OR
OSDI Taxable Gross not = 0 OR
Medicare/FICA Taxable Goss amount (employee) not = 0
Then put on report, submission, form file, etc
USPS-R W2 Submission Overview Video
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