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 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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The System/Configuration/W2 Configuration need to be set up accordingly.
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Option to NOT allow districts to submit Own W2 Files
Option to Allow districts to submit own W2 Files
W2 City Option Screen Setup for District Submitting file
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Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park
Employer Address second line line - This must This must be entered and be the Location Address e.g., the multi-tenant designation and number within a multi-tenant building. So, an example may be P.O. Box 234 or Apt. 5
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Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Address then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park |
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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:
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The System/Configuration/W2 Configuration need to be set up accordingly.
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Ohio
Criteria to be included.
The conditions for employee's to employees to get included onto the Ohio submission file, is any of the following:
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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
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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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
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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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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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Creating the Submission File for ITC to Submit
Ohio
Criteria to be included
The conditions for employee's to get included onto the Ohio submission file, is any of the following:
- Paid Ohio state Tax
- Paid OSDI tax
- Paid City tax to a city inside Ohio (this can include Other State employee's that paid into these Ohio City taxes)
Field Definitions:
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Please securely email your Ohio W2 Submission File to your ITC
Indiana
Field Definitions:
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Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park
Employer Address second line - This must line - This must be entered and be the Location Address e.g., the multi-tenant designation and number within a multi-tenant building. So, an example may be P.O. Box 234 or Apt. 5
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Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Location Address, then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park |
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https://www.in.gov/dor/files/w-2book.pdf
Kentucky
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
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Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Location Address, then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park |
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Please securely email your Kentucky W2 Submission File to your ITC
Michigan
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
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Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park
Employer Address second line - This must line - This must be entered and be the Location Address e.g., the multi-tenant designation and number within a multi-tenant building. So, an example may be P.O. Box 234 or Apt. 5
| Note |
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Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Location Address, then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park |
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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
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Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park
Employer Address second line - This must line - This must be entered and be the Location Address e.g., the multi-tenant designation and number within a multi-tenant building. So an example may be P.O. Box 234 or Apt. 5
| Note |
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Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Location Address, then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park |
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For the W-2 Reporting Instructions and Specifications Handbook for Comma Delimited (CSV) File Format, click here. For REV-1667 Transmittal for PA click here.
West Virginia
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
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Employer Address first line and Employer Address second line fields must be populated. If there is not a separate Location Location Address, then the Delivery Address would need to be populated in both Employer Address first line and Employer Address second line fields–Example- 1495 Rains Park |
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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 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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