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Individual ITC's may supply slightly different instructions depending on the policies and procedures of the ITC. Therefore, these procedures are intended to be general guidelines only. |
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- 5. City W2 Abbreviations: Verify the W2 abbreviation field on all City records. The first eight six characters will be printed on the employee's W-2. If left blank, the value in the abbreviation field will print.
- Go to Core>Payroll Item Configuration
- Filter the grid by entering City Tax in the Type field
Review the W2 abbreviation column to verify there is a value in the W2 abbreviation field.
Info Indiana requirements include: A Payroll Item Configuration City Tax record for the county tax record and a Payee address with IN as the state. The Payroll Item record for your employees for Indiana County tax will need to have a Deduction Type of “R” for Residence and the Indiana code in the Indiana W2 Instructions, Appendix A. The Indiana Code will need to be put in the Payroll Item Code 1 field.
The codes are currently 01 – 92. If using 1 – 9, it must be entered as 01, 02, 03, 04, 05, 06, 07, 08, 09.
The website for the County Codes is below, Page 36:
- Go to Core>Payroll Item Configuration
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- Payee checks for the quarter should equal the total Payroll Items showing on the Quarter Report.
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Be sure to verify the electronic transfers of Federal and Medicare payments as well. This should be true for every Payroll Item code. |
- 15. Verify Gross Balances.
- The Total Gross showing on Quarter Report should equal the total of all Payroll Disbursement Checks created during Payroll Posting to USAS for the quarter.
- 16. Print Quarter Report (Optional).
- Once balanced if a hard copy of the report is desired, print the Quarter Report.
- 17. W2 Balancing: It is recommended that you balance the W2Report quarterly to minimize problems at calendar year-end.
- Balance W2 Report and Submission.
- Go to Reports>W2 Reports>W2Report and Submission.
- Balance W2 Report and Submission.
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If errors are discovered, check employees that had exception processing during the quarter such as voided checks, error adjustments, or manual changes made through Core>Adjustments. The Audit Report (Reports>Audit Report) can be useful in identifying these problems.
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Go to Core>Adjustments
Click Create
Enter the employee name or ID
Under the payroll item drop down and choose Federal
Under type choose Life Insurance Premium
Enter in a transaction date
Enter the amount of the life insurance
Description can be entered (optional)
Click Save
Use Core>Adjustments to manually add the Medicare Amount Paid
Enter the employee name of ID
Under the payroll item drop down, choose Medicare Tax
Under type choose Amount Withheld
Enter in a transaction date within the current posting period
Enter in the amount owed for employee and employer Medicare for the Life Insurance Premium. (board will need to pay both employee and employer share and employee can reimburse the district if the board desired.)
A description can be entered (optional)
Click Save
- Repeat for the Board Amount of Payroll Item
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A 'Difference in Adjusted Gross' will show for the NC1 payments on the Quarter Report. The city is only adjusted when the city Payroll Item Configuration Tax Non-Cash Earnings box is checked. If Medicare is fully board paid (Pickup) then the total Adjustment (1.45%) should be made to the 'Board Pickup Amount of Payroll Item'. This will update both Medicare pickup and Medicare on the Employee's W2. Board will need to pay for both Employee and Employer portion of Medicare and employee can reimburse the district if board desires. |
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- 36. Taxable Benefits: If the 'Non-cash Taxable Benefit' pay type was NOT used during payroll processing, an Adjustment entry is needed using the Taxable Benefits. This will update the Total and Applicable Gross totals on the Federal and State records during W2 Report. Please see document called Reimbursable Employee Expenses for further details.
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Option #1:
Option #2: If the 'Non-cash Taxable Benefit' Pay Type in Payroll Payments - Future or Payroll Payments - Current was used, this will represent the Non-Cash Taxable Benefits amount. Nothing further needs to be processed. |
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State | Filing Requirements |
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Indiana | Requires electronic filing if 25 or more W2's. *See Note Below |
Kentucky | Only accepts electronic filing W2's. |
Michigan | Requires electronic filing if 250 or more W2's. |
Pennsylvania | Requires electronic filing if 10 or more W2's. |
West Virginia | Requires electronic filing if 25 or more W2's. |
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Indiana requirements include: A Payroll Item Configuration City Tax record for the county tax record and a Payee address with IN as the state. The Payroll Item record for your employees for Indiana County tax will need to have a Deduction Type of “R” for Residence and the Indiana code in the Indiana W2 Instructions, Appendix A. The Indiana Code will need to be put in the Payroll Item Code 1 field. The codes are currently 01 – 92. If using 1 – 9, it must be entered as 01, 02, 03, 04, 05, 06, 07, 08, 09. The website for the County Codes is below, Page 36: |
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