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• • 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:  EFW2 (W-2 and WH-3) Electronic Filing Requirements

      
      

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• Payee checks for the quarter should equal the total Payroll Items showing on the Quarter Report. 

•  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.

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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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• • Generate submission file
    • Go to Reports>W2 Reports>W2 Report and Submission>W2 Report Options tab.
    • Output Type = Submission.
    • Federal ID Number = Defaults to Federal EIN number in Core>Organization. Check for accuracy.
    • Additional Federal ID Number = If additional Federal ID number is available enter here.
    • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
    • Sort Options = Choose from the drop-down option how the report should be sorted.
    • Report for Year = 20XX
    • Employer Name = Defaults to Name in Core>Organization. Check for accuracy.
    • Employer Address first line = Defaults to Street 1 in Core>Organization. Check for accuracy.
    • Employer Address second line = Defaults to Street 2 in Core>Organization. Check for accuracy.
    • Employer City = Defaults to City in Core>Organization. Check for accuracy.
    • Employer State = Defaults to State in Core>Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core>Organization. Check for accuracy.
    • Contact Name = Enter name of employee creating the tape file (required).
    • Contact Phone Number = Enter phone number of person creating tape file (required).
    • Contact Phone Extension = Enter extension of person creating tape file (optional).
    • Contact Fax Number = Enter fax number for person creating tape file (optional).
    • Contact Email Address = Enter email address of person creating tape file (required).
    • Is this file being resubmitted? = No
    • Type of Software = In-House Program
    • Preparer Code = L-Self-Prepared
    • Select Generate RITA W2 Submission File Summary Report.  Print and save.
    • Click Generate RITA W2 Submission File
    • Save the W2RITA.TXT or W2MSTRITA.TXT file to your desktop or somewhere on your computer
    • Verify reports have been copied to the File Archive>Calendar Year End bundle.
      • Go to Utilities>File Archive
        • Filter Year by entering YYYY
        • Singe click YYYY - Calendar Year Reports line.  You should see the following reports and files:
          • W2RITA.TXT
          • W2MSTRITA.TXT (For those districts creating and submitting own files.)
  • If your ITC is submitting your information on your behalf, send the file securely per their instructions 

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•  51.  Create W2 PDF File for Kiosk - If Applicable. This file will be placed in the Utilities>File Archive>W2 Archive and be used by the Kiosk for employees to access their W2 information. (Double check Job Schedular to make sure prior years are no longer showing)

• • Go to Reports>W2 Reports>W2 Archive Individual Forms.
    • Federal ID Number Number =  Defaults to Defaults to Federal EIN number in Core>Organization. Check for accuracy.
    • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
    • Sort Options = Choose from the drop-down option how the report should be sorted.  To assure the same Control Numbers are assigned, be sure to choose the same sort option selected when the employee W2 print file was generated (Step 41).  
    • Report for Year = YYYY
    • Employer Name Name =  Defaults to Defaults to Name in Core>Organization. Check for accuracy.
    • Employer Address First Line = Defaults to Street 1 in Core>Organization. Check for accuracy.
    • Employer Address Second Line = Defaults to Street 2 in Core>Organization. Check for accuracy.
    • Employer City = Defaults to City in Core>Organization. Check for accuracy.
    • Employer State = Defaults to State in Core>Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core>Organization. Check for accuracy.
    • Include Fringe Benefits in Box 14 14 =  Check the Check the box and add any Payroll Items wanting to be included on W2.
      • Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2 (maximum of 3 will print)
    • Schedule Date and Time = Defaults to current system date and time.
    • Click Schedule Job.
    • Go to Utilities>Job Scheduler and verify the job is listed.
    • Once the job has completed, verify the W2's have been copied to the File Archive by going to Utilities>File Archive>W2 Archive.

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