The W2 Report module creates a report used for reporting W2 wage information at calendar year end.
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Please follow your CYE checklist to securely The W2 Report module creates a report used for reporting W2 wage information at calendar year end.
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Please follow your CYE checklist to securely email your W2, Ohio, City, CCA, RITA and State submission files to your ITC.
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On Page 4 of the 'Specifications for Filing Forms W-2 Electronically' (EFW2) - Your existing existing BSO User ID and password is no longer used to access BSO employer services. You must use a Social Security online account, Login.gov, or ID.me credential to gain access to the BSO application. For more information, click here. All submitters must obtain a BSO User Identification (ID) through our registration process (see Section 5) and must enter that BSO User ID in the RA (Submitter) Record:
Specifications for Filing Forms W-2 Electronically (EFW2) For for Tax Year 20232024
- The Submitter EIN is the Federal ID used when registering with Social Security Administration-Business Services Online (SSA-BSO)
- The Submitter User Id is the unique Id assigned when registering with the Social Security Administration-Business Services Online (SSA-BSO)
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Additional payroll item(s) can be provided to your employees using the box labeled 'Other' on the W2 forms. Entering the payroll item(s) will cause the year-to-date amount to print on the forms. From the drop down box option, select the Payroll Item(s) or type in the payroll item code, click on the code and then click on 
:Select Payroll Items to print in
–Additional deduction codes:
- Six can be entered.
–Leased vehicle value is always included
–COVID – SE
–COVID – OT
–COVID – EM
–Fringe Benefits
–Any Payroll Items selected (SERS/Union Dues)
- Prints the first 3 for each employee in the order entered.
Select Payroll Items to print in box 14 (maximum of 3 selected will print in box 14, leave empty to not include specific payroll items in box 14)
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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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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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Example of SSA W2 Submission File for districts to submit - W2MAST.txt
Example of W2 SSA Submission File Summary
Example of CCA W2 Submission File for districts to submit - W2MSTCCA.txt
The file will contain records for employees with CCA cities AND any other cities withheld for an employee who has a CCA city withheld.
For More information on CCA setup, please click here.
Example of
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CCA W2 Submission File
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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.
Example of W2 RITA Submission File Summary
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Summary
Example of CCA W2 Submission File City Summary Report
The file will contain records for employees with CCA cities AND any other cities withheld for an employee who has a CCA city withheld.
If the city on the W2 CCA Submission File City Summary report is a CCA city (the city pay item configuration has 'Report to CCA' checked), then the Employees Processed, City Wages (taxable gross) and City Tax Withheld for the city, should match what is shown on the W2 Report, Report Summary of the city tax item.
If a non CCA city is on the W2 CCA Submission File City Summary report because an employee has a different city withheld that is CCA, then those totals may not match the W2 report because the W2 report Summary may contain additional employees for the city who do not also have a different city withheld that is CCA.
For these cities, you will have to total the tax withheld and taxable gross for just 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 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.
Example of W2 RITA Submission File Summary
Example of RITA W2 Submission File City Summary Report
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.
The report will show a breakdown of the cities that are included in the RITA file. It will show each city with a count of Employees Processed, City Wages (taxable gross) and City Tax Withheld. If the city on the W2 RITA Submission File City Summary report is a RITA city (the city pay item configuration has a value in the 'RITA' field if it is a RITA city), then the Employees Processed and City Tax Withheld for the city should match what is shown on the W2 report in the report summary of the city tax item.
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 W2 RITA Submission City Summary report only counts employee who have values in Tax Withheld, Applicable Gross, and Total Gross that are greater than zero.
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 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.
For these cities, you will have to total the tax withheld and taxable gross for just 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.
Creating the Submission File for ITC to Submit
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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 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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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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Create W2 Forms
Generates a non mailable W2 -mailable W2 Form of the employee's W2's to be used for the Employer copy.
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The Job will then show in the right-hand corner of the grid on the W2 Report Options. It will show the Time the job was Created, Completion Time and Job Status.
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Click here to go to W2 Form Output Files Files documentation.
Once the job from W2 Report/Forms shows as completed, the user can see the forms under W2 Form Output Files tab from Reports/W2 Reports:
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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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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.
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Once all options are selected, click on 
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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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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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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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Example of Ohio W2 Submission File - W2MAST_OH.txt
Example of Ohio W2 Submission File Summary ReportSubmission 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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Error Employee must have a city
- Check employee's City on their Employee record
Error Employee must have a country code
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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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Note: This report will include all Section 125 Payroll Item totals - including Dependent Care. In order to balance this report to the W2 Report add the Section 125 total to Dependent Care total.
Third Party Sick Pay Report: To generate a report of all third party sick payments, go to Core>Adjustments.
- 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.
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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.
OSDI with Medicare Pickup employees
Medicare pickup will be added to Fed, State, City (if applicable) and OSDI. The Employee will pay for the Taxes on the Medicare Pickup amount at the time they do their taxes.
OSDI is not set up the same as the City Payroll Item Configuration, where 'Employer Paid Amounts To Be Taxed' can be included.
Federal, State and OSDI inflate the taxable amount and honor all annuities.
Medicare Pickup Amount is added to the employees Total Gross for 001, 002 and 003 (if city taxes Medicare Pickup) and OSDI.
When balancing between Quarter report and W2, on Quarter report, you have to add the Medicare pickup amount to the taxable gross
If the district is questioning if this OSDI taxes employee Medicare pickup, they will have to contact their tax advisor for confirmation.
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
- Archived employees with YTD Amounts, will be reported and a W2 generated
USPS-R W2 Submission Overview Video
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