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. City, CCA, RITA and State submission files to your ITC.
Option for employees to receive a digital copy (email) of their W2
Districts will have the option for their employees to receive a digital copy of their W2, by going to Configuration>W2 Configuration and checking, 
Employees marked to receive their W2 Digitally, will NOT be included on the SSA Forms or XML file but will be included on the W2 Report and SSA W2 Submission file.
Click here for further instructions and setup.
Include only last 4 digits of SSN on W2 forms and XML
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Option to NOT allow districts to submit Own W2 Files
Option to allow districts to submit Own W2 Files
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IF YOU NEED TO BEGIN JANUARY PAYROLL PROCESSING BEFORE COMPLETING W2 PROCESSING, Leave December reporting period Open and create your January reporting period through Core/Posting Period and make that Current. |
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- Report - will be sorted in Medicare/Full FICA and Non-Medicare order, then sorted Medicare employees first followed by Medicare Qualified Employees, then sorted by sort order selected in the input screen. Includes both W2 Digital and paper form employees.
- Submission (Creates submission file as a .txt) - will be sorted in Medicare/Full FICA and Non-Medicare order, then sorted Medicare employees first followed by Medicare Qualified Employees, then sorted by sort order selected in the input screen. Includes both W2 Digital and paper form employees.
- Forms - NOT in Medicare/Non-Medicare order (just the sort order selected in the input screen). . W2 digital employees will be removed from the form file.
- XML - NOT in Medicare/Non-Medicare order (just the sort order selected in the input screen). . W2 digital employees will be removed from the XML file.
Creating a W2 Report
The Save and Recall option 
allows the users to create and save certain reports 
for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on 
to delete the report. The Default reports cannot be deleted.
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- Employee SSN
- Employee Name
- Building/Department and Employee Name
- Building/Department, Pay Group and Employee Name
- Pay Group
- Zip Code and Employee SSN
- Zip Code and Employee Name
- Check Distribution and Employee Name
- Pay Group
- Zip Code and Employee SSN
- Zip Code and Employee Name
- Check Distribution and Employee Name
- Digital Only W2 - ALL employees will be listed and sorted by: (will only show if W2 Configuration>'Enable W2 Digital Delivery' is checked)
- Full FICA and Non-Medicare Employees 'Digital Only W2 = No
- Full FICA and Non-Medicare Employees 'Digital Only W2 = Yes
- Medicare Qualified Employees 'Digital Only W2 = No
- Medicare Qualified Employees 'Digital Only W2 = Yes
Report for Year - Select reporting year from available choices from the drop-down box - 
The reporting year will default to the prior year between Jan 1 - Jan 31. Then starting Feb 1, the reporting year will automatically default to the current year.
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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 on 
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–Additional deduction codes:
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Once all selections have been entered, click on 
W2 Report sample
- At the end of report, will show
- Total Number of Employees
- Total Number of W2 Forms to be Printed
W2 Report example with 'Enable W2 Digital Delivery' configuration checked
- At the end of report, will break down:
- Total Number of Employees
- Total Number of W2 Forms
- Total Number of Physical W2 Forms to be Printed
- Total Number of Digital W2 Forms
Example of a W2 report with errors only
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For More information on CCA setup, please click here.
Example of CCA W2 Submission File Summary
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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.
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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.
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- F, 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 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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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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Generates a non-mailable W2 Form of the employee's W2's to be used for the Employer copy.
Employees marked to receive a digital copy of their W2, will NOT be included in the file.
When creating W2's for Cities, select a 'City Tax Entity Code' in the box provided. 
. This will return all employee's that paid into this city for the year.
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Example of Ohio W2 Submission 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 $5,000.
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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- 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.
- Create a Core>Adjustments for the Federal, State, City (if they honored the annuity originally,) OSDI (if applicable), and Medicare Payroll Items using the Type of Total Gross.
- 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.
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- Verify the Federal Tax Payroll Item>Pension Plan option selected and whether there is an active retirement record. The Pension Plan option selected and the employee having an active retirement record is used together to determine how/if the pension plan box on the employee 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.
- Verify the Federal Tax Payroll Item>Pension Plan option selected and whether there is an active retirement record. The Pension Plan option selected and the employee having an active retirement record is used together to determine how/if the pension plan box on the employee 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 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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