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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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Preliminary Calendar Year-End Closing
Create the W2 SSN Verification Submission File
Go to Reports>W2 SSN Verification>Create Submission File and click Generate Submission File
Send this file to SSA for Verification
Once file is received back from SSA, go to Reports>W2 SSN Verification>Results Report
Select your Report Format
PDF
CSV
Select your Sort options
Employee SSN
Employee Name
Click on 'Choose File' to upload file from SSA
Once uploaded, click on ‘Generate W2 SSN Verification Results Report’
Review for errors
- 1. Life Insurance: Process any Life Insurance (NC1 payments in Classic) payments.
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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:
How to Compute Withholding for State and Count Income Tax - effective October 1, 2024
- 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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If you need to begin January payroll processing BEFORE completing W2 processing, leave the December posting period OPEN and create your (December does not have to be Current for W2 processing), create the January posting period . (go to Core>Posting Period), and make January CURRENT. You may then process your January Payroll. When you are ready to process your W2s, you may do so at any time beginning with Step 22. |
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- Go to Core/Payroll Item Configuration
- Filter the grid by entering OSDI in the Type field
- Review the Osdi OSDI Code to verify the codes are accurate
- Go to Core/Payroll Item Configuration
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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 W2Employee's W2. Another adjustment will need to be made to balance the 941 QTD Employer's Medicare Contribution using 'Board's Amount of Payroll item' for this amount. 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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- The same XML file used in Step 41 (If printing Employee 8.5" x 14" Z-Fold W2's using Edge's Account Ability), can be used along with Edge's Account Ability settings.
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Please go to System>Configuration>W2 Configuration and verify the ‘District Will Submit Own W2 Files’ checkbox is marked correctly. If your ITC is submitting the file on your behalf, the checkbox should be unmarked. If you are submitting your own file, the checkbox should be marked. Please work with your ITC to determine how this field should be marked. |
- 44. Create and Submit Federal Submission File:
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- Verify the Federal file is correctly formatted.
- Log into the SSA-Business Services Online website
- Click on the Report Wages to Social Security option
- Click on I Accept
- Click on the Accuwage Online tab
- Click on Accuwage Online option
- Under Submission Type click W-2 and then click Start Testing
- Find your W2MAST.TXT file Run the W2MAST.TXT file through Accuwage to check for any errors that may be on the file
- Fix errors on the W2MAST and re-run through ACCUWAGE until errors are gone
- Upload the Federal file.
- Log into the SSA-Business Services Online using your Secure User ID and Password
- Choose the Report Wages to Social Security option
- Choose Upload Formatted Wage File tab
- Click on SubmitResubmit a Formatted Wage File
- Follow the menu options Choosing the New W-2sW2s, W-3s for Tax Year 20XX
- Locate your W2MAST.TXT file that you have appended and zipped and click on the submit option
- Print out the Submission information
- Check back periodically to see the status of the submission
- Print confirmation of submission being accepted.
- Verify the Federal file is correctly formatted.
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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. |
| Info |
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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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- 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.)
- Go to Utilities>File Archive
- If your ITC is submitting your information on your behalf, send the file securely per their instructions
- Generate submission file
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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.
- Go to Reports>W2 Reports>W2 Archive Individual Forms.
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