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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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- 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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- 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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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. |
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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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