| Note |
|---|
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. |
| Note | ||||
|---|---|---|---|---|
| ||||
|
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.
...
- 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:
- Go to Core>Payroll Item Configuration
...
- Payee checks for the quarter should equal the total Payroll Items showing on the Quarter Report.
| Info |
|---|
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.
...
| Info |
|---|
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.
|
...
- 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.
| Info |
|---|
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. |
...
| State | Filing Requirements |
|---|---|
| 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 |
|---|
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: |
...