The W2 Report module creates a report used for reporting W2 wage information at calendar year end.

Please follow your CYE checklist to securely email your W2, Ohio, City, CCA, RITA and State submission files to your ITC.

Include only last 4 digits of SSN on W2 forms and XML

Districts will have the option to include only the last 4 digits of the employee's SSN on their W2 forms and XML, by checking .

Click here for further instructions and setup.

Option for Districts to submit own W2 Submission Files

Please click here for further instructions and setup.

Districts have the option to create and submit their W2 Submission file to:

SSA
Ohio
CCA
RITA
W2CITY
Indiana
Kentucky
Michigan
Pennsylvania
West Virginia

To set up your district for W2 submission on their own, go to System/W2 Configuration and enter in the highlighted data that is needed for submission. If Submitter Name and Address is different than the Contact Information, leave the box unchecked and enter the Submitter's Information. Otherwise, the Company Information will automatically fill in:

On Page 4 of the 'Specifications for Filing Forms W-2 Electronically' (EFW2) - Your 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 Tax Year 2023

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)

Example 1--If there is Location Address ex- PO Box that would go in the Company and Submitter Location Address boxes and the physical address would go in the Company and Submitter Delivery Address boxes. ex. 1795 Rains Park

Example 2--If there is NOT a Location Address (e.g., the multi-tenant designation and number within a multi-tenant building. ) Then in System/Configuration/W2 Configuration the Company and Submitter Location Address and Company and Submitter Delivery Address would need to match ex- 1795 Rains Park

Option to NOT allow districts to submit Own W2 Files

Option to allow districts to submit Own W2 Files

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.

W2 Report Options

Output Type -

Report - will be sorted in Medicare/Non-Medicare order, then sorted by sort order selected in the input screen.
Submission (Creates submission file as a .txt) - will be sorted in Medicare/Non-Medicare order, then sorted by sort order selected in the input screen.
Forms - NOT in Medicare/Non-Medicare order (just the sort order selected in the input screen).
XML - NOT in Medicare/Non-Medicare order (just the sort order selected in the input screen).

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.

Format - Output format desired. Default is PDF.

PDF (download)
Comma Separated Values (CSV)
Plain Text

Report Title - Default is W2 Report but can be modified.

Federal ID Number - Defaulted to district's Federal ID Number.

State ID Number - Defaulted to district's State ID Number.

Kind of Employer - Available choices from the drop-down box:

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.

Sort Options - Available choices from the drop-down box:

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

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.

Check to include Fringe Benefits if there is any.

Check to only include Employees with Errors only? The Error report will only show errors. Warnings and Info will not show up on this ERROR REPORT ONLY selection.

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 box 14 (maximum of 3 selected will print in box 14, leave empty to not include specific payroll items in box 14)

Select Individual Employees? (Leave empty to select all Employees)

Select Pay Groups to be included? (Leave empty to select all Pay Groups)

Enter a 'City Tax Entity Code' if wanting to include only employee's paying into this City . This option is also available when creating the 'Forms'. If wanting to include all employee's, leave blank.

Once all selections have been entered, click on

W2 Report sample

Example of a W2 report with errors only

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Creating a Submission File for District to Submit

Field Definitions:

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.

Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization

Additional Federal ID Number -

State ID Number - The State ID Number is automatically populated using the State Ein from CORE/Organization

Kind of Employer -**Required field** Available choices from the drop-down box:

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

Sort Options - **Required field**Available choices from the drop-down box:

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

Report for Year -**Required field** Select reporting year from available choices from the drop-down box -

Employer Name - This field can be left blank as this data will pull from the Company Name field on the System/Configuration/W2 Configuration record

Employer Address first line - This field can be left blank as this data will pull from the Company Location Address field on the System/Configuration/W2 Configuration record

Employer Address second line - This field can be left blank as this data will pull from the Company Delivery Address field on the System/Configuration/W2 Configuration record

Employer City - This field can be left blank as this data will pull from the Company City field on the System/Configuration/W2 Configuration record

Employer State - This field can be left blank as this data will pull from the Company State field on the System/Configuration/W2 Configuration record

Employer Zip Code - This field can be left blank as this data will pull from the Company Zip Code field on the System/Configuration/W2 Configuration record

***Fields below are REQUIRED***

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.

Contact Phone Number -**Required field** Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333

Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444

Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777

Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.

If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:

Must contain only one @ symbol
Must not contain consecutive periods to the left or right of the @ symbol
Must not contain empty spaces to the left or right of the @ symbol
Must not contain a period in the first or last position
Must not contain a period immediately to the left or right of the @ symbol
Must not contain an @ symbol in the first or last position
Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)

Is this file being resubmitted?

No - (Default setting)
Yes - Only select Yes, if this is a re-submission of the file

Type of Software

In-House Program (Default setting)
Off-the-Shelf Software

Preparer Code

L - Self-Prepared (Default setting)
A - Accounting Firm
S - Service Bureau
P - Parent Company
O - Other

After selecting your choices, you are ready to: (Creates submission files as a .txt)

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 CCA W2 Submission File 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

Field Definitions:

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.

Federal ID Number - Defaulted to district's Federal ID Number

Additional Federal ID Number -

State ID Number - Defaulted to district's State ID Number

Kind of Employer -**Required field** Available choices from the drop-down box:

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

Sort Options - **Required field**Available choices from the drop-down box:

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

Report for Year - **Required field**Select reporting year from available choices from the drop-down box -

Employer Name - The Employer Name must be entered.

Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park

Employer Address second line - 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

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

Employer City - The Employer City must be entered.

Employer State - The Employer State must be entered.

Employer Zip Code - The Employer Zip Code must be entered.

***Fields below are REQUIRED***

Contact Name - **Required field**The contact 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 name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.

Contact Phone Number - **Required field**Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333

Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444

Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777

Contact Email Address - **Required field**Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.

If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:

Must contain only one @ symbol
Must not contain consecutive periods to the left or right of the @ symbol
Must not contain empty spaces to the left or right of the @ symbol
Must not contain a period in the first or last position
Must not contain a period immediately to the left or right of the @ symbol
Must not contain an @ symbol in the first or last position
Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)

After selecting your choices, you are ready to:

(Creates submission file as a .txt)

Please securely email your W2, CCA and RITA submission files to your ITC.

Creates W2TAPE.txt

Creates W2CCA.txt

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.

Creates W2RITA.txt

For W2 RITA submission, the RS record, if position 308 has an R for Resident, 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.

Create W2 Forms

Generates a non-mailable W2 Form of the employee's W2's to be used for the Employer copy.

When creating W2's for Cities, enter in the 'Select By City Tax Entity Code' in the box provided. . This will return all employee's that paid into this city for the year.

W2 Forms are NOT in Medicare/Non-Medicare order (just the sort order selected in the input screen).

**NOTE**If more than 4, Box 12 items are found, a separate form will be created for the remainder

It will give 1 sheet (4-Up copy) for each employee.

When the user clicks on , the job will start and will get the following message:

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.

The Job Status will show Started, Completed or Failed:

W2 Form Output Files

Click here to go to W2 Form Output 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:

The W2 Form Output Files is where the W2 Forms and W2 Forms (city).zip files will be stored. User will only see 2 output files per option per user. Older form output files will be deleted when there are more than 2.

The user can download, archive or delete the files.

The File Name is what is entered in the Forms Title page. For City files, the File Name will be W2 Forms plus what is entered in the 'Select By City Tax Entity Code'. Ex: W2 Forms XXXXXXX.zip

Example of a W2 Form.pdf

Create W2 XML

**NOTE**If more than 4, Box 12 items are found, a separate form will be created for the remainder.

The W2 Form Data.xml file created, will NOT in Medicare/Non-Medicare order (just the sort order selected in the input screen).

Example of a W2 Form Data XML

W2 City Options

Creating a W2 City Submission File for District to Submit

The System/Configuration/W2 Configuration need to be set up accordingly.

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)

Example 1--If there is Location Address ex- PO Box that would go in the Company and Submitter Location Address boxes and the physical address would go in the Company and Submitter Delivery Address boxes. ex. 1495 Rains Park
Example 2--If there is NOT a Location Address (e.g., the multi-tenant designation and number within a multi-tenant building. ) Then in System/Configuration/W2 Configuration the Company and Submitter Location Address and Company and Submitter Delivery Address would need to match ex- 1495 Rains Park

Option to NOT allow districts to submit Own W2 Files

Option to Allow districts to submit own W2 Files

W2 City Option Screen Setup for District Submitting file

Field Definitions:

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.

Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization

Additional Federal ID Number -

State ID Number - The State ID Number is automatically populated using the State Ein from CORE/Organization

Kind of Employer -**Required field** Available choices from the drop-down box:

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.

Sort Options - **Required field**Available choices from the drop-down box:

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

Report for Year -**Required field** Select reporting year from available choices from the drop-down box -

Employer Name - This field can be left blank as this data will pull from the Company Name field on the System/Configuration/W2 Configuration record

Employer Address first line - This field can be left blank as this data will pull from the Company Location Address field on the System/Configuration/W2 Configuration record

Employer Address second line - This field can be left blank as this data will pull from the Company Delivery Address field on the System/Configuration/W2 Configuration record

Employer City - This field can be left blank as this data will pull from the Company City field on the System/Configuration/W2 Configuration record

Employer State - This field can be left blank as this data will pull from the Company State field on the System/Configuration/W2 Configuration record

Employer Zip Code - This field can be left blank as this data will pull from 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 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 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 reported.

Check to include the City Name For 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.

When this box is checked, the system will check the Payroll Item Configuration Abbreviation box, if this is blank, then checks the W2 Abbreviation box, and if this is blank, looks at the Payee City address.

Is this file being resubmitted?

No (Default)
Yes

Type of Software

In-House Program (Default)
Off-the-Shelf Software

Preparer Code

L - Self-Prepared (Default)
A - Accounting Firm
S - Service Bureau
P - Parent Company
O - Other

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.

Once all options are selected, click on

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

Creating a Submission file for ITC to submit W2 City File

This can be used to create a submission file for a particular city. The city is identified by the tax entity code.

Field Definitions:

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.

Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization

Additional Federal ID Number -

State ID Number - The State ID Number is automatically populated using the State Ein from CORE/Organization

Kind of Employer -**Required field** Available choices from the drop-down box:

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

Sort Options - **Required field**Available choices from the drop-down box:

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

Report for Year -**Required field** Select reporting year from available choices from the drop-down box -

Employer Name - The Employer Name must be entered.

Employer Address first line - This must be entered and be the Delivery Address-Example 1495 Rains Park

Employer Address second line - 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

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

Employer City - The Employer City must be entered.

Employer State - The Employer State must be entered.

Employer Zip Code - The Employer Zip Code must be entered.

Tax Entity Code - Enter the Tax Entity Code **Required field** NOTE* 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 Cities

Note - Most Cities want all the other cities for that employee to be reported

Check to include the City Name For The Processing City? This option will include other cities the employee pays into as well as include the city name for the processing city.

When this box is checked, the system will check the Payroll Item Configuration Abbreviation box, if this is blank, then checks the W2 Abbreviation box, and if this is blank, looks at the Payee City address.

Once all options are selected, click on

Please securely email your City submission files to your ITC.

Example of a W2City_XXXXXXXXX.TXT submission file

W2 State Options

The Payee address has to have an address with a State of 'XX'. The Payroll Item Configuration has to be a Type of 'State Tax' and the State ID must be correct for each state. In order for an employee to be included on the State file, the employees address (CORE/EMPLOYEE) must have the State of 'XX'.

Create a Payee for each State that your district has employee's for:

IN = Indiana
KY = Kentucky
MI = Michigan
OH = Ohio
PA = Pennsylvania
WV = West Virginia

Payroll Item Configuration Setup for each State Tax. Example below:

Payroll Item Setup for Employee. Example below:

Creating the State Submission File for Districts to Submit

The System/Configuration/W2 Configuration need to be set up accordingly.

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)

Example 1--If there is Location Address ex- PO Box that would go in the Company and Submitter Location Address boxes and the physical address would go in the Company and Submitter Delivery Address boxes. ex. 1495 Rains Park
Example 2--If there is NOT a Location Address (e.g., the multi-tenant designation and number within a multi-tenant building.) Then in System/Configuration/W2 Configuration the Company and Submitter Location Address and Company and Submitter Delivery Address would need to match ex- 1495 Rains Park

Ohio

Criteria to be included.

The conditions for employees to get included onto the Ohio submission file, is any of the following:

Paid Ohio state Tax
Paid OSDI tax
Paid City tax to a city inside Ohio (this can include Other State employee's that paid into these Ohio City taxes)

Field Definitions:

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.

Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization

Additional Federal ID Number -

State ID Number - The State ID Number is automatically populated using the State Ein from CORE/Organization

Kind of Employer -**Required field** Available choices from the drop-down box:

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

Report for Year -**Required field** Select reporting year from available choices from the drop-down box -

Employer Name - This field can be left blank as this data will pull from the Company Name field on the System/Configuration/W2 Configuration record

Employer Address first line - This field can be left blank as this data will pull from the Company Location Address field on the System/Configuration/W2 Configuration record

Employer Address second line - This field can be left blank as this data will pull from the Company Delivery Address field on the System/Configuration/W2 Configuration record

Employer City - This field can be left blank as this data will pull from the Company City field on the System/Configuration/W2 Configuration record

Employer State -This field can be left blank as this data will pull from the Company State field on the System/Configuration/W2 Configuration record

Employer Zip Code - This field can be left blank as this data will pull from the Company Zip Code field on the System/Configuration/W2 Configuration record

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.

Contact Phone Number - **Required field**Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333

Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444

Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777

Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.

If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:

Must contain only one @ symbol
Must not contain consecutive periods to the left or right of the @ symbol
Must not contain empty spaces to the left or right of the @ symbol
Must not contain a period in the first or last position
Must not contain a period immediately to the left or right of the @ symbol
Must not contain an @ symbol in the first or last position
Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)

Is this file being resubmitted?

No (Default)
Yes

Type of Software

In-House Program (Default)
Off-the-Shelf Software

Preparer Code

L - Self-Prepared (Default)
A - Accounting Firm
S - Service Bureau
P - Parent Company
O - Other

Submitter EIN -**Required field** The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration

Submitter User ID -**Required field** The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration

When all data is entered, click on to create the Ohio W2 Submission File

To create a Summary Report of the Ohio W2 Submission file, click on

Example of Ohio W2 Submission File - W2MAST_OH.txt

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 $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:

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.

Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization

Additional Federal ID Number -

State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field

Kind of Employer -**Required field**- Available choices from the drop-down box:

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.

Report for Year -**Required field**- Select reporting year from available choices from the drop-down box -

Employer Name - This field can be left blank as this data will pull from the Company Name field on the System/Configuration/W2 Configuration record

Employer Address first line - This field can be left blank as this data will pull from the Company Location Address field on the System/Configuration/W2 Configuration record

Employer Address second line - This field can be left blank as this data will pull from the Company Delivery Address field on the System/Configuration/W2 Configuration record

Employer City - This field can be left blank as this data will pull from the Company City field on the System/Configuration/W2 Configuration record

Employer State -This field can be left blank as this data will pull from the Company State field on the System/Configuration/W2 Configuration record

Employer Zip Code - This field can be left blank as this data will pull from the Company Zip Code field on the System/Configuration/W2 Configuration record

Contact Name -**Required field** - The contact 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 name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.

Contact Phone Number - **Required field**- Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333

Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444

Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777

Contact Email Address - **Required field**- Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.

If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:

Must contain only one @ symbol
Must not contain consecutive periods to the left or right of the @ symbol
Must not contain empty spaces to the left or right of the @ symbol
Must not contain a period in the first or last position
Must not contain a period immediately to the left or right of the @ symbol
Must not contain an @ symbol in the first or last position
Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)

Is this file being resubmitted?

No (Default)
Yes

Type of Software

In-House Program (Default)
Off-the-Shelf Software

Preparer Code

L - Self-Prepared (Default)
A - Accounting Firm
S - Service Bureau
P - Parent Company
O - Other

Submitter EIN -**Required field**- The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration

Submitter User ID -**Required field**- The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration

Tax Payer ID (10 digits) - Enter the 10-digit Indiana Taxpayer ID **Required field**

TID Location (3 digits) - Enter the 3-digit TID Location for Indiana **Required field**

When all data is entered, click on to create the Indiana W2 Submission File

To create a Summary Report of the Indiana W2 Submission file, click on

Indiana County Tax - Setup for Indiana State Electronic filing

**NOTE** Indiana requirements include: A Payroll Item Configuration City Tax record for the county tax record and a Payee address with IN as the state. A County Code needs to be entered in Code 1. 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:

https://www.in.gov/dor/files/w-2book.pdf

Kentucky - W2MAST_KY.txt

Field Definitions:

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.

Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization

Additional Federal ID Number -

State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field

Kind of Employer -**Required field** Available choices from the drop-down box:

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

Report for Year -**Required field** Select reporting year from available choices from the drop-down box -

Employer Name - This field can be left blank as this data will pull from the Company Name field on the System/Configuration/W2 Configuration record

Employer Address first line - This field can be left blank as this data will pull from the Company Location Address field on the System/Configuration/W2 Configuration record

Employer Address second line - This field can be left blank as this data will pull from the Company Delivery Address field on the System/Configuration/W2 Configuration record

Employer City - This field can be left blank as this data will pull from the Company City field on the System/Configuration/W2 Configuration record

Employer State -This field can be left blank as this data will pull from the Company State field on the System/Configuration/W2 Configuration record

Employer Zip Code - This field can be left blank as this data will pull from the Company Zip Code field on the System/Configuration/W2 Configuration record

Contact Name -**Required field** The contact 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 name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.

Contact Phone Number -**Required field** Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333

Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444

Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777

Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.

If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:

Must contain only one @ symbol
Must not contain consecutive periods to the left or right of the @ symbol
Must not contain empty spaces to the left or right of the @ symbol
Must not contain a period in the first or last position
Must not contain a period immediately to the left or right of the @ symbol
Must not contain an @ symbol in the first or last position
Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)

Is this file being resubmitted?

No (Default)
Yes

Type of Software

In-House Program (Default)
Off-the-Shelf Software

Preparer Code

L - Self-Prepared (Default)
A - Accounting Firm
S - Service Bureau
P - Parent Company
O - Other

Submitter EIN -**Required field** The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration

Submitter User ID - **Required field**The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration

When all data is entered, click on to create the Kentucky W2 Submission File

To create a Summary Report of the Kentucky W2 Submission file, click on

Michigan - W2MAST_MI.txt

Field Definitions:

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.

Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization

Additional Federal ID Number -

State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field

Kind of Employer -**Required field** Available choices from the drop-down box:

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