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W2 related updates for CY2023

With W2 season right around the corner, we wanted to briefly review some of the W2 related updates our development team completed during the year to help prepare you for your W2 processing.

  • 6.85.0 Release: Fixed CCA RS Record: Non-Ohio records should now includes blanks for the account number.
  • 6.92.0 Release: A new option to truncate SSN on the W2 Forms and XML output was added to the W2 Configuration.
  • 6.97.0 Release: Evaluated all Box 12 items on the W2 form to check for possible negative values. W2 processing now prevents any negative value in Box 12 (will be set to zero).
  • 6.98.0 Release: Improved the W2 printed overflow forms to not print unnecessary data on fields 1-6 and 7-12d. Additional locality wages and income tax will only be printed.
  • 6.99.0 Release: Corrected an issue with an Employee name containing a suffix. It was not being included on the W2 form and report.  This was resolved. 

Also, throughout the year, the development team has added a new W2 Corrections interface in USPS!   All available W2C options are located under the Reports>W2 Corrections menu. Currently, the W2C option allow W2C forms, reports, and submission files to generated.  We still have some additional Jira issues to complete for W2C before the end of the year and our support team has been documenting the new feature as it progresses.

In order to avoid confusion with regular W2 processing and submissions, we will wait until our February 2024 newsletter to go into more depth on the W2C options.   Our February video spotlight will also include a recording of the training session we plan to cover with ITCs in regards to W2C.  Be on the look out next year! 

 Vendor Adjustments for CYE - Michelle

  • Explain how to adjust vendor YTD amounts manually or via Vendor Adjustment spreadsheet- Michelle 


  • Vendor Adjustments
    • If the YTD Taxable Total needs to be updated for a vendor (void prior FY check, royalties, combining vendor records) the Vendor Adjustments option can be used to modify the YTD Taxable Total and YTD Total fields.
    • This option can be located from the Core > Vendors grid by viewing a specific vendor record and then clicking the Vendor Adjustments option at the top of the vendor window.
    • Make sure the "Taxable" checkbox is marked to update the YTD Taxable Total that is used for 1099 reporting.

Additional information on these steps can also be found in the Pre-Closing Procedures section of the USAS Calendar Year End Checklist.


If you need to mass update vendors



Useful links:


Let's get the word out on the benefits of using Account Filters in USAS and how to best apply them in reports! For starters, SSDT recently recorded a training session with ITCs reviewing how to create account filters via the Utilities menu, assigning an account filter to a user and provided several scenarios on how to use existing filters to filter information when generating a template or canned USAS report! It's that easy!

Did You Know?

During CY2022, SSDT released a YTD Report which provides year-to-date totals and a benefit statement for all employees, pay groups, or individual employees. For more information on what 


Reminder

Just a reminder that districts can generate their own W2 and 1099 print files via USAS & USPS for CY2023. Your ITC will provide more details at your upcoming CYE review in order to ensure responsibility for printing has been clearly defined between the ITC and their districts.  Our November 2022 newsletter covered a brief overview of the W2 and 1099 printing process. (thumbs up)



Did You Know?

W2 and 1099 submissions

If this is your FIRST year to submit 1099 and W2 information on your own, you need to obtain the appropriate accounts for submission. Districts must obtain a Transmitter Control Code (TCC) in order to submit 1099 data to the IRS Fire System and register for a Business Service Online (BSO) account in order to submit their W2 data to SSA. These accounts may take some time to obtain so if you haven't done so already, please begin the process ASAP.  (NOTE: Publication 1220 recommends submitting an IR Application for TCC by November 1st of the year before information return(s) to allow 45 days for processing.)

W2: Please refer to the Business Services Online page on the SSA website to register for a BSO account.  The 'Employer Information' link includes information on BSO Registration. NOTE: For new and returning users, BSO Registration has changed so please review the 'Alert' area noted in the Employer Information' link for further details.

1099: Please see the FIRE System Update on the IRS website for details on applying for a TCC code. You must obtain a TCC before you can establish a FIRE Account to transmit files through the FIRE Systems (Production and Test). 

Filing Dates for 1099s

Page 29 of Publication 1220 provides step-by-step instructions on how to connect to both FIRE systems (Production or Test).  


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