W2 Merge

W2 Merge contain three options:

• W2 District Entry

• W2 Merge

• W2 Merge Results

W2 District Entry

The W2 District Entry option displays a grid of districts uploaded Federal, Ohio, Indiana, Kentucky, Michigan, Pennsylvania, West Virginia, RITA, CCA, or City files.  You must have one entry for each district per entity that is being submitted.

Open

• If needing to add a new file, select

  Open

  

  .

•  

  • Using the drop down, select the District.

  • Using the drop down, select the Submission Type you want to upload.

    • Federal

    • Ohio

    • Indiana

    • Kentucky

    • Michigan

    • Pennsylvania

    • West Virginia

    • RITA

    • CCA

    • W2 City

  • Enter the Calendar Year you want to report.

  • Upload the file by using one of the following options:

    1. Click the

       to select the file you want to import.  Only the files created from USPS-R>Reports>W2 Report and Submission menu (in the proper file format) will be accepted. Click

       .

    2. Drag and drop the file in the 'Drop W2 File here'

       area.  Click

       .

• Click Edit Item  to edit a record. Only fields that are allowed to be edited will be displayed. From the Edit Item screen, you can also Delete the record. This will remove that district's file from the grid. 

• Click Download if you want to download the the file and review. 

• Once you have entered all of your districts files, please proceed to the 'W2 Merge' option.

W2 Merge

The W2 Merge option combines all districts files (currently stored in the 'W2 District Entry' grid), for the submission file type and year specified, into one appended file.

• Year - Defaults to the current year.

• Submission Type - From the dropdown, select the type of submission wanted to be merged.

  • Federal

  • Ohio

  • Indiana

  • Kentucky

  • Michigan

  • Pennsylvania

  • West Virginia

  • RITA

  • CCA

  • W2 City

• Preparer Code - Defaults to Self-Prepared.

  • Account Firm

  • Self-Prepared

  • Service Bureau

  • Parent Company

  • Other

• Federal ID Number - Defaults to value the entered in Organization>Federal EIN.

• Additional Federal ID Number - Enter an additional Federal EIN number if applicable.

• State ID Number - Enter the appropriate State ID Number.

• Submitter User ID - Unique ID assigned when registering with the Social Security Administration - Business Services On-line (SSA-BSO).

  • 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.

• Resubmission? - Check the checkbox if the file being merged is due to needing to resubmit.

  • Wage File Identifier - Enter the wage file identifier provided in the notification.

• Employer Information - Defaults to the information entered in Organization.  Click

  to open the section and verify all information is accurate.

• Contact Information - Defaults to the information entered in Organization.  Click > to open the section and verify all information is accurate.

Click to merge all files selected into one file.  The message 'W2 Merge Job Scheduled Successfully' will appear at the bottom left of the screen when complete.  Please proceed to the ' W2 Merge Results' option to review the merged files.

W2 Merge Results

The W2 Merge Results option includes all merged (appended) files for the districts selected in the 'W2 Merge' option.  The grid includes the type of merged file, the calendar year of the merged file, if the file was merged as a resubmission file, the user name of who generated the merged file, the date and time of the merged file creation, and the total number of districts included in the merged file.

• To quickly review the districts included in the merged file, click on Edit . When you click on , under 'District Results', you can use the scroll bars to review the districts included in the merged file.  It will display:

•  

  • District Name.

  • Number of records in each district.

  • Total wages in each district.

  • Total Federal Tax for each district. 

  • Total FICA Wages for each district.

  • Total Medicare Wages for each district.

  • Total Medicare Tax for each district.

  • Total Dependent Care benefits for each district.

• If you would prefer to download the merge data into a spreadsheet, you can click on the 'Extract Results'. 

• If you need to delete the merged file, you can click on Delete.

• To download the merged the file in the required file format, click on .  This file can be used to submit to the various reporting entities.