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.
Districts will have the option for their employees to receive a digital copy of their W2, by going to Configuration>W2 Configuration and checking, 
Employees marked to receive their W2 Digitally, will NOT be included on the SSA Forms or XML file but will be included on the W2 Report and SSA W2 Submission file.
Click here for further instructions and setup.
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.
Districts have the option to create and submit their W2 Submission file to:
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 2024
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 |
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. |
Output Type -
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. The Format selected here, will follow over to the Submission 'Format For Summary Reports' and vice versa.
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:
Sort Options - Available choices from the drop-down box:
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 
:
–Additional deduction codes:
–Leased vehicle value is always included
–COVID – SE
–COVID – OT
–COVID – EM
–Fringe Benefits
–Any Payroll Items selected (SERS/Union Dues)
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)
'Selected By 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 
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.
Format for Summary Reports -The value of Format for Summary Reports will remain same when you change the 'Output Type' to Report. Only pertains to the File Summary Reports.
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:
Sort Options - **Required field**Available choices from the drop-down box:
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:
Is this file being resubmitted?
Type of Software
Preparer Code
After selecting your choices, you are ready to: (Creates submission files as a .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.
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.
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.
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.
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.
The 'Employee Processed' contains employees that have paid into a RITA city and also any other non-RITA cities.
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 for Summary Reports -The value of Format for Summary Reports will remain same when you change the 'Output Type' to Report. Only pertains to the File Summary Reports.
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:
Sort Options - **Required field**Available choices from the drop-down box:
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'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:
After selecting your choices, you are ready to:
Please securely email your W2, CCA and RITA submission files to your ITC.
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. |
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. |
Generates a non-mailable W2 Form of the employee's W2's to be used for the Employer copy.
Employees marked to receive a digital copy of their W2, will NOT be included in the file. If the digital w2 sort option is used, will end up with all of the physical w2 employees getting sorted to the top first and then sorted by name. Control numbers are still assigned to the digital W2 employees, but they are at the end but will not show.
When creating W2's for Cities, select a '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:
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 was selected in the 'Select By City Tax Entity Code'. Ex: W2 Forms XXXXXXX.zip
**NOTE**If more than 4, Box 12 items are found, a separate form will be created for the remainder.
Sort Option: Digital Only W2: Employees marked to receive a digital copy of their W2, will NOT be included in the file. If the digital w2 sort option is used, will end up with all of the physical w2 employees getting sorted to the top first and then sorted by name. Control numbers are still assigned to the digital W2 employees, but they are at the end but will not show.
The W2 Form Data.xml file created, will NOT in Medicare/Non-Medicare order (just the sort order selected in the input screen).
The System/Configuration/W2 Configuration need to be set up accordingly.
|
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:
Sort Options - **Required field**Available choices from the drop-down box:
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 - Select the Tax Entity Code from the drop-down box. **Required field** NOTE* The city is identified by the tax entity code from 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)
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.
Is this file being resubmitted?
Type of Software
Preparer Code
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 
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.
The City Tax withheld, City Wages, and Employee count on the summary report should match what is in the W2 Report>Report Summary for the city:
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:
Sort Options - **Required field**Available choices from the drop-down box:
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 - Select 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
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.
Once all options are selected, click on 
Please securely email your City submission files to your ITC.
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:
Payroll Item Configuration Setup for each State Tax. Example below:
Payroll Item Setup for Employee. Example below:
|
The System/Configuration/W2 Configuration need to be set up accordingly.
|
The conditions for employees to get included onto the Ohio submission file, is any of the following:
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:
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:
Is this file being resubmitted?
Type of Software
Preparer Code
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 
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 $5,000.
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.
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:
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:
Is this file being resubmitted?
Type of Software
Preparer Code
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 
**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
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:
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:
Is this file being resubmitted?
Type of Software
Preparer Code
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 
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:
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 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:
Is this file being resubmitted?
Type of Software
Preparer Code
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 Michigan W2 Submission File
To create a Summary Report of the Michigan W2 Submission file, click on 
When generating the Pennsylvania CSV Transmittal File during the first year of converting to USPSR, quarter amounts will need to be manually added to the generated file. A template file will be generated with placeholders to enter these values. Counts for 1099's will also have to be manually entered in the 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 - Defaulted to district's Federal ID Number
Additional Federal ID Number -
State ID Number - The State ID Number is automatically populated using the CORE/Payroll Item Configuration State ID field
Kind of Employer -**Required field** Available choices from the drop-down box:
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 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:
Is this file being resubmitted?
Type of Software
Preparer Code
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 Pennsylvania W2 Submission File
To create a Summary Report of the Pennsylvania W2 Submission file, click on 
To create a Pennsylvania CSV Transmittal File, click on 
The .CSV file can be updated with the quarter amounts and 1099 counts and submitted through the e-Tides online feature by the district.
**Note** When generating the Pennsylvania CSV Transmittal File during the first year of converting to USPSR, quarter amounts will need to be manually added to the generated file. A template file will be generated with placeholders to enter these values. Counts for 1099's will also have to be manually entered in the file.
For the EFW2 specs, click here.
For the W-2 Reporting Instructions and Specifications Handbook for Comma Delimited (CSV) File Format, click here. For REV-1667 Transmittal for PA click here.
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 - 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:
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:
Is this file being resubmitted?
Type of Software
Preparer Code
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
Quarters Tax Due - **Required field**
If there are any West Virginia employees, W2 State will ask toward the end for each quarters tax due. It will ask for 1st, 2nd, 3rd, 4th quarter tax due amounts. It also asks for the Total Tax Due.
These amounts must be entered as whole numbers (cents cannot be entered). These amounts can be found on the Quarter report
When all data is entered, click on 
to create the West Virginia W2 Submission File
To create a Summary Report of the West Virginia W2 Submission file, click on 
The conditions for employees to get included onto the Ohio submission file, is any of the following:
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:
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.
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 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:
Once all data is entered, click on 
to create the Ohio W2 Submission File
Please securely email your Ohio W2 Submission File to your ITC
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:
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.
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:
Tax Payer ID (10 digits) - Enter the 10 digit Indiana Tax Payer ID **Required field**
TID Location (3 digits) - Enter the 3 digit TID Location for Indiana **Required field**
Once all data is entered, click on 
to create the Indiana W2 Submission File
Please securely email your Indiana W2 Submission File to your ITC
**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
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:
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.
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:
Once all data is entered, click on 
to create the Kentucky W2 Submission File
Please securely email your Kentucky W2 Submission File to your ITC
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:
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.
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:
Once all data is entered, click on 
to create the Michigan W2 Submission File
Please securely email your Michigan W2 Submission File to your ITC
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:
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.
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:
When all data is entered, click on to create the Pennsylvania W2 Submission File
To create a Pennsylvania CSV Transmittal File, click on
Please securely email your Pennsylvania W2 Submission File to your ITC
For the EFW2 specs, click here.
For the W-2 Reporting Instructions and Specifications Handbook for Comma Delimited (CSV) File Format, click here. For REV-1667 Transmittal for PA click here.
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 - 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:
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.
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:
Quarters Tax Due - **Required field**
If there are any West Virginia employees, W2 State will ask toward the end for each quarters tax due. It will ask for 1st, 2nd, 3rd, 4th quarter tax due amounts. It also asks for the Total Tax Due.
These amounts must be entered as whole numbers (cents cannot be entered). These amounts can be found on the Quarter report
When all data is entered, click on to create the West Virginia W2 Submission File
Please securely email your West Virginia W2 Submission File to your ITC
The following list describes errors that may occur when the W2 Report is generated. The messages are classified into three categories: Informational, Warning, and Error. Each message is listed by category, then alphabetically, and many are followed with a possible solution. Messages with the category of Error will cause the submission file to not be created. Messages with the categories of Warning and Info may cause an inquiry from the SSA/IRS. All messages should be researched thoroughly before adjustments are made. Some situations may require that you contact your ITC for assistance.
Error Contact email address must be entered on W2 configuration.
Error Contact name must be entered on W2 configuration.
Error Contact phone number must be entered on W2 configuration.
Error Invalid SSN, verify SSN before printing W2's.
Error Employee last name should not be null or empty.
Error Employee first name should not be null or empty.
Error Employee must have either a STANDARD or FOREIGN address.
Error Employee must have a city.
Error Employee must have a country code.
Error Employee must have a postal code.
Error Gross for this payroll item (code: XXX) exceeds the maximum for this reporting year.
Error Medicare amount does not equal 1.45% of Medicare Gross (If Medicare withheld is (+-) $0.30 off).
Error FICA/OASDI amount does not equal 6.2% of FICA/OASDI Gross.
Error Submitter EIN must be entered on W2 configuration.
Error Submitter delivery address must be entered on W2 configuration.
Error Submitter location address must be entered on W2 configuration.
Error Submitter city must be entered on W2 configuration.
Error Submitter state must be entered on W2 configuration.
Error Submitter zip code must be entered on W2 configuration.
Error This employee has Medicare tax without any Medicare wages.
Error This employee's Medicare wages are less then their social security wages.
Error This employee has FICA wages without any Medicare wages.
Error This employee has FICA/OASDI tax without any FICA/OASDI wages.
Warning Federal Total annuities, $xxxx.xx, does not equal total gross less taxable gross.
Warning Payroll Item XXX: Negative annuity on file for this employee. Assuming zero.
Warning Employee last name contains a comma.
Warning Federal Total Annuities , $xxxx.xx, does not equal total gross less taxable gross.
Warning Payroll Item XXX: Negative amount payroll item can not be reported on W2, reporting zero.
Warning Possible Medicare discrepancy detected for amount over 200,000. Amount calculated = $xxxxxx.xx.
Warning Payroll Item XXX: No state ID on payroll item configuration.
Warning Federal gross is zero.
Warning Payroll Item XXX: Calculated annuity amount exceeds the total annuities.
Warning Payroll Item Employer Health Coverage: Negative amount payroll item cannot be reported on W2, reporting zero.
Warning Employee has ITIN. SSN will be all zeroes.
Warning Regular Payroll Item (5XX) associated with Annuity Payroll Item Configuration.
Warning Federal tax item cannot show COVID19-Emergency amount in Box 14 of W2.
Warning Payroll Item XXX: Tax withheld is 0.00 and total gross is greater than 0.00.
Warning Payroll Item XXX: Tax withheld is 0.00 and taxable gross is greater than 0.00.
Warning Payroll Item XXX: Taxable gross is 0.00 and total gross is greater than 0.00.
Info Employer paid life insurance > 99,999.99 limit - field truncated.
Info Payroll Item XXX: Taxable gross is larger than total gross.
Info Payroll Item XXX: Possible error in OSDI gross or tax.
Info Pension Plan flag on Federal tax payroll item is overriding W2 calculations.
Dependent Care Report: This report is the total of all Payroll Item Configuration>Type equaling Dependent Care and the Annuity Type equaling Section125NonWages.
Desg. Roth 403B Report: This report is a total of all Payroll Item Configuration>Type equaling Regular and the Designated Roth equaling ContributionsTo403B.
Emplr Hlth Coverage Report: This report is a total of all Payroll Item Configurations with the Employer Health Coverage checkbox marked. The report will include totals for both employee and employer amounts as well as any applicable Adjustments.
403(B) Report: This report is the total of Payroll Item Configuration>Type equaling Annuity and Annuity Type equaling 403B.
Desg. Roth 457B Report: This report is a total of all Payroll Item Configuration>Type equaling Regular and the Designated Roth equaling ContributionsTo457B. This will be reported on the RU record of W2MAST.
HSA Totals Report: This is a report of all Payroll Item Configuration>Type equaling Health Savings Account. The report will include totals for both employee and employer amounts as well as any applicable Adjustments.
457 Report: This is a report of all Payroll Item Configuration>Type equaling Annuity and Annuity Type equaling Type457.
Section 125 and HSA Report: This is a report of all Payroll Item Configuration>Type equaling Annuity and Annuity Type equaling Section125NonWages plus any Payroll Item Configuration>Type equaling Health Savings Account year to date totals. This report should be run in the current calendar year posting period.
Note: This report will include all Section 125 Payroll Item totals - including Dependent Care. In order to balance this report to the W2 Report add the Section 125 total to Dependent Care total.
Third Party Sick Pay Report: To generate a report of all third-party sick payments, go to Core>Adjustments.
Medicare Pickup Amount is added to the employees Total Gross for Federal, State, Other State and Cities (if city taxes Medicare Pickup) and OSDI.
Medicare Pickup amount is added to the employee Taxable Gross for Medicare.
When balancing between Quarter report and W2, on Quarter report, you have to add the Medicare pickup amount to the taxable gross
If the district is questioning if OSDI taxes employee Medicare pickup, they will have to contact their tax advisor for confirmation.
If Life Insurance Pay Type was entered in Current or Future during the last payroll of the year, this will update the employee's Federal, State, Other State, City (if applicable) Medicare and OSDI Total Gross.
Federal, State, and OSDI honor all annuities. Cities will depend on the Payroll Item configuration>City Tax Annuity Options and Options>Tax Non-Cash Earn
