Preliminary Calendar Year-End Closing

1. Create the W2 SSN Verification Submission File

• • Go to Reports>W2 SSN Verification>Create Submission File and click Generate Submission File

    • Send this file to SSA for Verification

  • Once file is received back from SSA and saved somewhere on your computer, go to Reports>W2 SSN Verification>Results Report

    • Report Title = W2 SSN Verification Results (can be changed if desired)

    • Report Format = PDF or CSV

    • Sort By = Employee SSN or Employee Name

    • Click on 'Choose File' and browse to locate your file

    • Click on ‘Generate W2 SSN Verification Results Report’

    • Review the report for errors

•  2.  Life Insurance: Process any Life Insurance (NC1 payments in Classic) payments.  Before your last pay of the calendar year, process Life Insurance Pay Types for any employee that is provided life insurance premiums over $50,000. See Reporting Taxable Amounts - Life Insurance Premium (Known as NC1 Payments in Classic) for further details.

• • Go to Payroll>Payroll Payments - Future or Payroll Payments - Current
  • Click Create:
    • If using Payroll - Payroll Current, select the appropriate payroll
    • Employee = Select the appropriate employee
    • Compensation = Select the appropriate compensation 
    • Description = Enter if desired
    • Pay Type = Life Insurance Premium
    • Units = 1
    • Rate = Amount of the calculated life insurance cost
    • Click Save

• 3.  Adoption Assistance: Process any Adoption Assistance (NC2 payments in Classic) payments.  Before your last pay of the calendar year, process Adoption Assistance Pay Types for any employee's with adoption assistance.  See Reporting Taxable Amounts - Adoption Assistance (Known as NC2 Payments in Classic) for further details.  

• • Go to Payroll>Payroll Payments - Future or Payroll Payments - Current
  • Click Create:
    • If using Payroll - Payroll Current, select the appropriate payroll
    • Employee = Select the appropriate employee
    • Compensation = Select the appropriate compensation 
    • Description = Enter if desired
    • Pay Type = Adoption Assistance
    • Units = 1
    • Rate = Amount of adoption assistance needing to be reported on the employee's W2
    • Click Save

• 4. Non-Cash Taxable Benefits: Process any Non-Cash Taxable Benefits (NC3 payments in Classic) payments.  Before your last pay of the calendar year, be sure to process Non-Cash Taxable Benefits Pay Types for any employee's with reimbursable employee expenses.  See Reporting Taxable Amounts - Non-Cash Taxable Benefits (Known as NC3 Payments in Classic) for further details.  This payment will update the Total Gross and Applicable Gross 

• • Go to Payroll>Payroll Payments - Future or Payroll Payments - Current
  • Click Create:
    • If using Payroll - Payroll Current, select the appropriate payroll
    • Employee = Select the appropriate employee
    • Compensation = Select the appropriate compensation 
    • Description = Enter if desired
    • Pay Type = Non-Cash Taxable Benefits 
    • Units = 1
    • Rate = Amount of benefit needing to be reported on the employee's W2
    • Click Save

• 5. OSDI W2 Abbreviations: Verify the W2 abbreviation field on all OSDI records.  The OSDI code needs to be listed first (required), followed by any description.  Click here for a complete list of OSDI codes.

• • Go to Core>Payroll Item Configuration
    • Filter the grid by entering OSDI in the Type field
    • Review the W2 abbreviation column and verify all records have an OSDI code listed, that the OSDI codes are listed first followed by any description, and that the OSDI codes are accurate

• 6. City W2 Abbreviations:  Verify the W2 abbreviation field on all City records.  The first six characters will be printed on the employee's W-2.  If left blank, the value in the abbreviation field will print.

• • Go to Core>Payroll Item Configuration
    • Filter the grid by entering City Tax in the Type field

    • Review the W2 abbreviation column to verify there is a value in the W2 abbreviation field

      State of Indiana: The State of Indiana requires a county withholding as well.  Please use the following information to verify the State of Indiana has been set up properly:

      • The Payroll Item Configuration record for the vendor has the Type equaling CityTax and the assigned Payee has IN as the address state.
      • The Payroll Item record for your employees has a Deduction Type equaling Residence and the appropriate Indiana county code (found in Indiana EFW2 (W-2 and WH-3) Electronic Filing Requirements, Appendix A) is entered in Standard CF>Code 1. 
        • The codes are currently 01 – 92. If using 1 – 9, it must be entered as 01, 02, 03, 04, 05, 06, 07, 08, 09.  

• 7. City Tax Entity Codes: For all cities verify the Payroll Item Configuration>Entity Code.  The Tax Entity Code allows a submission file (electronic or paper copy) for each city to be created.  For those filing electronically, verify the Tax Entity Code for that city is entered.  It is suggested to  reach out to the city tax department regarding their tax entity code requirements.  If filing by paper, enter the first 5 letters of the city name.  City information can not be filed (either electronically or by paper copies) unless the Tax Entity Code is present.

• • Go to Core>Payroll Item Configuration

    • Filter the grid by entering City in the Type field

    • View each City record that will be filed electronically and verify the appropriate code is entered in the Tax Entity Code field 

• 8. RITA City Taxes: For any City reporting to RITA, verify the following:

https://www.ritaohio.com/TaxRatesTable

• • Verify the RITA Code and Description are entered.
    • Go to Core>Payroll Item Configuration
    • Filter the grid by entering City in the Type field
    • Verify the appropriate RITA assigned code is entered in the RITA field and the appropriate RITA assigned description is entered in the RITA Description field  

  • For the employees having the City tax withheld, verify their Payroll Item Deduction Deduction Type field is marked as Employment or Residence. 

    • Go to Core>Payroll Item
    • Select City under the Select Payroll Item dropdown
    • Verify the Deduction Type is set to Employment or Residence  REQUIRED

• 9.  CCA City Taxes: For any City reporting to CCA, verify the following:

http://ccatax.ci.cleveland.oh.us/?p=mmspec

• • Verify the CCA assigned code, CCA Description, and Report to CCA checkbox.
    • Go to Core>Payroll Item Configuration
    • Filter the grid by entering City in the Type field
    • Verify the CCA assigned code is entered in the CCA field, the CCA assigned description is entered in the CCA Description, and the Report To CCA check box is checked
  • Any district that reports to CCA must also make sure that they review the Appendices that the CCA has published.  City codes MUST be entered for cities on these lists, regardless if they are a CCA city or not.  These cities get reported in the file that is sent to CCA and must also be coded.  
    • Go to Appendix A, B, or C to check for the correct CCA assigned code - http://ccatax.ci.cleveland.oh.us/forms/dataformat2023.pdf

• • • • If CCA city is in Appendix A, they need the following in Payroll Item Configuration for CCA: Valid CCA code, valid CCA city name, and box checked on "Report to CCA".
      • If any city is not in Appendix A but in Appendix B, Payroll Item Configuration should be: Valid CCA code, valid CCA city name, and box Unchecked on "Report to CCA".
      • If any city is not in Appendix A, B, or C, Payroll Item Configuration should be: Valid CCA code left blank, valid CCA city name*, and box Unchecked on "Report to CCA". 
        • The valid CCA city name should be entered based on the name found in the Ohio Municipal Income Tax Rate Table found at (aka The Finder): https://thefinder.tax.ohio.gov/StreamlineSalesTaxWeb/Download/MuniRateTableInstructions.aspx

  • For the employees having the CCA City tax or any other City tax withheld, verify their Payroll Item Deduction Type field is marked as Employment or Residence. 

    • Go to Core>Payroll Item.
    • Select City under the Select Payroll Item dropdown
    • Verify the Deduction Type is set to Employment or Residence REQUIRED
  • Verify employee's addresses to make sure you are following the guidelines per by the US Postal Service in Publication  28 -  https://pe.usps.com/cpim/ftp/pubs/pub28/pub28.pdf

• 10.  Other State: Verify Other State information is complete and accurate
  • Go to Core>Payroll Item Configuration
    • Filter the grid by entering State Tax in the Type field 
    • View each State Payroll Item
    • Verify the appropriate value has been entered in the State Id field 

• 11.  HSA: Verify any Payroll Items being used for HSA purposes have the Annuity Type field set to Other.

• • Go to Core>Payroll Item Configuration
    • Filter the grid by entering Health in the Type field
    • View the HSA record 

    • Verify the Annuity Type is set to Other

• 12. W2 Configuration:  Verify all information is complete and accurate.

• • Go to System>Configuration>W2 Configuration.
    • If district is submitting their own W2 information, check the 'District Will Submit Own W2 Files' checkbox
    • If district wants to only include last 4 digits of employee's SSN on W2 Forms and XML output files, check 'Include only last 4 digits of employee's SSN on W2 forms and XML output'
    • Verify all information entered in the Company Information section is accurate
    • Verify or complete all information entered in the Contact Information section is accurate
    • Verify or complete all information entered in the Submitter Information section is accurate
    • Click the box for Submitter Name and Address same as Company
    • Click Save.

• 13.  OAPSE Report: (if applicable)  REQUIRED

• • Select Generate icon
  • Go to Report Options tab
    • Format =  Excel-Data 
    • Leave all other options as is
  • Go to the Query Options tab
    • Deduction Code (s) = Enter your OAPSE Payroll Item code(s)
  • Click Generate Report
  • Save the report for reporting of annual wages to OAPSE at a later time

Month End Closing

• 14.  Complete Month End Closing.  A complete Month-End Checklist can be found by clicking here.

Quarter End Closing

• 15.  Complete Quarter End Closing.  A complete Quarter-End Checklist can be found by clicking here.

W2 Processing

Steps 16 - 23 in the W2 Processing section are a repeat of Steps 2 - 12 in the Preliminary Calendar Year End Closing section of the checklist.  If Steps 2 - 12 were not already completed, please assure Steps 16 - 23 are completed now.

• 16. OSDI W2 Abbreviations:  Verify the W2 abbreviation field on all OSDI records.  The OSDI code needs to be listed first (required), followed by any description.  Click here for a complete list of OSDI codes.

• • Go to Core>Payroll Item Configuration
    • Filter the grid by entering OSDI in the Type field
    • Review the W2 abbreviation column and verify all records have an OSDI code listed, that the OSDI codes are listed first followed by any description, and that the OSDI codes are accurate

•  17.  City W2 Abbreviations:  Verify the W2 abbreviation field on all City records.  The first six characters will be printed on the employee's W-2.  If left blank, the value in the abbreviation field will print.

• • Go to Core>Payroll Item Configuration
    • Filter the grid by entering City Tax in the Type field
    • Review the W2 abbreviation column to verify there is a value in the W2 abbreviation field

• 18. City Tax Entity Codes:  For all cities verify the Payroll Item Configuration>Entity Code.  The Tax Entity Code allows a submission file (electronic or paper copy) for each city to be created.  For those filing electronically, verify the Tax Entity Code for that city is entered.  It is suggested to  reach out to the city tax department regarding their tax entity code requirements.  If filing by paper, enter the first 5 letters of the city name.  City information can not be filed (either electronically or by paper copies) unless the Tax Entity Code is present.
  • Go to Core>Payroll Item Configuration
    • Filter the grid by entering City in the Type field
    • View each City record that will be filed electronically and verify the appropriate code is entered in the Tax Entity Code field

• 19. RITA City Taxes: For any City reporting to RITA, verify the following:

https://www.ritaohio.com/TaxRatesTabl

• • Verify the RITA Code and Description are entered.
    • Go to Core>Payroll Item Configuration
      • Filter the grid by entering City in the Type field
      • Verify the appropriate RITA assigned code is entered in the RITA field and the appropriate RITA assigned description is entered in the RITA Description field  

    • For the employees having the City tax withheld, verify their Payroll Item Deduction Deduction Type field is marked as Employment or Residence. 

      • Go to Core>Payroll Item.
      • Select City under the Select Payroll Item dropdown
      • Verify the Deduction Type is set to Employment or Residence  REQUIRED

• 20.  CCA City Taxes:  For any City reporting to CCA, verify the following:

http://ccatax.ci.cleveland.oh.us/?p=mmspec

• • Verify the CCA assigned code, CCA Description, and Report to CCA checkbox.
    • Go to Core>Payroll Item Configuration
    • Filter the grid by entering City in the Type field
    • Verify the CCA assigned code is entered in the CCA field, the CCA assigned description is entered in the CCA Description, and the Report To CCA check box is checked
  • Any district that reports to CCA must also make sure that they review the Appendices that the CCA has published.  City codes MUST be entered for cities on these lists, regardless if they are a CCA city or not.  These cities get reported in the file that is sent to CCA and must also be coded.  
    • Go to Appendix A, B, or C to check for the correct CCA assigned code - http://ccatax.ci.cleveland.oh.us/forms/dataformat2023.pdf
      • If CCA city is in Appendix A, they need the following in Payroll Item Configuration for CCA: Valid CCA code, valid CCA city name, and box checked on "Report to CCA".
      • If any city is not in Appendix A but in Appendix B, Payroll Item Configuration should be: Valid CCA code, valid CCA city name, and box Unchecked on "Report to CCA".
      • If any city is not in Appendix A, B, or C, Payroll Item Configuration should be: Valid CCA code left blank, valid CCA city name*, and box Unchecked on "Report to CCA". 
        • The valid CCA city name should be entered based on the name found in the Ohio Municipal Income Tax Rate Table found at (aka The Finder): https://thefinder.tax.ohio.gov/StreamlineSalesTaxWeb/Download/MuniRateTableInstructions.aspx

  • For the employees having the CCA City tax or any other City tax withheld, verify their Payroll Item Deduction Type field is marked as Employment or Residence. 

    • Go to Core>Payroll Item.
    • Select City under the Select Payroll Item dropdown
    • Verify the Deduction Type is set to Employment or Residence REQUIRED
    • Verify employee's addresses to make sure you are following the guidelines per by the US Postal Service in Publication  28 -  https://pe.usps.com/cpim/ftp/pubs/pub28/pub28.pdf

• 21.  Other State: Verify Other State information is complete and accurate
  • Go to Core>Payroll Item Configuration
    • Filter the grid by entering State Tax in the Type field 
    • View each State Payroll Item
    • Verify the appropriate value has been entered in the State Id field 
• 22.  HSA: Verify any Payroll Items being used for HSA purposes have the Annuity Type field set to Other.
  • Go to Core>Payroll Item Configuration
    • Filter the grid by entering Health in the Type field
    • View the HSA record

    • Verify the Annuity Type is set to Other

• 23. W2 Configuration:  Verify all information is complete and accurate.

• • Go to System>Configuration>W2 Configuration.
    • If district is submitting their own W2 information, check the District Will Submit Own W2 Files checkbox
    • If district wants to only include last 4 digits of employee's SSN on W2 Forms and XML output files, check 'Include only last 4 digits of employee's SSN on W2 forms and XML output'
    • Verify all information entered in the Company Information section is accurate
    • Verify or complete all information entered in the Contact Information section is accurate
    • Verify or complete all information entered in the Submitter Information section is accurate
    • Click the box for Submitter Name and Address same as Company
    • Click Save

• 24. Dependent Care: Process any Dependent Care Benefits that were not processed as part of any payroll using the Dependent Care Payroll Item Type during the calendar year. 

A Core>Adjustment to the Federal Tax Payroll Item is the only requirement. The amount entered exceeding the maximum ($5,000.00) will be added to the Total Gross and Applicable Gross fields on Federal Tax, Ohio State Tax, and City (if applicable) Payroll Items. 

• • • Click Create
      • Employee = Locate the employee by name or id
      • Payroll Item = Federal Tax
      • Type = Dependent Care
      • Transaction Date = Enter a date within the current posting period
      • Amount = Enter the amount of dependent care
      • Description = Can be added if desired
      • Click Save

• 25. Third Party Sick Pay:  Process any Third Party Sick Pay payments.  See Third Party Sick Pay for further details. 

There are two types of Third Party Sick Pay - Taxable and Non-Taxable.  Based on the type of Third Party Sick Pay paid, enter the following Adjustments:

• • Taxable Third Party Sick Pay:
    • Go to Core>Adjustments
      • Click Create 
        • Employee = Locate the employee by name or id
        • Payroll Item = Federal Tax, Ohio State Tax, City and OSDI (if applicable), and Medicare
        • Type = Total Gross
        • Transaction Date = Enter a date within the current posting period
        • Amount = Enter the amount of third party payment
        • Description = Can be added if desired
        • Click Save
    • Go to Core>Adjustments
      • Click Create 
        • Employee = Locate the employee by name or id
        • Payroll Item = Federal Tax, Ohio State Tax, City and OSDI (if applicable), and Medicare
        • Type = Applicable Gross
        • Transaction Date = Enter a date within the current posting period
        • Amount = Enter the amount of third party payment
        • Description = Can be added if desired
        • Click Save
    • Go to Core>Adjustments
      • Click Create 
        • Employee = Locate the employee by name or id
        • Payroll Item = Medicare
        • Type = Amount Withheld
        • Transaction Date = Enter a date within the current posting period
        • Amount = Enter the Medicare amount withheld
        • Description = Can be added if desired
        • Click Save
    • Go to Core>Adjustments
      • Click Create 
        • Employee = Locate the employee by name or id
        • Payroll Item = Medicare
        • Type = Board's Amount of payroll item
        • Transaction Date = Enter a date within the current posting period
        • Amount = Enter the Medicare amount withheld
        • Description = Can be added if desired
        • Click Save

• • Non-Taxable Third Party Sick Pay:
    • Go to Core>Adjustments
      • Click Create 
        • Employee = Locate the employee by name or id
        • Payroll Item = Federal Tax
        • Type = Third Party Pay
        • Transaction Date = Enter a date within the current posting period
        • Amount = Enter the amount of non taxable third party payment
        • Description = Can be added if desired
        • Click Save

If Medicare Tax was not withheld by the third party vendor, the Board will need to pay for both Employee and Employer portion of Medicare. The employee can then reimburse the district - if desired.   

• 26.  Life Insurance: Process any Life Insurance (NC1 payments in Classic) payments.  See Reporting Taxable Amounts - Life Insurance Premium (Known as NC1 Payments in Classic) for further details.

If the Life Insurance Premium Pay Type was included prior to the last pay of the calendar year (refer to Step 2 of the checklist), then no further steps are necessary.

If the Life Insurance Premium Pay Type was not used prior to the last pay of the calendar year, a Core>Adjustments using the Type of Life Insurance Premium for the calculated cost must be created. The Life Insurance Premium Adjustment will automatically update the Total Gross and Applicable Gross on the Federal Tax, Ohio State Tax, City (if applicable), Medicare Payroll Items.  No further adjustments are necessary for Total Gross and Applicable Gross. 

• • Go to Core>Adjustments

    • Click Create
      • Employee = Locate the employee by name or id
      • Payroll Item = Federal Tax
      • Type = Life Insurance Premium
      • Transaction Date = Enter a date within the current posting period
      • Amount = Enter the amount of life insurance
      • Description = Can be added if desired
      • Click Save

The Medicare withholding must be paid.  The Board will need to pay for both the Employee and Employer portion of Medicare. The employee can then reimburse the district - if desired.   Create a Core>Adjustments for the Medicare Payroll Item using the Type of Amount Withheld and/or Board's Amount of payroll item.  If Medicare is fully board paid, create a Core>Adjustments for the Medicare Payroll Item using the Type of Board Pickup Amount of Payroll Item.  This adjustment will update both the Medicare pickup and Medicare on the W2.  Another adjustment will need to be made to balance the 941 QTD Employer's Medicare Contribution using Type of Board's Amount of payroll item for this amount. 

• • Use Core>Adjustments to manually add the employee Medicare amount withheld

    • Click Create
      • Employee = Locate the employee by name or id
      • Payroll Item = Medicare Tax
      • Type = Amount Withheld
      • Transaction Date = Enter a date within the current posting period
      • Amount = Enter the amount of owed for the employee withholding
      • Description = Can be added if desired
      • Click Save
  • Use Core>Adjustments to manually add the employer Medicare amount withheld
    • Click Create
      • Employee = Locate the employee by name or id
      • Payroll Item = Medicare Tax
      • Type = Board Amount of Payroll Item
      • Transaction Date = Enter a date within the current posting period
      • Amount = Enter the amount of owed for the employer withholding
      • Description = Can be added if desired
      • Click Save

The software provides the ability to withhold city tax on non-cash earnings. City tax withholding is based on whether the Core>Payroll Item Configuration>Tax Non Cash Earn checkbox is marked or not marked. Keep in mind, city taxes may also need to be paid if the employee is not a resident of the city where the tax is deducted.

• 27.  Fringe Benefits: Process any Fringe Benefits payments. See Reporting Reimbursable Employee Expenses on the Employee's W2 for further details. 

• • Go to Core>Adjustments
    • Click Create
      • Employee = Locate the employee by name or id
      • Payroll Item = Federal Tax
      • Type = Fringe Benefits
      • Transaction Date = Enter a date within the current posting period
      • Amount = Enter the amount of the fringe benefit 
      • Description = Can be added if desired
      • Click Save

• 28.  Moving Expenses : Process any Moving Expense payments.

Reimbursements for moving expenses paid to active military employees, including payments made directly to a third party, should be reported.  The moving expense amount is treated as an excludable fringe benefit. 

A Core>Adjustments to the Federal Tax Payroll Item is the only requirement.

• • Go to Core>Adjustments
    • Click Create
      • Employee = Locate the employee by name or id
      • Payroll Item = Federal Tax
      • Type = Moving Expenses
      • Transaction Date = Enter a date within the current posting period
      • Amount = Enter the amount of the moving expense
      • Description = Can be added if desired
      • Click Save

• 29.  Company Vehicle: Process any Company Vehicle payments.  

A Core>Adjustment to the Federal Tax Payroll Item is the only requirement.  The Vehicle Lease Adjustment will automatically update the Total Gross and Applicable Gross on the Federal Tax and Ohio State Tax Payroll Items. 

• • Go to Core>Adjustments
    • Click Create
      • Employee = Locate the employee by name or id
      • Payroll Item = Federal Tax
      • Type = Vehicle Lease
      • Transaction Date = Enter a date within the current posting period
      • Amount = Enter the amount of the company vehicle
      • Description = Can be added if desired
      • Click Save

• 30.  Adoption Assistance:  Process any Adoption Assistance (NC2 payments in Classic) payments.  See Reporting Taxable Amounts - Adoption Assistance ( Known as NC2 Payments in Classic) for further details.   

If the Adoption Assistance payment (refer to Step 3, using the Adoption Assistance Pay Type) was processed as part of a payroll prior to calendar year end, no further processing is required.  

If the Adoption Assistance Pay Type was not used prior to the last pay of the calendar year, a Core>Adjustments using the Type of Adoption Assistance for the payment must be created.  The only Adjustment needed is the Type>Federal Tax Payroll Item. The Adoption Assistance Adjustment will automatically update the Total Gross and Applicable Gross on the Federal Tax, City (if applicable), Medicare Payroll Items. No further adjustments for Total Gross and Applicable Gross are necessary.

• • Go to Core>Adjustments
    • Click Create
      • Employee = Locate the employee by name or id
      • Payroll Item = Federal Tax
      • Type = Adoption Assistance
      • Transaction Date = Enter a date within the current posting period
      • Amount = Enter the amount of the adoption assistance
      • Description = Can be added if desired
      • Click Save

The software provides the ability to withhold city tax on non-cash earnings. City tax withholding is based on whether the Core>Payroll Item Configuration>Tax Non Cash Earn checkbox is marked or not marked. Keep in mind, city taxes may also need to be paid if the employee is not a resident of the city where the tax is deducted.

• 31.  Non-Cash Taxable Benefits:  Process any Non-Cash Taxable Benefits (NC3 payments in Classic). See Reporting Taxable Benefits - Non-Cash Taxable Benefits (Known as NC3 Payments in Classic) for further details. 

If the Non-cash Taxable Benefit payment (Step 4, using the Non-cash Taxable Benefit Pay Type) was processed as part of a payroll prior to calendar year end, no further processing is required.  

If the Non-cash Taxable Benefit Pay Type was not used prior to the last pay of the calendar year, a Core>Adjustment to the Federal Tax Payroll Item is required.  The Taxable Benefits Adjustment will automatically update the Total and Applicable Gross amounts on the Federal Tax, Ohio State Tax, City and OSDI (if applicable), and Medicare Payroll Items.  No further adjustments for Total Gross and Applicable Gross are necessary. 

• • Go to Core>Adjustments
    • Click Create
      • Employee = Locate the employee by name or id
      • Payroll Item = Federal Tax
      • Type = Taxable Benefits
      • Transaction Date = Enter a date within the current posting period
      • Amount = Enter the amount of the taxable benefit
      • Description = Can be added if desired
      • Click Save 

The Medicare withholding must be paid.  The Board will need to pay for both the Employee and Employer portion of Medicare. The employee can then reimburse the district - if desired.   Create a Core>Adjustments for the Medicare Payroll Item using the Type of Amount Withheld and/or Board's Amount of payroll item.  If Medicare is fully board paid, create a Core>Adjustments for the Medicare Payroll Item using the Type of Board Pickup Amount of Payroll Item.  This adjustment will update both the Medicare pickup and Medicare on the W2.  Another adjustment will need to be made to balance the 941 QTD Employer's Medicare Contribution using Type of Board's Amount of payroll item for this amount.                                                                                                                                                                                                                                                                 

• • Go to Core>Adjustments
    • Click Create
      • Employee = Locate the employee by name or id
      • Payroll Item = Medicare
      • Type = Amount Withheld
      • Transaction Date = Enter a date within the current posting period
      • Amount = Enter the amount of the calculated employee Medicare owed
      • Description = Can be added if desired
      • Click Save
    • Click Create
      • Employee = Locate the employee by name or id
      • Payroll Item = Medicare
      • Type = Board's Amount of payroll item 
      • Transaction Date = Enter a date within the current posting period
      • Amount = Enter the amount of the calculated employer Medicare owed
      • Description = Can be added if desired
      • Click Save

• 32.  Employer Health Coverage Costs.  If all of the appropriate health insurance Core>Payroll Item Configuration records have had the Employer Health Coverage checkbox(s) marked the entire calendar year and both employee and/or employer amount(s) are tracked on the system, and the totals being reported are accurate, nothing further is required. 

If the Employer Health Coverage Costs needs updated, create a Core>Adjustments for the Federal Tax Payroll Item using the Type of Health Insurance.  Keep in mind, the amount entered on the Health Insurance Adjustment does not override the existing amount. The Adjustment amount is added or subtracted to the existing total. 

• • If individuals need updated: 
    • Go to Core>Adjustments
      • Click Create
        • Employee = Locate the employee by name or id
        • Payroll Item = Federal Tax
        • Type = Health Insurance
        • Transaction Date = Enter a date within the current posting period
        • Amount = Enter the amount needing to be added to the current amount being reported
        • Description = Can be added if desired
        • Click Save

  • If multiple employees need updated, Utilities>Mass Load can be used.

• • • Create a .CSV file.  Click here for the CSV file requirements.
    • Go to Utilities>Mass Load to upload the CSV file
    • Browse to file .CSV file
    • Importable Entities= AdjustmentJournal
    • Click Load

• 33.  Health Reimbursement Arrangement Information:  This only applies to those employers with less than 50 full-time equivalent employees (those who work 130 hours a month or 30 or more hours a week for 120 consecutive days) and the employer does not offer a group health plan to any of their employees. 

The only Adjustment needed is the Type>Federal Tax Payroll Item.

• • Go to Core>Adjustments
    • Click Create
    • Employee = Locate the employee by name or id
    • Payroll Item = Federal Tax
    • Type = Health Reimbursement
    • Transaction Date = Enter a date within the current posting period
    • Amount = Enter the amount needing to be reported
    • Description = Can be added if desired
    • Click Save

W2 Report and Submission

For more details regarding the W2 Report and Submission program and its options, click here.

• 34.  Run W2 Report and Submission - Error Report

• • Go to Reports>W2 Reports>W2 Report and Submission>W2 Report Options tab.
    • Output Type = Report
    • Format = PDF
    • Report Title = Defaults to W2 Report. This can be changed if desired.
    • Federal ID Number = Defaults to Federal EIN number in Core>Organization. Check for accuracy.
    • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
    • Sort Options = Choose from the drop down option how the report should be sorted.
    • Report for Year = XXXX
    • Include Fringe Benefits in Box 14? = Uncheck the box
    • Report Employees with errors only? = Check the box
    • Select Payroll Items to print in box 14 = Leave blank
    • Click Generate Report

    • Print the W2 Report and verify the data.

• 35. Run W2 Report and Submission Balance and Verify W2 Report:  
  • Go to Reports>W2 Reports>W2 Report and Submission>W2 Report Options tab.
    • Output Type = Report
    • Format = PDF
    • Report Title = Defaults to W2 Report. This can be changed if desired.
    • Federal ID Number = Defaults to Federal EIN number in Core>Organization. Check for accuracy.
    • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
    • Sort Options = Choose from the drop down option how the report should be sorted.
    • Report for Year = XXXX
    • Include Fringe Benefits in Box 14? = Check the box so these are included on W2
    • Report Employee with errors only? = Uncheck the box
    • Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2
    • Click Generate Report

    • Print the W2 Report and verify the data.

• 36.  Create Print File for the Employee Copy of W2's:  

If printing Employee 8.5" x 14" Z-Fold W2's using the USPS file:

• • Go to Reports>W2 Reports>W2 Mailable Forms.
    • Report Title = Defaults to W2 Report
    • Federal ID Number = Defaults to Federal EIN number in Core>Organization. Check for accuracy.
    • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
    • Sort Options = Choose from the drop down option how the report should be sorted.  
    • Report for Year =YYYY
    • Employer Name = Defaults to Name in Core>Organization. Check for accuracy.
    • Employer Address first line = Defaults to Street 1 in Core>Organization. Check for accuracy.
    • Employer Address second line = Defaults to Street 2 in Core>Organization. Check for accuracy.
    • Employer City = Defaults to City in Core>Organization. Check for accuracy.
    • Employer State = Defaults to State in Core>Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core>Organization. Check for accuracy.
    • Show Building/Department Code = Check the checkbox to have the building/department printed on the mailable section of the form (to the right of the employee address).
    • Include Fringe Benefits in Box 14? = Check the box and add any Payroll Items wanting to be included on W2.
      • Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2 (maximum of 3 will print).
    • Select Individual Employees? = Leave blank
    • Select Pay Groups = Leave blank
    • Click Generate Mailable Forms
  • An informational message will be displayed.

• • The W2 Printing Jobs will also be displayed in the grid on the right hand side of the screen.
  • Once the job has completed, go to Reports>W2 Reports>W2 Form Output Files and click the download option.  This will save the file to your computer.
  • Submit the W2 Form Data.PDF file to your printer using Actual Size.
  • Go to Reports>W2 Reports>W2 Form Output Files and select the Archive option.  This will remove the file from the W2 Form Output Files grid and place in the Payroll Archive>YYYY - Calendar Year Reports.

If printing Employee 8.5" x 14" Z-Fold W2's using Edge's Account Ability:

• • Go to Reports>W2 Report and Submission>W2 Report Options tab.
    • Output Type = XML.
    • XML Title = Defaults to W2 Form Data. Can be changed if desired.
    • Federal ID Number = Defaults to Federal EIN number in Core>Organization. Check for accuracy.
    • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
    • Sort Options = Choose from the drop down option how the report should be sorted.  Select the sort option that matches how you wish to have your employee copies of your W2's printed.
    • Report for Year = YYYY
    • Employer Name = Defaults to Name in Core>Organization. Check for accuracy.
    • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
    • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
    • Employer City = Defaults to City in Core>Organization. Check for accuracy.
    • Employer State = Defaults to State in Core>Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core>Organization. Check for accuracy.
    • Include Fringe Benefits in Box 14? = Check the box so these are included on W2.
    • Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2.
    • Select Individual Employees? = Leave empty to print all employees.
    • Select Pay Groups = Leave empty to print all employees.
    • Select Generate XML Output
  • Save the W2 Form Data.XML to your desktop or a place on your computer
  • Send the W2Form Data.XML file securely to your ITC per their instructions to be printed.

• 37.  Create Print File for the Employer Copy of W2's: 

If printing Employer 8.5" x 11" 4- Up copies using the USPS file:

• • Go to Reports> W2 Reports>W2 Report and Submission>W2 Report Options tab.
    • Output Type = Forms
    • Forms Title = Defaults to W2 Form Data. Can be changed if desired.
    • Federal ID Number = Defaults to Federal EIN number in Core>Organization. Check for accuracy.
    • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
    • Sort Options = Choose from the drop down option how the report should be sorted.  Usually Employee Name.
    • Report for Year = YYYY
    • Employer Name = Defaults to Name in Core>Organization. Check for accuracy.
    • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
    • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
    • Employer City = Defaults to City in Core>Organization. Check for accuracy.
    • Employer State = Defaults to State in Core>Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core>Organization. Check for accuracy.
    • Include Fringe Benefits in Box 14? = Check the box so these are included on W2.
    • Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2.
    • Select Individual Employees? = Leave blank
    • Select Pay Groups = Leave blank
    • Select Generate W2 Forms.
    • An informational message will be displayed.

• • • Once the job has completed, go to Reports>W2 Reports>W2 Form Output Files and click the download option.  This will save the file to your computer.
    • Submit the W2 Forms.ZIP file to your printer using Actual Size.
    • Go to Reports>W2 Reports>W2 Form Output Files and select the Archive option.  This will remove the file from the W2 Form Output Files grid and place in the Payroll Archive>YYYY - Calendar Year Reports.

If printing Employer 8.5" x 11" 4 Up copies W2's using Edge's Account Ability:

• • The same XML file used in Step 36 (If printing Employee 8.5" x 14" Z-Fold W2's using Edge's Account Ability), can be used along with Edge's Account Ability settings.

• 38.  Create Print File for the City Copy of W2's: 

If printing City 8.5" x 11" 4- Up copies using the USPS file:

• • Go to Reports>W2 Reports>W2 Report and Submission>W2 Report options tab.
    • Output Type = Forms.
    • Forms Title = Defaults to W2 Form Data. Can be changed if desired.
    • Federal ID Number = Defaults to Federal EIN number in Core>Organization. Check for accuracy.
    • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
    • Sort Options = Choose from the drop down option how the report should be sorted.  Usually Employee Name.
    • Report for Year = YYYY
    • Employer Name = Defaults to Name in Core>Organization. Check for accuracy.
    • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
    • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
    • Employer City = Defaults to City in Core>Organization. Check for accuracy.
    • Employer State = Defaults to State in Core>Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core>Organization. Check for accuracy.
    • Include Fringe Benefits in Box 14? = Check the box so these are included on W2.
    • Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2.
    • Select By City Tax Entity Code = Enter the first City Tax Entity Code (located on the Core>Payroll Item Configuration>Tax Entity Code field).
    • Select Generate W2 Forms.
    • An informational message will be displayed.

• • • Once the job has completed, go to Reports>W2 Reports>W2 Form Output Files and click the download option.  This will save the file to your computer.
    • Submit the W2 Forms.ZIP file to your printer using Actual Size.
    • Go to Reports>W2 Reports>W2 Form Output Files and select the Archive option.  This will remove the file from the W2 Form Output Files grid and place in the Payroll Archive>YYYY - Calendar Year Reports.
    • Repeat these steps for each city needing to print forms for.

If printing City 8.5" x 11" 4 Up copies W2's using Edge's Account Ability:

• • The same XML file used in Step 36 (If printing Employee 8.5" x 14" Z-Fold W2's using Edge's Account Ability), can be used along with Edge's Account Ability settings.

• 39.  Create and Submit Federal Submission File:

• • Generate the Federal submission file.
    • Go to Reports>W2 Reports>W2 Report and Submission>W2 Report options tab.
    • Output Type = Submission
    • Federal ID Number = Defaults to Federal EIN number in Core>Organization. Check for accuracy.
    • Additional Federal ID Number = If additional Federal ID number is available enter here.
    • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option
    • Sort Options = Choose from the drop down option how the report should be sorted.
    • Report for Year = 20XX
    • Employer Name = Defaults to Name in Core>Organization. Check for accuracy.
    • Employer Address first line = Defaults to Street 1 in Core>Organization. Check for accuracy.
    • Employer Address second line = Defaults to Street 2 in Core>Organization. Check for accuracy.
    • Employer City = Defaults to City in Core>Organization. Check for accuracy.
    • Employer State = Defaults to State in Core>Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core>Organization. Check for accuracy.
    • Contact Name = Enter name of employee creating the tape file (required).
    • Contact Phone Number = Enter phone number of person creating tape file (required).
    • Contact Phone Extension = Enter extension of person creating tape file (optional).
    • Contact Fax Number = Enter fax number for person creating tape file (optional).
    • Contact Email Address = Enter email address of person creating tape file (required).
    • Is this file being resubmitted? = No
    • Type of Software = In-House Program
    • Preparer Code = L-Self-Prepared
    • Select Generate SSA W2 Submission File Summary Report.  Print and save.
    • Click Generate SSA W2 Submission File
    • Save the W2TAPE.TXT or W2MAST.TXT file to your desk top or somewhere on your computer
    • On save file, right click on the file and click Send To> Compressed Zip folder
    • Verify reports have been copied to the File Archive>Calendar Year End bundle
      • Go to Utilities>File Archive
        • Filter Year by entering YYYY
        • Singe click YYYY - Calendar Year Reports line.  You should see the following reports and files:
          • W2 Report.PDF
          • W2TAPE.TXT
          • W2MAST.TXT (For those districts creating and submitting own files.)
          • W2 Form Data.XML
  • If your ITC is submitting your information on your behalf, send the file securely per their instructions 

OR

• • Verify the Federal file is correctly formatted.
    
    • Log into the SSA-Business Services Online website
    • Click on the Report Wages to Social Security option
    • Click on I Accept
    • Click on the Accuwage Online tab
    • Click on Accuwage Online option
    • Under Submission Type click W-2 and then click Start Testing
    • Find your W2MAST.TXT file Run the W2MAST.TXT file through Accuwage to check for any errors that may be on the file
    • Fix errors on the W2MAST and re-run through ACCUWAGE until errors are gone
  • Upload the Federal file.
    • Log into the SSA-Business Services Online using your Secure User ID and Password
    • Choose the Report Wages to Social Security option
    • Choose Upload Formatted Wage File tab
    • Click on SubmitResubmit a Formatted Wage File
    • Follow the menu options Choosing the New W-2s, W-3s for Tax Year 20XX
    • Locate your W2MAST.TXT file that you have appended and zipped and click on the submit option
    • Print out the Submission information
    • Check back periodically to see the status of the submission
    • Print confirmation of submission being accepted.

• 40. Create and Submit Ohio Submission File.

• • Generate the Ohio submission file.
    • Go to Reports>W2 Reports>W2 Report and Submission>W2 State Options tab.
    • State = Ohio
    • Federal ID Number = Defaults to Federal EIN number in Core>Organization. Check for accuracy.
    • Additional Federal ID Number = If additional Federal ID number is available enter here.
    • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option
    • Report for Year = 20XX
    • Employer Name = Defaults to Name in Core>Organization. Check for accuracy.
    • Employer Address first line = Defaults to Street 1 in Core>Organization. Check for accuracy.
    • Employer Address second line = Defaults to Street 2 in Core>Organization. Check for accuracy.
    • Employer City = Defaults to City in Core>Organization. Check for accuracy.
    • Employer State = Defaults to State in Core>Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core>Organization. Check for accuracy.
    • Contact Name = Enter name of employee creating the tape file (required).
    • Contact Phone Number = Enter phone number of person creating tape file (required).
    • Contact Phone Extension = Enter extension of person creating tape file (optional).
    • Contact Fax Number = Enter fax number for person creating tape file (optional).
    • Contact Email Address = Enter email address of person creating tape file (required).
    • Is this file being resubmitted? = No
    • Type of Software = In-House Program
    • Preparer Code = L-Self-Prepared
    • Submitter EIN:  (Will only appear if  System>Configuration>W2 Configuration>District Will Submit Own W2 Files checkbox is marked)  Will populate from Core>Organization>Submitter Ein.  Check for accuracy.
    • Submitter User ID: (Will only appear if  System>Configuration>W2 Configuration>District Will Submit Own W2 Files checkbox is marked)  Will populate from Core>Organization>Submitter User Id.  Check for accuracy.
    • Select Generate Ohio W2 Submission File Summary Report.  Print and save.
    • Click Generate Ohio W2 Submission File
    • Save the W2OH.TXT or W2MAST_OH.TXT file to your desk top or somewhere on your computer
    • On save file, right click on the file and click Send To> Compressed Zip folder
    • Verify reports have been copied to the File Archive>Calendar Year End bundle.
      • Go to Utilities>File Archive
        • Filter Year by entering YYYY
        • Singe click YYYY - Calendar Year Reports line.  You should see the following reports and files:
          • W2OH.TXT
          • W2MAST_OH.TXT (For those districts creating and submitting own files.)
  • If your ITC is submitting your information on your behalf, send the file securely per their instructions 

OR

• • Verify the Ohio file is correctly formatted.
    
    • Log into the SSA-Business Services Online website
    • Click on the Report Wages to Social Security option
    • Click on I Accept
    • Click on the Accuwage Online tab
    • Click on Accuwage Online option
    • Under Submission Type click W-2 and then click Start Testing
    • Find your W2MAST_OH.TXT file. Run the W2MAST_OH.TXT file through Accuwage to check for any errors that may be on the file
    • Fix errors on the W2MAST_OH.TXT and re-run through ACCUWAGE until errors are gone

• • Upload the Ohio file to Ohio Business Gateway.

• 41. Create and Submit Other State Submission File(s) - if applicable:

The following is the criteria each state requires for filing on paper or electronically:

• • Generate any other State submission files.
    • Go to Reports>W2 Reports>W2 Report and Submission>W2 State Options tab.
      
      • State = Select the appropriation state.
      • Federal ID Number = Defaults to Federal EIN number in Core>Organization. Check for accuracy.
      • Additional Federal ID Number = If additional Federal ID number is available enter here.
      • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
      • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option
      • Report for Year = 20XX
      • Employer Name = Defaults to Name in Core>Organization. Check for accuracy.
      • Employer Address first line = Defaults to Street 1 in Core>Organization. Check for accuracy.
      • Employer Address second line = Defaults to Street 2 in Core>Organization. Check for accuracy.
      • Employer City = Defaults to City in Core>Organization. Check for accuracy.
      • Employer State = Defaults to State in Core>Organization. Check for accuracy.
      • Employer Zip Code = Defaults to Postal Code in Core>Organization. Check for accuracy.
      • Is this file being resubmitted? = No
      • Type of Software = In-House Program
      • Preparer Code = L-Self-Prepared
      • Submitter EIN:  (Will only appear if  System>Configuration>W2 Configuration>District Will Submit Own W2 Files checkbox is marked)  Will populate from Core>Organization>Submitter Ein.  Check for accuracy.
      • Submitter User ID: (Will only appear if  System>Configuration>W2 Configuration>District Will Submit Own W2 Files checkbox is marked)  Will populate from Core>Organization>Submitter User Id.  Check for accuracy.
      • Tax Payer ID (10 digits) = Only applies to Indiana
      • TID Location (3 digits) = Only applies to Indiana
      • First Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
      • Second Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
      • Third Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
      • Fourth Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
      • Total Tax Due for the Year (rounded to the whole dollar) = Only applies to West Virginia
      • Generate the XX W2 Submission File Summary Report.  Print and save.
      • Click Generate XX W2 Submission File
      • Save the W2XX.TXT or W2MAST_XX.TXT file to your desk top or somewhere on your computer
      • Verify reports have been copied to the File Archive>Calendar Year End bundle.
        • Go to Utilities>File Archive
          • Filter Year by entering YYYY
          • Singe click YYYY - Calendar Year Reports line.  You should see the following reports and files:
            • W2PA.TXT
            •  W2PA_TRANS.CSV (For those districts creating and submitting own files.)
            • W2MAST_PA.TXT(For those districts creating and submitting own files.)
            • W2WV.TXT
            • W2MAST_WV.TXT (For those districts creating and submitting own files.)
            • W2KY.TXT
            • W2MAST_KY.TXT (For those districts creating and submitting own files.)
            • W2MI.TXT
            • W2MAST_MI.TXT (For those districts creating and submitting own files.)
            • W2IN.TXT
            • W2MAST_IN.TXT (For those districts creating and submitting own files.)

• • If your ITC is submitting your information on your behalf, send the file securely per their instructions 

OR

• • Upload the W2MAST_XX.TXT file to the appropriate state website.

• 42. Create and Submit City Submission File(s) (if applicable):  This will need be run for each City being submitted electronically.

• • Generate submission file
    • Go to Reports>W2 Reports>W2 Report and Submission>W2 City Options tab.
      
      • Federal ID Number = Defaults to Federal EIN number in Core>Organization. Check for accuracy.
      • Additional Federal ID Number = If additional Federal ID number is available enter here.
      • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
      • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
      • Sort Options = Choose from the drop down option how the report should be sorted.
      • Report for Year = 20XX
      • Employer Name = Defaults to Name in Core>Organization. Check for accuracy.
      • Employer Address first line = Defaults to Street 1 in Core>Organization. Check for accuracy.
      • Employer Address second line = Defaults to Street 2 in Core>Organization. Check for accuracy.
      • Employer City = Defaults to City in Core>Organization. Check for accuracy.
      • Employer State = Defaults to State in Core>Organization. Check for accuracy.
      • Employer Zip Code = Defaults to Postal Code in Core>Organization. Check for accuracy.
      • Tax Entity Code = Code entered on the Payroll Item Configuration record in the Tax Entity code field.
      • Include Amounts For All Cities? = Check or Uncheck the box based on the city requirements.  For most cities this checkbox should be checked.
      • Include City Name For the Processing City? = Check the box
      • Is this file being resubmitted? = No
      • Type of Software = In-House Program
      • Preparer Code = L - Self-Prepared
      • Click Generate City W2 Submission File Summary Report.  Print and save the report.
      • Click Generate City W2 Submission File
    • Save the W2CITY_XXXXX.TXT file to your desktop or some where on your computer.
    • Verify reports have been copied to the File Archive>Calendar Year End bundle.
      • Go to Utilities>File Archive
        • Filter Year by entering YYYY
        • Singe click YYYY - Calendar Year Reports line.  You should see the following reports and files:
          • W2CITY_XXXX.TXT
  • If your ITC is submitting your information on your behalf, send the file securely per their instructions 

OR

• • Upload the file to the appropriate city website.

• 43. Create and Submit CCA Submission File (if applicable):

• • Generate submission file
    • Go to Reports>W2 Reports>W2 Report and Submission>W2 Report Options tab.
      • Output Type = Submission.
      • Federal ID Number = Defaults to Federal EIN number in Core>Organization. Check for accuracy.
      • Additional Federal ID Number = If additional Federal ID number is available enter here.
      • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
      • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
      • Sort Options = Choose from the drop down option how the report should be sorted.
      • Report for Year = 20XX
      • Employer Name = Defaults to Name in Core>Organization. Check for accuracy.
      • Employer Address first line = Defaults to Street 1 in Core>Organization. Check for accuracy.
      • Employer Address second line = Defaults to Street 2 in Core>Organization. Check for accuracy.
      • Employer City = Defaults to City in Core>Organization. Check for accuracy.
      • Employer State = Defaults to State in Core>Organization. Check for accuracy.
      • Employer Zip Code = Defaults to Postal Code in Core>Organization. Check for accuracy.
      • Contact Name = Enter name of employee creating the tape file (required).
      • Contact Phone Number = Enter phone number of person creating tape file (required).
      • Contact Phone Extension = Enter extension of person creating tape file (optional).
      • Contact Fax Number = Enter fax number for person creating tape file (optional).
      • Contact Email Address = Enter email address of person creating tape file (required).
      • Is this file being resubmitted? = No
      • Type of Software = In-House Program
      • Preparer Code = L-Self-Prepared
      • Select Generate CCA W2 Submission File Summary Report.  Print and save.
      • Click Generate CCA W2 Submission File
      • Save the W2CCA.TXT or W2MSTCCA.TXT file to your desktop or somewhere on your computer
      • Verify reports have been copied to the File Archive>Calendar Year End bundle.
        • Go to Utilities>File Archive
          • Filter Year by entering YYYY
          • Singe click YYYY - Calendar Year Reports line.  You should see the following files:
            • W2CCA.TXT
            • W2MSTCCA.TXT (For those districts creating and submitting own files.)
  • If your ITC is submitting your information on your behalf, send the file securely per their instructions 

OR

• • Upload the file to CCA.  
    • http://ccatax.ci.cleveland.oh.us/?p=mmspe
•  
  • Mail the W-3 Annual Reconciliation Form.

• 44. Create and Submit RITA Submission File (if applicable)

• • Generate submission file
    • Go to Reports>W2 Reports>W2 Report and Submission>W2 Report Options tab.
    • Output Type = Submission.
    • Federal ID Number = Defaults to Federal EIN number in Core>Organization. Check for accuracy.
    • Additional Federal ID Number = If additional Federal ID number is available enter here.
    • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
    • Sort Options = Choose from the drop-down option how the report should be sorted.
    • Report for Year = 20XX
    • Employer Name = Defaults to Name in Core>Organization. Check for accuracy.
    • Employer Address first line = Defaults to Street 1 in Core>Organization. Check for accuracy.
    • Employer Address second line = Defaults to Street 2 in Core>Organization. Check for accuracy.
    • Employer City = Defaults to City in Core>Organization. Check for accuracy.
    • Employer State = Defaults to State in Core>Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core>Organization. Check for accuracy.
    • Contact Name = Enter name of employee creating the tape file (required).
    • Contact Phone Number = Enter phone number of person creating tape file (required).
    • Contact Phone Extension = Enter extension of person creating tape file (optional).
    • Contact Fax Number = Enter fax number for person creating tape file (optional).
    • Contact Email Address = Enter email address of person creating tape file (required).
    • Is this file being resubmitted? = No
    • Type of Software = In-House Program
    • Preparer Code = L-Self-Prepared
    • Select Generate RITA W2 Submission File Summary Report.  Print and save.
    • Click Generate RITA W2 Submission File
    • Save the W2RITA.TXT or W2MSTRITA.TXT file to your desktop or somewhere on your computer
    • Verify reports have been copied to the File Archive>Calendar Year End bundle.
      • Go to Utilities>File Archive
        • Filter Year by entering YYYY
        • Singe click YYYY - Calendar Year Reports line.  You should see the following reports and files:
          • W2RITA.TXT
          • W2MSTRITA.TXT (For those districts creating and submitting own files.)
  • If your ITC is submitting your information on your behalf, send the file securely per their instructions 

OR

• • Upload the W2MSTRITA.TXT to RITA.  
    • https://www.ritaohio.com/

• 45.  Run the YTD Report (Optional).

• • Go to Reports>YTD Report.
    • Report Title = Defaults to YTD Report.  Can be changed if desired
    • Sort Option = Choose appropriate Sort option
    • Year = Enter appropriate calendar year
    • Include Compensation Information on Report? = Defaults to include Compensation information
    • Include Archived Employees? = Check the checkbox is wanting to include Archived employees
    • Specific Employees = Leave blank
    • Specific Pay Groups = Leave blank
    • Specific Job Statuses = Defaults to Inactive and Active selected
    • Generate Report

• 46.  Create W2 PDF File for ESS - If Applicable. This file will be placed in the Utilities>File Archive>W2 Archive and be used by the ESS for employees to access their W2 information.

• • Go to Reports>W2 Reports>W2 Archive Individual Forms.
    • Federal ID Number = Defaults to Federal EIN number in Core>Organization. Check for accuracy.
    • State ID Number = Defaults to State EIN number in Core>Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
    • Sort Options = Choose from the drop-down option how the report should be sorted.  To assure the same Control Numbers are assigned, be sure to choose the same sort option selected when the employee W2 print file was generated (Step 36).  
    • Report for Year = YYYY
    • Employer Name = Defaults to Name in Core>Organization. Check for accuracy.
    • Employer Address First Line = Defaults to Street 1 in Core>Organization. Check for accuracy.
    • Employer Address Second Line = Defaults to Street 2 in Core>Organization. Check for accuracy.
    • Employer City = Defaults to City in Core>Organization. Check for accuracy.
    • Employer State = Defaults to State in Core>Organization. Check for accuracy.
    • Employer Zip Code = Defaults to Postal Code in Core>Organization. Check for accuracy.
    • Include Fringe Benefits in Box 14 = Check the box and add any Payroll Items wanting to be included on W2.
      • Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2 (maximum of 3 will print)
    • Schedule Date and Time = Defaults to current system date and time.
    • Click Schedule Job.
    • Go to Utilities>Job Scheduler and verify the job is listed.
    • Once the job has completed, verify the W2's have been copied to the File Archive by going to Utilities>File Archive>W2 Archive.

• 47.  Close the December Posting Period.
  • Go to Core>Posting Period.
    • Click on the  opt option.  The Open field should say False.
• 48.  Verify Calendar Year End Report Bundles.
  • Go to Utilities>File Archive>Payroll Archive
    • Filter YYearar by entering YYY YYYY
    • Single click YYYY - Calendar Year Reports line.  You should see the following reports:
      •  Attendance Journal Report
      • Leave Balance Report
      • Payment Transaction Status Report
      • Employee Master Report
      • Earnings Register

      • YTD Report