W2C Report and Submission

Owned by Andrea Boehm
Last updated: Feb 13, 2024 by Lori Nye

To create a W2C report, the forms, and the submission file for the W2C records created, go to Report>W2 Corrections>W2C Report and Submission. 

W2C allows prior years files to be generated. The year that is selected in the Year dropdown is the year that will be included in the file.  The file will be created using the current specifications. Please refer to the IRS for ruling as to whether the prior year file will still be accepted on their end.  

W2C Report

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Fields 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 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. 
  • Report Title: The default is W2C Report but can be modified.
  • Sort Options:
    • Employee SSN
    • Employee Name
    • Building/Department and Employee Name
    • Building/Department, Pay Group, and Employee Name
    • Pay Group
    • Zip Code and Employee SSN
    • Zip Code and Employee Name
    • Check Distribution and Employee Name
  • Output Type:  Report.
  • From the Year dropdown, select the appropriate year.
  • If wanting to run the report for specific employees, locate the employees and click Add to move them to the Selected Employees grid.  Not selecting any employees, will select all employees.
  • Click the  option.

W2C Forms

  • 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 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. 
  • Report Title: The default is W2C Forms but can be modified.
  • Sort Options:
    • Employee SSN
    • Employee Name
    • Building/Department and Employee Name
    • Building/Department, Pay Group, and Employee Name
    • Pay Group
    • Zip Code and Employee SSN
    • Zip Code and Employee Name
    • Check Distribution and Employee Name
  • Output Type:  Forms.
  • From the Year dropdown, select the appropriate year.
  • If wanting to run the report for specific employees, locate the employees and click Add to move them to the Selected Employees grid.  Not selecting any employees, will select all employees.
  • Click the  option.  This generates a printable W2C form.
    • When the user selects Generate Forms, the job will begin.  Once completed, the following message will appear: 

  • Go to Reports>W2C Corrections>W2C Form Output Files.
    • :  Allows the form(s) to the downloaded for printing.
    • :  Sends the file to the File Archive.  The file can be located in Utilities>File Archive>YYYY - Calendar Year Reports. 
    • :  Allows the form(s) to the deleted.

W2C Submission

In order for the W2C submission file to be created in the proper format, the System>Configuration>W2 Configuration>District Will Submit Own W2 Files checkbox be marked correctly.  If the district is submitting their own W2C file, the District Will Submit Own W2 Files checkbox should be marked.  If the ITC is submitting the W2C file on the district's behalf, the District Will Submit Own W2 Files should be unmarked.   

  • 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 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. 
  • Report Title: The default is W2C Forms but can be modified.
  • Sort Options:
    • Employee SSN
    • Employee Name
    • Building/Department and Employee Name
    • Building/Department, Pay Group, and Employee Name
    • Pay Group
    • Zip Code and Employee SSN
    • Zip Code and Employee Name
    • Check Distribution and Employee Name
  • Output Type:  Submission.
  • From the Year dropdown, select the appropriate year.
  • Select the appropriate Kind of Employer from the dropdown.
    • F, Federal Government
    • S. State and Local Governmental Employer (non 501c)
    • T, Tax Exempt Employer
    • Y, State and Local Tax Exempt Employer (501c)
    • N, None Apply
  • Select the appropriate Type of Software from the dropdown.
    • In-House Program
    • Off-the-Shelf Software
  • Select the appropriate Preparer Code from the dropdown.
    • A - Accounting Firm
    • L - Self-Prepared
    • S - Service Bureau
    • P - Parent Company
    • O - Other
  • Select the appropriate Is this file being resubmitted from the dropdown. 
    • No - This is the original W2C file.
    • Yes - If the SSA has reached out to and asked the file be resubmitted, this field should be set to Yes.
      • If yes is selected, the Wage File Identifier (WFID) is then required.  This identifier is included on the notice sent by the SSA.
  • Enter the appropriate Contact Name.
  • Enter the appropriate Contact Phone Number.
  • Enter the appropriate Contact Phone Extension. (Optional)
  • Enter the appropriate Contact Fax Number. (Optional)
  • Enter the appropriate Contact Email Address.
  • Click option.  This generates the W2C submission file that can be uploaded to the SSA.

Example of W2C Report

Example of W2C Forms.pdf 

Example of W2C.TXT

Creating a W2C Report Report Bundle 

A report bundle for the W2C Report can be created.  Click here for instructions.