W2C Merge

W2C Merge contain three options:

• W2 Correction District Entry

• W2 Correction Merge

• W2 Correction Merge Results

W2 Correction District Entry

The W2 Correction District Entry option is a grid of districts and their uploaded Federal file.  You must have one entry for each district per entity that is being submitted. In order to upload a district’s file, the district record must first be created. A district record can be created by going to ITC-M>Districts>New Item or using the import option.

Open

If needing to add a new file, select New Item.

Open

• Using the drop down, select the District.

• Enter the Calendar Year the file pertains to.

• The Processed flag determines if the W2C should be included in the merge file. The query looks for all W2C files for the reporting year entered that have not been processed.

• A Note can be entered for future reference.

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

1. Click the Upload W2 Correction File and browse your computer to to select the file you want to upload. Only the files created using Reports>W2 Corrections>W2C Report and Submission (in the proper file format) will be accepted. Click Save.

2. Drag and drop the file in the Drop W2 Correction File here area. Click Save.

• From the W2 Correction District Entry grid, click Edit Item to modify a record. Only fields that are allowed to be edited will be displayed. Once all updates have been entered, click Save. From the Edit Item screen, you can also Delete the record. The Delete option will remove that district’s file from the grid.

• From the W2 Correction District Entry grid, click Download if to download the file and open to review.

• Once you have uploaded all of your district's files, please proceed to the ‘W2 Correction Merge’ tab.

W2 Correction Merge

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

• Year - Defaults to the current year.

• Preparer Code - Defaults to Self-Prepared.

  • Account Firm

  • Self-Prepared

  • Service Bureau

  • Parent Company

  • Other

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

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

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

  • Your existing BSO User ID and password is no longer used to access BSO employer services. You must use a Social Security online account, Login.gov, or http://ID.me credential to gain access to the BSO application. For more information, click here.  All submitters must obtain a BSO User Identification (ID) through our registration process (see Section 5) and must enter that BSO User ID in the RA (Submitter) Record.

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

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

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

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

• Note - can be entered for future reference.

Click Start W2C Merge to merge all files selected into one file.  The message ‘W2C Merge Job Scheduled Successfully' will appear at the bottom left of the screen when complete.  Please proceed to the 'W2 Correction Merge Results’ option to review the merged files.

W2 Correction Merge Results

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

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

  • Employer Name.

  • Federal EIN.

  • Number of records in each district.

  • Original Entry

  • Correction Entry

  • Note

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

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

• To download the merged the file in the required file format, click on Down-arrow.  This file can be used to the SSA.