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State Software has the ability to create a SEQ file for surrounding states that may be used to submit that states calendar year end information electronically. If the 'other state' is setup properly in USPSDAT/DEDNAM, when W2PROC is run and the 'Create submission file' prompt is set to a Y, a separate .SEQ file for any state that applies will be created.  Steps are outlined below for each state if you need to submit electronically. 

The following is a list of states that the software supports:

  • Indiana (IN)
  • Kentucky (KY)
  • Michigan (MI)
  • Pennsylvania (PA) - added in calendar year 2019
  • West Virginia (WV)

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

  • Indiana - requires electronic filing if 25 or more W2's.
  • Kentucky - requires electronic filing if 25 or more W2's.
  • Michigan - requires electronic filing if 250 or more W2's.
  • Pennsylvania - requires electronic filing if 10 or more W2's.
  • West Virginia - requires electronic filing if 25 or more W2's.

Reporting to the State of Indiana

  • Verify the USPSDAT/DEDNAM Type is set to ST.
  • Verify the USPSDAT/DEDNAM State is set to IN.
  • Verify the USPSDAT/DEDNAM State ID is entered.
  • For all employee's having Indiana tax withheld, verify their USPSCN/DEDSCN Employ/Residence field is set to R.
  • For all employee's having Indiana tax withheld, verify their USPSCN/DEDSCN User code 1 has the county code defined (01-92). 

  • If the Indiana county tax applies, verify there is a USPSDAT/DEDNAM type is set to City and that record has the state set to IN.
  • When W2PROC is run, you will be prompted to enter the Indiana 10 digit tax payer ID and Indiana 3 digit TID location numbers.  Please contact State of Indiana for these numbers.
  • W2PROC will create a W2IN.SEQ file.
  • Send mail to mail_staff_fis@nwoca.org stating your Indiana state tax file has been created.
  • NWOCA will finish creating the tape file and send an email back once it's ready.
  • Upload the submission file to State of Indiana.

Reporting to the State of Kentucky 

  • Verify the USPSDAT/DEDNAM Type is set to ST.
  • Verify the USPSDAT/DEDNAM State is set to KY.
  • Verify the USPSDAT/DEDNAM State ID is entered.
  • W2PROC will create a W2KY.SEQ file.
  • Send mail to mail_staff_fis@nwoca.org stating your Kentucky state tax file has been created.
  • NWOCA will finish creating the tape file and send an email back once it's ready.
  • Upload the submission file to State of Kentucky.

Reporting to the State of Michigan

  • Verify the USPSDAT/DEDNAM Type is set to ST.
  • Verify the USPSDAT/DEDNAM State is set to MI.
  • Verify the USPSDAT/DEDNAM State ID is entered.
  • W2PROC will create a W2MI.SEQ file.
  • Send mail to mail_staff_fis@nwoca.org stating your Michigan state tax file has been created.
  • NWOCA will finish creating the tape file and send an email back once it's ready.
  • Upload the submission file to State of Michigan.

Reporting to the State of Pennsylvania

  • Verify the USPSDAT/DEDNAM Type is set to ST.
  • Verify the USPSDAT/DEDNAM State is set to PA.
  • Verify the USPSDAT/DEDNAM State ID is entered.
  • W2PROC will create a W2PA.SEQ file.
  • Send mail to mail_staff_fis@nwoca.org stating your Pennsylvania state tax file has been created.
  • NWOCA will finish creating the tape file and send an email back once it's ready.
  • Upload the submission file to State of Pennsylvania.

Reporting to the State of West Virginia

  • Verify the USPSDAT/DEDNAM Type is set to ST.
  • Verify the USPSDAT/DEDNAM State is set to WV.
  • Verify the USPSDAT/DEDNAM State ID is entered.
  • When W2PROC is run, you will be prompted to enter the 1st quarter tax due (as a whole number, no cents), 2nd quarter tax due (as a whole number, no cents), 3rd quarter tax due (as a whole number, no cents), 4th quarter tax due (as a whole number, no cents), and the total year tax due (as a whole number, no cents).
  • W2PROC will create a W2WV.SEQ file.
  • Send mail to mail_staff_fis@nwoca.org stating your West Virginia state tax file has been created.
  • NWOCA will finish creating the tape file and send an email back once it's ready.
  • Upload the submission file to State of Kentucky.
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