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).
For county codes, see https://www.in.gov/dor/files/w-2book.pdf.- 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.