This procedure outlines the steps to be taken to close the USPS calendar year-end.

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Preliminary Calendar Year-End Closing

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•  20.  Process ODJFS report and submission file.
  • Run ODJFSRPT for verification purposes.
    • Create a submission file = N
    • Reporting Year = enter appropriate year
    • Reporting Quarter = enter appropriate quarter
    • Max number of weeks = number of Saturdays in the quarter
    • District name = should default
    • Street address = should default
    • City = should default
    • State = should default
    • Zip = should default
  • Review ODJFSRPT.TXT.  If adjustments are necessary, USPSCN/ATDSCN - AD/OB can be entered.
  • Run ODJFSRPT to create the tape file.
    • Create a submission file = Y
    • Reporting Year = enter appropriate year
    • Reporting Quarter = enter appropriate quarter
    • Max number of weeks = number of Saturdays in the quarter
    • District name = should default
    • Street address = should default
    • City = should default
    • State = should default
    • Zip = should default
•  21. Send an email to mail_staff_fis@nwoca.org and inform them that you have created the ODJFS tape file.
•  22. Only if hard copies of quarter end reports are desired, run the following:
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     USRPT/EMPMST (all data)

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     USPRPT/ERNSUM (all data for the quarter) – condensed version of ERNREG (170 column report)

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     ERNREG – (all data for the quarter)

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     QRTRPT – (all data –demand report)

    Warning
    If you ARE ready to complete W2 Processing , Proceed to Step 23. If you are NOT ready to complete W2 Processing, Proceed to W2 Processing at a Later Date

    
    

W2 Processing NOW

•  23.  Verify the W2 Abbrev field on all USPSDAT/DEDNAM OSDI records.
  • OSDI code needs to be listed first (required), followed by any description.  Click here for a complete list of OSDI codes.
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  24.  If you have any employees who have Bowling Green, Maumee, Napoleon, Oregon, Perrysburg, Sylvania, and Toledo City tax withheld, the tax information can be filed electronically. NWOCA can submit this data on your behalf. Insure the tax entity code is entered on the respective city tax records in the DEDNAM/Tax Entity code field.

  Warning
  The information cannot be filed electronically unless the entity code is present (BOWLI, MAUME, NAPOL, OREGO, PBURG, SYLV, and TOLED).

  
  

•  25.  For any city reporting to RITA, verify the following:
  • On the USPSDAT/DEDNAM city record(s) verify the RITA assigned code is entered, flag is set to Y, and RITA assigned description is entered.
  • For the employees having the city tax withheld, verify the USPSCN/DEDSCN Employ/Residence flag is marked as C (Employment) or R (Residence). 

    
    

    Info
    https://www.ritaohio.com/TaxRatesTable

    
    

•  26.  For any city reporting to CCA, verify the following:
  • On the USPSDAT/DEDNAM city record(s) verify the CCA assigned code is entered, flag is set to Y, and CCA assigned description is entered.
  • Any district that reports to the CCA must also make sure that they review the Appendices that the CCA has published.  City codes MUST be in 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 be coded.  
    • Go to Appendix A, B, or C to check for the correct assigned code  http://ccatax.ci.cleveland.oh.us/forms/dataformat2020.pdf
      • If CCA city is in Appendix A, they need the following in DEDNAM for CCA: CCA Flag=Y, valid CCA code, and valid CCA city name.
      • If any city is not in Appendix A but in Appendix B, DEDNAM should be: CCA Flag=blank, valid CCA code, and CCA city name.
      • If any city is not in Appendix A, B, or C, DEDNAM should be: CCA Flag=blank, valid CCA code = blank, and 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 or any other city tax withheld, verify the USPSCN/DEDSCN Employ/Residence flag is marked as C (Employment) or R (Residence). 

    Status
    colour Red title This is Required

  • Finally, please check your employee's addresses to make sure you are following the guidelines set up by the US Postal Service in Publication  28:    https://pe.usps.com/cpim/ftp/pubs/pub28/pub28.pdf

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