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  •  20. When all data is correct, run Report/ODJFS Report again and select
  •  21. Save the file to your desktop or a folder of your choosing
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    22. Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org

    Note

    NWOCA File Transfer requires a login. Users can login with their email address and Exchange email password.  If you are a member district, but do not use the Exchange email system, send an email to the Hardware Group and they will create you an account. For full instructions on how to use NWOCA File transfer please refer to our wiki

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Tip

If you are ready to complete W2 processing, proceed to Step 23 W2 Processing.

If you need to begin January payroll processing before completing W2 Processing, Leave December reporting period Open and create your January reporting period

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through Core/Posting

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Period and make that Current. After your January pay has been completed you can then process

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W2s. 


W2 Processing

  •  23. Check W2 abbreviations on all city Payroll Item Configuration records.
    • Go to Core/Payroll Item Configuration.

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  •  33. Generate W2 Forms:
    •  Go to Reports/W2 Report and Submission
      • Output Type = XML
      • XML Title = Defaults to W2 Form Data. Can be changed if desired.
      • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
      • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
      • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
      • Sort Options = Choose from the drop down option how the report should be sorted.
      • Report for Year = 2018
      • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
      • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
      • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
      • Employer City = Defaults to City in Core/Organization. Check for accuracy.
      • Employer State = Defaults to State in Core/Organization. Check for accuracy.
      • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
      • Include Fringe Benefits in Box 14? = Check the box so these are included on W2.
      • Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2.
      • Select Generate XML Output
    •  Save the W2 Form Data.XML
    •  Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
      • Subject = W2 Form Data.XML
      • Message = Include in email message authorization for your W2's to be printed
      • Check the Private Message box
      • Select Add Files and browse to locate W2 Form Data.XML
      • Notification will be sent by NWOCA when the W2's have been printed.
  •  34. Generate the W2 Submission File for Federal and State Submission:
    •  Go to Reports/W2 Report and Submission
      • Output Type = Submission
      • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
      • Additional Federal ID Number = If additional Federal ID number is available enter here.
      • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
      • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option
      • Sort Options = Choose from the drop down option how the report should be sorted.
      • Report for Year = 2018
      • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
      • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
      • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
      • Employer City = Defaults to City in Core/Organization. Check for accuracy.
      • Employer State = Defaults to State in Core/Organization. Check for accuracy.
      • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
      • Contact Name = Enter name of employee creating the tape file (required).
      • Contact Phone Number = Enter phone number of person creating tape file (required).
      • Contact Phone Extension = Enter extension of person creating tape file (optional).
      • Contact Fax Number = Enter fax number for person creating tape file (optional).
      • Contact Email Address = Enter email address of person creating tape file (required).
      • Click Generate SSA W2 Submission File
    •  Save the W2TAPE.SEQ file
    •  Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
        • Subject = W2TAPE.SEQ
        • Message = Include in email message authorization for your W2 information to be submitted to IRS and Ohio Department of Taxation
        • Check the Private Message box
        • Select Add Files and browse to locate W2TAPE.SEQ
  •  35. Generate the CCA Submission File
    •  Go to Reports/W2 Report and Submission
      • Output Type = Submission
      • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
      • Additional Federal ID Number = If additional Federal ID number is available enter here.
      • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
      • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
      • Sort Options = Choose from the drop down option how the report should be sorted.
      • Report for Year = 2018
      • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
      • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
      • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
      • Employer City = Defaults to City in Core/Organization. Check for accuracy.
      • Employer State = Defaults to State in Core/Organization. Check for accuracy.
      • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
      • Contact Name = Enter name of employee creating the tape file (required).
      • Contact Phone Number = Enter phone number of person creating tape file (required).
      • Contact Phone Extension = Enter extension of person creating tape file (optional).
      • Contact Fax Number = Enter fax number for person creating tape file (optional).
      • Contact Email Address = Enter email address of person creating tape file (required).
      • Click Generate CCA W2 Submission File
    •  Save the W2CCA.SEQ file
    •  Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
        • Subject = W2CCA.SEQ
        • Message = Include in email message authorization for your CCA information to be submitted on your behalf
        • Check the Private Message box
        • Select Add Files and browse to locate W2CCA.SEQ
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  • 36. Generate the RITA Submission File:

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Send the W2RITA.SEQ file to NWOCA for RITA reporting by doing the following:

Go to https://filetransfer.nwoca.org/

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    •  Go to Reports/W2 Report and Submission
      • Output Type = Submission
      • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
      • Additional Federal ID Number = If additional Federal ID number is available enter here.
      • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
      • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
      • Sort Options = Choose from the drop down option how the report should be sorted.
      • Report for Year = 2018
      • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
      • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
      • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
      • Employer City = Defaults to City in Core/Organization. Check for accuracy.
      • Employer State = Defaults to State in Core/Organization. Check for accuracy.
      • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
      • Contact Name = Enter name of employee creating the tape file (required).
      • Contact Phone Number = Enter phone number of person creating tape file (required).
      • Contact Phone Extension = Enter extension of person creating tape file (optional).
      • Contact Fax Number = Enter fax number for person creating tape file (optional).
      • Contact Email Address = Enter email address of person creating tape file (required).
      • Click Generate RITA W2 Submission File
    •  Save the W2RITA.SEQ file

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        •  W2RITA.SEQ
        • Message =

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        •  Include in email message authorization for your RITA information to be submitted on your behalf
        • Check the Private Message box

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        • Select Add Files and browse to

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        • locate W2RITA.SEQ
  •  37. Generate the City Submission File:

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    •  Go to Reports/W2 Report and Submission
      • Output Type = Submission
      • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
      • Additional Federal ID Number = If additional Federal ID number is available enter here.
      • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
      • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
      • Sort Options = Choose from the drop down option how the report should be sorted.
      • Report for Year = 2018
      • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
      • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
      • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
      • Employer City = Defaults to City in Core/Organization. Check for accuracy.
      • Employer State = Defaults to State in Core/Organization. Check for accuracy.
      • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
      • Contact Name = Enter name of employee creating the tape file (required).
      • Contact Phone Number = Enter phone number of person creating tape file (required).
      • Contact Phone Extension = Enter extension of person creating tape file (optional).
      • Contact Fax Number = Enter fax number for person creating tape file (optional).
      • Contact Email Address = Enter email address of person creating tape file (required).
      • Click Generate City W2 Submission File

Send the W2CITY.SEQ file to NWOCA for City reporting by doing the following:

Go to https://filetransfer.nwoca.org/

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    •  Save the W2CITY.SEQ file

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        •  W2CITY.SEQ
        • Message =

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        •  Include in email message authorization for your City information to be submitted on your behalf
        • Check the Private Message box

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        • Select Add Files and browse to

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        • locate W2CITY.SEQ
  •  38. Mail the State IT-3 form and any city taxation form(s), that we are submitting on your behalf, to NWOCA.

NWOCA

209 Nolan Parkway

Archbold, OH 43502

ATTN: Fiscal Department

Creating W2 report

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      Go to Reports/W2 Report and Submission

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Output Type-Report is defaulted

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Format-Choose the format type you want from the drop down option Image Removed

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Report Title-W2 Report is the default. This can be changed if desired

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Federal ID Number-Should be defaulted from data in Organization. Check for accuracy

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State Id Number-Should be defaulted from data in Organization. Check for accuracy

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Kind of Employer-S-State and Local Government Employer is default. Can be changed through drop down option Image Removed

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Sort Options-Choose from the drop down option Image Removed how you wish to sort your report

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Report for Year-Current calendar year is defaulted. Can be changed if desired

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 Include Fringe Benefits in Box 14?

Tip

If you wish to have specific Payroll Item appear in Box 14 check this box and then type name or code of the Payroll Item code in this Image Removed box, click on the Payroll Item, and then click Image Removed

Click Image Removed

 

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There is an option available to process the report for selected employees if desired:
Image Removed

You

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A W2 Report will be created

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     33. Print the W2 Report and verify the data. Make changes to the data, if necessary, and rerun W2 Report and Submission again. This program can be ran as many times as needed until all data is correct.

34.____ Creating W2 SSA Submission File--When all W2 data has been verified and is accurate run W2 Report and Submission again this time choosing the Submission option

A) Output Type-Submission

B) Federal ID Number-Should be defaulted from data in Organization. Check for accuracy

C) Additional Federal ID Number-If additional Federal ID number is available enter here

D) State ID Number- Should be defaulted from data in Organization. Check for accuracy

E) Kind of Employer- S-State and Local Government Employer is default. Can be changed through drop down option Image Removed

F) Sort Options- Choose from the drop down option Image Removed how you wish to sort your report

G) Report for Year- Current calendar year is defaulted. Can be changed if desired using drop down option Image Removed

H) Employer Name- Should be defaulted from data in Organization. Check for accuracy

I) Employer Address first line -Should be defaulted from data in Organization. Check for accuracy

J) Employer Address second line- Should be defaulted from data in Organization. Check for accuracy

K) Employer City- Should be defaulted from data in Organization. Check for accuracy

L) Employer State- Should be defaulted from data in Organization. Check for accuracy

M) Employer Zip Code- Should be defaulted from data in Organization. Check for accuracy

N) Contact Name-Enter name of employee creating the tape file (required)

O) Contact Phone Number-Enter phone number of person creating tape file (required)

P) Contact Phone Extension-Enter extension of person creating tape file (optional)

Q) Contact Fax Number-Enter fax number for person creating tape file (optional)

R) Contact Email Address-Enter email address of person creating tape file (required)

S) Click Image Removed

This will produce a file called W2TAPE.SEQ which will be need to be securely emailed to your ITC for federal and state reporting.

ITC appending instructions for SSA File

Create a directory ex.-W2-R_18 of your own to transfer these W2TAPE.SEQ files to.

Rename the W2TAPE.SEQ file to something defining the district Ex. MAW2TAPE.SEQ (The MA defining the district)

When you append the district data be sure that you pull these files from your directory.

They should then be included in your W2MAST.SEQ file that you submit for all of your districts.

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        • Click Image Removed

    • This will produce is a file called W2RITA.SEQ which will be need to be securely emailed to your ITC for RITA reporting.

ITC appending instructions for RITA file

Create a directory ex. W2-R.18 or W2-R_RITA.18 of your own to transfer these W2RITA.SEQ files to.

Rename the W2RITA.SEQ file to something defining the district Ex. MAW2RITA.SEQ (The MA defining the district)

When you append the district data be sure that you pull these files from your directory.

They should then be included in your W2MSTRITA.SEQ file that you submit for all of your districts.

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        • Click Image Removed

    • This will produce is a file called W2CCA.SEQ which will be need to be securely emailed to your ITC for CCA reporting

ITC appending instructions for CCA file

Create a directory ex. W2-R.18 or W2-R_CCA.18 of your own to transfer these W2CCA.SEQ files to.

Rename the W2CCA.SEQ file to something defining the district Ex. MAW2CCA.SEQ (The MA defining the district)

When you append the district data be sure that you pull these files from your directory.

They should then be included in your W2MSTCCA.SEQ file that you submit for all of your districts.

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        • Click (City file is being worked on currently and will be available soon)

    • This will produce is a file called W2CITY.SEQ which will be need to be securely emailed to your ITC for specific city reporting

ITC appending instructions

Create a directory ex.-W2-R.18 or W2-R_CITY.18 of your own to transfer these W2CITY.SEQ files to.

Rename the W2CITY.SEQ file to something defining the district Ex. MAW2CITY.SEQ (The MA defining the district)

Follow Creating City record instructions document to create each districts city .SEQ file

When you append the district data be sure that you pull these files from your directory.

They should then be included in your W2MAST.SEQ file for the specific city that you submit for all of your districts.

38.____Creating the XML file-- that will be used to print the actual W2's using EDGE software. In Reports/W2 Report/Submission click on XML
A) Output Type-XML
B) XML Title-W2 Form Data is the default
C) Federal ID Number-Should be defaulted from data in Organization. Check for accuracy
D) State ID Number- Should be defaulted from data in Organization. Check for accuracy
E) Kind of Employer- S-State and Local Government Employer is default. Can be changed through drop down option Image Removed
F) Report for Year- Current calendar year is defaulted. Can be changed if desired using drop down option Image Removed
G) Employer Name- Should be defaulted from data in Organization. Check for accuracy
H) Employer Address first line -Should be defaulted from data in Organization. Check for accuracy
I) Employer Address second line- Should be defaulted from data in Organization. Check for accuracy
J) Employer City- Should be defaulted from data in Organization. Check for accuracy
K) Employer State- Should be defaulted from data in Organization. Check for accuracy
L) Employer Zip Code- Should be defaulted from data in Organization. Check for accuracy
M) Include Fringe Benefits in Box 14?-If you wish to have specific Payroll Item appear in Box 14 check this box and then type name or code of the Payroll Item code in this Image Removed box, click on the Payroll Item, and then click Image Removed
***NOTE-(A maximum of 3 selected items will print in box 14, Vehicle Lease will always appear first in Box 14 and then 2 other items) Leave empty to not include specific payroll items in box 14.

**NOTE** There is an option available to process the report for selected employees if desired:

Image Removed

You can type a few characters of employees first or last name or ID in the Image Removed and then click on that employee and click Image Removed

N) Click Image Removed

    • This will produce is a file called W2Form Data.XML which will be need to be securely emailed to your ITC for W2 printing

***NOTE-If employees have more than two state, city, or OSDI tax records, the extra W-2 form necessary to accommodate this information will print on the W-2 immediately following the employee's primary W-2 .
39.____Inform your ITC (within 48 hours) with instructions on how to print the W-2 forms. Notification will be sent by your ITC personnel when the W2's have been printed.

40.____ Mail the State IT-3 form and select city taxation form(s) (if applicable) to your ITC.

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Create a W2-R.XX or W2-R_XML.18 directory of your own to transfer these W2 Form Data.XML files to.

Rename the W2 Form Data.XML file to something defining the district Ex. MAWDATA.XML (The MA defining the district)

Using EDGE, click on the Import/Export option then click Continue, select the "Get Payer Information from File" option. Click on W2 and hit Ok. Find your
W2-R_XX subdirectory. Find the .xml file of the district that you are importing.
You will then choose the Print option in the EDGE software. Click on Forms and find the district that you are processing, click on W2. Choose the copy version that you are going to print.

  

You have completed the USPS Calendar Year End Closing procedures