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  • USPS Calendar Year-end Closing Checklist

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  •  22.  Enter any fringe benefits in the 001 Fringe benefits field.
  •  2223.  If NC1 payment for life insurance was not processed prior to calendar year end, do the following:

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Note

This amount will be placed in Box 12 with code C.

  •  2324. If not using the DPCARE deduction type, enter the amount of dependent care in the 001 DEDSCN Dependent Care field.
Note

This amount will be placed in Box 10.

  •  2425.  Enter the cost of company vehicle in the 001 DEDSCN Vehicle lease field.
Note

This amount will be added to the total and taxable gross fields on the Federal and Ohio causing W2REPT to be higher.  This amount will be placed in Box 14.

Note

If these expenses were originally paid on the USAS side, this will create a balancing difference between QRTRPT and W2PROC.  W2PROC may show higher gross amounts than actually paid through the USPS side.

  •  2627.  Enter health reimbursement arrangement amounts in the 001 DEDSCN Hth Reimb field.
Note

This amount will be placed in Box 12 with code FF.

  •  2728. Enter adoption assistance amount in the 001 Adopt. assist. field.
Note

This will be treated as an excludable fringe benefit.  This amount will be placed in Box 12 with code T.

  •  

    2829.  Verify cost of employer sponsored health care.

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Note

This amount will be placed in Box 12 with code DD.

  •  

    2730.  Run W2PROC (saying "N" to Create Tape file prompt). 

Info

W2ERR.TXT is the error report.

W2REPT.TXT is report of all W2 information.  

W2FORM.TXT is no longer used.

W2BREAK.TXT shows where the W2 forms should be separated for possible distribution. The report lists each sort field and its starting control number. This report does not apply to Name or SSN sort options.

W2FORM.DAT is used by NWOCA to print the actual W-2's for your district. 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.

W2TAPE.SEQ which will be submitted to the federal and state taxing entities for you by NWOCA.

W2CCA.SEQ and/or W2RITA.SEQ is generated for those districts reporting city tax information to RITA or CCA. This file is used by NWOCA to submit the city tax information on your behalf.

W2CITY.DAT is used for other city submissions and should not be printed.


  •  2831.  Verify the W2ERR.TXT report. 
  •  2932.  Verify and balance the W2REPT.TXT report.  Make any necessary changes to the data and rerun W2PROC. This program can be run as many times as necessary until all data is correct.
  •  3033.  When all W2 data has been verified and is accurate run W2PROC again (Saying "Y" to the Create Tape file prompt)
  •  

    3134.  Send email (mail_staff_fis@nwoca.org) to NWOCA (within 48 hours) stating W2 are ready for printing.  Also include in the email the sorting method for employee copies (if something other than sorting when W2PROC was run), and delivery method - pick up or mail.  Notification will be sent by NWOCA personnel when the W2's have been printed.

  •  

    3235.  Mail the State IT-3 form and select city taxation form(s) (if applicable) to NWOCA.

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Info

If necessary, an IT-3 form can be printed here


  •  

    36.  Run YTDRPT if desired. This report generates year-to-date totals and a benefit statement for all employees, pay groups, or individual employees.

  •  

    3337.  Run OAPSE if desired. This report generates a listing of employee name, SSN, birthday, and year-to-date gross.

  •  

    3438. Run the procedure @PAY:USPS_CALENDAR_COPY or from the MENU>USPSCALEND.  This procedure creates a copy of your files.

  •  3539. From the USPS_ANN menu, run the CALENDARCD program.  This procedure generates a standard set of calendar year-end reports on PAYROLLCD.
  •  3640.  Verify that the reports were copied to PAYROLLCD.
  •  

    3741.  Run QRTRPT and select option Y to zero out all data for the quarter and calendar year. Do NOT zero of fiscal year data.

  •  3742. To insure the data cleared correctly, run the QRTRPT program again and verify that the year to date and quarter to date totals on the report are zero.

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Anchor
W2 Processing Later
W2 Processing Later
W2 Processing at a later date

  •  38a43. Run the procedure @PAY:USPS_CALENDAR_COPY or from the MENU>USPSCALEND.  This creates a copy of your files and allows W2's to be processed at a later time.
  •  39a44. Send an email to NWOCA personnel (mail_staff_fis@nwoca.org), indicating that you wish to use your  _D account for W2 Processing.
  •  40a45. Run QRTRPT and select option Y to zero out all data for the quarter and calendar year.  Do NOT zero out fiscal year data.
  •  46. To insure the data cleared correctly, run the QRTRPT program again and verify that the year to date and quarter to date totals on the report are zero.
  •  41a47. Continue with January payroll processing

Ready to process W2's from the D account

  •  42a48. Log into _D account using username and password provided in the email instructions received from NWOCA.
  •  43a  49  Check W2 abbreviations on city DEDNAM records. The W2 form will truncate the abbreviation to six characters even though the field in DEDNAM allows twelve characters.
  •  1450.  If you have any employees who have Sylvania, Bowling Green, Oregon, Napoleon, Perrysburg, Maumee, Toledo or Whitehouse City tax withheld, the tax information can be filed electronically. NWOCA will submit this data on your behalf. Insure the entity codes are on the respective DEDNAM city tax records. The information cannot be filed electronically unless the entity code is present (SYLV,  BOWLI, OREGO,  NAPOL, PBURG, MAUME, TOLED WHOUS)

Contact NWOCA with any other cities that require electronic reporting.

  •  

    1551.  For any cities using either the Regional Income Tax Agency (RITA) or the Central Collection Agency (CCA) to report city tax information, verify the tax entity code, the appropriate RITA and/or CCA three digit code, and RITA and/or CCA description are entered on the city USPSDAT/DEDNAM record. (Ex. Swanton- RITA Entity Code RO784).  Contact RITA or CCA to obtain the entity codes.

  •  1652.  For any cities using either the Regional Income Tax Agency (RITA) or the Central Collection Agency (CCA) to report city tax information, verify employee's DEDSCN 'Employe/Residence' flag is defined.
  •  

    1753.  Insure the OSDI four digit code appears first in the W2 abbreviation field in DEDNAM, followed by the school name if there is space. The four digit code is required on the W2.

  •  1854.  Verify health savings account DEDNAM type is set to I.
Note

This amount will be placed in Box 12 with code W.

  •  1955.  Enter any non-taxable third party sick pay in the 001 Third party pay field.
Note

This amount will be place in Box 12 with code J.

  •  2056.  Enter any taxable third party sick pay following Third Party Sick Pay steps.  
  •  2157.  Enter any excludable moving expenses in the 001 Move Exp field.
Note

This amount will be placed in Box 12 with code P.

  •  2258.  Enter any fringe benefits in the 001 Fringe benefits field.
  •  2259.  If NC1 payment for life insurance was not processed prior to calendar year end, do the following:

...

Note

This amount will be placed in Box 12 with code C.

  •  2360. If not using the DPCARE deduction type, enter the amount of dependent care in the 001 DEDSCN Dependent Care field.
Note

This amount will be placed in Box 10.

  •  2461.  Enter the cost of company vehicle in the 001 DEDSCN Vehicle lease field.
Note

This amount will be added to the total and taxable gross fields on the Federal and Ohio causing W2REPT to be higher.  This amount will be placed in Box 14.

Note

If these expenses were originally paid on the USAS side, this will create a balancing difference between QRTRPT and W2PROC.  W2PROC may show higher gross amounts than actually paid through the USPS side.

  •  2563.  Verify cost of employer sponsored health care.

...

Note

This amount will be placed in Box 12 with code DD.

  •  2664.  Enter health reimbursement arrangement amounts in the 001 DEDSCN Hth Reimb field.
Note

This amount will be placed in Box 12 with code FF.

  •  65.  Enter adoption assistance amount in the 001 Adopt. aassist. field.
Note

This will be treated as an excludable fringe benefit.  This amount will be placed in Box 12 with code T.


  •  

    2766.  Run W2PROC (saying "N" to Create Tape file prompt). 

    Info

    W2ERR.TXT is the error report.

    W2REPT.TXT is report of all W2 information.  

    W2FORM.TXT is no longer used.

    W2BREAK.TXT shows where the W2 forms should be separated for possible distribution. The report lists each sort field and its starting control number. This report does not apply to Name or SSN sort options.

    W2FORM.DAT is used by NWOCA to print the actual W-2's for your district. 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.

    W2TAPE.SEQ which will be submitted to the federal and state taxing entities for you by NWOCA.

    W2CCA.SEQ and/or W2RITA.SEQ is generated for those districts reporting city tax information to RITA or CCA. This file is used by NWOCA to submit the city tax information on your behalf.

    W2CITY.DAT is used for other city submissions and should not be printed.



  •  

    3067.  Verify the W2ERR.TXT report.  Verify and balance the W2REPT.TXT report.  Make any necessary changes to the data and rerun W2PROC. This program can be run as many times as necessary until all data is correct.

  •  3168.  When all W2 data has been verified and is accurate run W2PROC again (Saying "Y" to the Create Tape file prompt)
  •  

    3169.  Send email (mail_staff_fis@nwoca.org) to NWOCA (within 48 hours) stating W2 are ready for printing.  Also include in the email the sorting method for employee copies (if something other than sorting when W2PROC was run), and delivery method - pick up or mail.  Notification will be sent by NWOCA personnel when the W2's have been printed.

  •  

    3270.  Mail the State IT-3 form and select city taxation form(s) (if applicable) to NWOCA.

    Info

    If necessary, an IT-3 form can be printed here

    NWOCA

    209 Nolan Parkway

    Archbold, OH  43502

    Attn:  Fiscal Department

  •  

    71.  Run YTDRPT if desired. This report generates year-to-date totals and a benefit statement for all employees, pay groups, or individual employees.

  •  

    3372.  Run OAPSE if desired. This report generates a listing of employee name, SSN, birthday, and year-to-date gross.

  •  

    3473. Run the procedure @PAY:USPS_CALENDAR_COPY or from the MENU>USPSCALEND.  This procedure creates a copy of your files.

  •  3574. From the USPS_ANN menu, run the CALENDARCD program.  This procedure generates a standard set of calendar year-end reports on PAYROLLCD.
  •  3675.  Verify that the reports were copied to PAYROLLCD.
  •  

    3776.  Run QRTRPT and select option Y to zero out all data for the quarter and calendar year. Do NOT zero of fiscal year data.

  •  3777. To insure the data cleared correctly, run the QRTRPT program again and verify that the year to date and quarter to date totals on the report are zero.

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