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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


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 through Core/Posting Period and make that Current. After your January pay has been completed you can then process W2s. 

W2 Processing

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

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Tip

W2 Report and Submission/Generate Report can be run as many times as necessary until all data on report is correct.

Tip

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

  •  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.

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