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  •  Go to Reports/SERS New Hire Report
    • Generate Report for verification purposes.
    • Once verifying the report information is correct, select Generate File option.
    • Upload the file to eSERS.
Note

Criteria needed for an employee to be on the SERS New Hire report- An employee has to have a SERS =400 payroll item with the new employee box checked  Image Modifiedand hold a position that has SERS as the retirement code  and a Position Start Date (both found on the Position screen) must be within 180 days of the current date for the employee to be eligible for the report.

3. Complete and Submit STRS Per Pay Report

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  •  Go to Reports/STRS New Hire Report
    • Generate Report for verification purposes.
    • Once verifying the report information is correct, select Generate File option.
    • Save the file to your computer.
    • Select the Choose File option and locate the saved file.
    • Select the Submit Uploaded File to STRS option to send the file to STRS. 


Note

Criteria needed for an employee to be on the STRS New Hire report- An employee has to have a STRS =450 payroll item with the new employee box checked  Image Modifiedand hold a position that has STRS as the retirement code and a Position Start Date (both found on the Position screen) must be within 180 days of the current date for the employee to be eligible for the report.

6.  Balance the Payroll Account (When Statement is Received From Bank).

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Warning

These amounts may not balance due to the way W2Report handles certain amounts (e.g. Medicare pickup.)

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For city withholdings, take the total gross times the percentage to be sure the tax withheld and submitted are correct.

Tip

Mobile employees could cause discrepancies.

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  •  Complete and balance the W2Report Reconciliation Worksheet for the quarter following the directions on the worksheet.
  •  Verify there are no outstanding payroll Items. 
    • Go to Processing/Outstanding Payables.  Screen should be empty
  •  The total of all Employer Distribution amounts (if tracked on the system) should equal the total of all USAS accounts payable checks to the vendor or deduction company.
  •  Complete and file any required quarter-end submission forms..

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10.  Create and Submit ODJFS File

  •  Run ODJFS Report for verification purposes 
    • Go to Reports/ODJFS Report
    • Year-Defaulted to current year
    • Quarter-Defaulted to current quarter
    • Sort By-choose sorting option from drop down Image RemovedClick Image Removeddown 
    • Click Generate Report
  •  

    19. Check all totals (wages and weeks) carefully for accuracy. 

    Tip
    If necessary, adjustments can be made in Core/Adjustments
    •  Go to Core/Adjustments
      • Click Image RemovedCreate
      • Find the employee by typing in a few characters of first or last name or id
      • Under Type choose from the drop down Image Removed ODJFS Weeks or ODJFS Total Gross
      • Enter or choose from the calendar a Transaction Date
      • Enter in the amount of weeks/Wages needed in the Amount field
      • A Description can be entered if desired
      • Click Image RemovedSave
  •  20. When all data is correct, run Run Report/ODJFS Report again and select Image RemovedGenerate Submission File
  •  21. Save the file to your desktop or a folder of your choosing
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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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

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Warning

IF YOU NEED TO BEGIN JANUARY PAYROLL PROCESSING BEFORE COMPLETING W2 PROCESSING, LEAVE DECEMBER POSTING PERIOD OPEN AND CREATE YOUR JANUARY POSTING PERIOD (CORE/POSTING PERIOD) AND MAKE JANUARY CURRENT.  YOU MAY PROCESS W2'S AT ANY TIME BEGINNING WITH STEP 11.

W2 Processing

1. Pre W2 Processing

  •  Check W2 abbreviations on all city Payroll Item Configuration records.
    • Go to Core/Payroll Item Configuration.
  •  24. Check City Entity Codes for Electronic Filing 

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CityTax Entity Code
Bowling GreenBOWLI
MaumeeMAUME
NapoleonNAPOL
OregonOREGO
PerrysburgPBURG
SylvaniaSYLV
ToledoTOLED
WhitehouseWHOUS
  •  25.  Check 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. Contact RITA or CCA to obtain the entity codes.
    • Go to Core/Payroll Item Configuration
     26. 

Contact NWOCA with any other cities that require electronic reporting.

  •  27. Check OSDI codes on Ohio School District Income payroll items
    • Go to  Core/Payroll Item Configuration

      Info

      The four digit OSDI code is required to be printed on the W2. Verify the four digit OSDI code appears first,followed by the school name (if there is space).

     

    28. Using the Core/Adjustments option make any necessary changes to the YTD gross, YTD taxable gross, on the 001 Federal Payroll Items for the W2 forms. 

    Info
    Sources of these changes may be fringe benefits, life insurance costs, adoption assistance, third party pay, or a leased vehicle.-See supporting documents for details.
     29.
    • printed on the W2. Verify the four digit OSDI code appears first, followed by the school name (if there is space).


  •  Add any special W2 Reporting Situations.
    1. Dependent Care:  If an employee has reportable dependent care information that needs to appear in Box 10 of the W2 form, there are two ways of reporting:
     Enter the Dependent Care amount by going

Option #1:

  • Go to Core/Adjustments
  • Click

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  • Create
  • Find the Employee by typing in a few characters of the first or last name or id
  • Under Payroll Item from the drop down

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  • , choose Federal Tax, Code: 001
  • Under Type Choose Dependent Care
  • Enter or choose a Transaction Date from the calendar
  • Enter in the Amount for Dependent Care
  • A Description can be added if desired
  • Click
  • Image Removed
  • Create

OR


    Option #2:  If the DPCARE Payroll Item has been used during normal payroll processing no further action is necessary.

Note
Questions on whether the dependent care is reportable or not should be directed to your district legal adviser

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2.  Third Party Sick Pay:  There are two types - taxable and non taxable.        Taxable Sick Pay:

  • Go to Core/Adjustments
  • Find the Employee
  • Choose the Payroll Item from the drop

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  • down 
  • Choose the Type-Total Gross
  • Enter or choose a Transaction Date
  • Enter in the Amount of the

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  • third party Pay
  • A Description can be added (optional)
  • Click Save

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  • Follow the same steps as above for the

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  • Applicable (taxable) Gross
Warning
These adjustments will need to be made on the 001, 002, city if honored, OSDI and Medicare records accordingly.-  See Third Party DocumentSick Pay document.


Note
If Medicare tax was not withheld by the Third Party vendor then an Adjustments journal entry for Medicare-Amount Withheld will need to be processed. The board will pay the employee and employer amount and can ask the employee for reimbursement if desired.

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Non-Taxable:

  • Go to Core/Adjustments
  • Find the Employee
  • Choose the Payroll Item from the drop

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  • down 
  • Choose the Type-Third Party Pay
  • Enter or chose a Transaction Date
  • Enter in the Amount of the non taxable Third party Pay
  • A Description can be added (optional)

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  • Click Save
Info
This information will go on the W2 in Box 12 as a Code J.

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3.  Life Insurance :  Process

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life insurance costs over $50,000 if not

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processed before the employee's last pay of the current calendar year.

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  • Go to Core/Adjustments

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  • Click Create
  • Find the Employee
  • Under the Payroll Item drop down

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  • and choose the 001 record
  • Under Type choose Life Insurance Premium
  • Enter in a Transaction Date
  • Enter in the Amount of the Life Insurance Premium
  • A Description can be entered (optional)
  • Click Save
Warning
This will update the Federal, State, City, OSDI and Medicare total and taxable gross figures for W2 reporting purposes.
    •  Use Core/Adjustments to manually add the Medicare Amount Paid-(board will need to pay for both Employee and Employer portion of Medicare and employee can reimburse the district if board desires.)
      • Go to Core/Adjustments click Create
      • Find the Employee
      • Under the Payroll Item drop down
  • Image Removed
      • and choose Medicare Tax 692
      • Under Type choose Amount Withheld
      • Enter in a Transaction Date
      • Enter in the Amount owed for employee and employer Medicare for the Life Insurance Premium. (board will need to pay both employee and employer share and employee can reimburse the district if the board desired.)
      • A Description can be entered (optional)
      • Click Save
Warning
Medicare withholding will be updated on the W2 Report. Can run W2 Report and Submission to verify information is reported correctly.

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Note

Questions on how information needs to appear on an employee's W2 should be directed to your district legal adviser.

2. Generate and Balance W2

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Report 

  •  Generate the report for verification purposes
  • Go to Reports/W2 Report and Submission

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  • Output Type = Report

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  • Format = PDF

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  • Report Title = Defaults to W2 Report. This can be changed if desired.

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  • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.

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  • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.

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  • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.

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  • Sort Options = Choose from the drop down option how the report should be sorted.

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  • Report for Year =

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  • XXXX
  • Include Fringe Benefits in Box 14? = Check the box so these are included on W2

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  • Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2

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  • Click Generate Report

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  • Print the W2 Report and verify the data. 
Tip

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

3. Create the W2 Print File

  •  33. Generate the 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
    • XXXX
    • 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 to your desktop or a place on your computer
  •  Send the W2.XML file to NWOCA for printing
  •  Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
    • Once the file transfer opens include the following: 
      • Subject = W2 Form Data.XML
      • Message =
    Include in email message authorization for your W2's to be printed
        • Authorization that your W2's are ready to be printed
        • If a CD is desired (if not included in email assuming no)
        • Whether you will be picking up the W2 from the West office or would like them to be mailed
      • 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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4. Generate the W2 Submission File for Federal and State

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  •  Create the 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 =

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    • XXXX
    • 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 to your desk top or somewhere on your computer
  •  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

5. 

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Generate the CCA Submission File (if applicable)

  •  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 =

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      • XXXX
      • 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 to your desktop or somewhere on your computer
  •  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.

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      • SEQ

6.  Generate the RITA Submission File (if applicable)

  •  36. Generate the RITA 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 = 2018XXXX
      • 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 to your desktop or somewhere on your computer
  •  Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
      • Subject = W2RITA.SEQ
      • Message = Include in email message authorization for your RITA information to be submitted on your behalf
      • Check the Private Message box
      • Select Add Files and browse to locate W2RITA.SEQ

7.  Generate City Submission File (if applicable)

  •  37. Generate the City 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 = 2018XXXX
      • 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
  •  Save the W2CITY.SEQ file to your desktop or some where on your computer
  •  Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
      • Subject = W2CITY.SEQ
      • Message = Include in email message authorization for your City information to be submitted on your behalf
      • Check the Private Message box
      • Select Add Files and browse to locate W2CITY.SEQ
     38. Mail the State

8.  Send IT-3

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Form  and any city taxation form(s)

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to NWOCA

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NWOCA209 Nolan Parkway

Archbold, OH 43502

ATTN: Fiscal Department

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