Page tree

Versions Compared

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

...

IMPORTANT:  DEADLINE FOR ALL W2 SUBMISSION FILES IS FRIDAYIS FRIDAY, FEBRUARY 1, 2021.


Preliminary Calendar Year-End Closing

  •  1.  Process any Life Insurance (NC1 payments in Classic) payments.

...

  •  

    5.  If you have any cities you need to report electronically, on the payroll item configuration screen verify the Tax Entity Code city is entered.

    • Go to Core/Payroll Item Configuration

    • Filter the grid by entering city in the Type field

    • View each city record that will be filed electronically

    • Verify the appropriate code is enter in the Tax Entity Code field

CityTax Entity Code
Bowling GreenBOWLI
Defiance
MaumeeMAUME
NapoleonNAPOL
OregonOREGO
PerrysburgPBURG
SylvaniaSYLV
ToledoTOLED
  •  6.  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). 
      https://www.ritaohio.com/TaxRatesTable

...

  •  9.  For those employees that have received payments due to FFCRA, these amounts need to be reported on the employee's W2.  These can be entered on the employee's federal payroll item record or using Utilities/Mass Load.  For details on how this should be reported, click here.

Quarter-End Closing

ODJFS Reporting

  •  10.  Balance Quarter Run Quarter Report1. Generate the ODJFS Report for verification purposes.
    • Go to Reports/Quarter Report
    • Year- Should be defaulted to current year
    • Quarter-Should be defaulted to current quarter
    • Sort By- Choose sorting option from drop down
    • Click Generate Report         
      • Payroll Item checks for the quarter should equal the total Payroll Items showing on the Quarter Report. 
        • Be sure to verify the electronic transfers of Federal and Medicare payments as well. This should be true for every Payroll Item code.
      •  The total gross showing on Quarter Report should equal the total of all payroll disbursement checks created during Payroll Posting to USAS for the quarter.
  •  11.  Balance Gross
Panel

In the "Totals Summary" section of the Quarter Report, the gross and adjusted gross should balance using a manual calculation.         

        Gross

                    ‾ Annuities

                    Calculated Adjusted Gross

Note

In the redesign software there is no clearing of quarter to date totals.

8.   Balance W2 Report

    •  Run W2 Report and Submission for Error Checking
      • Go to Reports/ W2Report and Submission 
      • Output type - Report
      • Format - PDF
      • Report Title - defaults to W2 Report
      • Federal ID Number - defaults to IRN on Organization record
      • State ID Number - defaults to ID on the Organization record
      • Sort Options - choose from drop down
      • Report for Year - defaults to the current calendar year
      • Include Fringe Benefits in Box 14 - uncheck box
      • Report Employees with errors only- check box
      • Select Payroll Items to print in box 14 (maximum of 3 selected will print in box 14, leave empty to not include specific payroll items in box 14) - leave blank
      • Select Pay Groups - Highlight all pay groups and click right arrow
    •  Research and Correct Any Errors
Info

If errors are discovered, check employees that had exception processing during the quarter such as voided checks, error adjustments, or manual changes made through Core/Adjustments. The Audit Report (under Reports) can be useful in identifying these problems.

  • Start Date- Enter a start date you wish to begin your audit from.        
  • End Date- Enter an end date you wish to process the report through.
  • Select Specific Objects - Employee, Compensation, Payroll Item.
  • Select Specific Users - leave blank.
  • Select Operation - All.
  • Select Sort Option - Date.
  • Click Generate Report.
Info

Please reference the section in the W2 Report and Submission chapter for common errors and solutions.

  •  Run W2 Report for Balancing Purposes
    • Go to Reports/ W2Report and Submission 
    • Output type - Report
    • Format - PDF
    • Report Title - defaults to W2 Report
    • Federal ID Number - defaults to IRN on Organization record
    • State ID Number - defaults to ID on the Organization record
    • Sort Options - choose from drop down
    • Report for Year - defaults to the current calendar year
    • Include Fringe Benefits in Box 14 - if want to include, check the box
    • Report Employees with errors only- leave unchecked
    • Select Payroll Items to print in box 14 (maximum of 3 selected will print in box 14, leave empty to not include specific payroll items in box 14) - enter payroll item and click Add
    • Select Pay Groups - Highlight all pay groups and click right arrow
      •  Balance the Payroll Item totals (taxes and annuities) on the W2Report with the totals from the Payables Reports from the quarter.
      •  Balance the gross amounts on the W2Report with Pay Reports for the quarter.
Warning

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

  •  For city withholding's, take the total gross times the percentage to be sure the tax withheld and submitted are correct.
Tip

Mobile employees could cause discrepancies.

    • the Reports Tab and choose ODJFS Report
      • Select appropriate year
      • Select appropriate quarter


        Tip

        1st Quarter (January - March)

        2nd Quarter (April - June)

        3rd Quarter (July - September)

        4th Quarter (October - December)


      • Select sort option
        • Employee ID
        • Employee Name
    • Click Generate Report
    • Verify information is accurate.  Can be run as many times as necessary until all information is correct.
  •  2. Create submission file.
    • Select appropriate year
    • Select appropriate quarter


      Tip

      1st Quarter (January - March)

      2nd Quarter (April - June)

      3rd Quarter (July - September)

      4th Quarter (October - December)


    • Select sort option
      • Employee ID
      • Employee Name
    • Transmitter's Title - will automatically populate from System/Configuration/ODJFS Configuration
    • Transmitter's Phone Extension - will automatically populate from System/Configuration/ODJFS Configuration
    • Transmitter's Phone Number -  will automatically populate from System/Configuration/ODJFS Configuration
    • ODJFS Account Number - will automatically populate from Core/Organization/Odjfs Number
    • Third Party Administrator Number - leave blank
    • Click Generate Submission File
    • Save file to your computer

Image Added

  •  3. Submit file to Ohio ERIC website (Employer Resource Information Center)

Quarter-End Closing

  •  
    •   4. Go to Reports/Quarter Report
      • Year- Should be defaulted to current year
      • Quarter-Should be defaulted to current quarter
      • Sort By- Choose sorting option from drop down
      • Click Generate Report         

    In the "Totals Summary" section of the Quarter Report, the gross and adjusted gross should balance using a manual calculation.

                          Gross

                        ‾ Annuities

                        Calculated Adjusted Gross

    •  5. Payroll Item checks for the quarter should equal the total Payroll Items showing on the Quarter Report. 

    Be sure to verify the electronic transfers of Federal and Medicare payments as well. This should be true for every Payroll Item code.
    •  6. The total gross showing on Quarter Report should equal the total of all payroll disbursement checks created during Payroll Posting to USAS for the quarter.
      •  Once balanced if a hard copy of the report is desired print the  Quarter Report.

    In the redesign software there is no clearing of quarter to date totals.
    •  7. It is recommended that you balance the W2Report quarterly to minimize problems at calendar year-end.
      •  Go to Reports/ W2Report and Submission. Output type should be set to Report. Check the report for errors.
      •  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..

9.  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 
    • Click Generate Report

...

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

Tip

If necessary, adjustments can be made in Core/Adjustments

  •  Go to Core/Adjustments
    • Click Create
    • Find the employee by typing in a few characters of first or last name or id
    • Under Type choose from the drop down 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 Save
  •  Run Report/ODJFS Report again and select Generate Submission File
  •  Save the file to your desktop or a folder on your computer
  •  Upload the ODJFS_YY_QQ.TXT file to Employer Resource Information Center (ERIC)
      • Balance the Payroll Item totals (taxes and annuities) on the W2Report with the totals from the Payables Reports from the quarter.
      •  Balance the gross amounts on the W2Report with Pay Reports for the quarter.

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


    If errors are discovered, check employees that had exception processing during the quarter such as voided checks, error adjustments, or manual changes made through Core/Adjustments. The Audit Report (Reports/Report Manager/SSDT Audit Trail can be useful in identifying these problems.

    • Format-Choose format from drop down
    • Page Size-Choose from drop down.
    • Orientation-Choose from drop down (landscape or portrait)
    • Name- Default is Audit Report can be changed if desired.
    • Summary Report-If you only want a summary report click the box
    • Start Date- Enter a start date you wish to begin your audit from.        
    • End Date- Enter an end date you wish to process the report through.
    • Click Generate Report
    •  8. Go to Processing/Outstanding Payable and verify that there are no outstanding Payroll Items. (Screen should be empty)
    •  9. 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.
    •  10. Complete and file any required quarter-end submission forms.
    •  11. For city withholdings, take the total gross times the percentage to be sure the tax withheld and submitted are correct.

    Mobile employees could cause discrepancies.
    •  12. Only if hard copies of quarter end reports are desired, run the following:
      •  Reports/Employee Master (all data)
      •  Reports/Employee Earnings Register

     

     
  •  8.   Balance W2 Report
    •  Run W2 Report and Submission for Error Checking
      • Go to Reports/ W2Report and Submission 
      • Output type - Report
      • Format - PDF
      • Report Title - defaults to W2 Report
      • Federal ID Number - defaults to IRN on Organization record
      • State ID Number - defaults to ID on the Organization record
      • Sort Options - choose from drop down
      • Report for Year - defaults to the current calendar year
      • Include Fringe Benefits in Box 14 - uncheck box
      • Report Employees with errors only- check box
      • Select Payroll Items to print in box 14 (maximum of 3 selected will print in box 14, leave empty to not include specific payroll items in box 14) - leave blank
      • Select Pay Groups - Highlight all pay groups and click right arrow
    •  Research and Correct Any Errors
Info

If errors are discovered, check employees that had exception processing during the quarter such as voided checks, error adjustments, or manual changes made through Core/Adjustments. The Audit Report (under Reports) can be useful in identifying these problems.

  • Start Date- Enter a start date you wish to begin your audit from.        
  • End Date- Enter an end date you wish to process the report through.
  • Select Specific Objects - Employee, Compensation, Payroll Item.
  • Select Specific Users - leave blank.
  • Select Operation - All.
  • Select Sort Option - Date.
  • Click Generate Report.


Info

Please reference the section in the W2 Report and Submission chapter for common errors and solutions.

  •  Run W2 Report for Balancing Purposes
    • Go to Reports/ W2Report and Submission 
    • Output type - Report
    • Format - PDF
    • Report Title - defaults to W2 Report
    • Federal ID Number - defaults to IRN on Organization record
    • State ID Number - defaults to ID on the Organization record
    • Sort Options - choose from drop down
    • Report for Year - defaults to the current calendar year
    • Include Fringe Benefits in Box 14 - if want to include, check the box
    • Report Employees with errors only- leave unchecked
    • Select Payroll Items to print in box 14 (maximum of 3 selected will print in box 14, leave empty to not include specific payroll items in box 14) - enter payroll item and click Add
    • Select Pay Groups - Highlight all pay groups and click right arrow
      •  Balance the Payroll Item totals (taxes and annuities) on the W2Report with the totals from the Payables Reports from the quarter.
      •  Balance the gross amounts on the W2Report with Pay Reports for the quarter.
Warning

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

  •  For city withholding's, take the total gross times the percentage to be sure the tax withheld and submitted are correct.
Tip

Mobile employees could cause discrepancies.

  •  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..
Note

In order to upload the file you must have an ERIC account. To register for an account if you do not already have one click here.


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.

...