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  •  44. Create and Submit Federal Submission File:  
    •  Generate the Federal submission file.
      • Go to Reports/W2 Report and Submission/W2 Report options tab
        • 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 = 20XX
        • 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).
        • Is this file being resubmitted? = No
        • Type of Software = In-House Program
        • Preparer Code = L-Self-Prepared
        • Select Generate SSA W2 Submission File Summary Report.  Print and save.
        • Click Generate SSA W2 Submission File
        • Save the W2MAST.TXT file to your desk top or somewhere on your computer
        • On save file, right click on the file and click Send To> Compressed Zip folder
    •  Verify the Federal file is corrected formatted.
      • Log into the SSA-Business Services Online website

      • Click on the Report Wages to Social Security option

      • Click on I Accept

      • Click on the Accuwage Online tab

      • Click on Accuwage Online option

      • Under Submission Type click W-2 and then click Start Testing

      • Find your W2MAST.TXT file Run the W2MAST.TXT file through Accuwage to check for any errors that may be on the file.

      • Fix errors on the W2MAST and re-run through ACCUWAGE until errors are gone.

    •  Upload the Federal file.
      • Log into the SSA-Business Services Online using your Secure User ID and Password

      • Choose the Report Wages to Social Security option

      • Choose Upload Formatted Wage File tab

      • Click on SubmitResubmit a Formatted Wage File

      • Follow the menu options Choosing the New W-2sW-3s for Tax Year 20XX

      • Locate your W2MAST.TXT file that you have appended and zipped and click on the submit option.

      • Print out the Submission information

      • Check back periodically to see the status of the submission.

      • Print confirmation of submission being accepted.
  •  45. Create and Submit Ohio Submission File.
    •  Go to Reports/W2 Report and Submission/W2 State Options tab.
      • State = Ohio
      • 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
      • Report for Year = 20XX
      • 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).
      • Is this file being resubmitted? = No
      • Type of Software = In-House Program
      • Preparer Code = L-Self-Prepared
      • Click Generate Ohio W2 Submission File
      • Save the W2MAST_OH.TXT file to your desk top or somewhere on your computer
      • On save file, right click on the file and click Send To> Compressed Zip folder
    •  Verify the Ohio file is corrected formatted.
      • Log into the SSA-Business Services Online website

      • Click on the Report Wages to Social Security option

      • Click on I Accept

      • Click on the Accuwage Online tab

      • Click on Accuwage Online option

      • Under Submission Type click W-2 and then click Start Testing

      • Find your W2MAST_OH.TXT file. Run the W2MAST_OH.TXT file through Accuwage to check for any errors that may be on the file.

      • Fix errors on the W2MAST_OH.TXT and re-run through ACCUWAGE until errors are gone.

    •  Upload the Ohio file to Ohio Business Gateway.
  •  

    46. Create and Submit Other State Submission File(s) - if applicable:

    Info
    titleElectronic State Filing Requirements:

    The following is the criteria each state requires for filing on paper or electronically:

    • Indiana - requires electronic filing if 25 or more W2's.

      Warning

      Indiana requirements include: A Payroll Item Configuration City Tax record for the county tax record and a Payee address with IN as the state. The Payroll Item record for your employees for Indiana County tax will need to have a Deduction Type of “R” for Residence and the Indiana code in the Indiana W2 Instructions, Appendix A. The Indiana Code will need to be put in the Payroll Item Code 1 field.

      The codes are currently 01 – 92. If using 1 – 9, it must be entered as 01, 02, 03, 04, 05, 06, 07, 08, 09.  

                 The website for the County Codes is below, Page 36: 

                 https://www.in.gov/dor/files/w-2book.pdf


    • Kentucky - requires electronic filing if 25 or more W2's.
    • Michigan - requires electronic filing if 250 or more W2's.
    • Pennsylvania - requires electronic filing if 10 or more W2's.
    • West Virginia - requires electronic filing if 25 or more W2's.
    •  Go to Reports/W2 Report and Submission/W2 State Options tab
      • State = Select the appropriation state
      • 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
      • Report for Year = 20XX
      • 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.
      • Is this file being resubmitted? = No
      • Type of Software = In-House Program
      • Preparer Code = L-Self-Prepared
      • Submitter EIN = Verify information is correct
      • Submitter User ID = Verify information is accurate
      • Tax Payer ID (10 digits) = Only applies to Indiana
      • TID Location (3 digits) = Only applies to Indiana
      • First Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
      • Second Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
      • Third Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
      • Fourth Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
      • Total Tax Due for the Year (rounded to the whole dollar) = Only applies to West Virginia
      • Click Generate XX W2 Submission File
      • Save the W2MAST_XX.TXT file to your desk top or somewhere on your computer
      • Generate the XX W2 Submission File Summary Report.  Print and save.
    •  Upload the W2XX.SEQ file to the state.

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