This procedure outlines the steps to be taken to close the USPS calendar year-end.
6. If you have any employees who have Bowling Green, Maumee, Napoleon, Oregon, Perrysburg, Sylvania, and Toledo City tax withheld, the tax information can be filed electronically. NWOCA can submit this data on your behalf. Insure the tax entity code is entered on the respective city tax records in the DEDNAM/Tax Entity code field.
The information cannot be filed electronically unless the entity code is present (BOWLI, MAUME, NAPOL, OREGO, PBURG, SYLV, and TOLED). |
https://www.ritaohio.com/TaxRatesTable |
12. In the "Totals" section of QRTRPT, the gross and adjusted gross should balance using a manual calculation
Gross Adjusted gross calculated |
The Adjusted gross calculated should equal the adjusted gross amount from QRTRPT. This should be true for all adjusted gross figures in the "Totals" section |
13. All deduction checks for the quarter should equal the total deductions showing on QRTRPT. Be sure to verify all electronic payments as well.
15. It is recommended that you balance the W2REPT quarterly to minimize problems at calendar year-end.
Balance the gross amounts on the W2REPT.TXT report with BUDDIS.TXT reports for the quarter.
These amounts may not balance due to the way W2PROC 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 in USPSCN. The AUDPRT can be useful in identifying these problems. |
Complete and balance the W2REPT Reconciliation Worksheet for the quarter following the directions on the worksheet.
16. Run PAYDED to generate a non-zero deduction listing. This will assure all deductions have been paid to date.
Under Selection Criteria:
Once the report is generated, view the DEDRPT.TXT and verify that there are no outstanding deduction amounts.
17. The total of all board paid amounts (if tracked on the system) should equal the total of all warrant checks to the vendor or deduction company.
18. Complete and file any required quarter-end submission forms.
19. For city withholding, take the total gross on W2REPT.TXT times the city tax percentage. The calculated figure should equal the amount listed on the W2REPT.TXT. This amount should also equal the total checks submitted.
CHKSTS can be run to generate a report of all checks created.
Sort Option = C
Print Option = A
Check Type = A
Specific Deduction Codes = enter all city deduction codes
Check Selection = leave blank
Issue Date = 01/01/XXXX to last day in quarter
Mobile employees could cause discrepancies. |
USRPT/EMPMST (all data)
USPRPT/ERNSUM (all data for the quarter) – condensed version of ERNREG (170 column report)
ERNREG – (all data for the quarter)
QRTRPT – (all data –demand report)
If you ARE ready to complete W2 Processing , Proceed to Step 23. If you are NOT ready to complete W2 Processing, Proceed to W2 Processing at a Later Date |
24. If you have any employees who have Bowling Green, Maumee, Napoleon, Oregon, Perrysburg, Sylvania, and Toledo City tax withheld, the tax information can be filed electronically. NWOCA can submit this data on your behalf. Insure the tax entity code is entered on the respective city tax records in the DEDNAM/Tax Entity code field.
The information cannot be filed electronically unless the entity code is present (BOWLI, MAUME, NAPOL, OREGO, PBURG, SYLV, and TOLED). |
https://www.ritaohio.com/TaxRatesTable |
27. Verify any USPSDAT/DEDNAM records being used for HSA purposes have the Annuity type field set to I (Section 125, Health Savings Acct (HSA)).
This amount will be placed in Box 12 with code W. |
28. Enter any non-taxable third party sick pay in the 001 Third party pay field.
This amount will be place in Box 12 with code J. |
30. Enter any excludable moving expenses in the 001 Move Exp field.
This amount will be placed in Box 12 with code P. |
Enter the taxable premium on the QTD, YTD, and FYTD fields for Non-cash earnings on JOBSCN (screen 3).
This amount will be placed in Box 12 with code C. |
33. If not using the DPCARE deduction type, enter the amount of dependent care in the 001 DEDSCN Dependent Care field.
This amount will be placed in Box 10. |
34. Enter the cost of company vehicle in the 001 DEDSCN Vehicle lease field.
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. |
35. Enter any employee expense reimbursements. See Reimbursements of Employee Expenses document.
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. |
Eligible employers are those small employers with less than 50 Full-Time Equivalent employees (those who work 130 hours a month or 30 or more hours a week for 120 consecutive days) and do NOT offer a group health plan to any of your employees.
This amount will be placed in Box 12 with code FF. |
37. Enter adoption assistance amount in the 001 Adopt. assist. field. See the chapter called Adoption Assistance in the USPS User Guide.
This will be treated as an excludable fringe benefit. This amount will be placed in Box 12 with code T. |
38. Enter moving expenses in the 001 Move Exp field.
Only applies to active military.
This amount will be placed in Box 12 with code P. |
If updates to employees are necessary, enter the amount in the 001 DEDSCN Emplr Hth field.
USPLOAD/DEDSCN can be used to mass update changes. Please click here for required column heading information. Any value in the Emplr Hth field is what will be printed on the W2. This amount will be placed in Box 12 with code DD. |
40. 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 USPSCN/DEDSCN 001 record or using USPLOAD/DEDSCN. For details on how this should be reported, click here.
These amounts will be place in Box 14. |
43. 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. |
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 is used to submit your federal tax information to the SSA. NWOCA will submit this information on your behalf. 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. W2OH.SEQ is used to submit your state of Ohio tax information to the Ohio Department of Taxation. NWOCA will submit this information of your behalf. W2PA.SEQ is used to submit your information to the state of Pennsylvania tax information. W2KY.SEQ is used to submit your information to the state of Kentucky tax information. W2WV.SEQ is used to submit your information to the state of West Virginia tax information. W2MI.SEQ is used to submit your information to the state of Michigan tax information. W2IN.SEQ is used to submit your information to the state of Indiana tax information. |
45. Complete the 2021 W2 Printing and Delivery Options form to let NWOCA know your W2's are ready to be printed.
Notification will be sent by NWOCA personnel when the W2's have been printed. |
46. Run YTDRPT if desired.
This report generates year-to-date totals and a benefit statement for all employees, pay groups, or individual employees. |
47. Run OAPSE if desired.
This report generates a listing of employee name, SSN, birthday, and year-to-date gross. |
48. Run the procedure @PAY:USPS_CALENDAR_COPY or from the MENU>USPSCALEND.
This procedure creates a copy of your files. |
49. From the USPS_ANN menu, run the CALENDARCD program.
This procedure generates a standard set of calendar year-end reports on PAYROLLCD. |
51. Run QRTRPT and select option Y to zero out all data for the quarter and calendar year. Do NOT zero out fiscal year data.
This creates a copy of your files and allows W2's to be processed at a later time. |
Due to the importance of securing a copy of the payroll files before the quarter is closed, please do NOT proceed to the next step in this procedure until notified by NWOCA that your _D account has been created. |
59. Verify the W2 Abbrev field on all USPSCN/DEDSCN OSDI records.
60. 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). |
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 |
63. Verify any USPSDAT/DEDNAM records being used for HSA purposes have the Annuity type field set to I (Section 125, Health Savings Acct (HSA)).
This amount will be placed in Box 12 with code W. |
64. Enter any non-taxable third party sick pay in the 001 Third party pay field.
This amount will be place in Box 12 with code J. |
66. Enter any excludable moving expenses in the 001 Move Exp field.
This amount will be placed in Box 12 with code P. |
Enter the taxable premium on the QTD, YTD, and FYTD fields for Non-cash earnings on JOBSCN (screen 3).
This amount will be placed in Box 12 with code C. |
69. If not using the DPCARE deduction type, enter the amount of dependent care in the 001 DEDSCN Dependent Care field.
This amount will be placed in Box 10. |
70. Enter the cost of company vehicle in the 001 DEDSCN Vehicle lease field.
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. |
71. Enter any employee expense reimbursements. See Reimbursements of Employee Expenses document.
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. |
Eligible employers are those small employers with less than 50 Full-Time Equivalent employees (those who work 130 hours a month or 30 or more hours a week for 120 consecutive days) and do NOT offer a group health plan to any of your employees.
This amount will be placed in Box 12 with code FF. |
73. Enter adoption assistance amount in the 001 Adopt. assist. field. See the chapter called Adoption Assistance in the USPS User Guide.
This will be treated as an excludable fringe benefit. This amount will be placed in Box 12 with code T. |
74. Enter moving expenses in the 001 Move Exp field.
Only applies to active military.
This amount will be placed in Box 12 with code P. |
If updates to employees are necessary, enter the amount in the 001 DEDSCN Emplr Hth field.
USPLOAD/DEDSCN can be used to mass update changes. Please click here for required column heading information. Any value in the Emplr Hth field is what will be printed on the W2. This amount will be placed in Box 12 with code DD. |
76. 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 USPSCN/DEDSCN 001 record or using USPLOAD/DEDSCN. For details on how this should be reported, click here.
These amounts will be place in Box 14. |
80. 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. |
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 is used to submit your federal tax information to the SSA. NWOCA will submit this information on your behalf. 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. W2OH.SEQ is used to submit your state of Ohio tax information to the Ohio Department of Taxation. NWOCA will submit this information of your behalf. W2PA.SEQ is used to submit your information to the state of Pennsylvania tax information. W2KY.SEQ is used to submit your information to the state of Kentucky tax information. W2WV.SEQ is used to submit your information to the state of West Virginia tax information. W2MI.SEQ is used to submit your information to the state of Michigan tax information. W2IN.SEQ is used to submit your information to the state of Indiana tax information. |
82. Complete the 2021 W2 Printing and Delivery Options form to let NWOCA know your W2's are ready to be printed.
Notification will be sent by NWOCA personnel when the W2's have been printed. |
83. Run YTDRPT if desired.
This report generates year-to-date totals and a benefit statement for all employees, pay groups, or individual employees. |
84. Run OAPSE if desired.
This report generates a listing of employee name, SSN, birthday, and year-to-date gross. |
85. Run the procedure @PAY:USPS_CALENDAR_COPY or from the MENU>USPSCALEND.
This procedure creates a copy of your files. |
86. From the USPS_ANN menu, run the CALENDARCD program.
This procedure generates a standard set of calendar year-end reports on PAYROLLCD. |