This checklist outlines the steps to be taken to close USPS for the calendar year-end in the Redesign.
DEADLINE FOR W2 PRINTING IS TUESDAY, JANUARY 24th, 2023. DEADLINE FOR W2 SUBMISSION FILES FOR FEDERAL AND STATE IS TUESDAY, JANUARY 31, 2023. DEADLINE FOR RITA AND CCA SUBMISSION FILES IS TUESDAY, FEBRUARY 28, 2023. |
If the Life Insurance Premium Pay Type was NOT USED prior to the last pay of the calendar year, the Life Insurance (NC1) payment amount must be entered under the Core/Adjustment Journal in order for the Life Insurance amount to show correctly on the W2 form and to insure that the Quarter balances. The W2 Report will automatically adjust the Federal, State, City, Medicare, etc. gross and taxable gross amounts. No manual adjustments are needed for the Gross and Taxable Gross amounts, however the Medicare withholding
The software provides the ability to withhold city tax on non-cash earnings. This can be activated by checking the "Tax Non Cash Earn" field on the city tax record in the Core/Payroll Item Configuration program. City taxes may also need to be paid if the employee is not a resident of the city where the tax is deducted. |
7. City Tax Entity Codes: 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
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The information cannot be filed electronically unless the entity code is present. |
8. RITA City Taxes: For any city reporting to RITA, verify the following:
Verify the RITA Code and Description are entered.
For the employees having the City tax withheld, verify their Payroll Item Deduction Type field is marked as Employment or Residence.
Go to Core/Payroll Item.
9. CCA City Taxes: For any city reporting to CCA, verify the following:
http://ccatax.ci.cleveland.oh.us/?p=mmspec
Verify the Annuity Type is set to Other
This amount will be placed in Box 12 with code W. |
Save.
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A complete Month-End Checklist can be found by clicking here.
A complete Quarter-End Checklist can be found by clicking here.
Check all totals carefully for accuracy.
| In order to upload the file you must have an account with The Source. To register for an account if you do not already have one click here. |
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 |
14. Verify Payables Balance.
Payee checks and electronic payments 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. |
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. |
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/Audit Report can be useful in identifying these problems.
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| Mobile employees could cause discrepancies |
Go to Home or Reports/Report Manager
Select Generate
If you need the OAPSE report definition on your
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If you need to begin January payroll processing BEFORE completing W2 processing, leave the December posting period OPEN and create your January posting period. (Core/Posting Period) and make January CURRENT. You may then process your January Payroll. When you are ready to process your W2s, you may do so at any time beginning with Step 22. |
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
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The information cannot be filed electronically unless the entity code is present. |
Verify the RITA Code and Description are entered.
For the employees having the City tax withheld, verify their Payroll Item Deduction Type field is marked as Employment or Residence.
Go to Core/Payroll Item.
http://ccatax.ci.cleveland.oh.us/?p=mmspec
Verify the Annuity Type is set to Other
This amount will be placed in Box 12 with code W. |
Save.
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29. Dependent Care: If not using the Dependent Care Payroll Item type, enter the amount for Dependent Care benefits.
This amount will be added to the total and taxable gross fields by any amount above the maximum ($5,000.00 if filing married or $2,500.00 if married filing separately) for any Payroll Item that taxes Dependent Care (Federal, Ohio, and City (if applicable). This amount would only be entered under the 001 Federal payroll item. Option #1:
Option #2:
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These amounts will appear on the W2 in Box 10. |
Follow the same steps as above for the Applicable (taxable) Gross
These adjustments will need to be made on the Federal, State, and City if honored, OSDI and Medicare records accordingly. 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. |
Click Save
| This information will be placed on the W2 in Box 12 as a Code J. |
31. Life Insurance (known in Classic as NC1): If the Life Insurance Premium Pay Type was NOT used prior to the last pay of the calendar year, the Life Insurance payment amount must be entered as an adjustment on the 001 payroll item. W2 Report and Submission will automatically adjust the Federal, State, OSDI, City (If applicable) and Medicare, total and taxable gross amounts. No manual adjustments are needed for the Gross and Taxable Gross amounts, however the Medicare withholding must be paid. If the Medicare withholding is set up to be paid by the employee, employer or employee/employer, adjustments must be made to the Amount Withheld and Board Amount of Payroll Item. If Medicare is fully board paid (Pickup) then the total Adjustment should be made to the Board Amount of Payroll Item.
Go to Core/Adjustments
Click Create
Enter the employee name or ID
Under the payroll item drop down and choose the 001 record
Under type choose Life Insurance Premium
Enter in a transaction date
Enter the amount of the life insurance
Description can be entered (optional)
Click Save
Use Core/Adjustments to manually add the Medicare Amount Paid
Enter the employee name of ID
Under the payroll item drop down, choose Medicare Tax 692
Under type choose Amount Withheld
Enter in a transaction date within the current posting period
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
The city is only adjusted when the city payroll item configuration Tax Non Cash Earnings box is checked. Board will need to pay for both Employee and Employer portion of Medicare and the employee can reimburse the district, if board desires. |
This information will be placed on the W2 in Box 14 as a code Fringe. |
This information will be placed on the W2 in Box 12 with a code P. |
Click Save
This information will be placed on the W2 in Box 14. |
Click Create
Enter the employee name or ID
Under the Payroll Item drop down and choose the 001 record
Under Type choose Adoption Assistance
Enter in a Transaction Date within the current posting period
Enter in the amount of the adoption assistance
Description can be entered (optional)
Click Save
This information will be placed on the W2 in Box 12 as a Code T. |
Please see document called Reimbursable Employee Expense Situations for further details. Option #1:
Option #2: If the 'Non-cash Taxable Benefit' pay type in Payroll Payments Current or Future was used, this will represent the non-cash taxable benefits amount. Nothing further needs to be processed. |
Amount = total amount needing to report
The Adjustment for Health Insurance does NOT OVERRIDE the amount, it will add or subtract to the existing total. Only enter the amount NOT tracked in USPS system using the 001 Federal Tax Payroll Item. |
If needing to update multiple employees a mass load spreadsheet can be used:
Click Load
Information placed in box 12 with code DD. |
Amount = total amount needing to report
Information placed in box 12 with code FF. |
Print the W2 Report and verify the data.
Print the W2 Report and verify the data.
W2 Report and Submission/Generate Report can be run as many times as necessary until all data on report is correct. Please see document called Affects of Special Situations on W2 Processing for additional assistance with balancing. |
| Notification will be sent by NWOCA when the W2's have been printed. |
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.
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-2s W-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.
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.
44. Create and Submit Other State Submission File(s) - if applicable:
The following is the criteria each state requires for filing on paper or electronically:
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option. The Open field should say False.Earnings Register