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.

Preliminary Calendar Year-End Closing

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 must be paid.  Create the adjustments for the Medicare payroll item(s).

The Board will need to pay for both Employee and Employer portion of Medicare and the employee can reimburse the district. 

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.


The information cannot be filed electronically unless the entity code is present.

http://ccatax.ci.cleveland.oh.us/?p=mmspec

This amount will be placed in Box 12 with code W.

  • The Submitter EIN is the Federal ID used when registering with Social Security Administration-Business Services Online (SSA-BSO)
  • The Submitter User Id is the unique Id assigned when registering with the Social Security Administration-Business Services Online (SSA-BSO)

Month End Closing

A complete Month-End Checklist can be found by clicking here.

Quarter End Closing

A complete Quarter-End Checklist can be found by clicking here.

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

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.

  • 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, or leave all in Available box to run for all Objects
  • Select Specific Users, or leave all in Available box to run for all Users.
  • Select Operation
    • Added
    • Modified
    • Deleted
    • All
  • Select Sort Option
    • Date
    • Username
  • Click Generate Report
Mobile employees could cause discrepancies

If you need the OAPSE report definition on your 

  • Go to the Report Repository found on NWOCA’s Redesign Wiki.

  • Click OAPSE Report.rpd-json to download to your PC
  • In Redesign, go to Reports/Reports Manager.
  • Click Import Report.
  • Browse to locate OAPSE Report.rpd-json
  • Save the report to your Report Manager.

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.

W2 Processing

The information cannot be filed electronically unless the entity code is present.

https://www.ritaohio.com/TaxRatesTable

 http://ccatax.ci.cleveland.oh.us/?p=mmspec

This amount will be placed in Box 12 with code W.

  • The Submitter EIN is the Federal ID used when registering with Social Security Administration-Business Services Online (SSA-BSO)

  • The Submitter User Id is the unique Id assigned when registering with the Social Security Administration-Business Services Online (SSA-BSO)


This information will be placed on the W2 in Box 12 as a Code J.


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.

This information will be placed on the W2 in Box 14.

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: 

  • 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 Taxable Benefits
    • Enter in a Transaction Date within the current posting period
    • Enter in the amount of the taxable benefit
    • Description can be entered (optional)
    • Click Save

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.

Information placed in box 12 with code DD.

Information placed in box 12 with code FF.

W2 Report and Submission 

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.