This checklist outlines the steps to be taken to close USPS for the calendar year-end in the Redesign.

Month-End Closing

1. Create and Submit SERS Per Pay Report

2.  Submit SERS New Hire Reporting

Criteria needed for an employee to be on the SERS New Hire report- An employee has to have a SERS =400 payroll item with the new employee box checked  and hold a position that has SERS as the retirement code  and a Position Start Date (both found on the Position screen) must be within 180 days of the current date for the employee to be eligible for the report.

3. Complete and Submit STRS Per Pay Report

5.  Submit STRS New Hire Reporting


Criteria needed for an employee to be on the STRS New Hire report- An employee has to have a STRS =450 payroll item with the new employee box checked  and hold a position that has STRS as the retirement code and a Position Start Date (both found on the Position screen) must be within 180 days of the current date for the employee to be eligible for the report.

6.  Balance the Payroll Account (When Statement is Received From Bank).

                                                -OR-

7.  Process Sick/Vacation Benefit Accruals (If Applicable) 

Quarter-End Closing

8.  Balance Quarter 

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

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

9.   Balance W2 Report

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

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

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.


10.  Create and Submit ODJFS File

NWOCA File Transfer requires a login. Users can login with their email address and Exchange email password.  If you are a member district, but do not use the Exchange email system, send an email to the Hardware Group and they will create you an account. For full instructions on how to use NWOCA File transfer please refer to our wiki.


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.

W2 Processing

1. Pre W2 Processing

NWOCA can file your city tax information for any of the entities listed below. If any other cities need to be submitted electronically and are not listed, please contact Fiscal Staff, mail_staff_fis@nwoca.org or 419-267-2808. If you have any employees who have the city payroll item for the following, please assure the proper tax entity code is entered.

CityTax Entity Code
Bowling GreenBOWLI
MaumeeMAUME
NapoleonNAPOL
OregonOREGO
PerrysburgPBURG
SylvaniaSYLV
ToledoTOLED
WhitehouseWHOUS

Contact NWOCA with any other cities that require electronic reporting.

Option #1:


    Option #2:  If the DPCARE Payroll Item has been used during normal payroll processing no further action is necessary.

2.  Third Party Sick Pay:  There are two types - taxable and non taxable.        Taxable Sick Pay:

These adjustments will need to be made on the 001, 002, city if honored, OSDI and Medicare records accordingly.  See Third Party Sick Pay document.


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.

Non-Taxable:

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

3.  Life Insurance :  Process life insurance costs over $50,000 if not processed before the employee's last pay of the current calendar year.

This will update the Federal, State, City, OSDI and Medicare total and taxable gross figures for W2 reporting purposes.
Medicare withholding will be updated on the W2 Report. Can run W2 Report and Submission to verify information is reported correctly.


Questions on how information needs to appear on an employee's W2 should be directed to your district legal adviser.

2. Generate and Balance W2 Report 

W2 Report and Submission/Generate Report can be run as many times as necessary until all data on report is correct.

3. Create the W2 Print File

4. Generate the W2 Submission File for Federal and State.

5.  Generate the CCA Submission File (if applicable)

6.  Generate the RITA Submission File (if applicable)

7.  Generate City Submission File (if applicable)

8.  Send IT-3 Form  and any city taxation form(s) to NWOCA

209 Nolan Parkway

Archbold, OH 43502

ATTN: Fiscal Department