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

Month-End Closing

1.  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, hold a position that has SERS as the retirement code, and a Position Start Date (both found on the Position screen) within 180 days of the current date.

2. Create and Submit SERS Per Pay Report

3.  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, hold a position that has STRS as the retirement code, and a Position Start Date (both found on the Position screen) within 180 days of the current date.

4. Complete and Submit STRS Per Pay Report

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

                                                -OR-

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

Quarter-End Closing

7.  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.

8.   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


Please reference the section in the W2 Report and Submission chapter for common errors and solutions.


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

Mobile employees could cause discrepancies.


9.  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

10. 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

Keep in mind in order for the employee to be reported to RITA/CCA correctly, the city payroll item 'Deduction Type' field must be set to Employment or Residence.

These amounts will appear on the W2 in Box 12 with a code of W.


Option #1:

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


These amounts will appear on the W2 in Box 10.


Taxable Sick Pay:

These adjustments will need to be made on the 001, 002, 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.

Non-Taxable Sick Pay:

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. In Classic, the Taxable and Total gross must be manually adjusted.


Medicare withholding will be updated on the W2 Report.

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

The city is only adjusted when the city payroll item configuration Tax Non Cash Earnings box is checked. 

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

Option #1: 

Option #2:

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


The Adjustment for Health Insurance does NOT OVERRIDE the amount, it + or - the total amount calculated. Only enter the amount NOT tracked in USPS system using the 001 Federal Tax Payroll Item.

Information placed in box 12 with code DD.


Information placed in box 12 with code FF.


11.  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.  Please see document called Affects of Special Situations on W2 Processing for additional assistance with balancing.

12. Create the W2 Print File

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

14.  Generate the CCA Submission File (if applicable)

15.  Generate the RITA Submission File (if applicable)

16.  Generate City Submission File (if applicable)

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

209 Nolan Parkway

Archbold, OH 43502

ATTN: Fiscal Department