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  •  23.  If NC1 payment for life insurance was not processed prior to calendar year end, do the following:
    • Increase the QTD and YTD gross and taxable gross of the 001 DEDSCN record by the amount of the taxable premium.
    • Increase the YTD gross and taxable gross on the 002 DEDSCN record by the amount of the taxable premium.
    • Increase the YTD gross and taxable gross on the city DEDSCN record IF required by the municipality.

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    • Increase the YTD gross and taxable gross on the FICA and/or Medicare DEDSCN by the amount of the taxable premium.
    • Obtain payment from the employee for the FICA (6.2% of the taxable premium) and/or Medicare (1.45% of the taxable premium).
    • Increase the YTD Deduct Total field on the FICA/Medicare DEDSCN(s) by the payment amount.
    • Process a USAS transaction for the board share of Medicare.
    • Enter the taxable premium on the 001 DEDSCN Life Insurance Cost field.
    • Enter the taxable premium on the QTD, YTD, and FYTD fields for Non-cash earnings on JOBSCN (screen 3).
Note

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

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  •  

    29.  Verify cost of employer sponsored health care.

    • If updates to employees are necessary, enter the amount in the 001 DEDSCN Emplr Hth field. 

      Tip
      USPLOAD can be used to mass update changes.


Note

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

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  •  31.  Verify the W2ERR.TXT report. 
  •  

    32.  Verify and balance the W2REPT.TXT report.  Make any necessary changes to the data and rerun W2PROC.

    Tip
    This program can be run as many times as necessary until all data is correct.


  •  33.  When all W2 data has been verified and is accurate run W2PROC again (
    • Saying "Y" to the Create Tape file prompt
    )
  •  

    34.  Send email (mail_staff_fis@nwoca.org) to NWOCA (within 48 hours) stating W2 are ready for printing.  Also include in the email the



Warning

The email should include:

  • The sorting method for employee copies (if something other than sorting when W2PROC was run)

...

  • Delivery method - pick up at the Archbold office or mail. 



Info
Notification will be sent by NWOCA personnel when the W2's have been printed.


  •  

    35.  Mail the State IT-3 form and select city taxation form(s) (if applicable) to NWOCA.


Panel

NWOCA

Attn:  Fiscal  Services Department

209 Nolan Parkway

Archbold, OH  43502

Attn:  Fiscal Department


Info

If necessary, an IT-3 form can be printed here

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  •  

    36.  Run YTDRPT if desired.

    Info
    This report generates year-to-date totals and a benefit statement for all employees, pay groups, or individual employees.


  •  

    37.  Run OAPSE if desired.

    Info
    This report generates a listing of employee name, SSN, birthday, and year-to-date gross.


  •  

    38. Run the procedure @PAY:USPS_CALENDAR_COPY or from the MENU>USPSCALEND. 

    Info
    This procedure creates a copy of your files.


  •  

    39. From the USPS_ANN menu, run the CALENDARCD program. 

    Info
    This procedure generates a standard set of calendar year-end reports on PAYROLLCD.


  •  40.  Verify that the reports were copied to PAYROLLCD.
  •  

    41.  Run QRTRPT and select option Y to zero out all data for the quarter and calendar year. Do NOT zero of fiscal year data.

  •  42. To insure the data cleared correctly, run the QRTRPT program again and verify that the year to date and quarter to date totals on the report are zero.

...

Anchor
W2 Processing Later
W2 Processing Later
W2 Processing at a later date

  •  

    43. Run the procedure @PAY:USPS_CALENDAR_COPY or from the MENU>USPSCALEND. 

    Info
    This creates a copy of your files and allows W2's to be processed at a later time.


  •  44. Send an email to NWOCA personnel (mail_staff_fis@nwoca.org), indicating that you wish to use your  _D account for W2 Processing.
  •  45. Run QRTRPT and select option Y to zero out all data for the quarter and calendar year.  Do NOT zero out fiscal year data.
  •  46. To insure the data cleared correctly, run the QRTRPT program again and verify that the year to date and quarter to date totals on the report are zero.
  •  47. Continue with January payroll processing

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  •  48. Log into _D account using username and password provided in the email instructions received from NWOCA.
  •  

    49  Check W2 abbreviations on city DEDNAM records.

    Note
    The W2 form will truncate the abbreviation to six characters even though the field in DEDNAM allows twelve characters.


  •  50.  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 WHOUS)

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  •  

    53.  Insure the OSDI four digit code appears first in the W2 abbreviation field in DEDNAM, followed by the school name if there is space.

    Info
    The four digit code is required on the W2.


  •  54.  Verify health savings account DEDNAM type is set to I.

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  •  59.  If NC1 payment for life insurance was not processed prior to calendar year end, do the following:
    • Increase the QTD and YTD gross and taxable gross of the 001 DEDSCN record by the amount of the taxable premium.
    • Increase the YTD gross and taxable gross on the 002 DEDSCN record by the amount of the taxable premium.
    • Increase the YTD gross and taxable gross on the city DEDSCN record IF required by the municipality. 
    • Increase the YTD gross and taxable gross on the FICA and/or Medicare DEDSCN by the amount of the taxable premium.
    • Obtain payment from the employee for the FICA (6.2% of the taxable premium) and/or Medicare (1.45% of the taxable premium).
    • Increase the YTD Deduct Total field on the FICA/Medicare DEDSCN(s) by the payment amount.
    • Process a USAS transaction for the board share of Medicare.
    • Enter the taxable premium on the 001 DEDSCN Life Insurance Cost field.
    • Enter the taxable premium on the QTD, YTD, and FYTD fields for Non-cash earnings on JOBSCN (screen 3).
Note

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

...

  •  63.  Verify cost of employer sponsored health care.
    • If updates to employees are necessary, enter the amount in the 001 DEDSCN Emplr Hth field. 

      Tip
      USPLOAD can be used to mass update changes.


Note

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

...

Note

This will be treated as an excludable fringe benefit.  This amount will be placed in Box 12 with code T.

  •  66.  Run W2PROC (saying "N" to Create Tape file prompt). 
Info

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 which will be submitted to the federal and state taxing entities for you by NWOCA.

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.


  •  

    67.  Verify the W2ERR.TXT report.  Verify and balance the W2REPT.TXT report.  Make any necessary changes to the data and rerun W2PROC.

    Tip
    This program can be run as many times as necessary until all data is correct.


  •  68.  When all W2 data has been verified and is accurate run W2PROC again (
    • Saying "Y" to the Create Tape file prompt
    )
  •  

    69.  Send email (mail_staff_fis@nwoca.org) to NWOCA (within 48 hours) stating W2 are ready for printing.  Also include in the email the

    Warning

    The email should include:

    • The sorting method for employee copies (if something other than sorting when W2PROC was run)

    , and delivery
    • Delivery method - pick up at the Archbold office or mail. 


    Info
    Notification will be sent by NWOCA personnel when the W2's have been printed.


  •  70.  Mail the State IT-3 form and select city taxation form(s) (if applicable) to NWOCA.
Panel

NWOCA

Attn:  Fiscal Services Department

209 Nolan Parkway

Archbold, OH  43502


Info

If necessary, an IT-3 form can be printed here

...

NWOCA

...

  • Archbold, OH  43502

    Attn:  Fiscal Department

     

    71.  Run YTDRPT if desired.

    Info
    This report generates year-to-date totals and a benefit statement for all employees, pay groups, or individual employees.


  •  

    72.  Run OAPSE if desired.

    Info
    This report generates a listing of employee name, SSN, birthday, and year-to-date gross.


  •  

    73. Run the procedure @PAY:USPS_CALENDAR_COPY or from the MENU>USPSCALEND. 

    Info
    This procedure creates a copy of your files.


  •  

    74. From the USPS_ANN menu, run the CALENDARCD program. 

    Info
    This procedure generates a standard set of calendar year-end reports on PAYROLLCD.


  •  75.  Verify that the reports were copied to PAYROLLCD.
  •  

    76.  Run QRTRPT and select option Y to zero out all data for the quarter and calendar year. Do NOT zero of fiscal year data.

  •  77. To insure the data cleared correctly, run the QRTRPT program again and verify that the year to date and quarter to date totals on the report are zero.

...