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  •  

    Check all totals (wages and weeks) carefully for accuracy. 

    Tip

    If necessary, adjustments can be made in Core/Adjustments

    •  Go to Core/Adjustments
      • Click Create
      • Find the employee by typing in a few characters of first or last name or id
      • Under Type choose from the drop down ODJFS Weeks or ODJFS Total Gross
      • Enter or choose from the calendar a Transaction Date
      • Enter in the amount of weeks/Wages needed in the Amount field
      • A Description can be entered if desired
      • Click Save
  •  Run Report/ODJFS Report again and select Generate Submission File

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  •  Check for any cities using either the Regional Income Tax Agency (RITA) or the Central Collection Agency (CCA) to report city tax information, verify the Tax Entity Code and the appropriate RITA and/or CCA three digit code. Contact RITA or CCA to obtain the entity codes.
    • Go to Core/Payroll Item Configuration

      Warning
      iconfalse
      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.


  •  Check OSDI codes on Ohio School District Income payroll items
    • Go to  Core/Payroll Item Configuration

      Info

      The four digit OSDI code is required to be printed on the W2. Verify the four digit OSDI code appears first, followed by the school name (if there is space).


  •  

    Verify Health Savings Account type is set to 'Other" - even if no employee amounts are being withheld.  

    Info

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


  •  Depedent

    Dependent Care: If not using the Dependent Care Payroll Item type, enter the amount for Dependent Care benefits.

    Info

    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:

    • Go to Core/Adjustments
    • Click Create
    • Find the employee by name or id
    • Under payroll item, choose Federal Tax, Code: 001
    • Set type to Dependent Care
    • Enter a transaction date within the current posting period
    • Enter the amount of dependent care
    • Description can be added if desired
    • Click Create

    Option #2:  

    • If the Dependent Care Payroll Item has been used during normal payroll processing no further action is necessary.


    Info

    These amounts will appear on the W2 in Box 10.


  •  Third Party Sick Pay:  There are two types - taxable and non taxable.  Please see the document called Third Party Sick Pay for further information.        
    1. Taxable Sick Pay:
      • Go to Core/Adjustments
      • Find the employee name or ID
      • Choose the payroll item from the drop down 
      • Choose the type-Total Gross
      • Enter or choose a transaction date
      • Enter the amount of the third party pay
      • A description can be added (optional)
      • Click Save
      • Follow the same steps as above for the Applicable (taxable) Gross

        Warning
        These adjustments will need to be made on the 001, 002, city if honored, OSDI and Medicare records accordingly.  


        Note
        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.


    2. Non-Taxable Sick Pay:
      • Go to Core/Adjustments
      • Enter the employee name or ID
      • Choose the payroll item from the drop down 
      • Choose the type-Third Party Pay
      • Enter a transaction date within the current posting period
      • Enter in the amount of the non taxable third party pay
      • A description can be added (optional)
      • Click Save

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


  •  

    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 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.

      

     If the Medicare withholding was 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.

    Note

    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.

    • 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

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    • Info
      Board will need to pay for both Employee and Employer portion of Medicare and employee can reimburse the district if board desires.

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    • Go to Core/Adjustments click Create
      • 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

        Warning
        Medicare withholding will be updated on the W2 Report.


  •  Fringe Benefits (known in Classic as NC3):  If the Non-Cash Taxable Benefit Pay Type was NOT USED prior to the last pay of the calendar year, the taxable benefits payment amount must be entered as an adjustment under in order for the non-cash taxable benefit amount to show correctly on the W2 form and to insure that the Quarter balances.  This amount would only be entered under the 001 Federal Payroll Item. The W2 Report will automatically adjust the Federal and State total and taxable gross amounts. 
    • 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 the amount of the taxable benefit 
    • Description can be entered (optional)
    • Click Save
  •   Moving Expenses : Reimbursements, including payments made directly to a third party, for ACTIVE MILITARY employees only, be entered in the Moving Expense field. The amount in this field is treated as an excludable fringe benefit.
    • 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 Moving Expenses
    • Enter in a transaction date within the current posting period 
    • Enter the amount of the moving expenses 
    • Description can be entered (optional)
    • Click Save
  •  Company Vehicle:  The Vehicle Lease option adds to the total and taxable gross fields on the Federal and Ohio totals. This amount would only be entered under the 001 Federal 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 Vehicle Lease
    • Enter in a transaction date within the current posting period 
    • Enter the amount of the vehicle lease
    • Description can be entered (optional)
    • Click Save

      Info

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


  •  

    Adoption Assistance (known in Classic as NC2):  If the Adoption Assistance pay type was NOT USED prior to the last pay of the calendar year, the adoption assistance payment amount must be entered as an adjustment in order for the amount to show correctly on the W2 form and to insure that the quarter balances.  The W2 Report will automatically adjust the Medicare and City, if applicable, the total and taxable gross amounts.  

    Note

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

    • 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 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

        Info

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


  •  

    Taxable Benefits:  If the 'Non-cash Taxable Benefit' pay type was not used during payroll processing, an Adjustment entry is needed using the Taxable Benefits. This will update the total and taxable gross totals on the Federal and State records during W2 Report. 

    Info

    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.


    Note

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


  •  Verify employee sponsored health care costs.
    • If all health care payroll item configuration screens have 'Employer Health Coverage' boxes checked and both employee and/or employer amount are tracked on the system, nothing further is required.
    • If individuals need updated: 
      • Go to Core/Adjustments
        • Click Create
        • Enter employee name or ID
        • Payroll Item = 001
        • Type = Health Insurance
        • Transaction Date = Any within current posting period 
        • Amount = total amount needing to report

          Info

          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.


Tip

If needing to update multiple employees:

  • Create .CSV file
  • Use Utilities/Mass Load to upload the information.  
  • Browse to file .CSV file
  • Importable Entities= AdjustmentJournal
  • Click Load


Info

Information placed in box 12 with code DD.

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  •  Enter health reimbursement arrangement information (if applicable).
    • Go to Core/Adjustments
      • Click Create
      • Enter employee name or ID
      • Payroll Item = 001
      • Type = Health Reimbursement
      • Transaction Date = Any within current posting period 
      • Amount = total amount needing to report
Info

Information placed in box 12 with code FF.

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  • Go to Reports/W2 Report and Submission
    • Output Type = Report
    • Format = PDF
    • Report Title = Defaults to W2 Report. This can be changed if desired.
    • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
    • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
    • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
    • Sort Options = Choose from the drop down option how the report should be sorted.
    • Report for Year = XXXX
    • Include Fringe Benefits in Box 14? = Check the box so these are included on W2
    • Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2
    • Click Generate Report
    • Print the W2 Report and verify the data. Save this report as a PDF to be submitted along with the SEQ and XML files that will be sent with the NWOCA secure file transfer in steps 12 & 13.

      Tip

      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

  •  Generate the W2 Forms:
    • Go to Reports/W2 Report and Submission
      • Output Type = XML
      • XML Title = Defaults to W2 Form Data. Can be changed if desired.
      • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
      • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
      • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
      • Sort Options = Choose from the drop down option how the report should be sorted.
      • Report for Year = XXXX
      • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
      • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
      • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
      • Employer City = Defaults to City in Core/Organization. Check for accuracy.
      • Employer State = Defaults to State in Core/Organization. Check for accuracy.
      • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
      • Include Fringe Benefits in Box 14? = Check the box so these are included on W2.
      • Select Payroll Items to print in box 14 = Click Add to select payroll item(s) to print on W2.
      • Select Generate XML Output
     
    • Save the W2 Form Data.XML to your desktop or a place on your computer
  •  Send the W2.XML file to NWOCA for printing 
    • Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
      • Once the file transfer opens include the following: 
        • Subject = W2 Form Data.XML
        • Message =
          • Authorization that your W2's are ready to be printed
          • If a CD is desired (if not included in email assuming no)
          • Whether you will be picking up the W2 from the West office or would like them to be mailed
        • Check the Private Message box
        • Select Add Files and browse to locate W2 Form Data.XML
  •  Notification will be sent by NWOCA when the W2's have been printed.

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    • Go to Reports/W2 Report and Submission
      • Output Type = Submission
      • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
      • Additional Federal ID Number = If additional Federal ID number is available enter here.
      • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
      • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option
      • Sort Options = Choose from the drop down option how the report should be sorted.
      • Report for Year = XXXX
      • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
      • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
      • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
      • Employer City = Defaults to City in Core/Organization. Check for accuracy.
      • Employer State = Defaults to State in Core/Organization. Check for accuracy.
      • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
      • Contact Name = Enter name of employee creating the tape file (required).
      • Contact Phone Number = Enter phone number of person creating tape file (required).
      • Contact Phone Extension = Enter extension of person creating tape file (optional).
      • Contact Fax Number = Enter fax number for person creating tape file (optional).
      • Contact Email Address = Enter email address of person creating tape file (required).
      • Click Generate SSA W2 Submission File

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      • Save the W2TAPE.SEQ file to your desk top or somewhere on your computer
  •  Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
      • Subject = W2TAPE.SEQ
      • Message = Include in email message authorization for your W2 information to be submitted to IRS and Ohio Department of Taxation
      • Check the Private Message box
      • Select Add Files and browse to locate W2TAPE.SEQ

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  •  Generate the CCA Submission File
    • Go to Reports/W2 Report and Submission
      • Output Type = Submission
      • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
      • Additional Federal ID Number = If additional Federal ID number is available enter here.
      • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
      • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
      • Sort Options = Choose from the drop down option how the report should be sorted.
      • Report for Year = XXXX
      • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
      • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
      • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
      • Employer City = Defaults to City in Core/Organization. Check for accuracy.
      • Employer State = Defaults to State in Core/Organization. Check for accuracy.
      • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
      • Contact Name = Enter name of employee creating the tape file (required).
      • Contact Phone Number = Enter phone number of person creating tape file (required).
      • Contact Phone Extension = Enter extension of person creating tape file (optional).
      • Contact Fax Number = Enter fax number for person creating tape file (optional).
      • Contact Email Address = Enter email address of person creating tape file (required).
      • Click Generate CCA W2 Submission File
  •  
      • Save the W2CCA.SEQ file to your desktop or somewhere on your computer
  •  Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
      • Subject = W2CCA.SEQ
      • Message = Include in email message authorization for your CCA information to be submitted on your behalf
      • Check the Private Message box
      • Select Add Files and browse to locate W2CCA.SEQ

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  •  Generate the RITA Submission File:
    • Go to Reports/W2 Report and Submission
      • Output Type = Submission
      • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
      • Additional Federal ID Number = If additional Federal ID number is available enter here.
      • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
      • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
      • Sort Options = Choose from the drop down option how the report should be sorted.
      • Report for Year = XXXX
      • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
      • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
      • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
      • Employer City = Defaults to City in Core/Organization. Check for accuracy.
      • Employer State = Defaults to State in Core/Organization. Check for accuracy.
      • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
      • Contact Name = Enter name of employee creating the tape file (required).
      • Contact Phone Number = Enter phone number of person creating tape file (required).
      • Contact Phone Extension = Enter extension of person creating tape file (optional).
      • Contact Fax Number = Enter fax number for person creating tape file (optional).
      • Contact Email Address = Enter email address of person creating tape file (required).
      • Click Generate RITA W2 Submission File
     
      • Save the W2RITA.SEQ file to your desktop or somewhere on your computer
  •  Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
      • Subject = W2RITA.SEQ
      • Message = Include in email message authorization for your RITA information to be submitted on your behalf
      • Check the Private Message box
      • Select Add Files and browse to locate W2RITA.SEQ

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  •   Generate the City Submission File:
    • Go to Reports/W2 Report and Submission
      • Output Type = Submission
      • Federal ID Number = Defaults to Federal EIN number in Core/Organization. Check for accuracy.
      • Additional Federal ID Number = If additional Federal ID number is available enter here.
      • State ID Number = Defaults to State EIN number in Core/Organization. Check for accuracy.
      • Kind of Employer = Defaults to S, State and Local Government Employer. Can be changed through drop down option.
      • Sort Options = Choose from the drop down option how the report should be sorted.
      • Report for Year = XXXX
      • Employer Name = Defaults to Name in Core/Organization. Check for accuracy.
      • Employer Address first line = Defaults to Street 1 in Core/Organization. Check for accuracy.
      • Employer Address second line = Defaults to Street 2 in Core/Organization. Check for accuracy.
      • Employer City = Defaults to City in Core/Organization. Check for accuracy.
      • Employer State = Defaults to State in Core/Organization. Check for accuracy.
      • Employer Zip Code = Defaults to Postal Code in Core/Organization. Check for accuracy.
      • Contact Name = Enter name of employee creating the tape file (required).
      • Contact Phone Number = Enter phone number of person creating tape file (required).
      • Contact Phone Extension = Enter extension of person creating tape file (optional).
      • Contact Fax Number = Enter fax number for person creating tape file (optional).
      • Contact Email Address = Enter email address of person creating tape file (required).
      • Click Generate City W2 Submission File

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      • Save the W2CITY.SEQ file to your desktop or some where on your computer
  •  Use NWOCA File Transfer to send a secure email to fiscal_secure@nwoca.org
      • Subject = W2CITY.SEQ
      • Message = Include in email message authorization for your City information to be submitted on your behalf
      • Check the Private Message box
      • Select Add Files and browse to locate W2CITY.SEQ

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