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  •  12. Only if hard copies of quarter end reports are desired, run the following:
    •  

       USRPT/EMPMST (all data)

    •  

       USPRPT/ERNSUM (all data for the quarter) – condensed version of ERNREG (170 column report)

    •  

       ERNREG – (all data for the quarter)

    •  

       QRTRPT – (all data –demand report)

      Warning

      If you ARE ready to complete W2 Processing , Proceed to Step 13.

      If you are NOT ready to complete W2 Processing, Proceed to W2 Processing at a Later DateDate


W2 Processing NOW

  •  

    13.  Check W2 abbreviations on city DEDNAM records. The W2 form will truncate the abbreviation to six characters even though the field in DEDNAM allows twelve characters.

  •  

    14.  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)

...

  •  20.  Enter any taxable third party sick pay following Third Party Sick Pay steps.  
  •  21.  Enter any excludable moving expenses in the 001 Move Exp field.
Note

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

  •  22.  Enter any fringe benefits in the 001 Fringe benefits field.
Note

This will be placed in Box with code.

  •  22.  If NC1 payment for life insurance was not processed prior to calendar year end, do the following:
  •  Increase 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.

  •  23. If not using the DPCARE deduction type, enter the amount of dependent care in the 001 DEDSCN Dependent Care field.
Note

This amount will be placed in Box 10.

...

Note

This amount will be added to the total and taxable gross fields on the Federal and Ohio causing W2REPT to be higher.  This amount will be placed in Box 14.

Note

If these expenses were originally paid on the USAS side, this will create a balancing difference between QRTRPT and W2PROC.  W2PROC may show higher gross amounts than actually paid through the USPS side.

  •  2526Verify cost of employer sponsored health care.

...

  • Enter health reimbursement arrangement amounts in the 001 DEDSCN

...

  • Hth Reimb field.

...

Note

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

  •  2627.   Enter health reimbursement arrangement amounts in the 001 DEDSCN Hth Reimb field.
Note

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

  •  Enter adoption assistance Enter adoption assistance amount in the 001 Adopt. aassistassist. field.
Note

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

  •  

    27.  Run W2PROC (saying "N" to Create Tape file prompt).  This program generates the following files:

    • W2ERR.TXT
    • W2REPT.TXT
    • W2FORM.TXT
    • W2BREAK.TXT
    • W2FORM.DAT
    • W2TAPE.SEQ
    • W2CCA.SEQ (only CCA entities)
    • W2RITA.SEQ (only RITA entities)
    • W2CITY.DAT
  •  

    28.  Verify the W2ERR.TXT report.  Verify and balance the W2REPT.TXT report.  Make any necessary changes to the data and rerun W2PROC. This program can be run as many times as necessary until all data is correct.

  •  

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

    Info

    This will produce is a file called W2TAPE.SEQ which will be submitted to the federal and state taxing entities for you by NWOCA. For those districts reporting city tax information to RITA or CCA a file called W2CCA.SEQ and/or W2RITA.SEQ is generated. This file is used by NWOCA to submit the city tax information on your behalf.

    The

    28.  Verify cost of employer sponsored health care.

  • If updates to employees are necessary, enter the amount in the 001 DEDSCN Emplr Hth field.  USPLOAD can be used to mass update changes.
Note

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

  •  

    27.  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.


  •  

    30. 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.

     31.  Once all data is correct, contact NWOCA (within 48 hours) via 28.  Verify the W2ERR.TXT report. 
  •  29.  Verify and balance the W2REPT.TXT report.  Make any necessary changes to the data and rerun W2PROC. This program can be run as many times as necessary until all data is correct.
  •  30.  When all W2 data has been verified and is accurate run W2PROC again (Saying "Y" to the Create Tape file prompt)
  •  

    31.  Send email (mail_staff_fis@nwoca.org) with instructions to print the W-2 forms. Notification will be sent by NWOCA personnel when NWOCA (within 48 hours) stating W2 are ready for printing.  Also include in the email the sorting method for employee copies (if something other than sorting when W2PROC was run), and delivery method - pick up or mail.  Notification will be sent by NWOCA personnel when the W2's have been printed.

  •  

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

...

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

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

  •  37. 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.

Pagebreak

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

...

  •  42a. Log into _D account using username and password provided in the email instructions received from NWOCA personnel.
  •  43a  Check W2 abbreviations on city DEDNAM records. The W2 form will truncate the abbreviation to six characters even though the field in DEDNAM allows twelve characters.
  •  14.  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)

...

  •  

    15.  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, the appropriate RITA and/or CCA three digit code, and RITA and/or CCA description are entered on the city USPSDAT/DEDNAM record. (Ex. Swanton- RITA Entity Code RO784)Contact RITA or CCA to obtain the entity codes.

  •  16.  For any cities using either the Regional Income Tax Agency (RITA) or the Central Collection Agency (CCA) to report city tax information, verify employee's DEDSCN 'Employe/Residence' flag is defined.

...

  •  22.  Enter any fringe benefits in the 001 Fringe benefits field.
Note

This will be placed in Box with code.

  •  22.  If .
  •  22.  If NC1 payment for life insurance was not processed prior to calendar year end, do the following:
  •  Increase 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.

  •  23. If not using the DPCARE deduction type, enter the amount of dependent care in the 001 DEDSCN Dependent Care field.
Note

This amount will be placed in Box 10.

...

Note

If these expenses were originally paid on the USAS side, this will create a balancing difference between QRTRPT and W2PROC.  W2PROC may show higher gross amounts than actually paid through the USPS side.

  •  25.  Verify cost of employer sponsored health care.
  • If updates to employees are necessary, enter the amount in the 001 DEDSCN Emplr Hth field.  USPLOAD can be used to mass update changes.

...

  •  

    27.  Run W2PROC (saying "N" to Create Tape file prompt).  This program generates the following files:

    Info

    W2ERR.TXT is the error report.

    W2REPT.TXT is report of all W2 information.  

    W2FORM.TXT is no longer used.

    W2BREAK.TXT

...

  •  

    28.  Verify the W2ERR.TXT report.  Verify and balance the W2REPT.TXT report.  Make any necessary changes to the data and rerun W2PROC. This program can be run as many times as necessary until all data is correct.

  •  29. 

    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.



  •  

    30.  Verify the W2ERR.TXT report.  Verify and balance the W2REPT.TXT report.  Make any necessary changes to the data and rerun W2PROC. This program can be run as many times as necessary until all data is correct.

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

    This will produce is a file called W2TAPE.SEQ which will be submitted to the federal and state taxing entities for you by NWOCA. For those districts reporting city tax information to RITA or CCA a file called W2CCA.SEQ and/or W2RITA.SEQ is generated. This file is used by NWOCA to submit the city tax information on your behalf.

    The 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.

    W2CITY.DAT is used for other city submissions and should not be printed.

  •  

    30. 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.

  •  

    31.  Once all data is correct, contact NWOCA (within 48 hours) via email (mail_staff_fis@nwoca.org) with instructions to print the W-2 forms. Notification will be sent by NWOCA personnel when the W2's have been printed.

  •  

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

    Info

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

  •  

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

  •  

    33.  Run OAPSE if desired. This report generates a listing of employee name, SSN, birthday, and year-to-date gross.

  •  

    34. Run the procedure @PAY:USPS_CALENDAR_COPY or from the MENU>USPSCALEND.  This procedure creates a copy of your files.

  •  35. From the USPS_ANN menu, run the CALENDARCD program.  This procedure generates a standard set of calendar year-end reports on PAYROLLCD.
  •  36.  Verify that the reports were copied to PAYROLLCD.
  •  

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

  •  37. 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.

...

Info

W2TAPE.SEQ = used by NWOCA to submit your federal and state information.

W2CCA.SEQ and/or W2RITA.SEQ = used by NWOCA to submit your city tax information to those cities reportable to CCA and/or RITA.
W2FORM.DAT= 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.

W2CITY.DAT = used by NWOCA for other city submissions.

W2BREAK.TXT = indicates 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.

  •  54a. Once all data is correct, contact NWOCA (within 48 hours) via email (mail_staff_fis@nwoca.org) with instructions to print the W-2 forms. Notification will be sent by NWOCA personnel when the W2's have been printed.
  •  

    55a. Mail the State IT-3 form and select city taxation forms(s) (if applicable) to NWOCA.

NWOCA

209 Nolan Parkway

Archbold, OH  43502

Attn:  Fiscal Department

Info

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

  •  56a 

    31.  Send email (mail_staff_fis@nwoca.org) to NWOCA (within 48 hours) stating W2 are ready for printing.  Also include in the email the sorting method for employee copies (if something other than sorting when W2PROC was run), and delivery method - pick up or mail.  Notification will be sent by NWOCA personnel when the W2's have been printed.

  •  

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

    Info

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

    NWOCA

    209 Nolan Parkway

    Archbold, OH  43502

    Attn:  Fiscal Department

  •  

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

  •  

    33.  Run OAPSE if desired. This report generates a listing of employee name, SSN, birthday, and year-to-date gross.

  •  

    34. Run the procedure @PAY:USPS_CALENDAR_COPY or from the MENU>USPSCALEND.  This procedure creates a copy of your files.

  •  35. From the USPS_ANN menu, run the CALENDARCD program.  This   This procedure generates a standard set of calendar year-end reports and makes them available on PAYROLLCD.
  •  57a. Verify that the reports were copied to PAYROLLCD.
  •  58a. Run the procedure @PAY:USPS_CALENDAR_COPY or from the MENU>USPSCALEND.   This procedure creates a copy of your fileson PAYROLLCD.
  •  36.  Verify that the reports were copied to PAYROLLCD.
  •  

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

  •  37. 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.