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  •  28.  Families First Coronavirus Response Act (FFCRA):  For those employees that have received payments due to (FFCRA), these amounts need to be reported on the employee's W2.  These can be entered on the employee's Federal Payroll Item record or using Utilities/Mass Load.  For details on how this should be reported, click here.
  •  2929. W2 Configuration: System/Configuration scroll to find W2 Configuration. Complete all information under Contact Information, Submitter Information, and click the box for "Submitter Name and Address same as Company", then save.
    • The Submitter EIN is the Federal ID used when registering with Social Security Administration-Business Services Online (SSA-BSO)
    • The Submitter User Id is the unique Id assigned when registering with the Social Security Administration-Business Services Online (SSA-BSO)
  •  

    30Dependent 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.


  •  3031. Report Third Party Sick Pay:  There are two types - taxable and non taxable.  Please see the document called Third Party Sick Pay for further information.        
    • 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.  

        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:
      • 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.


  •  

    3132. Report 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.

    • 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

      • 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

Info

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

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


  •  3233Report Fringe Benefits:   
    • 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 Fringe Benefits
      • Enter in a transaction date within the current posting period 
      • Enter the amount of the fringe benefit 
      • Description can be entered (optional)
      • Click Save
Info


  •  3334.  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
Info

This information will be placed on the W2 in Box 12 with a code P.

  •  3435Company 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.

  •  3536Adoption 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.  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.

  •  3637Taxable 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.

  •  3738Employer Health Coverage 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.


    • 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.

  •  3839Health Reimbursement Arrangement Information:  this only applies to those small employers with less than 50 Full-Time Equivalent employees (those who work 130 hours a month or 30 or more hours a week for 120 consecutive days) and do NOT offer a group health plan to any of your employees.
    • 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

...

W2 Report and Submission 

  •  3940. Balance  and Verify W2 Report:  
    • Go to Reports/W2 Report and Submission/W2 Report Options tab.
      • 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.

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.

  •  4041Create File to Print W2's:  
    •  Go to Reports/W2 Report and Submission/W2 Report Options tab.
      • 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.  Select the sort option that matches how you wish to have your employee copies of your W2's printed.
      • 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
          • Check the Private Message box
          • Select Add Files and browse to locate W2 Form Data.XML
    •  Complete the 2020 W2 Printing and Delivery Options form to let NWOCA know your W2's are ready to be printed.
Note
Notification will be sent by NWOCA when the W2's have been printed.
  •  4142. Create and Submit Federal Submission File:  
    •  Generate the Federal submission file.
      • Go to Reports/W2 Report and Submission/W2 Report options tab
        • 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).
        • Is this file being resubmitted? = No
        • Type of Software = In-House Program
        • Preparer Code = L-Self-Prepared
        • Select Generate SSA W2 Submission File Summary Report.  Print and save.
        • Click Generate SSA W2 Submission File
        • Save the W2MAST.SEQ file to your desk top or somewhere on your computer
        • On save file, right click on the file and click Send to Compressed Zip folder
    •  Verify the Federal file is corrected formatted.
      • Log into the Business Services Online website

      • Click on the Report Wages to Social Security option

      • Click on I Accept

      • Click on the Accuwage Online tab

      • Click on Accuwage Online option

      • Under Submission Type click W-2 and then click Start Testing

      • Find your W2MAST.SEQ file Run the W2MAST.SEQ file through Accuwage to check for any errors that may be on the file.

      • Fix errors on the W2MAST and re-run through ACCUWAGE until errors are gone.

    •  Upload the Federal file.
      • Log into the SS Business Services Online using your Secure User ID and Password

      • Choose the Report Wages to Social Security option

      • Choose Upload Formatted Wage File tab

      • Click on SubmitResubmit a Formatted Wage File

      • Follow the menu options Choosing the New W-2sW-3s for Tax Year 20XX

      • Locate your W2MAST.SEQ file that you have appended and zipped and click on the submit option.

      • Print out the Submission information

      • Check back periodically to see the status of the submission.

      • Print confirmation of submission being accepted.
  •  4243.  Create and Submit Ohio Submission File.
    •  Go to Reports/W2 Report and Submission/W2 State Options tab.
      • State = Ohio
      • 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
      • 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).
      • Is this file being resubmitted? = No
      • Type of Software = In-House Program
      • Preparer Code = L-Self-Prepared
      • Click Generate Ohio W2 Submission File
      • Save the W2OH.SEQ file to your desk top or somewhere on your computer
      • On save file, right click on the file and click Send to Compressed Zip folder
    •  Verify the Ohio file is corrected formatted.
      • Log into the Business Services Online website

      • Click on the Report Wages to Social Security option

      • Click on I Accept

      • Click on the Accuwage Online tab

      • Click on Accuwage Online option

      • Under Submission Type click W-2 and then click Start Testing

      • Find your W2OH.SEQ file. Run the W2OH.SEQ file through Accuwage to check for any errors that may be on the file.

      • Fix errors on the W2OH.SEQ and re-run through ACCUWAGE until errors are gone.

    •  Upload the Ohio file to Ohio Business Gateway.
  •  4344Create and Submit Other State Submission File(s) - if applicable:  
    •  Go to Reports/W2 Report and Submission/W2 State Options tab
      • State = Select the appropriation state
      • 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
      • 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.
      • Is this file being resubmitted? = No
      • Type of Software = In-House Program
      • Preparer Code = L-Self-Prepared
      • Submitter EIN = Verify information is correct
      • Submitter User ID = Verify information is accurate
      • Tax Payer ID (10 digits) = Only applies to Indiana
      • TID Location (3 digits) = Only applies to Indiana
      • First Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
      • Second Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
      • Third Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
      • Fourth Quarter Tax Due (rounded to whole dollar) = Only applies to West Virginia
      • Total Tax Due for the Year (rounded to the whole dollar) = Only applies to West Virginia
      • Click Generate XX W2 Submission File
      • Save the W2XX.SEQ file to your desk top or somewhere on your computer
      • Generate the XX W2 Submission File Summary Report.  Print and save.
    •  Upload the W2XX.SEQ file to the state.
  •  4445.  Create and Submit City Submission File(s):  This will be run for each city being submitted electronically.
    •  Generate submission file
      • Go to Reports/W2 Report and Submission/W2 City Options
        • 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.
        • Tax Entity Code = Code entered on the Payroll Item Configuration record in the Tax Entity code field.
        • Include Amounts For All Cities? = Uncheck the box
        • Include City Name For the Processing City? = Check the box
        • Is this file being resubmitted? = No
        • Type of Software = In-House Program
        • Preparer Code = L - Self-Prepared
        • Click Generate City W2 Submission File Summary Report.  Print and save the report.
        • Click Generate City W2 Submission File
        • Save the W2_XX.SEQ file to your desktop or some where on your computer.
    •  Upload the file to the appropriate city website.
  •  4546Create and Submit CCA Submission File (if applicable):
    •  Generate submission file
      • Go to Reports/W2 Report and Submission/W2 Report Options
        • 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).
        • Is this file being resubmitted? = No
        • Type of Software = In-House Program
        • Preparer Code = L-Self-Prepared
        • Select Generate CCA W2 Submission File Summary Report.  Print and save.
        • Click Generate CCA W2 Submission File
        • Save the W2MSTCCA.SEQ file to your desktop or somewhere on your computer
    •  Upload the W2MSTCCA.SEQ to CCA.  
  •  4647Create and Submit RITA Submission File (if applicable)
    •  Generate submission file
      • Go to Reports/W2 Report and Submission/W2 Report Options
        • 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).
        • Is this file being resubmitted? = No
        • Type of Software = In-House Program
        • Preparer Code = L-Self-Prepared
        • Select Generate RITA W2 Submission File Summary Report.  Print and save.
        • Click Generate RITA W2 Submission File
        • Save the W2MSTRITA.SEQ file to your desktop or somewhere on your computer
    •  Upload the W2MSTRITA.SEQ to CCA.