This procedure outlines the steps to be taken to close the USPS calendar year-end.

Process any NC1 payments

Be sure to run the NC1 pay types for life insurance premiums over $50,000 before your last payroll of the calendar year. See the chapter called Reporting Taxable Amount of Life Insurance Premiums in the USPS User Guide.

Process any NC2 payments

Be sure to run the NC2 pay types for adoption assistance before your last payroll of the calendar year. See the chapter called Adoption Assistance in the USPS User Guide.

Process any NC3 payments

Be sure to run the NC3 pay types for non-cash taxable benefits before your last payroll of the calendar year. 

Verify SSN Numbers

Using W2MAINT, SSN can be verified at any time prior to printing W2's.

Quarter-End Closing

Mobile employees could cause discrepancies.

W2 Processing NOW

Contact NWOCA with any other cities that require electronic reporting.

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

This amount will be place in Box 12 with code J.

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

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

This amount will be placed in Box 10.

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.

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.

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

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

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

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.




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. 



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



NWOCA

Attn:  Fiscal  Services Department

209 Nolan Parkway

Archbold, OH  43502


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


W2 Processing at a later date

Ready to process W2's from the D account

Contact NWOCA with any other cities that require electronic reporting.

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

This amount will be place in Box 12 with code J.

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

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

This amount will be placed in Box 10.

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.

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.

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

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

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

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.


NWOCA

Attn:  Fiscal Services Department

209 Nolan Parkway

Archbold, OH  43502


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