The W2 Report module creates a report used for reporting W2 wage information at calendar year end.
Please follow your CYE checklist to securely email your W2, Ohio, City, CCA, RITA and State submission files to your ITC.
Option for Districts to submit own W2 Submission Files
Districts have the option to create and submit their W2 Submission file to:
- SSA
- Ohio
- CCA
- RITA
- W2CITY
- Indiana
- Kentucky
- Michigan
- Pennsylvania
- West Virginia
To set up your district for submission, go to System/W2 Configuration and enter in the highlighted data that is needed for submission. If Submitter Name and Address is different then the Contact Information, leave the box
unchecked and enter the Submitter's Information:On Page 4 of the 'Specifications for Filing Forms W-2 Electronically' (EFW2) - All submitters must obtain a BSO User Identification (ID) through our registration process (see Section 5) and must enter that BSO User ID in the RA (Submitter) Record:
- 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)
W2 Report Options
Output Type -
- Report
- Submission (Creates submission file as a .txt)
- Forms
- XML
Creating a W2 Report
Format - Output format desired. Default is PDF.
- PDF (download)
- Comma Separated Values (CSV)
- Plain Text
Report Title - Default is W2 Report, but can be modified.
Federal ID Number - Defaulted to district's Federal ID Number.
State ID Number - Defaulted to district's State ID Number.
Kind of Employer - Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Sort Options - Available choices from the drop-down box:
- Employee SSN
- Employee Name
- Building/Department and Employee Name
- Building/Department, Pay Group and Employee Name
- Pay Group
- Zip Code and Employee SSN
- Zip Code and Employee Name
- Check Distribution and Employee Name
Report for Year - Select reporting year from available choices from the drop-down box -
Check to include Fringe Benefits if there is any.
Check
to only include Employees with Errors only? The Error report will only show errors. Warnings and Info will not show up on this ERROR REPORT ONLY selection.
Additional payroll item(s) can be provided to your employees using the box labeled 'Other' on the W2 forms. Entering the payroll item(s) will cause the year-to-date amount to print on the forms. From the drop down box option, select the Payroll Item(s) or type in the payroll item code, click on the code and then click on :
Select Payroll Items to print in box 14 (maximum of 3 selected will print in box 14, leave empty to not include specific payroll items in box 14)
Select Individual Employees? (Leave empty to select all Employees)
Select Pay Groups to be included? (Leave empty to select all Pay Groups)
Once all selections have been entered, click on
W2 Report sample
Example of a W2 report with errors only
619px850
Creating a Submission File for District to Submit
Field Definitions:
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is automatically populated using the State Ein from CORE/Organization
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Sort Options - **Required field**Available choices from the drop-down box:
- Employee SSN
- Employee Name
- Building/Department and Employee Name
- Building/Department, Pay Group and Employee Name
- Pay Group
- Zip Code and Employee SSN
- Zip Code and Employee Name
- Check Distribution and Employee Name
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name is automatically populated from CORE/Organization
Employer Address first line - The Employer Address first line is automatically populated from CORE/Organization
Employer Address second line - Additional address info for your school district
Employer City - The Employer City first line is automatically populated from CORE/Organization
Employer State - The Employer State is automatically populated from CORE/Organization
Employer Zip Code - The Employer Zip Code first line is automatically populated from CORE/Organization
***Fields below are REQUIRED***
Contact Name - **Required field**The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number -**Required field** Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Is this file being resubmitted?
- No - (Default setting)
- Yes - Only select Yes, if this is a re-submission of the file
Type of Software
- In-House Program (Default setting)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default setting)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
After selecting your choices, you are ready to: (Creates submission file's as a .txt)
Example of SSA W2 Submission File for districts to submit - W2MAST.txt
Example of W2 SSA Submission File Summary
Example of CCA W2 Submission File for districts to submit - W2MSTCCA.txt
Example of RITA W2 Submission File for districts to submit - W2MSTRITA.txt
Example of W2 RITA Submission File Summary
Creating the Submission File for ITC to Submit
Field Definitions:
Federal ID Number - Defaulted to district's Federal ID Number
Additional Federal ID Number -
State ID Number - Defaulted to district's State ID Number
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Sort Options - **Required field**Available choices from the drop-down box:
- Employee SSN
- Employee Name
- Building/Department and Employee Name
- Building/Department, Pay Group and Employee Name
- Pay Group
- Zip Code and Employee SSN
- Zip Code and Employee Name
- Check Distribution and Employee Name
Report for Year - **Required field**Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name is automatically populated from CORE/Organization
Employer Address first line - The Employer Address first line is automatically populated from CORE/Organization
Employer Address second line - Additional address info for your school district
Employer City - The Employer City first line is automatically populated from CORE/Organization
Employer State - The Employer State is automatically populated from CORE/Organization
Employer Zip Code - The Employer Zip Code first line is automatically populated from CORE/Organization
***Fields below are REQUIRED***
Contact Name - **Required field**The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
After selecting your choices, you are ready to:
(Creates submission file as a .txt)
Please securely email your W2, CCA and RITA submission files to your ITC.
Creates W2TAPE.txt
Creates W2CCA.txt
Creates W2RITA.txt
Create W2 Forms
Example of a W2 Form
Create W2 XML
Example of a W2 Form Data XML
W2 City Options
Creating a W2 City Submission File for District to Submit
Field Definitions:
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is automatically populated using the State Ein from CORE/Organization
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Sort Options - **Required field**Available choices from the drop-down box:
- Employee SSN
- Employee Name
- Building/Department and Employee Name
- Building/Department, Pay Group and Employee Name
- Pay Group
- Zip Code and Employee SSN
- Zip Code and Employee Name
- Check Distribution and Employee Name
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name is automatically populated from CORE/Organization
Employer Address first line - The Employer Address first line is automatically populated from CORE/Organization
Employer Address second line - Additional address info for your school district
Employer City - The Employer City first line is automatically populated from CORE/Organization
Employer State - The Employer State is automatically populated from CORE/Organization
Employer Zip Code - The Employer Zip Code first line is automatically populated from CORE/Organization
Tax Entity Code - Enter the Tax Entity Code **Required field** NOTE* The city is identified by the tax entity code. This code needs to be entered on the city item configuration under Core/Payroll Item Configuration.
Check to include all amounts for all Cities
- Note - Most Cities want all the other cities for that employee to be reported
Check to include the City Name For The Processing City? This option will include other cities the employee pays into as well as include the city name for the processing city.
- When this box is checked, the system will check the Payroll Item Configuration Abbreviation box, if this is blank, then checks the W2 Abbreviation box, and if this is blank, looks at the Payee City address.
Is this file being resubmitted?
- No (Default)
- Yes
Type of Software
- In-House Program (Default)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
Once all options are selected, click on
Example of W2 City Submission file for District to submit - W2CITY_XXXXX.txt
Example W2 City Submission File Summary - XXXXXXX
Creating a Submission file for ITC to submit W2 City File
This can be used to create a submission file for a particular city. The city is identified by the tax entity code.
Field Definitions:
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is automatically populated using the State Ein from CORE/Organization
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Sort Options - **Required field**Available choices from the drop-down box:
- Employee SSN
- Employee Name
- Building/Department and Employee Name
- Building/Department, Pay Group and Employee Name
- Pay Group
- Zip Code and Employee SSN
- Zip Code and Employee Name
- Check Distribution and Employee Name
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name is automatically populated from CORE/Organization
Employer Address first line - The Employer Address first line is automatically populated from CORE/Organization
Employer Address second line - Additional address info for your school district
Employer City - The Employer City first line is automatically populated from CORE/Organization
Employer State - The Employer State is automatically populated from CORE/Organization
Employer Zip Code - The Employer Zip Code first line is automatically populated from CORE/Organization
Tax Entity Code - Enter the Tax Entity Code **Required field** NOTE* The city is identified by the Tax Entity Code. This code needs to be entered on the city item configuration under Core/Payroll Item Configuration:
Check to include all amounts for all Cities
- Note - Most Cities want all the other cities for that employee to be reported
Check to include the City Name For The Processing City? This option will include other cities the employee pays into as well as include the city name for the processing city.
- When this box is checked, the system will check the Payroll Item Configuration Abbreviation box, if this is blank, then checks the W2 Abbreviation box, and if this is blank, looks at the Payee City address.
Once all options are selected, click on
Please securely email your City submission files to your ITC.
Example of a W2City_XXXXXXXXX.TXT submission file
W2 State Options
The Payee address has to have an address with a State of 'XX'. The Payroll Item Configuration has to be a Type of 'State Tax' and the State ID must be correct for each state. In order for an employee to be included on the State file, the employees address (CORE/EMPLOYEE) must have the State of 'XX'.
Create a Payee for each State that your district has employee's for:
- IN = Indiana
- KY = Kentucky
- MI = Michigan
- OH = Ohio
- PA = Pennsylvania
- WV = West Virginia
Payroll Item Configuration Setup for each State Tax. Example below:
Payroll Item Setup for Employee. Example below:
Creating the Submission File for Districts to Submit
Ohio
Field Definitions:
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is automatically populated using the State Ein from CORE/Organization
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name is automatically populated from CORE/Organization
Employer Address first line - The Employer Address first line is automatically populated from CORE/Organization
Employer Address second line - Additional address info for your school district
Employer City - The Employer City first line is automatically populated from CORE/Organization
Employer State - The Employer State is automatically populated from CORE/Organization
Employer Zip Code - The Employer Zip Code first line is automatically populated from CORE/Organization
Contact Name - **Required field**The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Is this file being resubmitted?
- No (Default)
- Yes
Type of Software
- In-House Program (Default)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
Submitter EIN -**Required field** The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration
Submitter User ID -**Required field** The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration
When all data is entered, click on to create the Ohio W2 Submission File
To create a Summary Report of the Ohio W2 Submission file, click on
Example of Ohio W2 Submission File - W2MAST_OH.txt
Example of Ohio W2 Submission File Summary Report
Indiana - W2MAST_IN.txt
AS
Field Definitions:
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field
Kind of Employer -**Required field**- Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field**- Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name is automatically populated from CORE/Organization
Employer Address first line - The Employer Address first line is automatically populated from CORE/Organization
Employer Address second line - Additional address info for your school district
Employer City - The Employer City first line is automatically populated from CORE/Organization
Employer State - The Employer State is automatically populated from CORE/Organization
Employer Zip Code - The Employer Zip Code first line is automatically populated from CORE/Organization
Contact Name -**Required field** - The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**- Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**- Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Is this file being resubmitted?
- No (Default)
- Yes
Type of Software
- In-House Program (Default)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
Submitter EIN -**Required field**- The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration
Submitter User ID -**Required field**- The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration
Tax Payer ID (10 digits) - Enter the 10 digit Indiana Tax Payer ID **Required field**
TID Location (3 digits) - Enter the 3 digit TID Location for Indiana **Required field**
When all data is entered, click on to create the Indiana W2 Submission File
To create a Summary Report of the Indiana W2 Submission file, click on
Kentucky - W2MAST_KY.txt
Field Definitions:
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name is automatically populated from CORE/Organization
Employer Address first line - The Employer Address first line is automatically populated from CORE/Organization
Employer Address second line - Additional address info for your school district
Employer City - The Employer City first line is automatically populated from CORE/Organization
Employer State - The Employer State is automatically populated from CORE/Organization
Employer Zip Code - The Employer Zip Code first line is automatically populated from CORE/Organization
Contact Name -**Required field** The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number -**Required field** Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Is this file being resubmitted?
- No (Default)
- Yes
Type of Software
- In-House Program (Default)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
Submitter EIN -**Required field** The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration
Submitter User ID - **Required field**The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration
When all data is entered, click on to create the Kentucky W2 Submission File
To create a Summary Report of the Kentucky W2 Submission file, click on
Michigan - W2MAST_MI.txt
Field Definitions:
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name is automatically populated from CORE/Organization
Employer Address first line - The Employer Address first line is automatically populated from CORE/Organization
Employer Address second line - Additional address info for your school district
Employer City - The Employer City first line is automatically populated from CORE/Organization
Employer State - The Employer State is automatically populated from CORE/Organization
Employer Zip Code - The Employer Zip Code first line is automatically populated from CORE/Organization
Contact Name -**Required field** The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number -**Required field** Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Is this file being resubmitted?
- No (Default)
- Yes
Type of Software
- In-House Program (Default)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
Submitter EIN - **Required field**The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration
Submitter User ID -**Required field** The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration
When all data is entered, click on to create the Michigan W2 Submission File
To create a Summary Report of the Michigan W2 Submission file, click on
Pennsylvania - W2MAST_PA.txt
When generating the Pennsylvania CSV Transmittal File during the first year of converting to USPSR, quarter amounts will need to be manually added to the generated file. A template file will be generated with placeholders to enter these values. Counts for 1099's will also have to be manually entered in the file.
Field Definitions:
Federal ID Number - Defaulted to district's Federal ID Number
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration State ID field
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - Enter your school district name
Employer Address first line - Address of your school district
Employer Address second line - Additional address info for your school district
Employer City - City of your school district
Employer State - State of your school district
Employer Zip Code - Zip Code of your school district
Contact Name - **Required field**The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number -**Required field** Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Is this file being resubmitted?
- No (Default)
- Yes
Type of Software
- In-House Program (Default)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
Submitter EIN -**Required field** The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration
Submitter User ID -**Required field** The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration
When all data is entered, click on to create the Pennsylvania W2 Submission File
To create a Summary Report of the Pennsylvania W2 Submission file, click on
To create a Pennsylvania CSV Transmittal File, click on
W2MAST_PA.TXT for district to submit
W2PA.txt for ITC to submit
he .CSV file can be updated with the quarter amounts and 1099 counts and submitted through the e-Tides online feature by the district.
T**Note** When generating the Pennsylvania CSV Transmittal File during the first year of converting to USPSR, quarter amounts will need to be manually added to the generated file. A template file will be generated with placeholders to enter these values. Counts for 1099's will also have to be manually entered in the file.
The full layout of the csv file can be found here.
West Virginia - W2MAST_WV.txt
Field Definitions:
Federal ID Number - Defaulted to district's Federal ID Number
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration State ID field
Kind of Employer - **Required field**Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year - **Required field**Select reporting year from available choices from the drop-down box -
Employer Name - Enter your school district name
Employer Address first line - Address of your school district
Employer Address second line - Additional address info for your school district
Employer City - City of your school district
Employer State - State of your school district
Employer Zip Code - Zip Code of your school district
Contact Name -**Required field** The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number -**Required field** Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Is this file being resubmitted?
- No (Default)
- Yes
Type of Software
- In-House Program (Default)
- Off-the-Shelf Software
Preparer Code
- L - Self-Prepared (Default)
- A - Accounting Firm
- S - Service Bureau
- P - Parent Company
- O - Other
Submitter EIN - **Required field**The Submitter EIN is automatically populated from SYSTEM/Configuration/W2 Configuration
Submitter User ID - **Required field**The Submitter User ID is automatically populated from SYSTEM/Configuration/W2 Configuration
Quarters Tax Due - **Required field**
If there are any West Virginia employees, W2 State will ask toward the end for each quarters tax due. It will ask for 1st, 2nd, 3rd, 4th quarter tax due amounts. It also asks for the Total Tax Due.
These amounts must be entered as whole numbers (cents cannot be entered). These amounts can be found on the Quarter report
When all data is entered, click on to create the West Virginia W2 Submission File
To create a Summary Report of the West Virginia W2 Submission file, click on
Creating the Submission File for ITC to Submit
Ohio
Field Definitions:
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is automatically populated using the State Ein from CORE/Organization
Kind of Employer -**Required field** Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field** Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name is automatically populated from CORE/Organization
Employer Address first line - The Employer Address first line is automatically populated from CORE/Organization
Employer Address second line - Additional address info for your school district
Employer City - The Employer City first line is automatically populated from CORE/Organization
Employer State - The Employer State is automatically populated from CORE/Organization
Employer Zip Code - The Employer Zip Code first line is automatically populated from CORE/Organization
Contact Name - **Required field**The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address -**Required field** Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Once all data is entered, click on to create the Ohio W2 Submission File
Please securely email your Ohio W2 Submission File to your ITC
Indiana
Field Definitions:
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field
Kind of Employer -**Required field**- Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field**- Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name is automatically populated from CORE/Organization
Employer Address first line - The Employer Address first line is automatically populated from CORE/Organization
Employer Address second line - Additional address info for your school district
Employer City - The Employer City first line is automatically populated from CORE/Organization
Employer State - The Employer State is automatically populated from CORE/Organization
Employer Zip Code - The Employer Zip Code first line is automatically populated from CORE/Organization
Contact Name -**Required field** - The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**- Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**- Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Tax Payer ID (10 digits) - Enter the 10 digit Indiana Tax Payer ID **Required field**
TID Location (3 digits) - Enter the 3 digit TID Location for Indiana **Required field**
Once all data is entered, click on to create the Indiana W2 Submission File
Please securely email your Indiana W2 Submission File to your ITC
Kentucky
Field Definitions:
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field
Kind of Employer -**Required field**- Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field**- Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name is automatically populated from CORE/Organization
Employer Address first line - The Employer Address first line is automatically populated from CORE/Organization
Employer Address second line - Additional address info for your school district
Employer City - The Employer City first line is automatically populated from CORE/Organization
Employer State - The Employer State is automatically populated from CORE/Organization
Employer Zip Code - The Employer Zip Code first line is automatically populated from CORE/Organization
Contact Name -**Required field** - The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**- Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**- Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Once all data is entered, click on to create the Kentucky W2 Submission File
Please securely email your Kentucky W2 Submission File to your ITC
Michigan
Field Definitions:
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field
Kind of Employer -**Required field**- Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field**- Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name is automatically populated from CORE/Organization
Employer Address first line - The Employer Address first line is automatically populated from CORE/Organization
Employer Address second line - Additional address info for your school district
Employer City - The Employer City first line is automatically populated from CORE/Organization
Employer State - The Employer State is automatically populated from CORE/Organization
Employer Zip Code - The Employer Zip Code first line is automatically populated from CORE/Organization
Contact Name -**Required field** - The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**- Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**- Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Once all data is entered, click on to create the Michigan W2 Submission File
Please securely email your Michigan W2 Submission File to your ITC
Pennsylvania
Field Definitions:
Federal ID Number - The Federal ID Number is automatically populated using the Federal EIN from CORE/Organization
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration, State ID field
Kind of Employer -**Required field**- Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year -**Required field**- Select reporting year from available choices from the drop-down box -
Employer Name - The Employer Name is automatically populated from CORE/Organization
Employer Address first line - The Employer Address first line is automatically populated from CORE/Organization
Employer Address second line - Additional address info for your school district
Employer City - The Employer City first line is automatically populated from CORE/Organization
Employer State - The Employer State is automatically populated from CORE/Organization
Employer Zip Code - The Employer Zip Code first line is automatically populated from CORE/Organization
Contact Name -**Required field** - The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number - **Required field**- Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**- Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
When all data is entered, click on to create the Pennsylvania W2 Submission File
To create a Pennsylvania CSV Transmittal File, click on
Please securely email your Pennsylvania W2 Submission File to your ITC
West Virginia
Field Definitions:
Federal ID Number - Defaulted to district's Federal ID Number
Additional Federal ID Number -
State ID Number - The State ID Number is atomically populated using the CORE/Payroll Item Configuration State ID field
Kind of Employer - **Required field**Available choices from the drop-down box:
- F, Federal Government
- S, State and Local Governmental Employer (non 501c)
- T, Tax Exempt Employer
- Y, State and Local Tax Exempt Employer (501c)
- N, None apply
Report for Year - **Required field**Select reporting year from available choices from the drop-down box -
Employer Name - Enter your school district name
Employer Address first line - Address of your school district
Employer Address second line - Additional address info for your school district
Employer City - City of your school district
Employer State - State of your school district
Employer Zip Code - Zip Code of your school district
Contact Name -**Required field** The contact name information will be used on the W2 Submission file and should be the contact person at the district (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. The contact name can only contain A-Z, a-z, 0-9, space, period, hyphen and apostrophe.
Contact Phone Number -**Required field** Enter the employer’s contact telephone number with numeric values only (including area code). This would be the contact telephone number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 1112223333
Contact Phone Extension - Enter the employer’s contact telephone extension with numeric values only. This would be the contact telephone extension of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 4444
Contact Fax Number - If applicable, enter the employer’s contact fax number with numeric values only (including area code). This would be the contact fax number of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. Do not use any special characters. Example: 5556667777
Contact Email Address - **Required field**Enter the employer’s contact E-Mail/Internet address. This would be the contact e-mail address of the person (treasurer, payroll clerk) that would be able to address any questions from the IRS regarding the W2 File. This field may be upper and lower case.
If you are providing an Employer Contact E-Mail address, then the rules for entering a valid E-Mail address are as follows:
- Must contain only one @ symbol
- Must not contain consecutive periods to the left or right of the @ symbol
- Must not contain empty spaces to the left or right of the @ symbol
- Must not contain a period in the first or last position
- Must not contain a period immediately to the left or right of the @ symbol
- Must not contain an @ symbol in the first or last position
- Must contain a top-level domain approved by Internet Assigned Numbers Authority (IANA)
- Must not contain characters other than alphanumeric, hyphens or periods to the right of the @ symbol
- Must not contain hyphens immediately to the right of the @ symbol, or before or after a period
- Must contain either alphanumeric characters, or the following keyboard characters, to the left of the @ symbol: (~!#$%^&*_+{}|?’-= / `)
Quarters Tax Due - **Required field**
If there are any West Virginia employees, W2 State will ask toward the end for each quarters tax due. It will ask for 1st, 2nd, 3rd, 4th quarter tax due amounts. It also asks for the Total Tax Due.
These amounts must be entered as whole numbers (cents cannot be entered). These amounts can be found on the Quarter report
When all data is entered, click on to create the West Virginia W2 Submission File
Please securely email your West Virginia W2 Submission File to your ITC
**Errors below are still a work in progress**
W2 Report Errors and Warning
The following list describes errors and warnings that may appear when the W2 Report program is run. Each message is followed by an explanation of its meaning, a possible solution, along with the severity of each message. The error messages are classified into three categories: informational, warning, and fatal. Fatals flagged with an '***' will cause the tape file to not be created. Fatals flagged without an '***' may cause an inquiry from the SSA/IRS. Messages must be researched thoroughly before adjustments are made. Some situations may require that you contact your ITC for assistance. The messages are listed alphabetically.
Error Contact email address must be entered on W2 configuration
Error Contact name must be entered on W2 configuration
Error Contact phone number must be entered on W2 configuration
Error Invalid SSN, verify SSN before printing W2's
Error Employee last name should not be null or empty
Error Employee first name should not be null or empty
Error Employee must have either a STANDARD or FOREIGN address
Error Employee must have a city
Error Employee must have a country code
- If the Foreign Address field in Employee screen is checked, a Country code must be entered
- If the Foreign Address field in Employee screen is checked, a Country code must be entered
Error Employee must have a postal code
- If the Foreign Address field in Employee screen is checked, a Postal Code must be entered.
- If the Foreign Address field in Employee screen is checked, a Postal Code must be entered.
Error Gross for this payroll item (code: XXX) exceeds the maximum for this reporting year
- For each gross amount reported to the IRS/SSA, there is a maximum value that can be reported. The current maximum that the submission file will accept is 9999999.99.
If this message is encountered, verify the gross amount for the employee.
- For each gross amount reported to the IRS/SSA, there is a maximum value that can be reported. The current maximum that the submission file will accept is 9999999.99.
Error Medicare amount does not equal 1.45% of Medicare Gross (If Medicare withheld is (+-) $0.30 off)
Error FICA/OASDI amount does not equal 6.2% of FICA/OASDI Gross
- These two messages are related. W2 Processing calculates the amount of Medicare and FICA tax by multiplying the taxable gross by the correct withholding percentage. If the calculated tax amount differs from the tax amount found on the 692/693 records by more than $.30, the messages are issued.
These errors will most likely cause the IRS/SSA to reject the submission file therefore it is necessary to research and resolve the problem.
- These two messages are related. W2 Processing calculates the amount of Medicare and FICA tax by multiplying the taxable gross by the correct withholding percentage. If the calculated tax amount differs from the tax amount found on the 692/693 records by more than $.30, the messages are issued.
Error Submitter EIN must be entered on W2 configuration
Error Submitter delivery address must be entered on W2 configuration
Error Submitter location address must be entered on W2 configuration
Error Submitter city must be entered on W2 configuration
Error Submitter state must be entered on W2 configuration
Error Submitter zip code must be entered on W2 configuration
Error This employee has Medicare tax without any Medicare wages
- This message cannot be ignored under any circumstances. Upon receipt of the submission file from the ITC, the IRS/SSA calculates the expected tax amount and compares it to the amount reported on the file. If these figures are off by more than a few cents, the file is rejected.
Run the Audit Trail report to determine if manual changes on the Medicare deduction records may be the cause.
- This message cannot be ignored under any circumstances. Upon receipt of the submission file from the ITC, the IRS/SSA calculates the expected tax amount and compares it to the amount reported on the file. If these figures are off by more than a few cents, the file is rejected.
Error This employee's Medicare wages are less then their social security wages
- The Medicare gross wages amount is incorrect or the FICA (Social Security) gross wages amount is incorrect. Please update the gross amount using CORE/ADJUSTMENTS/TOTAL GROSS that has the incorrect amount. This error should be corrected before creating a submission file. The Social Security Administration will contact the district if this error is not fixed.
- The Medicare gross wages amount is incorrect or the FICA (Social Security) gross wages amount is incorrect. Please update the gross amount using CORE/ADJUSTMENTS/TOTAL GROSS that has the incorrect amount. This error should be corrected before creating a submission file. The Social Security Administration will contact the district if this error is not fixed.
Error This employee has FICA wages without any Medicare wages
- To properly withhold FICA tax, the employee must have two payroll item records (692 and 693), one flagged as type Medicare and one flagged with type Social Security Tax. This message will occur if W2 Processing encounters a record set up with type Social Security Tax but no record set up with type Medicare for the same employee.
Contact the ITC for assistance if this message is encountered.
- To properly withhold FICA tax, the employee must have two payroll item records (692 and 693), one flagged as type Medicare and one flagged with type Social Security Tax. This message will occur if W2 Processing encounters a record set up with type Social Security Tax but no record set up with type Medicare for the same employee.
Error This employee has FICA/OASDI tax without any FICA/OASDI wages
- This message cannot be ignored under any circumstances. Upon receipt of the submission file from the ITC, the IRS/SSA calculates the expected tax amount and compares it to the amount reported on the submission file. If these figures are off by more than a few cents, the file is rejected.
Run the Audit Trail report to determine if manual changes on the Medicare/FICA payroll item records may be the cause.
- This message cannot be ignored under any circumstances. Upon receipt of the submission file from the ITC, the IRS/SSA calculates the expected tax amount and compares it to the amount reported on the submission file. If these figures are off by more than a few cents, the file is rejected.
Warning Federal Total annuities, $xxxx.xx, does not equal total gross less taxable gross
- The W2 Processing program verifies that the annuity (generally in the 500-599 payroll items code range) payroll item amount equals the calculated annuity amount. The calculated amount is determined by taking the total gross and subtracting the taxable gross. The result is the amount of the annuity that was in effect while the tax was being withheld. If this calculated value differs from the totals on the annuity records, the warning appears.
This warning is often associated with a change that has been made to the taxable gross but no corresponding change was made to the total gross or vice versa. Manual adjustments in CORE/ADJUSTMENTS option to the annuity amounts may also cause this warning. Run the Audit Trail report to attempt to isolate these situations.
If an annuity was in effect for only part of the year, this warning may appear and can be ignored.- Using Core/Adjustment, enter an adjustment to the Total Gross to Federal, State, City (if they honored the annuity initially) OSDI and Medicare
- The W2 Processing program verifies that the annuity (generally in the 500-599 payroll items code range) payroll item amount equals the calculated annuity amount. The calculated amount is determined by taking the total gross and subtracting the taxable gross. The result is the amount of the annuity that was in effect while the tax was being withheld. If this calculated value differs from the totals on the annuity records, the warning appears.
Warning Payroll Item XXX: Negative annuity on file for this employee. Assuming zero.
- A total negative annuity indicates a check was voided from a prior calendar year in the current calendar year. Run the REPORTS/PAYMENT TRANSACTION STATUS REPORT option to attempt to isolate the problem. If this is the case, you will need to zero the negative amount of the annuity and file a W2-C form for the previous calendar year
- Using Core/Adjustment, enter an adjustment to the Applicable Gross for the Annuity
- A total negative annuity indicates a check was voided from a prior calendar year in the current calendar year. Run the REPORTS/PAYMENT TRANSACTION STATUS REPORT option to attempt to isolate the problem. If this is the case, you will need to zero the negative amount of the annuity and file a W2-C form for the previous calendar year
Warning Employee last name contains a comma
- Check employee's last name for a comma and remove
Warning Federal Total , $xxxx.xx, does not equal total gross less taxable gross
Warning Payroll Item XXX: Negative amount payroll item can not be reported on W2, reporting zero
- This message indicates a check was voided from a prior calendar year in the current calendar year. Run the REPORTS/PAYMENT TRANSACTION STATUS REPORT to attempt to isolate the problem. If this is the case, you will need to file a W2-C form for the previous calendar year.
- This message indicates a check was voided from a prior calendar year in the current calendar year. Run the REPORTS/PAYMENT TRANSACTION STATUS REPORT to attempt to isolate the problem. If this is the case, you will need to file a W2-C form for the previous calendar year.
Warning Possible medicare discrepancy detected for amount over 200,000. Amount calculated = $xxxxxx.xx
- This warning will appear if medicare wages are over $200,000.00 and the medicare amount on the Payroll Item is not within 30 cents of the calculated value. This warning will allow the submission file to be written.
- This warning will appear if medicare wages are over $200,000.00 and the medicare amount on the Payroll Item is not within 30 cents of the calculated value. This warning will allow the submission file to be written.
Warning Payroll Item XXX: No state ID on payroll item configuration
- This warning will appear if No state ID is entered on the State Tax Payroll Item configuration
Warning Federal gross is zero
- The employee has no gross amount on the Federal tax record (001). If an employee was included in a payroll during the year (even if it was dock-only) or if the employee has any adjustment journals for withholding, applicable gross or total gross during the calendar year.
- The employee has no gross amount on the Federal tax record (001). If an employee was included in a payroll during the year (even if it was dock-only) or if the employee has any adjustment journals for withholding, applicable gross or total gross during the calendar year.
Warning Payroll Item XXX: Calculated annuity amount exceeds the total annuities
- The calculated annuity value is larger than the amounts showing on the annuity (generally in the 500 through 599 Payroll Item code range) records. The calculated amount is determined by subtracting the taxable gross from the total gross.
Manual changes may have been made to the payroll items. It is possible the total or taxable gross was changed incorrectly due to an error adjustment, thus causing the calculated annuity amount to be too high.
- The calculated annuity value is larger than the amounts showing on the annuity (generally in the 500 through 599 Payroll Item code range) records. The calculated amount is determined by subtracting the taxable gross from the total gross.
Warning Payroll Item Employer Health Coverage: Negative amount payroll item can not be reported on W2, reporting zero
Warning Employee has ITIN. SSN will be all zeroes - Employee that has an SSN starting with a 9 is considered an ITIN number. W2 Report will show zero's for this employee. The W2 Form, XML and Submission file will show zero's.
Info Employer paid life insurance > 99,999.99 limit - field truncated
- The employer paid life insurance field is six characters long. If W2 encounters anything larger, the message is issued. Verify that the amount was entered properly on the Adjustment Journal record for the employee under Life Insurance
Info Payroll Item XXX: Taxable gross is larger than total gross
- It is possible that a change was made to the taxable gross but no corresponding change was made to the total gross or vice versa. Run the Audit trail report program to help identify the problem.
- It is possible that a change was made to the taxable gross but no corresponding change was made to the total gross or vice versa. Run the Audit trail report program to help identify the problem.
Info Payroll Item XXX: Possible error in OSDI gross or tax
- OSDI taxable wages with no OSDI tax or OSDI tax with no taxable wages have been detected.
Manual changes may have been made to the payroll items using the CORE/ADJUSTMENTS option. Run the Audit Trail report and verify.
If the employee has not earned enough wages to have any tax withheld, this message can be ignored.
- OSDI taxable wages with no OSDI tax or OSDI tax with no taxable wages have been detected.
Info Pension Plan flag on Federal tax payroll item is overriding W2 calculations
- On the federal tax record, there is a pension plan box flag. This flag is used to indicate if the pension plan box on the W2 should be checked. There are three values for the flag:
- Automatically check the pension plan box per W2 Processing calculations
Yes, check the pension plan box
No, never check the pension plan box
- Automatically check the pension plan box per W2 Processing calculations
- On the federal tax record, there is a pension plan box flag. This flag is used to indicate if the pension plan box on the W2 should be checked. There are three values for the flag: