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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:

https://www.ssa.gov/employer/efw/20efw2.pdf?&_ga=2.225938714.1884946081.1608563466-392689589.1600442808#zoom=100

  • 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

  • The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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


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Creating a Submission File for District to Submit

Field Definitions:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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

  The .CSV file can be updated with the quarter amounts and 1099 counts and submitted through the e-Tides online feature by the district.

**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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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:

The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 

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

Error     Employee must have a postal code

    • 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.

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.

        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.

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. 

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.

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. 

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

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

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.

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.

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.

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. 

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.

Warning    Regular Payroll Item (5XX) associated with Annuity Payroll Item Configuration

Will give this warning when there is a mismatch between the Payroll Item type and Payroll Item Configuration type

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.

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.

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
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