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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 submission files to your ITC.

W2 Report Options

Output Type - 

  • Report
  • Submission
  • Forms
  • XML

Creating a W2 Report

Format - Output format desired.  Default is PDF.

  • PDF (download)
  • Comma Separated Values (CSV)
  • Tab Separated Values
  • Excel
  • View (html)
  • Plain Text
  • XML
  • Jasper Report Design
  • Excel-Data
  • Excel-FieldNames

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?

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:




Creating the Submission File 



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

***Fields below are REQUIRED***

Contact Name - 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 - 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 - 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 SSA W2 Submission file:

Creates CCA W2 Submission file:

Creates RITA W2 Submission File:

Create W2 Forms

Example of a W2 Form:

Create W2 XML:

Example of a W2 Form Data XML:


W2 City Options

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 - Defaulted to district's Federal ID Number

Additional 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 - 

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

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 

Example of a W2 City submission file:



**Errors below are still a work in progress** Changes to come soon


W2 Report Errors and Warnings

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    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

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     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.

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

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).

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


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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