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

Please click here for further instructions and setup

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. Otherwise, the Company Information will automatically fill in:

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)

IF YOU NEED TO BEGIN JANUARY PAYROLL PROCESSING BEFORE COMPLETING W2 PROCESSING, Leave December reporting period Open and create your January reporting period through Core/Posting Period and make that Current.

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)

Enter a 'City Tax Entity Code' if wanting to include only employee's paying into this City . This option is also available when creating the 'Forms'. If wanting to include all employee's, leave blank.

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

**NOTE**If more than 4, Box 12 items are found, a separate form will be created for the remainder

Copies per form is defaulted to 1. DO NOT USE 2,3,4

Example of a W2 Form

Create W2 XML

**NOTE**If more than 4, Box 12 items are found, a separate form will be created for the remainder

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 (If a district created a W2 City Override for a specific city, using the 'Apply override value only to cities that are not the selected tax entity code', select it from the drop down box. these 2 options coincide together when creating the submission file. Instructions on how to create an override file, click here)

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, if they have the checked, as well 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

Optional Custom City Submission Override - If a district created a W2 City Override for a specific city, select from the drop down box. Instructions on how to create an override file, click here.

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 -