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USPS Pre W2 Processing

USPS Pre W2 Processing. Calendar Year 2009. OSDI abbreviations. Include OSDI code number in first part of description in USPSDAT/DEDNAM. Entity Code in DEDNAM. For any magnetic reporting to any city. CCA/Rita Reporting.

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USPS Pre W2 Processing

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  1. USPS Pre W2 Processing Calendar Year 2009

  2. OSDI abbreviations • Include OSDI code number in first part of description in USPSDAT/DEDNAM

  3. Entity Code in DEDNAM • For any magnetic reporting to any city

  4. CCA/Rita Reporting • Both tax entity code and RITA/CCA code are required for tax data to be included on a submission file • See additional handout for CCA and RITA Codes and Entity Names • CCA Web page - http://ccatax.ci.cleveland.oh.us/mframe.asp • Rita Web page - http://www.ritaohio.com/index.html

  5. CCA/Rita Reporting

  6. Employ/Residence Code • Verify DEDSCN “Employ/Residence” value on all city deductions

  7. Health Savings Account (HSA) • Annuity type in DEDNAM must be set to “I” even if there are no employee amounts withheld

  8. Employee Expense Reimbursements • If district desires amounts paid through warrant to appear on the W2 form as wages • Special processing may be needed • Manual changes may be needed

  9. Dependent Child Care • If not using the DPCARE deduction type • Manually enter dependent care amounts into the federal tax field for dependent care

  10. Fringe Benefit Amounts • Contact legal advisor with questions • Enter taxable amount in fringe benefit field on the federal tax record

  11. Use of Company Vehicle • Calculate leased vehicle value • Manually enter leased vehicle value amount into the federal tax field

  12. Life Insurance withheld on Annuities • Notice received from annuity company • Decrease YTD annuity amounts • Increase taxable gross amounts • Federal • Ohio/OSDI • City if city honored annuity initially

  13. Excludable Moving Expenses • Contact legal advisor with questions • Manually enter excludable amounts into the federal tax field

  14. Pension Plan in DEDSCN • Used to determine whether or not the retire plan box on the W2 form should be checked. • A = Automatically checks the retire plan box per the calculations of W2PROC (must have an active Retirement Deduction) • Y = Yes, always check the retire plan box. • N = No, do not check the retire plan box. • Employees eligible for STRS or SERS but have waived the option (these are usually students), must have the field Pension Plan” in their 001 deduction record set to “Y”.

  15. Employee’s Name • Name on W2 must match employees Social Security card. • Run report FULL_EMP verify • Can run W2MAINT to send file to SSA • W2 forms will only show middle initial.

  16. Additional Deduction Codes • Box 14 “Other” • Up to six codes entered. • Will print the first 3 of the 6 entered for each employee. • Printed in order entered

  17. Multiple W2’s • If employee has more than two state, city or OSDI tax record • Will print on the W2 immediately following the employee’s primary W2 • Additional W2’s will have control numbers which follow in the sequence

  18. Pre run of W2PROC • Run W2PROC before last pay of 2009 has been completed • Balance to-date data • Review and correct warnings and errors

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