Using Excel to Submit W2 s Electronically

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1 Using Excel to Submit W2 s Electronically All text must be in UPPER CASE It is not necessary for leading zeros on Social Security Numbers or zip codes to be visible All dollar amounts should be entered as a normal number with a decimal point, such as Do not leave blank lines between information. Instructions 1. Open a new spreadsheet 2. On the first line, enter the employer data as specified on page 2, entering one value per column a) The letter shown at the start of each line must match the letter at the top of the column in Excel b) Skip the column if blank c) Ensure all entries are upper case d) To start, enter CTE in the first column 3. For each employee, enter another line, entering CTW in the first column (A) and entering one field per column 4. Click on the Save button (or select Save from the File menu) to open the Save As window. At the bottom of the window is a drop-down menu for Save As Type a) Click on the drop-down arrow b) Select CSV (comma delimited)(*.csv) c) Enter a file name d) Click Save 5. Copy this file to a CD-ROM 6. Complete your Annual Withholding Reconciliation (Form KW-3) and attach the Form to your CD- ROM. Ensure that the CD-ROM is labeled with the following information: a) Company name, address and phone number b) Federal identification number c) Kettering account number d) Tax year

2 Specifications First Line: Employer Description Specifications A CTE Text exactly as shown B Employer FEIN or TaxID 9 digits, no spaces or punctuation C TaxYear 4 digits D Employer name E Corporate C if a corporation, otherwise leave blank F Employer street address No commas or punctuation G Employer city H Employer state 2 characters I Employer zip code 5 digits (or 6 characters if foreign country) J Employer plus 4 4 digits Remaining lines: One per employee for each municipal corporation with tax withheld (see examples) Description Specifications A CTW Text exactly as shown B Employee SSN 9 digits, no spaces or punctuation C Employee Last Name D Employee First Name E Employee Middle Name F Employee street address No commas or punctuation G Employee city H Employee state 2 characters I Employee zip code 5 digits (or 6 characters if foreign country) J Employee plus 4 4 digits K Federal wages Value from Form W-2, Box 1 L Taxing entity code See appendix; Kettering = KETTE M Local tax withheld Value from Form W-2, Box 19 N Social Security wages Value from Form W-2, Box 3 O Medicare wages Value from Form W-2, Box 5 P Local wages Value from Form W-2, Box 18 Q Total deferred Value from Form W-2, Box 12, Code D

3 Examples Example #1 - Reporting one workplace location (in Kettering) A B C D E F G H I J K L M N O P Q CTE 31xxxxxxx 2016 ABC CO INC C 123 ABC DR KETTERING OH CTW 98xxxxxxx DOE JOHN M 123 MAIN ST KETTERING OH KETTE Example #2 - Reporting multiple workplace locations (one employee earned wages as listed below) $20, in Kettering $15, in Miamisburg $10, in Middletown A B C D E F G H I J K L M N O P Q CTE 31xxxxxxx 2016 ABC CO INC C 123 ABC DR KETTERING OH CTW 98xxxxxxx DOE JOHN M 123 MAIN ST KETTERING OH KETTE CTW 98xxxxxxx DOE JOHN M 123 MAIN ST KETTERING OH MIAMI CTW 98xxxxxxx DOE JOHN M 123 MAIN ST KETTERING OH MIDTN Example #3 - Reporting workplace and residence (courtesy) tax withheld (one employee with wages/withholding as listed below) $20, earned in Middletown $ Middletown tax withheld $ Kettering tax withheld (courtesy) A B C D E F G H I J K L M N O P Q CTE 31xxxxxxx 2016 ABC CO INC C 123 ABC DR KETTERING OH CTW 98xxxxxxx DOE JOHN M 123 MAIN ST KETTERING OH MIDTN CTW 98xxxxxxx DOE JOHN M 123 MAIN ST KETTERING OH KETTE

4 ABERD ADA ADDYS ADELP AKRON ALGER ALLIA AMBER AMHER ANDOV ANSON ANTWE APPLE ARCAN ARCHB ARLHT ASHLA ASHTA ASHTP ASHVI ATHEN AUROR AUSCJ AVON AVNLK BAINJ BALTC BALTM BARBE BARNE BATAV BATHJ BAYVI BCHCT BCHWD BEAEJ BEAWJ BEAVR BEDFO BEDFH BELLA BELCN BELFN BELVU BELPR BENTL BEREA BERKJ BETTS BEVER ABERDEEN ADA ADDYSTON ADELPHI AKRON ALGER ALLIANCE AMBERLEY AMHERST ANDOVER ANSONIA ANTWERP APPLE CREEK ARCANUM ARCHBOLD ARLINGTON HEIGHTS ASHLAND ASHTABULA ASHTABULA TOWNSHIP JEDD ASHVILLE ATHENS AURORA AUSTIN CENTER JEDD AVON AVON LAKE BAINBRIDGE-SOLON JEDD BALTIC BALTIMORE BARBERTON BARNESVILLE BATAVIA BATH-AKRON-FAIRLAWN JEDD BAY VILLAGE BEACH CITY BEACHWOOD BEACHWOOD EAST JEDD BEACHWOOD WEST JEDD BEAVERDAM BEDFORD BEDFORD HEIGHTS BELLAIRE BELLE CENTER BELLEFONTAINE BELLEVUE BELPRE BENTLEYVILLE BEREA BERKSHIRE TOWNSHIP JEDD BETTSVILLE BEVERLY

5 BEXLE BLETJ BLMDL BLMND BLUEA BLUFF BOLIV BOSHT BOSTJ BOTKI BOWER BOWGR BRADF BRADN BRDLK BRATE BRECK BREME BREWS BRIMF BRMKJ BRMTJ BRDHT BRKPK BRKLN BRKVL BRUNS BRYAN BUCKL BUCYR BURTO BUTLE BUTTJ BUTTJ BYESV CADIZ CAIRO CALDW CAMBR CAMDE CAMPB CNLFU CNLWN CANFI CANTO CARDI CAREY CARLI CARRO CECIL BEXLEY BLENDON TOWNSHIP JEDZ BLOOMDALE BLOOMINGDALE BLUE ASH BLUFFTON BOLIVAR BOSTON HEIGHTS BOSTON TOWNSHIP / PENINSULA JEDD BOTKINS BOWERSTON BOWLING GREEN BRADFORD BRADNER BRADY LAKE BRATENAHL BRECKSVILLE BREMEN BREWSTER BRIMFIELD-KENT JEDD BRIMFIELD-KENT JEDD BRIMFIELD-TALLMADGE JEDD BROADVIEW HEIGHTS BROOK PARK BROOKLYN BROOKVILLE BRUNSWICK BRYAN BUCKLAND BUCYRUS BURTON BUTLER BUTLER TOWNSHIP JEDD BUTLER TOWNSHIP JEDZ BYESVILLE CADIZ CAIRO CALDWELL CAMBRIDGE CAMDEN CAMPBELL CANAL FULTON CANAL WINCHESTER CANFIELD CANTON CARDINGTON CAREY CARLISLE CARROLLTON CECIL

6 CEDAR CELIN CNTBG CNTVL CHAGR CHARD CHILL CINCI CIRCL CLATJ CLEVE CLVHT CLINT CLIGJ CLYDE COALG COLDW COLTJ COLNA COLBS COLBG COMPT CONNE CONVO COPAJ CORWI COSHO COVAJ COVIN CRSTL CRSTN CUYFL CUYHT CYGNE DALTO DANVI DAYTO DEERP DEFIA DELAW DELTA DENNI DESHL DOVER DOYLE DRESD DUBLI DUNKI ECANT ECLEV CEDARVILLE CELINA CENTERBURG CENTERVILLE CHAGRIN FALLS CHARDON CHILLICOTHE CINCINNATI CIRCLEVILLE CLAYTON TOWNSHIP JEDD CLEVELAND CLEVELAND HEIGHTS CLINTON CLINTON GRANDVIEW HEIGHTS JEDZ CLYDE COAL GROVE COLDWATER COLUMBIA TOWNSHIP JEDZ COLUMBIANA COLUMBUS COLUMBUS GROVE COMMERCIAL POINT CONNEAUT CONVOY COPLEY-AKRON JEDD CORWIN COSHOCTON COVENTRY-AKRON JEDD COVINGTON CRESTLINE CRESTON CUYAHOGA FALLS CUYAHOGA HEIGHTS CYGNET DALTON DANVILLE DAYTON DEER PARK DEFIANCE DELAWARE DELTA DENNISON DESHLER DOVER DOYLESTOWN DRESDEN DUBLIN DUNKIRK EAST CANTON EAST CLEVELAND

7 ELIVR ELAKE EATON EATNJ EDGER EDISO EDON ELIDA ELMOR ELMWD ELYRI ELYRJ EMERS ENGLE ETNJ1 ETNJ2 EUCLI EVEND FRBRN FRFAX FRFLD FRLWN FRVPK FARMV FAYET FELIC FINDL FORES FORPK FTJEN FOSTO FRANK FRAZE FRDBG FRDTN FREMO GAHAN GALEN GALIO GALLI GAMBI GARHT GARRE GATES GATRS GENEV GENLK GENOA GEORG GERMA EAST LIVERPOOL EASTLAKE EATON EATON JEDD EDGERTON EDISON EDON ELIDA ELMORE ELMWOOD PLACE ELYRIA ELYRIA JEDD EMERALD PARK - REVENUE SHARING ENGLEWOOD ETNA JEDZ1 - NORTH ETNA JEDZ2 - SOUTH EUCLID EVENDALE FAIRBORN FAIRFAX FAIRFIELD FAIRLAWN FAIRVIEW PARK FARMERSVILLE FAYETTE FELICITY FINDLAY FOREST FOREST PARK FORT JENNINGS FOSTORIA FRANKLIN FRAZEYSBURG FREDERICKSBURG FREDERICKTOWN FREMONT GAHANNA GALENA GALION GALLIPOLIS GAMBIER GARFIELD HEIGHTS GARRETTSVILLE GATES MILLS GATEWAY/OTHER SPECIFIC CO - REVENUE SHARING GENEVA GENEVA-ON-THE-LAKE GENOA GEORGETOWN GERMANTOWN

8 GIBSO GIRAR GLAND GLENW GNADE GOLFM GRAFT GRDRP GRDVW GRDHT GRNVL GRATI GREEN GRSPR GRFLD GRHIL GRVIL GROVE GRVPT HAMIL HAMJ1 HAMJ2 HAMLE HARBG HARSN HARTJ HARRO HARTV HASKI HEATH HEBRO HICKS HLDHT HLDHL HIGHJ HILLI HIRAM HOLGA HOLTJ HOPED HUBBA HUBHT HUDSO HUNVY HUNVL HURON INDEP INDHL IRONT IXCRS GIBSONBURG GIRARD GLANDORF GLENWILLOW GNADENHUTTEN GOLF MANOR GRAFTON GRAND RAPIDS GRANDVIEW GRANDVIEW HEIGHTS GRANVILLE GRATIS GREEN GREEN SPRINGS GREENFIELD GREENHILLS GREENVILLE GROVE CITY GROVEPORT HAMILTON HAMILTON/FAIRFIELD TOWNSHIP JEDD I HAMILTON/FAIRFIELD TOWNSHIP JEDD II HAMLER HARRISBURG HARRISON HARRISON TOWNSHIP JEDD HARROD HARTVILLE HASKINS HEATH HEBRON HICKSVILLE HIGHLAND HEIGHTS HIGHLAND HILLS HIGHLAND HILLS JEDZ HILLIARD HIRAM HOLGATE HOLLAND SPRINGFIELD TWP JEDZ HOPEDALE HUBBARD HUBER HEIGHTS HUDSON HUNTING VALLEY HUNTSVILLE HURON INDEPENDENCE INDIAN HILL IRONTON IX CENTER - REVENUE SHARING

9 JACCN JEFSN JEFVL JEROM JERRY JEWET JOHNS KALID KENT KENTJ KENTN KETTE KILLB KIRBY KIRTL LAGRA LAKLN LAKMR LAKVW LAKWD LANCA LEBAN LEESB LEETO LEIPS LEWIS LEXIN LIBER LIBCJ LIBTJ LIMA LINHT LISBO LITHO LOKBN LOKLD LOGAN LONDO LORAI LORDS LOUDO LOUIS LOVEL LOWEL LUCKE LYNDH MACED MACEJ MADEI MADIS JACKSON CENTER JEFFERSON JEFFERSONVILLE JEROMESVILLE JERRY CITY JEWETT JOHNSTOWN KALIDA KENT KENT FRANKLIN JEDD KENTON KETTERING KILLBUCK KIRBY KIRTLAND LAGRANGE LAKELINE LAKEMORE LAKEVIEW LAKEWOOD LANCASTER LEBANON LEESBURG LEETONIA LEIPSIC LEWISBURG LEXINGTON LIBERTY CENTER LIBERTY CENTER JEDD LIBERTY TOWNSHIP JEDD I LIMA LINCOLN HEIGHTS LISBON LITHOPOLIS LOCKBOURNE LOCKLAND LOGAN LONDON LORAIN LORDSTOWN LOUDONVILLE LOUISVILLE LOVELAND LOWELLVILLE LUCKEY LYNDHURST MACEDONIA MACEDONIA NORTHFIELD CENTER TOWNSHIP JEDD MADEIRA MADISON

10 MAIN MAILI MALTA MALVE MANCH MANSF MANTU MAPHT MARBL MARMT MARTA MARIO MARSH MARTI MARYS MASON MASSI MAUME MAYFD MAYHT MCCLU MCCOM MCCON MCDON MCGUF MECHA MEDIN MEDMJ MELRO MENTO MENLK METAM MIATJ MIAMI MDPNT MIDBG MIDFD MDPRT MIDTN MIDVA MIFFL MILAN MILFO MILCN MILJ1 MILJ2 MILJ3 MILJ4 MILLB MILCT MAINEVILLE MALINTA MALTA MALVERN MANCHESTER MANSFIELD MANTUA MAPLE HEIGHTS MARBLE CLIFF MARIEMONT MARIETTA MARION MARSHALLVILLE MARTINS FERRY MARYSVILLE MASON MASSILLON MAUMEE MAYFIELD MAYFIELD HEIGHTS MCCLURE MCCOMB MCCONNELSVILLE MCDONALD MCGUFFEY MECHANICSBURG MEDINA MEDINA MONTVILLE JEDD MELROSE MENTOR MENTOR-ON-THE-LAKE METAMORA MIAMI TOWNSHIP DAYTON MALL JEDD MIAMISBURG MIDDLE POINT MIDDLEBURG HEIGHTS MIDDLEFIELD MIDDLEPORT MIDDLETOWN MIDVALE MIFFLIN MILAN MILFORD MILFORD CENTER MILFORD CITY JEDD MILFORD CITY JEDD II MILFORD CITY JEDD III MILFORD CITY JEDD IV MILLBURY MILLER CITY

11 MILBG MINCT MINVA MINPK MINGO MINST MOGAD MNMTJ MONRO MONVL MONTG MONTP MOR MORLD MORRA MORRO MOSCO MTEAT MTGIL MTHEA MTORA MTSTE MTVER MTVIC MUNRO NAPOL NAVAR NELSO NWALB NWBAV NWBLO NWBOS NWBRE NWCAR NWFRA NWKNO NWLEB NWLEX NWLON NWMAD NWMIA NWPAR NWPHI NWRIC NWRIE NWWAS NWWAT NEWAR NBGHT NEWCO MILLERSBURG MINERAL CITY MINERVA MINERVA PARK MINGO JUNCTION MINSTER MOGADORE MONCLOVA-MAUMEE-TOLEDO JEDZ MONROE MONROEVILLE MONTGOMERY MONTPELIER MORAINE MORELAND HILLS MORRAL MORROW MOSCOW MOUNT EATON MOUNT GILEAD MOUNT HEALTHY MOUNT ORAB MOUNT STERLING MOUNT VERNON MOUNT VICTORY MUNROE FALLS NAPOLEON NAVARRE NELSONVILLE NEW ALBANY NEW BAVARIA NEW BLOOMINGTON NEW BOSTON NEW BREMEN NEW CARLISLE NEW FRANKLIN NEW KNOXVILLE NEW LEBANON NEW LEXINGTON NEW LONDON NEW MADISON NEW MIAMI NEW PARIS NEW PHILADELPHIA NEW RICHMOND NEW RIEGEL NEW WASHINGTON NEW WATERFORD NEWARK NEWBURGH HEIGHTS NEWCOMERSTOWN

12 NEWTF NEWTON FALLS NEWTO NEWTOWN NILES NILES NBALT NORTH BALTIMORE NBALJ NORTH BALTIMORE HENRY JEDD NCANT NORTH CANTON NCOLL NORTH COLLEGE HILL NKING NORTH KINGSVILLE NLEWI NORTH LEWISBURG NOLMS NORTH OLMSTED NPERR NORTH PERRY NPICJ NORTH PICKAWAY COUNTY JEDD NRAND NORTH RANDALL NRIDG NORTH RIDGEVILLE NROYA NORTH ROYALTON NRTFD NORTHFIELD NRTWD NORTHWOOD NORTO NORTON NORWA NORWALK NORWO NORWOOD OAKHB OAK HARBOR OAKWD OAKWOOD OBERL OBERLIN OBETZ OBETZ OCTA OCTA OHIOC OHIO CITY OLMFL OLMSTED FALLS ONTAR ONTARIO ORANG ORANGE ORANJ ORANGE CHAGRIN HIGHLANDS JEDD OREGO OREGON ORRVI ORRVILLE ORWEL ORWELL OSGOO OSGOOD OT05 OTHER 0.5 OT10 OTHER 1.0 OT125 OTHER 1.25 OT15 OTHER 1.5 OT175 OTHER 1.75 OT18 OTHER 1.8 OT20 OTHER 2.0 OT225 OTHER 2.25 OTTAW OTTAWA OTTHL OTTAWA HILLS OTTOV OTTOVILLE OWENS OWENSVILLE OXFOR OXFORD PAINE PAINESVILLE PAINJ PAINESVILLE CONCORD JEDD PANDO PANDORA

13 PARMA PARHT PATAS PATAJ PAULD PEMBE PENIN PEPPE PERRY PERRJ PERBG PERTJ PERVL PHILL PICKE PIKET PIONE PIQUA PLAIN PLESH PLESV PLYMO POMER PTCLI PTWAS PORTA PORTS POWEL POWHA PRAOJ PARTJ QUINC RAVEN READI REMIN REMTJ REYNO REYEZ RCHFD RCHHT RCHWD RIDGE RIOGR RIPLE RITTM RIVER ROCCK ROCFD ROCRV ROSSF PARMA PARMA HEIGHTS PATASKALA PATASKALA JEDD PAULDING PEMBERVILLE PENINSULA PEPPER PIKE PERRY PERRY JEDD PERRYSBURG PERRYSBURG/TOLEDO JEDZ PERRYSVILLE PHILLIPSBURG PICKERINGTON PIKETON PIONEER PIQUA PLAIN CITY PLEASANT HILL PLEASANTVILLE PLYMOUTH POMEROY PORT CLINTON PORT WASHINGTON PORTAGE PORTSMOUTH POWELL POWHATAN POINT PRAIRIE OBETZ JEDZ PRAIRIE-TOWNSHIP JEDD QUINCY RAVENNA READING REMINDERVILLE REMINDERVILLE TWINSBURG TOWNSHIP JEDD REYNOLDSBURG REYNOLDSBURG CITY E-ZONE RICHFIELD RICHMOND HEIGHTS RICHWOOD RIDGEWAY RIO GRANDE RIPLEY RITTMAN RIVERSIDE ROCK CREEK ROCKFORD ROCKY RIVER ROSSFORD

14 ROWSE RUSHJ RUSSE RUSSI SABIN SALEM SALIN SANDU SARDI SAYTJ SCIO SCITJ SEBRI SEVEN SEVIL SHAKE SHKRS SHARO SHAWN SHEFF SHELB SHERR SHERW SHREV SIDNE SLVLK SLVTN SMITH SOLON SAMHE SBLOO SEUCL SLEBA SRUSS SZANE SPENC SPBOR SPDAL SPFLD SPRBJ SPRTJ SPRAJ STEUB STONC STOW STRAS STRAT STREE STRON STRUT ROSWELL RUSH TOWNSHIP UHRICHSVILLE JEDD RUSSELLS POINT RUSSIA SABINA SALEM SALINEVILLE SANDUSKY SARDINIA SAYBROOK TOWNSHIP JEDD SCIO SCIOTO TOWNSHIP JEDD SEBRING SEVEN HILLS SEVILLE SHAKER HEIGHTS SHAKER SQUARE - REVENUE SHARING SHARONVILLE SHAWNEE HILLS SHEFFIELD SHELBY SHERRODSVILLE SHERWOOD SHREVE SIDNEY SILVER LAKE SILVERTON SMITHVILLE SOLON SOUTH AMHERST SOUTH BLOOMFIELD SOUTH EUCLID SOUTH LEBANON SOUTH RUSSELL SOUTH ZANESVILLE SPENCERVILLE SPRINGBORO SPRINGDALE SPRINGFIELD SPRINGFIELD BECKLEY MUNI AIRPARK JEDD SPRINGFIELD TOWNSHIP JEDZ SPRINGFIELD-AKRON JEDD STEUBENVILLE STONE CREEK STOW STRASBURG STRATTON STREETSBORO STRONGSVILLE STRUTHERS

15 STRYK SUGGR SUGCK SUNBU SWANT SYCAM SYTCJ SYTEJ SYTNJ SYTSJ SYLVA TALLM THURS TIFFI TIMBE TIPCT TIRO TOLED TONTO TORON TREMO TRENT TROTW TROY TUSCA TWINS UHRIC UNION UNCTY UNIHT UPARL UPSAN URBAN URBCR UTICA VALHI VALVW VANWE VANDA VERMI VERSA WADSW WAKEM WALBR WALTO WALTJ WARRE WARHT WARHJ WASHI STRYKER SUGAR GROVE SUGARCREEK SUNBURY SWANTON SYCAMORE SYCAMORE TOWNSHIP CENTRAL JEDZ SYCAMORE TOWNSHIP EAST JEDZ SYCAMORE TOWNSHIP NORTHWEST JEDZ SYCAMORE TOWNSHIP SOUTHWEST JEDZ SYLVANIA TALLMADGE THURSTON TIFFIN TIMBERLAKE TIPP CITY TIRO TOLEDO TONTOGANY TORONTO TREMONT CITY TRENTON TROTWOOD TROY TUSCARAWAS TWINSBURG UHRICHSVILLE UNION UNION CITY UNIVERSITY HEIGHTS UPPER ARLINGTON UPPER SANDUSKY URBANA URBANCREST UTICA VALLEY HI VALLEY VIEW VAN WERT VANDALIA VERMILION VERSAILLES WADSWORTH WAKEMAN WALBRIDGE WALTON HILLS WALTON HILLS-SAGAMORE HILLS TOWNSHIP JEDD WARREN WARRENSVILLE HEIGHTS WARRENSVILLE HEIGHTS JEDZ WASHINGTON COURTHOUSE

16 WATER WATERVILLE WAUSE WAUSEON WAVER WAVERLY CITY WAYNF WAYNESFIELD WAYNV WAYNESVILLE WELLI WELLINGTON WELST WELLSTON WELSV WELLSVILLE WALEX WEST ALEXANDRIA WCARR WEST CARROLLTON CITY WCHEJ WEST CHESTER JEDD 1 WELKT WEST ELKTON WJEFF WEST JEFFERSON WLAFA WEST LAFAYETTE WLIBE WEST LIBERTY WMANS WEST MANSFIELD WMILT WEST MILTON WSALE WEST SALEM WUNIO WEST UNION WUNIT WEST UNITY WSTVL WESTERVILLE WFDCN WESTFIELD CENTER WSTLK WESTLAKE WSTON WESTON WHHAL WHITEHALL WHHOU WHITEHOUSE WICKL WICKLIFFE WILLA WILLARD WILLM WILLIAMSBURG WILBY WILLOUGHBY WILBH WILLOUGHBY HILLS WILLO WILLOWICK WILSH WILLSHIRE WIL WILMINGTON WILMO WILMOT WINDH WINDHAM WINTE WINTERSVILLE WDLAW WOODLAWN WDMER WOODMERE WDSFD WOODSFIELD WDSTK WOODSTOCK WOOST WOOSTER WORTH WORTHINGTON WYOMI WYOMING XENIA XENIA YELLO YELLOW SPRINGS YOUNG YOUNGSTOWN YOUGJ YOUNGSTOWN GIRARD JEDZ ZANES ZANESVILLE

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