Using Excel to Submit W2 s Electronically

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 15100.50 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

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

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 45429 9100 CTW 98xxxxxxx DOE JOHN M 123 MAIN ST KETTERING OH 45429 10000.50 KETTE 225.01 15000.50 15000.50 15000.50 5000.00 Example #2 - Reporting multiple workplace locations (one employee earned wages as listed below) $20,000.00 in Kettering $15,000.00 in Miamisburg $10,000.00 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 45429 9100 CTW 98xxxxxxx DOE JOHN M 123 MAIN ST KETTERING OH 45429 20000.00 KETTE 450.00 45000.00 45000.00 20000.00 CTW 98xxxxxxx DOE JOHN M 123 MAIN ST KETTERING OH 45429 15000.00 MIAMI 337.50 15000.00 CTW 98xxxxxxx DOE JOHN M 123 MAIN ST KETTERING OH 45429 10000.00 MIDTN 175.00 10000.00 Example #3 - Reporting workplace and residence (courtesy) tax withheld (one employee with wages/withholding as listed below) $20,000.00 earned in Middletown $350.00 Middletown tax withheld $100.00 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 45429 9100 CTW 98xxxxxxx DOE JOHN M 123 MAIN ST KETTERING OH 45429 20000.00 MIDTN 350.00 20000.00 20000.00 20000.00 CTW 98xxxxxxx DOE JOHN M 123 MAIN ST KETTERING OH 45429 0.00 KETTE 100.00

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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

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