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USPS Calendar Year-End Close Manual
The W‑2 Process

Posting Report 83

Note: The fourth quarter 941 should be completed prior to producing W‑2s.

The information USPS uses to produce employee W‑2s is stored separately from NY production data. Report 83 lists the agency control data and employee tax and taxable information that will be used to produce W‑2 forms for your agency. This report also posts information, including changes or corrections you make, from the production files to the W‑2 file.

Use the report to confirm that W‑2 reportable information for your employees is accurate, and rerun the report to post any corrections you make to the W‑2 file.

You will receive report 83 on Dec. 18. Compare the information on this report to USPS reports 185 and 190 (Consolidated History Summary) and to information you reported on forms 941 for CY.

You should correct any errors you find. You may request report 83 as often as needed to ensure your agency’s data is accurate.

Verifying Information on Report 83

The sections of report 83 listed below contain agency-level data that is primarily used by the Comptroller’s office.

  • Report Control Data Audit
  • Group Calculation Data Audit Report
  • Box Entry Audit Report
  • Tax Unit Data Audit Report
  • State Data Audit Report
  • Local Data Audit Report

The sections of report 83 that follow contain samples of employee-level data. This information will be reported on W‑2 forms. These sections should be reviewed carefully.

Note: The information on these sample pages may not look like the information your agency receives. Fields that do not apply are blank. Fields which are valid but zero appear as 0.00.

W‑2 Audit Listing

This section provides the data found on each employee’s W‑2, including name, SSN, address, taxable wages, taxes withheld and tax-deferred deductions.

REPORT:    83                                UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                          PAGE:    21     
AGENCY:   xxx                                           AGENCY NAME – 20CY                                   RUN DATE: 12/12/20CY 
                                                 EMPLOYEE 00XXXXXXXXX POSTED RECORDS                         RUN TIME: 11:58:23  
                                                                                                                                 
                                                                                                                                 
                                                                                                                                 
------------------------------------------------------PERSONNEL INFORMATION------------------------------------------------------ 
DOE          JAMES            R    COMPANY   ORGANIZATION   SOCIAL SECURITY     ESTABLISHMENT          PLANT       EMPLOYMENT    
                                    NUMBER        CODE           NUMBER             NUMBER             NUMBER          STATUS    
1234 BAIN ST #2                                                                                                               
BOSTON            TX      99999     00xxx     00000000001      000-00-0000          C                  00001          01        
                                                                                                                                 
EMPLOYEE CONTROL NUMBER:       3499                                                                                              
--------------------------------------------------------------------------------------------------------------------------------- 
----------------------------------------------------------W2 AUDIT LISTING------------------------------------------------------- 
.............INDICATORS.......................TAX INFO FOR TAX UNIT 001 POST STATE 00 SORT STATE 44 LOCAL 0000 (0000)............ 
STATUTORY PENSION DEFERRED .                                                                                                     
EMPLOYEE   PLAN     COMP   .      FIT      TOTAL       OASDI     OASDI    UNCOL OASDI    SIT        SIT       LOCAL      LOCAL   
                           .    AMOUNT     WAGES      AMOUNT     WAGES       AMOUNT     AMOUNT    TAXABLE     AMOUNT    TAXABLE  
            X              .   4229.18   38920.70    2573.41   41506.67       0.00       0.00       0.00       0.00       0.00   
                           .                                                                                                     
                           .                                                                                                     
                           .  SP LOCAL  SP LOCAL       DI    CO PAID DI  OASDI TIPS  ALOC TIPS   FR BFTS   GROUP TERM   401(K)   
                           .   AMOUNT   TAXABLE      AMOUNT    AMOUNT      AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT    
                           .      0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00   
............................                                                                                                     
    403(B)     408(K)      457       501(C)    DEF COMP   NQ PLAN    NQ SECTION   NQ NOT    NY PUBLIC     EIC    DI TAXABLE      
    AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT       457        457      RETIRE       AMOUNT    AMOUNT        
       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00        
                                                                                                                                 
 3RD PARTY   3RD PARTY   DEP CARE      HI      HI WAGES   UNCOL HI   DEP LIFE   GOLD PAR  BS EXPENSE   CA SDI     CA VDI         
  NON TXBL   FIT TXBL     AMOUNT     AMOUNT    AND TIPS    AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT         
       0.00       0.00       0.00     601.85   41506.67       0.00       0.00       0.00       0.00       0.00       0.00        
                                                                                                                                 
    NJ DI      NJ SUI     OTHER-1    OTHER-2    OTHER-3    OTHER-4    OTHER-5    OTHER-6    OTHER-7    OTHER-8    UNCOL OASDI    
    AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AND HI AMOUNT  
       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00        
                                                                                                                                 
  MOVING EXP  3RD PARTY  3RD PARTY  3RD PARTY  3RD PARTY  3RD PARTY  3RD PARTY   UNCOL HI  UNCOL OASDI  UNCOL HI UNCOL OASDI     
    AMOUNT     FIT TAX   OASDI/HI   OASDI TAX OASDI TXBL   HI TAX     HI TXBL   GROUP TERM GROUP TERM  OTHER AMT  OTHER AMT      
       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00        
                                                                                                                                 
  MILITARY    EMPLOYER CONT   SAVINGS INCENTIVE   ADOPTION       STOCK      STATE AEIC   FEDERAL AEIC  EMPLOYER CONT             
  EXPENSE     MED SAVINGS         MATCH PLAN      BENEFITS       OPTIONS    AMOUNT       AMOUNT        HEALTH SAVINGS            
       0.00            0.00          0.00             0.00          0.00        0.00        0.00             0.00                
  COMBAT PAY     409(A) Y     409(A) Z                                                                                           
  AMOUNT         AMOUNT       AMOUNT                                                                                             
       0.00          0.00          0.00                                                                              

Note: Group Term Amount is Special Pay 10 – Imputed Income.

Taxable Adjustments

This section lists tax adjustments by employee.

REPORT:    83                            UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                        PAGE:    14     
AGENCY:   XXX                                        AGENCY NAME – 20CY                               RUN DATE: 12/12/20CY 
                                             EMPLOYEE 00XXXXXXXXX POSTED RECORDS                      RUN TIME: 11:58:23  
                                                                                                                          
                                                                                                                          
                                                                                                                          
---------------------------------------------------TAXABLE ADJUSTMENTS---------------------------------------------------- 
                                                   TAXABLE                                                                
BASE FEDERAL                                       11704.56                                                               
>>>>NO ADJUSTMENTS>>>>                                                                                                   
                                                 ------------                                                             
POSTED FEDERAL                                     11704.56                                                               
                                                                                                                          
BASE STATE                                             0.00                                                               
>>>>NO ADJUSTMENTS>>>>                                                                                                   
                                                 ------------                                                             
POSTED STATE                                           0.00                                                               
                                                                                                                          
BASE LOCAL                                             0.00                                                               
POSTED LOCAL                                           0.00                                                               
                                                                                                                          
BASE SP LOCAL                                          0.00                                                               
POSTED SP LOCAL                                        0.00                                                               
                                                                                                                          
BASE OASDI                                         12838.04                                                               
>>>>NO ADJUSTMENTS>>>>                                                                                                   
                                                 ------------                                                             
POSTED OASDI                                       12838.04                                                               
                                                                                                                          
BASE HI                                            12838.04                                                               
>>>>NO ADJUSTMENTS>>>>                                                                                                   
                                                 ------------                                                             
POSTED HI                                          12838.04                                                               

Errors Encountered

This section lists discrepancies found between the master files and the tax files during the creation of the W‑2 audit listing at the end of the report.

Employees whose data cannot be posted are identified; their records must be corrected and report 83 must be rerun prior to W‑2s being produced.

REPORT:    83                             UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                             PAGE:    21     
AGENCY:   xxx                                        AGENCY NAME – 20CY                                     RUN DATE: 12/12/20CY 
                                              EMPLOYEE 00XXXXXXXXX POSTED RECORDS                           RUN TIME: 11:58:23  
                                                                                                                                 
                                                                                                                                 
                                                                                                                                 
------------------------------------------------------PERSONNEL INFORMATION------------------------------------------------------ 
DOE          JAMES            R    COMPANY   ORGANIZATION   SOCIAL SECURITY     ESTABLISHMENT          PLANT       EMPLOYMENT    
                                    NUMBER        CODE           NUMBER             NUMBER             NUMBER          STATUS    
1234 BAIN ST #2                                                                                                               
BOSTON            TX      99999     00xxx     00000000001      000-00-0000          C                  00001          01        
                                                                                                                                 
EMPLOYEE CONTROL NUMBER:       3499                                                                                              
--------------------------------------------------------------------------------------------------------------------------------- 
----------------------------------------------------------W2 AUDIT LISTING------------------------------------------------------- 
.............INDICATORS.......................TAX INFO FOR TAX UNIT 001 POST STATE 00 SORT STATE 44 LOCAL 0000 (0000)............ 
STATUTORY PENSION DEFERRED .                                                                                                     
EMPLOYEE   PLAN     COMP   .      FIT      TOTAL       OASDI     OASDI    UNCOL OASDI    SIT        SIT       LOCAL      LOCAL   
                           .    AMOUNT     WAGES      AMOUNT     WAGES       AMOUNT     AMOUNT    TAXABLE     AMOUNT    TAXABLE  
            X              .   4229.18   38920.70    2573.41   41506.67       0.00       0.00       0.00       0.00       0.00   
                           .                                                                                                     
                           .                                                                                                     
                           .  SP LOCAL  SP LOCAL       DI    CO PAID DI  OASDI TIPS  ALOC TIPS   FR BFTS   GROUP TERM   401(K)   
                           .   AMOUNT   TAXABLE      AMOUNT    AMOUNT      AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT    
                           .      0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00   
............................                                                                                                     
    403(B)     408(K)      457       501(C)    DEF COMP   NQ PLAN    NQ SECTION   NQ NOT    NY PUBLIC     EIC    DI TAXABLE      
    AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT       457        457      RETIRE       AMOUNT    AMOUNT        
       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00        
                                                                                                                                 
 3RD PARTY   3RD PARTY   DEP CARE      HI      HI WAGES   UNCOL HI   DEP LIFE   GOLD PAR  BS EXPENSE   CA SDI     CA VDI         
  NON TXBL   FIT TXBL     AMOUNT     AMOUNT    AND TIPS    AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT         
       0.00       0.00       0.00     601.85   41506.67       0.00       0.00       0.00       0.00       0.00       0.00        
                                                                                                                                 
    NJ DI      NJ SUI     OTHER-1    OTHER-2    OTHER-3    OTHER-4    OTHER-5    OTHER-6    OTHER-7    OTHER-8    UNCOL OASDI    
    AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AMOUNT     AND HI AMOUNT  
       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00        
                                                                                                                                 
  MOVING EXP  3RD PARTY  3RD PARTY  3RD PARTY  3RD PARTY  3RD PARTY  3RD PARTY   UNCOL HI  UNCOL OASDI  UNCOL HI UNCOL OASDI     
    AMOUNT     FIT TAX   OASDI/HI   OASDI TAX OASDI TXBL   HI TAX     HI TXBL   GROUP TERM GROUP TERM  OTHER AMT  OTHER AMT      
       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00       0.00        
                                                                                                                                 
  MILITARY    EMPLOYER CONT   SAVINGS INCENTIVE   ADOPTION       STOCK      STATE AEIC   FEDERAL AEIC  EMPLOYER CONT             
  EXPENSE     MED SAVINGS         MATCH PLAN      BENEFITS       OPTIONS    AMOUNT       AMOUNT        HEALTH SAVINGS            
       0.00            0.00          0.00             0.00          0.00        0.00        0.00             0.00                
  COMBAT PAY     409(A) Y     409(A) Z                                                                                           
  AMOUNT         AMOUNT       AMOUNT                                                                                             
       0.00          0.00          0.00                                         

Note: Group Term Amount is Special Pay 10 – Imputed Income.

Also Note: A W‑2 will not be produced for any employee that has a negative value in any of the following accumulators:

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