PATH: Human Resources > Reports > OTRS Reporting > Annual Calendar Tax
The OTRS Annual Calendar Tax Report extracts the total earnings received for each individual employee, both OTRS members and non-members, for the previous calendar year. It is due April 1st of each year.
Annual Calendar Tax Report Options
Report Logic
- This report extracts the the total earnings received for each individual employee, OTRS members and non-members, for the previous calendar year.
- One record reports for each person.
- If the Gross Amount is blank or null, a record does NOT report for that staff member.
- If the W2 status is X, a record does NOT report as this status reflects a cancelled W2.
Report Editor Options
| Field | Description |
|---|---|
| Calendar Year | Select the calendar year tax data to report. |
| Output Format |
|
Report Example
OTRS Annual Calendar Tax Report Layout
| Element | Description | Type, Format, and Length | Campus Location |
|---|---|---|---|
Header Record |
|||
County Code |
The first 2 digits of the State District Number. | Numeric, 2 digits | System Administration > Resources > District Information > State District Number |
| District Code | The letter I (for independent school) plus the last 3 digits of the State District Number. | Alphanumeric, 4 characters | System Administration > Resources > District Information > State District Number |
| Reporting Year | The calendar year for which data is reporting. The year is selected on the extract editor. | N/A | Human Resources > Reports > OTRS Annual Calendar Tax Report > Year |
| Reporting Period Type | This element always report "C". | Alphanumeric, 1 character | N/A |
Employee Info |
|||
| Tax Number | The employee's tax number. | Numeric, 9 digits | Human Resources > Personnel > Personnel Master > HR General Information > Social Security Number |
| Tax Number Type | Identifies whether the Tax Number is a Social Security Number (S) or Federal Individual Taxpayer Identification Number (F). F reports If the value in Social Security Number field begins with 9 and the fourth and fifth digits are in the following ranges: 70-88, 90-92, 94-99. |
Alphanumeric, 1 character | Human Resources > Personnel > Personnel Master > HR General Information > Social Security Number |
| Tax Form Type | This element always reports W. | Alphanumeric, 1 character | N/A |
| First Name | The employee's first name. | Alphanumeric, 100 characters | Human Resources > Personnel > Personnel Master > HR General Information > First Name |
| Middle Name | The employee's middle name. | Alphanumeric, 100 characters | Human Resources > Personnel > Personnel Master > HR General Information > Middle Name |
| Last Name | The employee's last name. | Alphanumeric, 100 characters | Human Resources > Personnel > Personnel Master > HR General Information > Last Name |
| Suffix | The generational assignment the employee uses as part of their name; e.g., Jr, III. | Alphanumeric, 10 characters | Human Resources > Personnel > Personnel Master > HR General Information > Suffix |
| Gross Amount | Gross amount paid to the individual within the reporting period. The highest value found in Boxes 1, 3 and 5 on the employee's W2 for the year for which this report is being generated. If multiple W2 records exist, values from the latest record generated reports. For example, if a W2 is amended, values from the replacement record report. |
Numeric, 12 digits NNNNNNNNNN.NN |
N/A |
