Importing data for W2 Box 12a: Code DD

The District has the option to import data into the W2s for Box 12a Code DD.  The import can be processed on the Payroll >>  W2 >>  DD Tools  >> Import DD tab.  The file should be created in Excel and there are only two (2) columns that should be included in the file (Staff ID and Amount).  Once the excel file is created, it must be converted (save as) to a Tab Delimited file.  

For the pay period, select the payroll that the District wants to import the data.  Most Districts select the last core payroll in December.  Please review the scenarios below before making your selection for the checkbox.  

After processing in import for W2 Box 12a: Code DD, the System will create an Other Reported W2 payroll record to poste the import into SchoolFi.  The record can be reviewed on the Other Reported W2 tab or on the Payroll History tab for the staff member.

Instructions for possible 12a: Code DD imports:

Scenario #1:  District wants to import the YTD Box 12a: Code DD amounts for staff members and does NOT want any data from processed payrolls included in the W2 for Code DD

1. Create the import file (tab Delimited format) and choose it in the importer 
2. Navigate to the EFW2 File tab and check the setting highlighted below 
3. Navigate to the Import DD tab and import the file 
   • Select the payroll for the file to be included 
   • Check the Box on the screen 
4. Click on the Upload DD Records button

Scenario #2:  District wants to import the YTD Box 12a: Code DD amounts for staff members and wants to combine the import with data from processed payrolls.  

1. Create the import file (tab Delimited format) and choose it in the importer
2. Navigate to the Import DD tab and import the file 
   • Select the payroll for the file to be included 
   • Check the Box on the importer screen 
3. Click on the Upload DD Records button

Scenario #3:  District wants to import multiple files for Box 12a: Code DD and the imports will be combine with data from processed payrolls.  

1. Create the import file (tab Delimited format) and choose it in the importer
2. Navigate to the Import DD tab and import the file 
   • Select the payroll for the file to be included 
   • DO NOT Check the Box on the importer screen 
3. Click on the Upload DD Records button

Scenario #4:  District wants to import multiple files for Box 12a: Code DD and and does NOT want any data from processed payrolls included in the W2 for Code DD. 

1. Create the import file (tab Delimited format) and choose it in the importer 
2. Navigate to the EFW2 File tab and check the setting highlighted below 
3. Navigate to the Import DD tab and import the file 
   • Select the payroll for the file to be included 
   • DO NOT Check the Box on the importer screen 
4. Click on the Upload DD Records button