E-file and Year End

1. E-file and Year End

2. E-file and Year End • E-File • Mag Media / E-File • Service Bureau & Company Level Setup • Quarterly Process • Mag Media Process • E-File Process

3. E-file and Year End • Overview • Research the tax authority requirements • Verify tax returns supported via E-File in PayChoice • Maintain Service Bureau Data • Create returns using appropriate method

4. E-file and Year End • PayChoice Knowledge Base • 941 E-File Instructions – Article ID 770 • UC Mag Media – Article ID 126 • E-File Returns – Article ID 746

5. E-file and Year End • Available E-File Returns • S-Payroll Admin Menu • Processor Name and Address Screen • F5 - QMag

6. E-file and Year End SUBHEADER TEXT Body Text

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8. E-file and Year End • Service Bureau Setup E-File • Stay current with Tax Tables • Maintain Agent ID, PIN numbers and other information required by tax authority

9. E-file and Year End • Service Bureau Setup E-File • Update all processor/branch IDs • Data must be present prior to processing quarterlies • If not, E-File returns will not be available on the tagging table

10. E-file and Year End • Service Bureau Setup E-File • Select Service Bureau Maintenance Menu • Select the Processor Name & Address Screen • Select the appropriate Processor/Branch ID • Use F5-Qmag Key • Press enter on desired return

11. E-file and Year End • 941Q – 941 Return • Filer Type – D for Direct Agent • Authorized Agent Name, Title & Signature • EFIN, ETIN and PIN # • 3rd Party PIN and Signature PIN not used • Contact Email

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13. E-file and Year End • Other State Returns • Filer Type – D for Direct Agent • Agent Name & Title • Efile PIN # • Contact email

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15. E-file and Year End • Company Level Setup • Turn on UC Mag Media 2nd Screen of Company Options • Turn on Mag Media on Company Tax ID Screen • Must be on prior to last scheduled payroll of the quarter.

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18. E-file and Year End • Quarterly Process • The 941 E-File, Quarterly E-File and UC Mag Media program requires all companies to run thru the normal quarterly process. • Use the print or no-print method

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20. E-file and Year End • UC Mag Media • From the Quarterly Processing Menu Select • 5 – Quarterly UC Mag Media • 2 – Create Qtrly Mag Media Diskettes

21. E-file and Year End • UC Mag Media • Some states, even using the older mag media program, you’re able to select file/Efile instead of diskettes. • If available, this does not require the newer “create qtr E-File” or “e-merge utility” discussed later.

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24. E-file and Year End • UC Mag Media • Create the file via group mag media (9999) or enter a company code

25. E-file and Year End • UC Mag Media • Select Diskette or E-File

26. E-file and Year End • E-File Process • After quarterlies are processed, generate the initial E-File return • From the Quarterly UC Mag Media Menu select: • X – Create Quarterly E-File Returns

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28. E-file and Year End • E-File Process • Enter the year & qtr # and tax return code

29. E-file and Year End • E-File Process • Tag companies and press F9 to run

30. E-file and Year End • E-File Process • Three questions will display. You must answer Yes to the last.

31. E-file and Year End • E-File Process • Once completed, a screen will display the path and file name • Press enter to clear and print transmittal

32. E-file and Year End • E-File Process • After initial E-File creation, the E-File Merge Utility must be completed. • From the Quarterly UC Mag Media Menu select M – E-File Merge Utility

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34. E-file and Year End • E-File Process • Enter year/quarter number and press enter on tax return code

35. E-file and Year End • E-File Process • Tag files to merge and F9 to run

36. E-file and Year End • E-File Process • Once complete a summary screen will display

37. E-file and Year End • E-File Process • Press F2 to print the summary screen or any key to close the program. • A final transmittal will print indicating the contents of the final E-File • The file and report is generated in Tax ID order

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39. E-file and Year End • Year-End Overview • Year End Preparation in PayChoice • Attend an Online Class - Preparing for a Successful Year End • Review Chapter 1, Preparing for Year End in the Year End / Quarter End Manual

40. E-file and Year End • Year-End Variance Reports • The Variance Report is the BEST tool to diagnose “out of balance” situations • Automatically prints with an installation payroll or with the quarterlies

41. E-file and Year End • Year-End Variance Reports • The report can be printed any time during the quarter thru Work with A Company

42. E-file and Year End • Year-End Variance Reports • Global Report – Qtrly Variance/941 Reports

43. E-file and Year End • Year-End Variance Reports

44. E-file and Year End • Year-End Variance Reports • Tag the companies and F9 to run

45. E-file and Year End • Year End Dates

46. E-file and Year End • Year End Dates

47. E-file and Year End • Year-End Forms • The SSA accepts black and white forms for W-2s and W-3s. • PayChoice has been programmed for the approved SSA Forms • Red forms are still required for 1099s and 1096s • 1099M’s due to recipients February 15th

48. E-file and Year End • Year-End Forms • Print Management Partners (PMP) is a PayChoice Alliance Partner • Contact PMP at 1-800-545-0792

49. E-file and Year End • Year-End W-2/1099 Counts • S- Payroll Administration Menu • C- Global Client Statistics • Report and/or file is created in\paychoic\impexp\ • File Name: w2count.csv

50. E-file and Year End • Year-End Scheduling Calendars • Create the new year’s Scheduling Calendars • NOTE: PayChoice will not allow new calendars globally until October