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Electronic Filing Overview and 941/940 Returns at the 11th Annual 2004 PayChoice Users Conference

Learn about electronic filing, 941/940 returns, state EFT, child support payments, and new hire reporting at the 11th Annual 2004 PayChoice Users Conference. Discover how Payroll Associates is partnering with Lewis Software Associates for e-file options.

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Electronic Filing Overview and 941/940 Returns at the 11th Annual 2004 PayChoice Users Conference

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  1. 11th Annual 2004 PayChoice Users Conference • ELECTRONIC FILING • Karen Erne

  2. ELECTRONIC FILING • OVERVIEW • 941 / 940 Returns • State EFT • Child Support • New Hire Reporting • SSA Verification

  3. ELECTRONIC FILING • 941 / 940 RETURN • The IRS has partnered with several business partners for e-file options. • Payroll Associates is in the process of creating a relationship with Lewis Software Associates.

  4. ELECTRONIC FILING • Lewis Software Associates • Software 941Express • Allows for E-Filing for 941 / 940 returns

  5. ELECTRONIC FILING • Lewis Software Associates • WWW.IRS.GOV • WWW.LSWONLINE.COM • WWW.941EXPRESS.COM

  6. ELECTRONIC FILING • E-File Participant • Identify your profile defined by the IRS, there are 4 types: • Reporting Agent (Service Bureaus) • ERO – Electronic Returns Originator • Online Filer • Software Developer

  7. ELECTRONIC FILING • Service Bureau Profile • Reporting Agent – files returns for payroll related clients and responsible for signing each return. • ERO – Create electronic tax returns for the client. An ERO does not sign the returns.

  8. ELECTRONIC FILING • Service Bureau Profile • 941Express supports filing business returns in a direct and indirect mode. • There are specific fees and license agreements with both.

  9. ELECTRONIC FILING • Service Bureau Profile • Direct Filers perform all transmissions to the IRS using 941Express without involvement from Lewis Software Assoc • Indirect Filers use the 941Express software to prepare the returns and Lewis Software Assoc. transmits to the IRS.

  10. ELECTRONIC FILING • Registration for Business E-File • All Reporting Agents must complete IRS Form 8655 Reporting Agent Authorization for Electronic Filers • All Reporting Agents must complete a new or revised Form 8633 Application to Participate in the IRS e-file Program

  11. ELECTRONIC FILING • Registration for Business E-File • IRS: Allow 30-45 days for the Reporting Agent registration process. • 941Express: You must purchase a registration for the 941Express software in order to operate using the Reporting Agent Option.

  12. ELECTRONIC FILING • PayChoice Export to 941Express • PayChoice will provide a tagging table that shows all EFTPS clients that have processed quarterlies. • PayChoice will display the e-file client, PIN and indicate the 941 returns are in balance or out-of-balance.

  13. ELECTRONIC FILING • PayChoice Export Files • This information will be exported in the required 941Express Excel Template. • This template will be imported into the 941Express software.

  14. ELECTRONIC FILING • State EFT

  15. ELECTRONIC FILING • State EFT • PayChoice can create files to allow State Withholding Tax Payments Electronically. • Payment methods can be Credit Method via ACH or Debit Method.

  16. ELECTRONIC FILING • State EFT • ACH Credit entry is a transaction where the taxpayer instructs it’s financial institution to originate a tax payment through the ACH system to the State’s account.

  17. ELECTRONIC FILING • State EFT • A Debit entry is a transaction in which the taxpayer instructions the State’s financial institution to withdraw funds from a specific account.

  18. ELECTRONIC FILING • State EFT • ACH Credit Method the Service Bureau MUST impound the client’s taxes. • Debit Method can be from the Service Bureau or the client’s account.

  19. ELECTRONIC FILING • State EFT • PayChoice - Print Article #653, State EFT Documentation from website. • PA and MA Dept of Revenue – Debit Method • DirecTax and GovOne Solutions – Debit Method

  20. ELECTRONIC FILING

  21. ELECTRONIC FILING • State UC Mag Media • PayChoice has the ability to create the UC return information via Mag Media. • This has been available for a few years

  22. ELECTRONIC FILING • State UC Mag Media • Currently only UC wage information can be sent via Mag Media – Diskette. • There are a few states where we create Electronic Files.

  23. ELECTRONIC FILING • State UC Mag Media • MN Quarterly 941 is available and created under the Quarterly Processing Menu under Reprint QTR Reports. • MA Weekly and Quarterly filers also have this option available under the Reprint QTR Reports areas.

  24. ELECTRONIC FILING • State UC Mag Media • PA ETIDES UC tax and wage files can be created under the regular State UC program.

  25. ELECTRONIC FILING • State UC Mag Media • Only CA UC payments can be sent via the State EFT program. • Future – UC payments for all states via the State EFT program.

  26. ELECTRONIC FILING • Child Support

  27. ELECTRONIC FILING • Child Support • Payroll Associates has formed an alliance with ExpertPay to accommodate electronic delivery of child support payments • WWW.EXPERTPAY.COM

  28. ELECTRONIC FILING • Child Support • Like EFT/ACH payments, child support payments have many formats and procedures for each state. • ExpertPay has built all necessary formats.

  29. ELECTRONIC FILING • Child Support • Child Support payments can be done for all states except SC and CA, with the exception of Los Angeles County.

  30. ELECTRONIC FILING • Child Support • The “FEE” is .85 cents per payment in most states. • The following States are free: NY, IL, OH, PA, TX, and LA county (CA) • Billing is done weekly.

  31. ELECTRONIC FILING • Child Support • PayChoice will use the Personnel Data Fields to create the necessary fields for the child support payments and data. • Setup 1 new child support deduction for all employees to pay electronically. Not 1 deduction per agency.

  32. ELECTRONIC FILING • Child Support • Each employer’s Federal ID number must be registered for Child Support Payment with ExpertPay. • Each employer must complete a Payment Profile.

  33. ELECTRONIC FILING • Child Support • PayChoice will be able to generate a single file, per company, for all employee data for all states. • This will become an End Of Day function.

  34. ELECTRONIC FILING • New Hire Reporting

  35. ELECTRONIC FILING • New Hire Reporting • PayChoice now has the capability to generate a New Hire Reporting file that can be sent electronically. • This will become an End of Day function.

  36. ELECTRONIC FILING • New Hire Reporting • Once the file is created in PayChoice a Windows based conversion program will be used to create the New Hire Files. • This program is much like the State EFT/Ach Program.

  37. ELECTRONIC FILING • Social Security Admin • SSN Verification

  38. ELECTRONIC FILING • SSA – SSN Verification • PayChoice now has the capability to generate a SSN Verification Export that can be uploaded to the Social Security Administration’s website.

  39. ELECTRONIC FILING • SSA – SSN Verification • This export will be run from Global Reports from the Payroll Administrators Menu.

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