Processing tips for state-specific payroll tax forms

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Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

For payroll compliance (annually licensed)

This topic provides some general and state-specific tips and resources that you might find useful as you are processing your clients' state and local payroll tax forms.

General state payroll tax form processing tips

The Payroll Form and Filing Information portlet on the Home or Firm dashboard is a valuable resource for information as you process payroll tax forms. This portlet provides the following information: form approval status, form availability, available filing methods, form due dates, form filing addresses, tax payment information (for all tax types), agency contact information, new hire reporting information, payroll resources, and tax calendar (to view and print tax deposit due dates and form due dates for all federal, state, and certain local tax agents). Click the applicable jurisdiction on the map to display the federal, state, and local tax form information within the tabbed pages in the lower section of the portlet. For information on working with the portlet, view the Dashboard portlet: Payroll Form and Filing Information topic.

Here are some additional tips to keep in mind as you are processing payroll tax forms.

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State-specific payroll tax form processing tips

The following table provides some payroll tax form processing tips and helpful information specific to certain states. Click the state name link within the table to expand the information for that particular state.

An asterisk * next to a state in the table signifies that we currently have no processing tips for that state.

* Alabama * Alaska * Arizona
* Arkansas California
  • You can process form DE 542 by creating an internet file in the Process New Hire California Independent Contractors screen. (Choose Actions > Process New Hires > California Independent Contractors.)
  • You can enter wage plan codes in the Payroll Taxes tab of the Setup > Employees screen (in the Other Settings section). The default is S.
* Colorado
* Connecticut * Delaware District of Columbia

Beginning in 2017:

Form FR-900Q is available as a Reconciliation type form for clients with Monthly or Quarterly state deposit schedules.

Form FR-900P is available as a Payment type form for all deposit frequencies.

Florida

Form UCT-6. You can transmit Form UCT-6 electronically using either the agent method or individual employer method. To file as an agent with the state of Florida, your firm must meet certain criteria. For more information about filing by either method, see Enrolling clients for Florida electronic filing.

* Georgia * Hawaii
* Idaho Illinois
  • Publication 131 states that a business can be designated as an annual return filer and a monthly depositor. To change the filing frequency of the IL-941 form from Quarterly (the default) to Annually, mark the Monthly depositor filing IL-941 Annually checkbox in the Payroll tax forms additional information dialog.
  • Public Act 097-0689, the Medicaid Reform SMART act, requires monthly wage reports from employers who are required to submit their contribution and wage reports electronically and employers with 25 or more employees. (The monthly reporting requirements are being phased in between January, 2013, and July, 2014.) These employers must submit quarterly contribution and wage reports as well as eight additional monthly wage reports (one for each of the first two months of each quarter).

    Mark the Enable IL Monthly SUTA Filing checkbox in the Payroll tax forms additional information dialog to makes available a monthly SUTA worksheet that you can print from the Actions > Process Payroll Tax Forms screen or the Actions > Edit Payroll Tax Forms screen. You can use the worksheet to reconcile and create the internet file to comply with the monthly filing requirements. This internet file can then be uploaded via the State of Illinois TaxNet website.
Indiana
  • The application does not automatically assign a tax agent for county taxes. To pay county taxes along with your Indiana state taxes, select Indiana Department of Revenue in the Agent column for Indiana in the Taxes section of the Setup > Clients > Payroll Taxes tab.
  • Form UC-5A supports multi-unit reporting. For more information see Adding reporting units for work locations.
Iowa

Iowa Form 65-5300 supports multi-unit reporting. For more information, see Adding reporting units for work locations.

Kansas

To edit or process the Form KW-3E in the Actions > Edit Payroll Tax Forms screen or the Actions > Process Payroll Tax Forms screen, you will need to make sure that the payment method for the Kansas tax agent in the Setup > Vendors screen is set to Direct Deposit.

Kentucky

To edit or process Forms K-1E and K-3E in the Actions > Edit Payroll Tax Forms screen or the Actions > Process Payroll Tax Forms screen, you will need to make sure that the payment method for the Kentucky tax agent in the Setup > Vendors screen is set to Direct Deposit.

Louisiana

All forms. When entering the Louisiana withholding ID in the Setup > Clients screen, enter only the first ten digits and do not separate them with hyphens or spaces.

Form LWC ES-61. To process Form LWC ES-61 via magnetic file, no employees should be included on Form LWC ES-4BC. To remove employees from this form, mark the Do Not Display Employees on Form LWC ES-4BC checkbox in the LA Additional Information dialog. (Click the Additional Information button next to Louisiana in the Forms section of the Setup > Clients > Payroll Taxes tab.)

Nominal hourly rate of pay. The application uses the highest rate among active hourly pay items or the calculated hourly rate among active salary pay items (annual rate divided by 2,080 hours). If an employee has no active hourly or salary pay items or has no rate entered, the nominal hourly rate of pay is calculated using the employee's wages for the quarter being processed. Alternatively, you can manually enter a rate in the Employee Data tab of the Actions > Edit Payroll Tax Forms screen.

Standard Occupational Classification (SOC) code. The application uses the job title entered in the Personal tab of the Setup > Employees screen. If a job title has not been entered for an employee, the application uses the job title entered in the LA Additional Information dialog, accessed from the Payroll Taxes tab of the Setup > Clients screen.
Click here for a full list of SOC codes.

* Maine * Maryland
* Massachusetts Michigan

Form UIA-1028. To process Form UIA-1028 as a reimbursable employer, you must first mark the Reimbursable Employer checkbox in the Unemployment Rate dialog. Click the Ellipsis button next to the UI base rate field in the Payroll Taxes tab of the Setup > Clients screen.

Form 5081. To prepare Form 5081, choose Actions > Edit Payroll Tax Forms. Select the Form type W-2 and the Form Transmittal and click the Refresh button. Enter the amounts directly into the form fields.

Minnesota

The MN DEED-1D Worksheet internet file supports multi-unit reporting. For more information see Adding reporting units for work locations.

* Mississippi Missouri

A liability adjustment is automatically created for the Compensation Deduction whenever payroll checks are printed. To turn off this calculation, mark the Do Not Calculate Compensation Deduction checkbox in the Adjustment Options section of the Setup > Firm Information > Tax Agents screen (for new clients) or the Agent tab of the Setup > Vendors screen (for existing clients).

Montana

To process Form UI-5G, you need to do either of the following:

  • Mark the Reimbursable Employer checkbox in the Unemployment Rate dialog (click the Ellipsis button next to the UI base rate field in the State section of the Setup > Clients >Payroll Taxes tab.)
  • Mark the Government employer checkbox in the MT Additional Information dialog (click the Additional Information button for Montana in the Forms section of the Setup > Clients >Payroll Taxes tab.)
* Nebraska * Nevada * New Hampshire
* New Jersey * New Mexico New York
  • A tax agent is not assigned automatically for clients that pay New York City and/or Yonkers taxes. To pay those taxes with the New York state taxes and ensure that the $700.00 deposit threshold is calculated properly, select the NYS Income Tax agent next to the New York City and/or Yonkers taxes in the Taxes grid of the Setup > Clients > Payroll Taxes tab.
  • You can use the Local dialog to modify the tax rate for the Metropolitan Commuter Transportation Mobility Tax (MCTMT).
* North Carolina * North Dakota Ohio
For Ohio locations, the Municipality field in the Addresses section of the Main tab of the Clients screen and in the Locations dialog is replaced with a JEDD/JEDZ field. Make a selection from the drop-down list to indicate that the work location is subject to a Joint Economic Development District (JEDD) or Joint Economic Development Zone (JEDZ) tax instead of the tax that would otherwise be associated with the address entered in this section.
Oklahoma
The application can create the OK WTH10001 withholding internet file as either a payment (PP) file or a return (PR) file. To create a PP file, select Internet as the payment method on the vendor. To create a PR file, select Internet as the filing method for the form in the Payroll Taxes tab of the Setup > Clients screen.
* Oregon * Pennsylvania
Rhode Island
To use the alternate SUTA wage limit for 2012 (required for the one-quarter of employers that represent the greatest number of users of unemployment insurance benefits), mark the Alternate SUTA wage limit checkbox in the Unemployment Rate dialog for Rhode Island.
* South Carolina * South Dakota
* Tennessee Texas

For proper calculation of the employee county codes field in Form C-3, always select the employee's county when adding or updating their address.

* Utah
Vermont

The Vermont Healthcare Contribution on Form C-101 is calculated based on:
a) whether or not the client offers a health care plan for employees and contributes to its cost and
b) whether or not an employee is included in the calculation of the contribution.

  • For clients that offer health care plans to employees, mark the Offers health care plan checkbox (in the Miscellaneous section of the Setup > Clients > Payroll Information tab).
  • For clients that also contribute toward the premium of the health care plan, mark the Contributes toward premium checkbox as well
  • If the client offers a health care plan and contributes toward the premium and the Seasonal employer checkbox is marked for the client on the Payroll Taxes tab of the Setup > Clients screen, the client is exempt from the health care contribution calculation on the form.
  • If the client offers a health care plan and contributes toward the premium and the Seasonal checkbox is marked for an employee on the Personal tab of the Setup > Employees screen, the employee is not included in the calculation of the Health Care Contribution on Form C-101.
  • If an employee is not insured under any health plan, mark the Uninsured for health care checkbox in the Reporting Types section of the Setup > Employees > Personal tab.
Virginia

To make Form VA-5 available for processing, select Internet as the payment method for the Virginia Department of Taxation vendor. After you process liabilities, Form VA-5 will be available in the Actions > Process Internet/Magnetic Files screen.

Internal note: ACS can't print a paper copy of Form VA-5 due to e-file mandates. There is a waiver option that users can receive to file a paper version of the form, but the state has not approved the paper forms with the waiver only option for inclusion in ACS.

* Washington
* West Virginia * Wisconsin Wyoming

The application reports wages on Form WYO056 if payroll checks have been entered in the quarter for employees with active workers’ compensation codes. Otherwise, the application reports wages on Form WYO058.

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