Payroll tax form year-end processing tips

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Change to CS Support service hours

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)

The following is a list of tasks to follow when you are preparing for year-end payroll tax form processing.

View the relevant payroll tax form processing workflows

The workflows provide both an overview and a step-by-step walkthrough of each process.

Payroll tax reconciliation forms workflow

W-2 form processing workflow

1099 form processing workflow

Review the form instructions for any applicable payroll tax forms

You can find links to applicable agency websites on the Agency Contact Information tab of the Payroll Form and Filing Information portlet on the Home dashboard.

Determine your filing options

Are you filing on paper or electronically?

Filing by paper: Order the forms necessary for processing

W-2s and 1099s

Note: The IRS does not currently accept Form 1099 Copy A and 1096 on blank paper. You will need to use the pre-printed red scannable forms.

Filing electronically: Register to file electronically

Take advantage of training opportunities

Verify that your information is correct

Verifying client and employee W-2 information

Note: Before creating and sending verification files, you must first register with the SSA to be part of the Employee Verification Service. For more information about registering, please contact the SSA at (410) 965-7140 or visit their website at www.ssa.gov/employer/ssnv.htm. The SSA will provide you with a four-digit requester identification code if you register for diskette filing. If you registered electronically and will be filing electronically, you will use OEVS as your Requester Identification Code.

Verifying client and recipient 1099 information

Note: To verify the tax identification numbers (TIN) for your client's vendors you must first register with the Internal Revenue Service (IRS). For more information about registering, please visit their website at https://la.www4.irs.gov/e-services/Registration/index.htm.

Verify your version of Accounting CS

Verify that the most recent version of the application is installed and that all software updates have been applied. Form and tax table updates are released as we receive them.

Use AccuWage Online to verify your W-2 files

Prior to uploading your internet files to the SSA, you may find it useful to verify your W-2  files using the SSA AccuWage Online utility. You can access the utility for free via the Social Security Administration's website at https://www.ssa.gov/employer/accuwage/. AccuWage Online identifies the most common format errors in wage submissions. Using AccuWage Online is easy and it greatly reduces submission rejections.

Enter the current payroll tax rate changes prior to entering payroll information

If your client's SUI rate has changed, the new rate will need to be entered on the Payroll Taxes tab of the Setup > Clients screen.

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