E-filing 940 or 941/944 as a reporting agent

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017.

For details, see CSA license expiration 2017 – frequently asked questions.

Some processes documented in the Help & How-To Center are no longer applicable, due to the discontinuation of these CSA modules.

Prior to filing 940 or 941/944 as a reporting agent, you must register with the IRS as a reporting agent, and file a Form 8655 for each client for whom you will be acting as a reporting agent. Please refer to the Overview of 940 and 941/944 electronic filing for more information. If you are currently a reporting agent, complete the following steps.

  1. With the Payroll Tax Processing window active, choose Setup > ELF Transmission > Client. Enter information in the Business group box of the ELF Client dialog. If you want any amount due to be automatically debited from the client's bank account, complete the fields in the Payment group box also. Click the OK button to save your changes.
  2. Choose Setup > ELF Transmission > Firm and complete all fields in this dialog. Click OK to save your changes.
  3. Choose File > Print and then mark the Queue for transmission checkbox at the bottom of the Print Tax Forms dialog. The necessary forms will be queued whether or not you mark the checkboxes in the payroll tax forms grid. Click OK.
  4. In the PIN information dialog, mark the Reporting agent checkbox and click OK to queue the forms for transmission.

    Note: The ELF Data Errors dialog displays any errors the application finds in your 940 or 941/944 electronic filing data when you attempt to queue a file for transmission. Examples of errors are missing information, incomplete fields, or unmatching liability and net tax amounts.

    Once the 940 or 941/944 electronic filing information has been transmitted to CSA, it cannot be stopped. To delete the electronic filing information prior to transmission (if you discover an error, for example), choose File > ELF Utilities > Queue Maintenance and use the Queue Maintenance dialog to select data for deletion.

  5. Click the Done button to close the Payroll Tax Processing window.
  6. From the main CSA window, click the CS Connect button to open the CS Connect (CSA) dialog.
  7. In the CS Connect (CSA) dialog, mark the Transmit returns and the Retrieve acknowledgements checkboxes.

    Note: Click the Electronic Filing tab to specify which returns you want to send.

  8. Click the Call Now button. The Connect Status dialog displays the progress of the ELF file transmission.
  9. To view the acknowledgement files, choose File > ELF Utilities > ELF Maintenance when the Payroll Tax Processing window is active. The acknowledgement files are marked with an (A) for Accepted or an (R) for Rejected.

Thomson Reuters requires firms that are submitting electronic files to have a valid credit card on file (unless they have purchased an unlimited license). To add or update your credit card information, visit CS.ThomsonReuters.com/MyAccount/ManagePayments. If you are a Software as a Service (SaaS) firm, contact CS Customer Service at 800.968.0600 for further assistance.

See also

Overview of 940 and 941/944 electronic filing

E-filing 940 or 941/944 using individual client PINs

Queue Maintenance dialog

Working with CS Connect

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