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E-filing the 940 or 941/944 Form as a Reporting Agent

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Prior to filing the 940 or 941/944 as a reporting agent, you must register with the IRS as a reporting agent by filing Form 8633. Upon successful registration, you'll receive an EFIN and a 5- or 10-digit Reporting Agent PIN. In addition, you must file a Form 8655 for each client for whom you'll be acting as a reporting agent. For more information, search on E-filing from the index of the help browser and then select the E-filing forms 940, 941, or 944 - overview topic. If you're currently a reporting agent, complete the following steps in the order listed.

Firm Setup

These steps typically need to be performed only once.

  1. In the Setup > Firm Information > Firm screen, enter the firm's EIN/SSN.
  2. After registering as a Reporting Agent by filing Form 8633, you'll receive an EFIN from the IRS. Once you've filed the Forms 8655 for your clients, you'll also receive a 5- or 10-digit Reporting Agent PIN from the IRS. Choose Actions > Process Electronic Forms and click the Transmission Information button. In the Federal section, enter the EFIN and the reporting agent PIN assigned to you by the IRS, and then confirm the PIN.

Client Setup

  1. In the Payroll Taxes tab, click the Additional Information  button in the Forms section next to Federal 94X. In the Electronic Filing section, enter your client's business name control and mark the Reporting agent checkbox. Because an incorrect name control would cause your e-file submission to be rejected, see case # K63446755 in our knowledgebase for help on determining the proper name control to use.

    Note: The 94X Additional Information dialog contains other important fields that enable you to specify a fractions-of-cents limit and the method for handling overpayments for this client.
     
  2. In the Signature Area section, select Reporting Agent in the Taxpayer section. Click OK to save the changes and return to the Payroll Taxes tab.
  3. In the Forms section, set the filing method for the 94X form(s) to Electronic or Electronic with Payment and click Enter to save your changes.

Processing

  1. Choose Actions > Process Payroll Tax Forms, mark the checkboxes for the 94X forms that you want to process, and click the Process Selected button.

    Note:
    The ELF Data Errors report displays any errors the program finds in your 940/941 e-filing data when you attempt to queue a file for transmission. These errors might include missing information, incomplete fields, or liability and net tax amounts that don't match.
     
  2. Choose Actions > Process Electronic Forms and mark the checkboxes for the form(s) to transmit. Next, click the Transmit Forms button. Once the 940 or 941/944 electronic filing information has been transmitted from Accounting CS, it cannot be stopped. To delete electronic filing information prior to transmission (if you discover an error, for example), mark the checkbox for the item and click the Remove Selected button.

Acknowledgements

  1. From the Process Electronic Forms window, select Manage Electronic Forms.
  2. The status of the return displays in the Status column.
  3. To print the acknowledgement, click the Ellipsis button and then the Print button.
  4. Returns are transmitted to the IRS periodically throughout the day, but generally you'll receive an acknowledgment within 24 hours.

Rejected E-Files

In the event that an acknowledgment shows that a return was rejected, you'll need to do the following:

  1. Correct or add the necessary information based on the rejection code and description. For a list of common rejection codes and how to fix them, see case # K93506555 in our knowledgebase.
  2. Select Actions > Process Payroll Tax Forms, mark the checkboxes for the appropriate 94X forms, and click the Process Selected button.
  3. Choose Actions > Process Electronic Forms and mark the checkboxes for the form(s) to transmit. Next, click the Transmit Forms button. Once the 940 or 941/944 electronic filing information has been transmitted from Accounting CS, it cannot be stopped. To delete electronic filing information prior to transmission (if you discover an error, for example), mark the checkbox for the item and click the Remove Selected button.
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