ACCOUNTING CS
For payroll compliance (annually licensed)
The following is a list of tasks to follow and resources to use as you prepare 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
Review the form instructions for any applicable payroll tax forms
You can find links to applicable agency websites in the following locations.
- On the Agency Contact Information tab of the Payroll Form and Filing Information portlet on the Home dashboard
- In the State-specific payroll tax form information article
Determine your filing options
Are you filing on paper or electronically?
- To determine the available filing methods for payroll tax forms, refer to the Form Information tab of the Payroll Form and Filing Information portlet on the Home dashboard or the State-specific payroll tax form information article.
- Refer to the Payroll tax processing overview for detailed information on filing payroll tax forms.
Filing by paper: Order the forms necessary for processing
W-2s and 1099s
Determine the total number of W-2s and 1099s that you will need for your clients and then order the forms that you'll need. The following resources may assist you.
- W-2 or 1099 Ordering Worksheet - This article explains how to print this worksheet to calculate the minimum number of sheets needed when it's time to order W-2 and 1099 forms.
- Ordering forms W-2, 1099, and 1095-C - This article contains information about forms available from Forms CS that can be used for printing Forms W-2, W-3, 1094-C, 1095-C, 1096, and 1099.
- The Forms CS website (http://www.formscs.com/)
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
- You can electronically file your Form 940, 941, 943, 944, and 945 returns. For more information, refer to E-filing 94x forms - overview. You can also visit IRS Publication 4163.
For first time e-file registrants, it takes between 6 to 8 weeks to receive a PIN from the IRS.
- You can send a 1099 file to the IRS using the IRS electronic filing program, Filing Information Returns Electronically (FIRE). To access the FIRE program, go to https://FIRE.IRS.gov. For more information and to learn how to register, go to https://www.irs.gov/Tax-Professionals/e-File-Providers-&-Partners/Filing-Information-Returns-Electronically-(FIRE). In addition, refer to the Processing internet and magnetic files topic.
- You can create a W-2 file to upload to the SSA. For more information and how to register, point your internet browser to www.ssa.gov/employer. In addition, refer to the Processing electronic forms or the Processing internet and magnetic files topic.
- You may also want to visit the state and local websites or contact the state and/or locality for e-filing options and instructions. You can also refer to the E-filing state and local payroll tax forms article and the State-specific payroll tax information article to gather e-filing information for states and localities.
Review common Form W-2 and 1099 processing questions
Take advantage of training opportunities
- Sign up for a year-end seminar.
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.
You can determine the most current version of the application by viewing the latest release bulletin.
See also: Using the user bulletins to determine the latest program version
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, you will need to enter the new rate on the Payroll Taxes tab of the Setup > Clients screen.
Additional resources
The Payroll tax processing overview contains links to many more articles that may be helpful as you perform your year-end processing.
Internal Employees