RBA Professional Data Systems, Inc. Employer ereporting Program

Transcription

1 RBA Professional Data Systems, Inc. Employer ereporting Program Release (2.3) Dated December 21, rd Party Provider Manual

2 R B A P R O F E S S I O N A L D A T A S Y S T E M S Software Documentation RBA Professional Data Systems 240 Elmwood Street State College, Pa

3 Table of Contents Logon Screen... 1 Registration Screen... 3 Forgot Username / Forgot Password... 9 Employers Electronic Submission Submission Status Make a Payment Year-End Confirmation ereporting Application Table of Contents

4 Logon Screen The initial screen you see when entering the ereporting site is shown below. Choose whether you are an Existing User or a New User. Choose New User if you do not have a username and password. Pick your filing type, 3 rd Party Provider. ereporting Application Registration Screen Page 1

5 Type in the Code that is displayed. Click on the link to the right of the code if you can t read the code a new code will be displayed. Click to check the box to agree to the Terms and Conditions. You can click on the Terms and Conditions link to read them. This screen, like most in the ereporting program, has Question Mark icons displayed by fields where you enter information. Clicking on this icon will display help information about that field. Click on the Submit button to continue. ereporting Application Registration Screen Page 2

6 Registration Screen ereporting 3 rd Party Provider Manual As a new user, the first screen you need to complete is the Registration Screen. This is where you enter your basic filing information. All fields where an asterisk (*) is displayed are required. Remember that you can click the help icon anytime you need more information about a field. Enter the Organization Name and Contact information. ereporting Application Registration Screen Page 3

7 There are three types of 3 rd Party Providers: Type 1. Type 2. Type 3. Employers must create their own account (register) and assign their account to a 3 rd Party Provider. Employers do not create their own account. Instead, each company is setup as a WorkSite / Company in the 3 rd Party Provider Account. Employers do not create their own account, and WorkSites/Companies are not created. This type of account is restricted to major payroll firms such as ADP and Paychex. Which type of account you can set up is determined by the Tax Office. If the prompt below is grayed out, you must create a Type 1 account. If you do have access to this prompt, and you choose to not have Employers register, another prompt will be presented asking if you will maintain WorkSites / Companies. If you choose to maintain WorkSites / Companies, you are creating a Type 2 account. Otherwise, you will be creating a Type 3 account. This manual will primarily concentrate on Type 1 accounts. A Type 2 account functions similar to an Employer account. The Employer Manual will provide the information necessary to process returns for this type of account. For those 3 rd Party Providers who have a choice between creating a Type 1 or a Type 2 account, the following table describes the differences between the two types. ereporting Application Registration Screen Page 4

8 Differences between Type 1 and Type 2 accounts. Type 1 Employers Register Type 2 WorkSites as Companies Payments can only be made through the 3 rd Party Provider registration. Payments can be made by the 3 rd Party Provider, or Employers can sign on and pay their own taxes after reviewing the data the 3 rd Party Provider has entered. Each employer can have their own payment information, ACH Routing and Account number, saved on their account. The Employers payroll data is on the Employers account, and it remains on the Employers account even if the relationship with the 3 rd Party ends. Each Employer will have their own EIT and LST Submission period, Monthly or Quarterly. Only one set of payment information such as an ACH Routing and Account number can be saved. If employers are using different accounts, the information has to be entered each time a payment is made. The Employers payroll data is only on the 3 rd Party account, and remains with the 3 rd Party Account even if the relationship with the 3 rd Party ends. All Employers will share one EIT and LST Submission period, which will need to be adjusted as you work on submissions for Employers with different reporting requirements. The Default Information section records your default information for use in the ereporting Application. The Type of Tax, Filing Format and Template Sequence information are used to default selections when you are creating your submissions. Both the EIT and LST Submission Periods will default to Quarterly, unless you are filing a combined return. In that case, the EIT Submission Period will default to Monthly. Both periods can be changed by the TCD. ereporting Application Registration Screen Page 5

9 Next, enter the Physical and General information. All fields with an asterisk (*) are required. Complete the fields on the screen, and then click Continue If you wish to make a change to the information you have entered click the Edit button, make the change to the data entered, then click the Continue button. Once the information is correct, click the Continue button. ereporting Application Registration Screen Page 6

10 Once you click Continue on the registration page, you will need to enter the User Name and Address to be used with your user account. Click Submit after entering the required information. An will be sent to the account you specified in setting up your account confirming that the Tax Office has received your application. An example is below. Once your account is approved, you will receive a second . An example is below. Click on the link or copy and paste it into an internet browser. ereporting Application Registration Screen Page 7

11 You will be directed to the Create Password screen. Enter your password two times, then click Submit. If your Password is accepted, you will get the following message. Click on the Return link to login. If your password is not accepted, you will get a message similar to the following. Re-enter your password two times following the instructions given. ereporting Application Registration Screen Page 8

12 Forgot Username / Forgot Password From the Login Screen, you can request your Username or Password if you have forgotten them. Click on the Forgot Username or Forgot Password links. Clicking on the Forgot Username link will bring up the Forgot Username screen. Enter the account address and the security code, then click Send. You will receive an that lists all usernames associated with this account. ereporting Application Forgot Username / Forgot Password Page 9

13 Clicking on the Forgot Password link will bring up the Forgot Username screen. Enter the account Username and the security code, then click Send. You will receive an with a link to enter a new password. Click on the link or copy and paste it into an internet browser to continue. Enter in the new password two times and click Submit. ereporting Application Forgot Username / Forgot Password Page 10

14 Employers Login using your username and password to continue setting up your Employers. The Registration page that is displayed once you are logged in now has two Tabs, the Main tab with the basic registration information, and the Employers Tab where you manage the Employers who you are filing returns for. ereporting Application Direct Submissions Page 11

15 There are also additional Tabs available at the top of the screen. You can click on any Tab to navigate to other screens in the application. The highlighted tab is the screen you are currently on. On the Main tab, you can click on the Change Username, Change Password or Change links to change those items. ereporting Application Direct Submissions Page 12

16 Click on Edit to change other Registration Information. Click the WorkSites Tab to continue through the setup process. You can click the Edit button to change other information on this screen. ereporting Application Direct Submissions Page 13

17 Click on the Employers Tab to bring up the Employers list. When you first enter this screen, there will most likely be a message stating No Record. Once your registration is active, your Organization Name from the Main Tab will show up on the drop down list of 3 rd Party Providers on the Employer Registration 3 rd Party Assignment page. To initiate a connection between your firm and an Employer, the Employer will need to create a 3 rd Party Assignment to your firm. ereporting Application Direct Submissions Page 14

18 The 3 rd Party Assignment includes the following: ereporting 3 rd Party Provider Manual The 3 rd Party Provider the assignment is with. The Tax Type, EIT, LST or Both. An Effective Start Date. This is the date for which the 3 rd Party Provider can begin reporting data. An Effective End Date. This is the reporting end date. Access Denied. If this box is checked, the 3 rd Party Provider has no access to the Employer s information. Who Maintains Worksites. This is either the Employer, the 3 rd Party Provider, or both. Who Maintains Employees. This is either the Employer, the 3 rd Party Provider, or both. Who is Maiking Payments. Either the Employer or the 3 rd Party Provider. Once the 3 rd Party Assignment is created, the Employer will be listed on the Employer page, though the Assignment is unapproved. The next step is for you to Approve the assignment. To see only the unapproved Employers, click the Unapproved Employers Filter. ereporting Application Direct Submissions Page 15

19 If you roll your mouse over the Options field, a menu will display with three options, Impersonate, Approve and Decline. You can Impersonate the Employer to view the details of and work on the account, Approve the account to gain full access to it, or Decline the assignment. It is suggested that you Impersonate prior to Approving if you are not sure of who the Employer is. This will give you access to the Registration page, which gives you contact information on this Employer. ereporting Application Direct Submissions Page 16

20 Note the Green bar at the top of the screen. This bar appears when you are in Impersonation mode, and gives you the Organization Name of the Employer you are Impersonating. To end Impersonation and return to your Registration, click the Close Impersonation link at the top of the page. Once you have determined if you want to Approve this Assignment, either click the Approve or Decline link. Clicking Decline removes the Employer from your list and the 3 rd Party Assignment from the Employers List. Clicking Approve gives you Access to all Tabs under Impersonation. ereporting Application Direct Submissions Page 17

21 To see more information about navigating around the Employer though Impersonation, see the Employer Manual. Note that the 3 rd Party Provider will not have access to the 3 rd Party Assignment screen through Impersonation. This can only be accessed by logging on as the Employer. Also note that access to the WorkSites and Employers is controlled by the selections made on the Who Maintains WorkSites and Who Maintains Employees dropdowns. Both the Employer and the 3 rd Party Provider will have access to view the Employees and WorkSites. The ability to Edit and Add new records is controlled by these settings. ereporting Application Direct Submissions Page 18

22 Electronic Submission ereporting 3 rd Party Provider Manual Electronic Submissions is the page where you upload submission files. The file formats accepted will be determined by each TCD. Contact your TCD to obtain specific information on file format specifics. Please note that the sections of the screen and the fields displayed will depend on the File Format you are submitting, as well as the requirements of the TCD. The example that follows shows a file format configured to require the most fields possible. Step 1: Media Information. Choose the file format you are uploading and enter the Tax Year you are filing for. Next, choose the Type of Tax you are submitting, EIT, LST or Both. Lastly, enter the quarter you are filing for. Please note: Your data file may contain data for more than one period. Please select the earliest period that is included in the file to be uploaded. If the file contains W2 or Year-end Reconciliation data, check the Year-end Reconciliation checkbox. ereporting Application Electronic Submissions Page 19

23 Step 2: Reporting WorkSite. Choose the WorkSite you are uploading data for. If this information is required, the file may only contain reporting data for a single WorkSite. Step 3: Enter Wage and Tax Information. Enter the total wages being reported in the file, and the total amount of each tax withheld. Step 4: Upload File. Click Browse. ereporting Application Electronic Submissions Page 20

24 Highlight the file you want to upload, click Open. Click Submit. ereporting Application Electronic Submissions Page 21

25 Submission Status ereporting 3 rd Party Provider Manual The Submission Status screen is where you can see the status of your submissions, print submission acknowledgements, and void submissions that have not been paid. The status screen has two tabs, the Master/Summary tab and the Summary Only tab. The Master/Summary tab is for Employers and 3 rd Party Providers who file using electronic submissions. Each line in grey represents a file that was uploaded. Clicking on the plus sign on the left hand side of the row will display a screen showing the individual Submission Summaries included in this file upload. Click the OK button to close this window. ereporting Application Submission Status Page 22

26 A separate Submission Summary will be created for each Employer Worksite/Year/Period combination included in the file. Note that the Submission Master below has eight summaries, one for three for Bates Motel, two for Arts and Crafts Inc., one for Pig Latin and one for Smith Stones. Submission Masters with no + sign to expand are file uploads that were Rejected. No Submission Summaries were created. The Summary Only tab shows only the Submission Summaries. These are not green in color, but show the exact same information as on the Master/Summary tab. This screen is for use by employers who file using Direct Submission, as each Direct Submission has its own Submission Master. You have options as to what is displayed on the Status Summary Only grid, and in what order it is displayed. ereporting Application Submission Status Page 23

27 You can filter the results to only show one specific status, or all statuses using these radio buttons: Filter Selection Incomplete Paid/Confirmed All Custom Statuses Displayed Accepted, Accepted /W, Editing and Error Paid and Confirmed All Statuses Select which statuses you want to include. You can choose the order in which to sort the submission summaries. You can choose to display the results in Ascending or Descending order. The statuses on Year-End submissions summaries will include the YEAR-END indicator. ereporting Application Submission Status Page 24

28 On either the Summary Master or the Summary Only screen, rolling your mouse over the Status column will display any options you have on each individual submission master or summary. If you click on Print Error Report, or Print Detail Report, you will get a screen with sort options to select. Choose your selections and click Print. Make sure your popup blocker allows popups for our site. A new window will open showing the following message. Clicking on Download Now will bring up the File Download message shown below. Click Open to view the report, Save to save the file. On the next page is a list of Statuses, whether they are valid for Direct or Electronic submissions, and the Mouse-Over options. ereporting Application Submission Status Page 25

29 SUBMISSION MASTER STATUSES Status Valid Types Description Mouse-Over Options RECEIVED Electronic An Electronic Submission has been received, and is Void Master* waiting to be processed. IN PROCESS Electronic An Electronic Submission is being processed. PROCESSED Direct, An Electronic Submission has been successfully Void Master* Electronic uploaded, or a Direct Submission has been submitted. REJECTED Electronic An Electronic Submission has been processed and Print Error Report has been Rejected. FINALIZED Direct, Electronic All Submission Summaries have a status of PAID, VOID or RESUBMITTED. VOID Direct, Electronic You have clicked VOID MASTER and voided this Submission Master and all Submission Summaries within. SUBMISSION SUMMARY STATUSES Status Valid Types Description Mouse-Over Options PROCESSING Electronic An Electronic Submission is being processed. +ACCEPTED Direct, Electronic All Direct Submissions when submitted have this Status. If an Electronic Submission, the submission has been accepted with no errors or warnings. +ACCEPTED /W Electronic An Electronic Submission has been accepted but has warnings. This submission can be paid without editing. +ERROR Electronic An Electronic Submission has been accepted but has errors. This submission must be Edited before paying. +EDITING Direct, You have clicked EDIT and this submission is Electronic being edited under the Direct Submission tab. RESUBMITTED PAID VOID CONFIRMED Direct, Electronic Direct, Electronic Direct, Electronic Direct, Electronic This submission has been edited and resubmitted. It now has a different submission number. This submission has been Paid through the Make a Payment screen. You have clicked VOID and voided this submission. Equivalent to PAID for Year-End entries. Acknowledgement * Void* Edit* Print Detail Report Acknowledgement* Void* Print Error Report Edit* Print Detail Report Void* Print Error Report Edit* Reprint Voucher Print Detail Report Reprint Voucher Print Detail Report * Not available if a 3 rd Party Provider is responsible for the payment of this submission. + Statuses considered Active. ereporting Application Submission Status Page 26

30 Who is responsible for payment is based on the 3 rd Party Assignment settings. Every payment will be available for payment either when you are on your 3 rd Party Provider Make A Payment screen, or on the Employer Make A Payment screen under Impersonation. If you are not in the proper place for payment, on the Submission Status - Summary Only page the Accepted and Accepted /W statuses will be Red. Here is an example of how submissions might be go through the process of being submitted, edited and paid. Listed below are two submissions that were submitted in one Electronic File. Note that their Submission Id s both start with the same four digit number, All submissions from a single uploaded file will initially have the same four digits in their Submission ID. The second four digits will always be different. Clicking EDIT from the Mouse-Over menu on the first submission will send the submission to the Direct Submission screen. The submission will display in the Submission Status screen with the staus EDITING. On the Direct Submission screen, this submission will display showing the Submission Id. ereporting Application Submission Status Page 27

31 Once any errors are fixed and you click Submit in Direct Submissions, the submission will appear with a new Submission Number with the status of ACCEPTED. The original submission now displays with the Status of RESUBMITTED. If you pay the second submission, the status of that submission will change to PAID. If you void the first submission, its status will change to VOID. An example of a Certificate of Residency form is shown on the next page. ereporting Application Submission Status Page 28

32 Make a Payment The Make a Payment screen lists all Submissions that are available for payment. All submissions must be paid before they are considered received by your local tax office. If the Tax Office you are filing with requires it, you will have to pay separately for each Tax Collection District, Tax Type and Period Type combination. If this is the case, and if there are submissions with more than one combination to pay, then you will first see this screen. Select the TCD, Tax Type and Period Type, and then click OK. Once on the Make A Payment Screen, you can either choose to pay all submissions listed, or click the Exclude link to remove selected submissions from the payment. Clicking on the Exclude link for Submission 1745 will remove it from the payment screen. ereporting Application Make A Payment Page 29

33 Note that it is no longer included in the payment. You can also enter Local Services Tax Penalty or Interest, Credit or Adjustments and Prepaid Amounts. Earned Income Tax Penalty and Interest in calculated automatically. Please contact your local tax office if you have any questions regarding calculating Local Services Tax Penalty and Interest. Credits or Adjustments, and Prepaid Amounts, can be entered for both Earned Income Tax and Local Services Tax. Please note that all amounts entered into these fields will be reviewed by the local tax office. You will be notified if any adjustments are to be made. ereporting Application Make A Payment Page 30

34 If your Tax Office allows, you can also change the Payment Date to a Future Date if desired. For example, if you wish to pay using an ACH Debit (where the Tax Office takes the payment from your bank account,) you can schedule the payment to be a date in the future, not the date you are entering this payment. If applicable, changing the date will recalculate the Earned Income Tax Penalty and Interest. To change the date, click on the Change Date link. The link will bring up the following screen, where you can enter the new date for your payment. Once you entered the new date, click Calculate. Click Continue when you are ready to record the payment. ereporting Application Make A Payment Page 31

35 The Payment Options screen is the last step in making a payment. Select the method of payment you wish to use by clicking the applicable radio button. Choosing Pay By Check will allow you to print a Payment Coupon with the Payment Voucher to send in to the Tax Office with your payment. If you choose Pay Online, you will be redirected to a third party website to make this payment. Please note that an additional fee is charged for this service. Check with Tax Office before choosing EFT/ACH Credit to verify it is allowed. This option is where the Tax Office gives you their account information, and you make an electronic deposit into their account. ereporting Application Make A Payment Page 32

36 If you choose ACH Debit, make sure you include the Bank Name, Routing and Account information. If you choose Request Payment Plan, the Tax Office will contact you to set up the plan. Your submission will not be considered as received until a formal payment plan is setup. If your business has filed Bankruptcy, complete all information under the selection. Check the box at the bottom of the screen to save the payment option settings. Note that if you are paying as the 3 rd Party Provider you can only save one set of information. You can save individual sets of information if you pay under Impersonation of the individual Employers. To do that, the 3 rd Party Assignment setting Who Is Making Payments should be set to Employer. Remember that the Employer must be signed on to change those settings. Click Submit to finalize your payment. ereporting Application Make A Payment Page 33

37 Once you have submitted your payment, the following screen will be displayed. Click Print Voucher to print the payment voucher. A sample Payment Voucher is shown below. A sample Payment Coupon to mail in with your Check payment is shown below. ereporting Application Make A Payment Page 34

38 If the Tax Office requires separate payments for EIT and LST taxes, you will print out two coupons if your payment includes both tax types. If this is the case, be sure to follow the directions to issue a separate check for each payment coupon. ereporting Application Make A Payment Page 35

39 Year-End Confirmation ereporting 3 rd Party Provider Manual The Year-End Confirmation screen lists all Year-End Submissions that are available for payment. All Year=End submissions must be Confirmed before they are considered received by your local tax office. Once on the Year-End Confirmation Screen, you can either choose to pay all submissions listed, or click the Exclude link to remove selected submissions from the payment. Clicking on the Exclude link for Submission 1582 will remove it from the payment screen. Note that it is no longer included in the payment. ereporting Application Year-End Confirmation Page 36

40 Click Submit when you are ready to record the payment. Once you have submitted your payment, the following screen will be displayed. Click Print Voucher to print the payment voucher. A sample Year-End Voucher is shown below. ereporting Application Year-End Confirmation Page 37

41 R B A P R O F E S S I O N A L D A T A S Y S T E M S Software Documentation RBA Professional Data Systems 240 Elmwood Street State College, Pa