Expert PR Taxes 2015 User s Manual Payroll November 2016 P.O. Box 70198 San Juan PR 00936-8198 p. 787.287.2777 f. 787.287.7948 support@cegsoft.com www.cegsoft.com
Table of Contents I. Introduction... 3 Objective... 3 Definitions... 3 II. Installation... 4 Activate your CEG Pass Account... 4 Change Your CEG Pass Password... 5 Download and Install Expert PR Taxes... 6 III. Initial Configuration Wizard... 10 Configure the Application... 10 IV. Options Menu... 14 Preferences... 15 Start Up... 15 Language... 15 Work Directory... 16 Proxy Settings... 17 Account... 18 License Management... 18 Preparer Information... 21 Preparer... 21 Specialists... 22 Location... 23 V. Create a Client File... 24 VI. Working with the Payroll Module... 27 Main Menu... 27 File... 27 Tools... 30 Help... 32 Employees... 33 Add Employees... 33
Delete Employees... 38 Export Employees... 41 Print Employee List... 43 Payroll... 44 Create and Edit Payrolls Manually... 44 Create Payrolls by Importing from Peachtree... 46 Transfer Payrolls to Returns... 54 Returns... 56 Annual Returns... 57 Quarterly Returns... 65 Additional Functions... 68 Reports... 81
Introduction Objective Just as CEGsoft is dedicated to simplify the interactions between humans and technology through the creation of programs that are easy to use, this manual will guide the user to configure and work with Expert PR Taxes, in a simple and effective manner. To make this a friendly process, we used visuals and a simple language that will help the user recognize and identify the processes needed to meet their employment goals in the set time. Definitions EPRT: Expert Puerto Rico Taxes abbreviation. Template: Documents with instructions for converting data to the format of Expert PR Taxes. Convert: Transfer customer information of the previous tax year and convert it to the new one. Import: Transfer converted information from an Excel document. Registration: Process of activating an EPRT licenses acquired to have unlimited access to the module. Files: Documents created from the program Expert PR Taxes. USER MANUAL - PAYROLL NOVEMBER 2016 3
Installation This section will guide the users to begin using and configuring the modules per their needs. Activate your CEG Pass Account To download EPRT, use EPRT licenses, perform electronic filing and access your CEG Pass account, the user needs to activate this account. 1. After our sales agents create your CEG Pass account, you will automatically receive an email titled Account Created. This will provide your user name and allow you to create a password. These credentials will allow you to login to your CEG Pass account. 2. Navigate to https://www.eprt.com/ 3. Press the Log In link in the upper right corner of the page. USER MANUAL - PAYROLL NOVEMBER 2016 4
4. This will take you to the CEG Pass login page, where you can use your email and password to login. Notes: Your username will always be the email address that is associated with the CEG pass account. We recommend that you copy and paste the temporary password into the login page due to it having mixed alphanumeric characters. Change Your CEG Pass Password Once you login to your account, change the temporary password to one you can easily remember. 1. Click My Account on the left menu. 2. Click Security Options. 3. On the fields on the Change Password section, write the Current, New and Confirmed password. 4. Click the Change My Password button to save your new password. USER MANUAL - PAYROLL NOVEMBER 2016 5
Download and Install Expert PR Taxes To begin using the programs, the user must download and install it in the computer. To do this follow these steps: 1. Open your internet browser and go to https://www.cegsoft.com/cegpass/sales/downloads.aspx 2. Login to your CEG Pass account. 3. Select a tax year from the list. 4. Click the Download link to download the online version of the installer or the Click here to Download link under Redistributable Full Download for the offline version. 5. After the download is complete, click the Run button on the Open File Security Warning window if prompt. 6. Click the Install button on the Expert PR Taxes Install Shield Wizard window to install the program s prerequisites. USER MANUAL - PAYROLL NOVEMBER 2016 6
7. Once the installation of the prerequisites is done, the wizard will start downloading the EPRT program. 8. After the download is done, click Next on the Welcome screen. USER MANUAL - PAYROLL NOVEMBER 2016 7
9. Select the I accept the terms in the license agreement option 10. Click the Next button to continue. 11. Click Next on the Destination Folder screen to continue. USER MANUAL - PAYROLL NOVEMBER 2016 8
12. Click Install to start the installation process and see the status screen. 13. Click Finish after the process is completed. USER MANUAL - PAYROLL NOVEMBER 2016 9
Initial Configuration Wizard This section will help the user navigate through the Initial Configuration Wizard. It will help the user register EPRT licenses to use the modules. Configure the Application These steps will help the user configure the program according to the desired preferences. 1. After the installation is done Expert PR Taxes icon will appear on the desktop and the Start menu. Double click the icon to open the application. 2. Once the application loads, it will show the Initial Configuration Wizard. On the Welcome screen, Select the desired language and click Continue. USER MANUAL - PAYROLL NOVEMBER 2016 10
3. On the Register Products screen, enter your CEG Pass account credentials and click Log In. 4. Select a Tax Group from the list if required. 5. Check the I agree with the terms of the License Agreement option. USER MANUAL - PAYROLL NOVEMBER 2016 11
6. The screen will show the licenses available. Click the Register button on the right side of any license to active it. The button will grey out and change to Unregister, which means the license is active and can be unregistered if needed. 7. Click Continue. 8. On the Work Directory screen, click the Browse button search for the desired folder where your client files will be located if required. 9. Click Continue. USER MANUAL - PAYROLL NOVEMBER 2016 12
10. On the Preparer Information screen, enter the preparer s information on the fields provided. 11. Click Continue. 12. On the Finish screen, click the Finish button to end the wizard. USER MANUAL - PAYROLL NOVEMBER 2016 13
Options Menu This section will help the user to use the EPRT options menu for further configuration of the application. To access the menu just click the gear icon on the top right on the Dashboard screen next to the welcome message. This will pop up the Options screen. USER MANUAL - PAYROLL NOVEMBER 2016 14
Preferences In this section, you can configure everything regarding the user s workflow and how the application will behave. Start Up Here you can set how the application behaves on startup. 1. If you want to load a specific module directly on the startup and not show the dashboard, uncheck the Run dashboard on startup option. 2. Select the default module to load on the list of modules if the first option was unchecked. 3. Click the Save Changes button. Language Here you can change the language of the application if necessary. 1. Select the language from the options. 2. Click the Save Changes button. USER MANUAL - PAYROLL NOVEMBER 2016 15
Work Directory In this section, the user can change where EPRT reads the client files for each module. Note: Expert PR Taxes creates a default directory on the user s Documents folder when installed. You can either keep the default directory or change it on this screen. 1. Click the Browse button on the module to change. 2. On the Browser for Folder window, locate the folder where the client files are to be stored and select it. 3. Click Ok. USER MANUAL - PAYROLL NOVEMBER 2016 16
4. After changing the directories, click Save Changes to apply the changes. Proxy Settings If the user s Company uses a Proxy on the network, the user can set it in this section. The company s IT department can provide the user with the specific values of the settings. To change the Proxy settings: 1. Click on the Use Proxy Settings option to enable it and display the fields. 2. Fill the Address and Port fields. 3. If the proxy credentials are different from the user s Windows logged in account, check the Use this user credentials instead of the Windows logon to make the Username and Password fields visible and enter the values. USER MANUAL - PAYROLL NOVEMBER 2016 17
4. Click Save Changes to apply the changes. Account The Account section lets the user manage the licenses for the application. License Management In this section, the user can manage the licenses for the EPRT modules. There are two options for registering the licenses. Option 1- Register Online 1. On the License Management screen, enter the user s CEG Pass credentials in the Secure Login box. These will be the user s email and password. 2. Click the Login button. 3. Select a Tax Group from the list if required. 4. Check the I agree with the terms of the License Agreement option. USER MANUAL - PAYROLL NOVEMBER 2016 18
5. The screen will show the licenses available. Click the Register button on the right side of any license to active it. 6. The button will grey out and change to Unregister, which means the license is active and can be unregistered if needed. USER MANUAL - PAYROLL NOVEMBER 2016 19
Option 2 - Register Offline This option requires the user to contact our support team so they can provide a valid activation code. 1. Click the Register Offline on the bottom of the Secure Login box. 2. Check the I agree with the terms of the License Agreement option. 3. On the Register Offline screen, notice the Computer Key and provide it to the CEGsoft support representative. 4. Select a module to register from the list. 5. Enter the Activation Code provided by the CEGsoft support representative. 6. Click Register. USER MANUAL - PAYROLL NOVEMBER 2016 20
Preparer Information In this section the user can set or change the preparer and specialist information. Preparer Here you can set or change the information regarding the preparer firm or company that will be displayed in the returns and forms through the application. 1. Select Preparer from the side menu on the Options screen. 2. Enter the requested information on the fields available. 3. Click Save Changes. USER MANUAL - PAYROLL NOVEMBER 2016 21
Specialists In this section, the user can add one or more accounting specialists that are working for the firm or Company. This information is needed in some of the returns and forms through the application. To add a Specialist: 1. Select Specialists from the side menu on the Options screen. 2. Click the Add Specialist button to add a specialist line. 3. On the new line, enter the Name, PTIN and Registration No. as it applies. a. PTIN: Preparer Tax Identification Number provided by the IRS. b. Registration No.: Specialist number provided by the Department of Treasury of Puerto Rico. 4. If you need to delete one of the lines, click the Remove link on the right of the specialist line. 5. Click Save Changes to apply the changes. USER MANUAL - PAYROLL NOVEMBER 2016 22
Location In the section, you can select the location of the file where the preparer and specialist information is stored. This is helpful for large firms or companies with multiple users granting them the ability to share a single file. To change the Default Directory: 1. Select Location from the side menu on the Options screen under Preparer Information. 2. Click Browse. 3. Locate the folder where the file is stored and click Ok. 4. Click Save Changes to apply the changes. USER MANUAL - PAYROLL NOVEMBER 2016 23
Create a Client File To start working with the Payroll Module, the user must create a client file. To create a Client File: 1. On the application s main Dashboard, click the Payroll modules. 2. On the Payroll screen, select New Client. 3. On the next screen, click on Payroll Returns. USER MANUAL - PAYROLL NOVEMBER 2016 24
4. Enter the File name on the new file browser window that opens on the default directory for client files. 5. Click Save. 6. The program will process the request and start creating the new file. 7. The Company Information window will be shown. Enter the information requested in the fields. 8. Click Save. USER MANUAL - PAYROLL NOVEMBER 2016 25
9. After this, the client file will open so the user can start working on the informative returns. USER MANUAL - PAYROLL NOVEMBER 2016 26
Working with the Payroll Module Main Menu In this section, we will discuss the main screen menu, which contains the File, Tools and Help options. File This menu shows the following options: Company Information - This option opens the Company information screen so the user can modify it. USER MANUAL - PAYROLL NOVEMBER 2016 27
Create New Tax Year This option is used to add a new tax year to the client file. This allows the user to manage returns for the next tax year. If you select the option, click Yes in the prompt to create the new tax year. After clicking Yes, click Ok in the next prompt. Once added, the year will be included in the Tax Year field s list of choices. Delete Tax Year This option is used to remove the previously added Tax Year. If you select the option, click Yes in the prompt to delete the new tax year. USER MANUAL - PAYROLL NOVEMBER 2016 28
Next, the user will receive a confirmation prompt saying that the action will delete all tax year information. Click Yes to continue and delete the tax year. Click Ok in the success prompt. 1. Select Specialist This options allows the user to select a specific specialist to display in most of the forms and electronic transmissions through the client file. The specialist with the checkmark at the side is the one active. 2. Print Settings This option allows the user to modify specific print settings for the client file. Only two are available, Print Preparer Information and Watermark. USER MANUAL - PAYROLL NOVEMBER 2016 29
3. Security - This options allows the user to add an additional security level to the client file for privacy purposes. To set this security: 1. Select the Security option on the File menu. 2. On the Security Level dropdown, select Standard Security. 3. Check the Password required to open file option. 4. Enter and confirm the Password on the fields provided. 5. Click Ok. Tools This menu allows the user to access the following additional features: 4. Calculator This option is a shortcut for the Windows Calculator for quick use in your calculations. 5. Convert Data - This option allows the user to convert specific data from a particular client file from the previous tax year Expert PR Taxes program. To convert the data from another file: 1. Select the Convert Data option from the Tools menu. USER MANUAL - PAYROLL NOVEMBER 2016 30
2. On the Convert Data window, select the Information to retrieve from the file. 3. Click Continue. 4. On the file browser window, locate the file from the previous year application and click Open. 5. Click Ok on the success warning that appears. Note: The file to convert from, must have data from the current tax year to successfully transfer it. USER MANUAL - PAYROLL NOVEMBER 2016 31
Help This option opens the About information window that contains the application s general information. USER MANUAL - PAYROLL NOVEMBER 2016 32
Employees The Employee section of the Payroll module allows the user to create the recipient employees for the return. Add Employees To add and manage returns in EPRT, employees need to be added to the client file. The user will be able to add employees manually directly in to the application or by importing the data from an Excel file. Add an Employee manually To add an employee manually: 1. Open the client file. 2. Click Employee. 3. Click the Add link. 4. Enter the values of the requested fields on the Personal Information and Payroll information. 5. Click Save to apply changes. USER MANUAL - PAYROLL NOVEMBER 2016 33
Import Employee The following steps allow the user to upload or import employee information using a Microsoft Excel template. The user must generate the import template first; the application will not accept any information other than the one provided in an EPRT template. To generate an import template: 1. Open the client file. 2. Click on Employee. 3. Click the Import link to open the Import menu. 4. Click Excel Layout on the Import menu. 5. On the file browser window, select the location to save the template file. 6. Enter the File name. 7. Click Save. USER MANUAL - PAYROLL NOVEMBER 2016 34
8. Navigate to the saved folder and open the template file. 9. The Sample Data worksheet has sample data and the Layout worksheet shows the data parameters and properties of each column. USER MANUAL - PAYROLL NOVEMBER 2016 35
After generating the import template and entering the employees, you can import them to the application. To Import employees: 1. Open the client file. 2. Click on Employee. 3. Click the Import link to open the Import menu. 4. Click Excel on the Import menu. 5. On the file browser, locate and select the file you wish to import. 6. Click Open. USER MANUAL - PAYROLL NOVEMBER 2016 36
7. On the Import window, enter the Worksheet Name where the data to import is stored in the Excel file. 8. Click Ok on the success prompt. 9. Once the employees are imported, they will be displayed on the list on the Employee section of the file where you can editor delete them if necessary. Note: If an error ocurred on the import, the application will give you an error report specifying the fields that provided the error. Correct the errors marked on a black square before trying to import again. USER MANUAL - PAYROLL NOVEMBER 2016 37
Delete Employees There are two ways to delete employees on the application. The user can delete the employees selectively or batch delete them. Selective Delete To delete an employee selectively: 1. Open the client file. 2. Click Employee. 3. On the Employee list, select the employee that is to be deleted by clicking the Social Security link to open the information screen. 4. On the information screen, click Delete at the bottom. 5. Click Yes on the confirmation prompt. USER MANUAL - PAYROLL NOVEMBER 2016 38
6. Click Ok on the next confirmation prompt. The selected employee should no longer be on the list after these steps. Batch Delete To batch delete employees: 1. Open the client file. 2. Click on Employee. 3. Click the Import link to open the Import menu. 4. Click Batch on the Import menu. 5. The Import batch screen shows the Import sessions the user has performed along with the total employees imported and the date. 6. On the Import Batch window, click Delete on the batch you wish to delete. 7. Click Yes in the confirmation prompt. USER MANUAL - PAYROLL NOVEMBER 2016 39
8. Click Ok on the next confirmation prompt. This action should remove all the employees imported on the selected batch from the employee list. USER MANUAL - PAYROLL NOVEMBER 2016 40
Export Employees This section will instruct the user to export employees into a Microsoft Excel spreadsheet with the EPRT employee layout. This can be useful for future imports or to back up your employee information. To export employees: 1. Open the client file. 2. Click on Employee. 3. Click the Export link. 4. On the Export Settings window, enter the Employee Id Like (optional). 5. Select an Employee Status to export. 6. Click Export. USER MANUAL - PAYROLL NOVEMBER 2016 41
7. On the file browser window, select a location to save the file. 8. Enter the File name. 9. Click Save to complete the export. 10. Click Ok in the export confirmation window. USER MANUAL - PAYROLL NOVEMBER 2016 42
Print Employee List This section will show the user how to print an employee list. Printing employee lists is most useful for reporting purposes. To print an employee list: 1. Open the client file. 2. Click on Employee. 3. Click the Print List link to open the menu. 4. The application will open a new window with the list report. 5. You can click on File and then Print to print the report. USER MANUAL - PAYROLL NOVEMBER 2016 43
Payroll The Payroll section will allow the user to import payroll records from an external source or create them directly on EPRT. Including payroll records in the client file optimizes the use of the application and ensures better results when creating Returns. Create and Edit Payrolls Manually To manually add and edit a payroll the user must first create the payroll and then add employees to the payroll. Create a Payroll To create a Payroll: 1. Open the client file. 2. Click on Payroll. 3. Click Change to Advanced Mode. 4. Click Add. USER MANUAL - PAYROLL NOVEMBER 2016 44
5. Enter the Date, Group and Type on the New Payroll Information pane that appears. The Type field has the following options: a. Automatic: The application will calculate the deductions automatically. b. Manual: The user will be able to calculate the deductions manually. 6. Click Create. 7. Click Yes on the confirmation prompt After these steps, the Payroll created will be shown on the list at the left menu under the quarter it belongs to. USER MANUAL - PAYROLL NOVEMBER 2016 45
Create Payrolls by Importing from Peachtree Another method used to create payrolls in the application is through an import using a Microsoft Excel template with data from Peachtree. To do the import, the user must first create Peachtree accounts and later import the corresponding payrolls using Peachtree information. Generate a Peachtree Account Import Layout 1. Open the client file. 2. Click on Payroll. 3. Click Change to Basic Mode. 4. Click Import link to open the menu. 5. Click Peachtree and select Accounts Import Layout from the sub menu. 6. In the file browser window, choose a location, enter the File name and click Save. 7. Navigate to the file s location and open it. USER MANUAL - PAYROLL NOVEMBER 2016 46
8. The Sample Data worksheet has sample data and the Layout worksheet shows the data parameters and properties of each column. USER MANUAL - PAYROLL NOVEMBER 2016 47
Import Peachtree Accounts After generating and populating the Accounts layout with data, the next step is to import it to the application. To import Peachtree Accounts: 1. Open the client file. 2. Click on Payroll. 3. Click Change to Basic Mode. 4. Click Import link to open the menu. 5. Click Peachtree and select Settings from the sub menu. 6. In the Setting window, click Import. USER MANUAL - PAYROLL NOVEMBER 2016 48
7. In the file browser window, select the file with the data to import and click Open. 8. In the Import window, enter the Worksheet Name of the worksheet that contains the data to import and click Ok. 9. Click Ok on the success prompt. 10. The accounts on the import file will be shown in the Settings list where the user can edit them if necessary. USER MANUAL - PAYROLL NOVEMBER 2016 49
Generate a Peachtree Payroll Import Layout The following steps will guide the user to import payrolls from the Peachtree application into EPRT. Important: The user must have already imported Employees and Peachtree Accounts for this to work. The system will not recognize the payroll s accounts or employees if none of them have been created. To generate a Peachtree Payroll import layout: 1. Open the client file. 2. Click on Payroll. 3. Click Change to Basic Mode. 4. Click Import link to open the menu. 5. Click Peachtree and select Peachtree Import Layout from the sub menu. 6. In the file browser window, choose a location, enter the File name and click Save. USER MANUAL - PAYROLL NOVEMBER 2016 50
7. Navigate to the file s location and open it. 8. The Sample Data worksheet has sample data and the Layout worksheet shows the data parameters and properties of each column. USER MANUAL - PAYROLL NOVEMBER 2016 51
Import Peachtree Payrolls After generating and populating the Accounts layout with data, the next step is to import it to the application. To import Peachtree Accounts: 1. Open the client file. 2. Click on Payroll. 3. Click Change to Basic Mode. 4. Click Import link to open the menu. 5. Click Peachtree and select Import from Excel from the sub menu. 6. In the file browser window, select the file with the data to import and click Open. USER MANUAL - PAYROLL NOVEMBER 2016 52
7. In the Import window, enter the Worksheet Name of the worksheet that contains the data to import and click Ok. 8. Click Ok on the success prompt. 9. The accounts on the import file will be shown in the Settings list where the user can edit them if necessary. After these steps, the user will be able to transfer the payroll information to the Returns section and convert it into return forms. USER MANUAL - PAYROLL NOVEMBER 2016 53
Transfer Payrolls to Returns The Payroll module allows the user an easy and fast way mechanism to transfer the payroll information and convert it into specific returns. To transfer payrolls to returns: 1. Open the client file. 2. Click on Payroll. 3. Click the Transfer link. 4. In the Transfer Information to Returns window, select the returns for which you want to transfer the payroll information. 5. On the bottom of this window, select the quarters from which to obtain the payroll information. Click Transfer. USER MANUAL - PAYROLL NOVEMBER 2016 54
6. Click Ok on the success prompt. 7. The Transfer window will remain open but it can be closed by clicking, Cancel or the X at the top right corner of the window. After these steps, the corresponding returns should be created in the Returns section of the module, which will be explained in the next section. USER MANUAL - PAYROLL NOVEMBER 2016 55
Returns The Returns section allows the user to prepare Annual and Quarterly returns for filing with the Department of Treasury of Puerto Rico and the IRS. It is important to have the following points in mind when working in this section: Annual Returns are only available for the same Tax Year as the application s year. If the user creates and selects the next tax year, only the quarterly returns will be available. The annual returns for the new tax year must be filed in the next year version of EPRT. USER MANUAL - PAYROLL NOVEMBER 2016 56
Annual Returns In this section, we will discuss the functions for each of the annual returns. Some of the functions are common in the returns so we have grouped them in this section. F499 R-2/W-2 To work with the F499 R-2/W-2 forms: 1. Open the client file. 2. Select the Returns section on the left menu. 3. Choose F499 R-2/W-2 from the returns list. The screen for this return has 4 basic functions which will allow the user to work with the forms. Each of the functions have their own menu with sub functions: Add: Use this option to add a new form. The application has two option. o Blank Return: This option creates a new blank form. After creating the form and adding it, this will also add the employee to the list in the client file. o From existing Employee: This option creates a new form using an existing employee s basic information. The user can choose to create a blank return for this employee or use the quantities on the payroll section. USER MANUAL - PAYROLL NOVEMBER 2016 57
Import: Use this option to view the import options available for the return. o Import from Excel: This option is used to import an Excel template containing information of the forms (See the Additional Functions section below for steps and more details). o Import from Text (.txt): This option is used to import a text file with the information of the forms. After selecting the option, locate the file you want to import and press the Open button to start importing. o Generate Import Layout: This option is used to generate an Excel template to import the information of forms (See the Additional Functions section below for steps and more details). o Batch: Use this option to view the history of imports into the program. Here, the user can delete them if desired, considering that this will remove the group of forms that was imported. USER MANUAL - PAYROLL NOVEMBER 2016 58
E-File Menu: This menu presents the following options for e-filing. o Validate 499 R-2/W2-PR: This option is used to validate errors in forms already entered. If there are errors, a report marking the fields to be corrected will be shown (See the Additional Functions section below for steps and more details). o Control Numbers: By selecting this option the control numbers window will show up, in which you can enter the control numbers range for the forms (See the Additional Functions section below for steps and more details). o Create Electronic File: Select this option to create a text file that can be used to file the forms electronically to the Department of Treasury of Puerto Rico (See the Additional Functions section below for steps and more details). o Export to Excel: This option exports a list of the forms to a Microsoft Excel file format. USER MANUAL - PAYROLL NOVEMBER 2016 59
o Print Employer s Copy: This option prints one copy of the selected forms for the employer s use. o Print Legal Page B and C copy: This option prints two copies of the selected form in legal paper size. o Print B and C copy with Emp. Num.: This prints two copies of the selected forms that include the employee number. o W-2 Individual (Soc.Sec. as Filename) PDF: This creates a PDF file for each the selected forms and names the file with the Social Security number of the employee. o W-2 Individual (Employer Num. as Filename) PDF: This creates a PDF file for each selected form and names the file with the employee number. o Print Settings: This option displays the Print Settings window. Here you can select the fields by which you want to order the forms printed. Delete: This menu shows the options available to delete forms. Forms that are already e- filed cannot be deleted. o Delete Selected: This option deletes only the forms selected by the user. o Delete Blank: This options deletes only the forms that are blank on the list. There is no need for selection with this option since they are identified automatically. USER MANUAL - PAYROLL NOVEMBER 2016 60
F499 R-2c/W-2c (Corrections or Amended Forms) To work with the F499 R-2/W-2 forms: 1. Open the client file. 2. Select the Returns section on the left menu. 3. Choose F499 R-2c/W-2c from the returns list. The screen for this return has 4 basic functions which will allow the user to work with the forms. Each of the functions have their own menu with sub functions: Add: Use this option to add a new form. The application will ask the user to choose an already created W2 from a list of e-filed W2 forms. Choose the desired forms and click Add. E-File Menu: This menu presents the following options for e-filing. USER MANUAL - PAYROLL NOVEMBER 2016 61
o Validate 499 R-2c/W-2c PR: This option is used to validate errors in forms already entered. If there are errors, a report marking the fields to be corrected will be shown (See the Additional Functions section below for steps and more details). o Control Numbers: By selecting this option the control numbers window will show up, in which you can enter the control numbers range for the forms (See the Additional Functions section below for steps and more details). o Create Electronic File: Select this option to create a text file that can be used to file the forms electronically to the Department of Treasury of Puerto Rico (See the Additional Functions section below for steps and more details). o Print Employer s Copy: This option prints one copy of the selected forms for the employer s use. o W-2c Individual (Soc.Sec. as Filename) PDF: This creates a PDF file for each the selected forms and names the file with the Social Security number of the employee. o W-2c Individual (Employer Num. as Filename) PDF: This creates a PDF file for each selected form and names the file with the employee number. o Print Settings: This option displays the Print Settings window. Here you can select the fields by which you want to order the forms printed. USER MANUAL - PAYROLL NOVEMBER 2016 62
Delete: This option deletes only the forms selected by the user. Forms that are already e- filed cannot be deleted. Print: This menu will show the available print options. o Employer s Copy: Prints a single copy of the form for use by the employer. o Social Security s Copy: Print one copy of the form for use by the Social Security Department. o Employee s Copy: Prints a single copy of the form for use by the employee. F499 R-3, 940, 940-PR, 943-PR, 944-SP & SC2727 The forms in this section all have the same functions, so they were grouped. To work with the F499 R-3, 940, 940, 943, 944-SP and SC2727 forms: 1. Open the client file. 2. Select the Returns section on the left menu. 3. Choose the form to work from the returns list. The screen for this return has 3 basic functions which will allow the user to work with the forms: Add: Use this option to add a form for the corresponding tax year. Only one form for each tax year can be added. Delete: This options deletes the selected form from the list. Transfer from Payroll: Use this option to transfer quantities from the payroll section. If there were changes in the payroll section, you can use this option to transfer them to a new or existing form. USER MANUAL - PAYROLL NOVEMBER 2016 63
W3-PR To work with the W3-PR forms: 4. Open the client file. 5. Select the Returns section on the left menu. 6. Choose the W3-PR form from the returns list. The screen for this return has 3 basic functions which will allow the user to work with the forms: Add: Use this option to add a form for the corresponding tax year. Only one form for each tax year can be added. Delete: This options deletes the selected form from the list. Transfer from W-2: Use this option to transfer quantities from the filed W-2. W3c-PR To work with the W3c-PR forms: 1. Open the client file. 2. Select the Returns section on the left menu. 3. Choose the W3c-PR form from the returns list. The screen for this return has 2 basic functions which will allow the user to work with the forms: Add: Use this option to add a form for the corresponding tax year. Only one form for each tax year can be added. Delete: This options deletes the selected form from the list. USER MANUAL - PAYROLL NOVEMBER 2016 64
Quarterly Returns Quarterly returns are available for the current taxable year and the next. In this section, we will show a list of the forms and their functions. Some have features in common and were grouped in the same section. CFSE-693 To work with the CFSE-693 forms: 1. Open the client file. 2. Select the Returns section on the left menu. 3. Choose the CFSE-693 form from the returns list. The screen for this return has 3 basic functions which will allow the user to work with the forms: Add Form for Year: Use this option to add a form for the corresponding tax year. Only one form for each tax year can be added. Delete: This options deletes the selected form from the list. Transfer Amts.: Use this option to transfer quantities from the payroll section. If there were changes in the payroll section, you can use this option to transfer them to a new or existing form. Driver Tax Employee, Employer, 499-R-1B, 941-FED, 941-FED Schedule B, 941-PR, 941-AnexoB & Unemployment Disability Contribution The forms in this section all have the same functions, so they were grouped. To work with the Driver Tax Employee, Employer, 499-R-1B, 941-FED, 941-FED Schedule B, 941-PR, 941- AnexoB and Unemployment Disability Contribution forms: 1. Open the client file. 2. Select the Returns section on the left menu. 3. Choose the form to work from the returns list. USER MANUAL - PAYROLL NOVEMBER 2016 65
The screen for this return has 3 basic functions which will allow the user to work with the forms: Add: Use this option to add a form for a selected Quarter. Only one form for each quarter can be added. Delete: This options deletes the selected form from the list. Transfer Amts.: Use this option to transfer quantities from the payroll section. If there were changes in the payroll section, you can use this option to transfer them to a new or existing form. 941-XPR To work with the 941-XPR forms: 1. Open the client file. 2. Select the Returns section on the left menu. 3. Choose the 941-XPR form from the returns list. The screen for this return has 2 basic functions which will allow the user to work with the forms: Add: Use this option to add a form for a selected Quarter. Only one form for each quarter can be added. Delete: This options deletes the selected form from the list. USER MANUAL - PAYROLL NOVEMBER 2016 66
Sinot Change Address To work with the Sinot Change Address forms: 1. Open the client file. 2. Select the Returns section on the left menu. 3. Choose the Sinot Change Address form from the returns list. The screen for this return has 2 basic functions which will allow the user to work with the forms: Add: Use this option to add a form for the employee that requests the address change. This menu has two sub options: o Add Form: Use this option to add a blank form for a non-existing employee. o Import Employees: This option provides a list of existing employees in the client file to add a form. Select an employee from the form and press Import to create the forms. Delete: This options deletes the selected form from the list. USER MANUAL - PAYROLL NOVEMBER 2016 67
Additional Functions This section will provide the user with additional steps that will help complete and understand the payroll cycle processes in Expert PR Taxes. Electronic Filing Only a group of forms have electronic filing through the EPRT Payroll module. This includes the following forms: F499 R-2/W-2 F499 R-2c/W-2c 941-FED 941-PR Driver Tax Employer Even though there are five forms with e-filing, there are only three types of e-filing. The forms W2 and W2c share the same e-filing method and the same goes for the 941-FED and 941-PR forms. The Driver Tax Employer form has its own e-filing method also. Next, we will discuss the steps for each of the three e-filing methods. F499 R-2/W-2 y F499 R-2c/W-2c 1. Open the client file. 2. Click on the Returns section. 3. Choose a form from the list, either form F499 R-2/W-2 or F499 R-2c/W-2c. 4. Click the E-file menu option. 5. Select the Control Numbers option. USER MANUAL - PAYROLL NOVEMBER 2016 68
6. Enter the range for the control numbers for the given forms and click Save. 7. Click the E-file menu again. 8. Select Validate 499R-2/W-2 to check the forms for errors. 9. If there are no errors, click Ok on the success prompt. 10. Click the E-file menu again. 11. Select Create Electronic File. USER MANUAL - PAYROLL NOVEMBER 2016 69
12. Read the E-file Warning and click Continue. 13. On the Electronic Transfer window, enter all the required information. 14. Click the Department of the Treasury or the Social Security Administration button. USER MANUAL - PAYROLL NOVEMBER 2016 70
15. Click Yes on the confirmation prompt. 16. On the Browse for Folder window, select the folder to save the file. 17. The system will create the file on the specified folder. Click Ok on the confirmation prompt. 18. The E-File confirmation number window will show up asking for an e-file confirmation number for the form. The user may choose to leave the window open until filing the return or clicking Cancel to close it. If the user chooses Cancel, the e-filed forms will not print without the watermark until the confirmation number is entered, so the system will ask for it before printing. USER MANUAL - PAYROLL NOVEMBER 2016 71
19. The generated e-file must be filed through the Department of Treasury site or Colecturía Virtual. Visit the website https://colecturia.hacienda.gobierno.pr for more details on the e-filing process. 20. Once the user has e-filed, enter the confirmation number on the provided window. 21. Click OK on the confirmation prompt. 22. To finalize the process, click Ok on the success prompt. After these steps, your e-filing process will end and the filed forms can be printed without watermark. USER MANUAL - PAYROLL NOVEMBER 2016 72
941-FED and 941-PR 1. Open the client file. 2. Click on the Returns section. 3. Choose a form from the list, either form 941-FED or 941-PR. 4. Choose the quarter to be e-filed. 5. Fill the form and revise it for errors before beginning the e-file process. 6. Click the E-file button at the bottom of the form. 7. Click Ok on the save prompt. 8. On the IRS E-file window, read the Terms and Conditions. Click Yes if you agree. USER MANUAL - PAYROLL NOVEMBER 2016 73
9. On the Login screen, enter your CEG pass credentials and click Connect. 10. On the Additional Returns screen, select if you want to include Schedule B and click Next. USER MANUAL - PAYROLL NOVEMBER 2016 74
11. On the Signature screen, select the Sign as option and enter the requested information. 12. Click Next. 13. On the Preparer Information screen, revise the information and click Next. 14. If there is a balance due, choose if there will be a payment on this e-file and click Next. USER MANUAL - PAYROLL NOVEMBER 2016 75
15. On the Balance Due window enter the bank account information from where the payment will be withdrawn. 16. To finalize the process, click Yes on the Transfer Return screen. The form will be transmitted immediately to the IRS and the user will be able to print the form with the confirmation number at the moment. USER MANUAL - PAYROLL NOVEMBER 2016 76
Importing forms using an Excel Template This guide will show the user how to import forms using an Excel template. The only forms that can be imported into the Payroll module are the F499 R-2/W-2. First, the user must generate an import layout. To generate an import layout: 1. Open the client file. 2. Click on the Returns section. 3. Choose the F499 R-2/W-2 form from the list. 4. Select the Import menu and the Generate Import Layout option. 5. On the file browser window, select the location to save the template file. 6. Enter the File name. 7. Click Save. 8. Navigate to the saved folder and open the template file. USER MANUAL - PAYROLL NOVEMBER 2016 77
9. The Sample Data worksheet has sample data and the Layout worksheet shows the data parameters and properties of each column. USER MANUAL - PAYROLL NOVEMBER 2016 78
After generating the import template and entering the forms, you can import them to the application. To Import the forms: 10. Open the client file. 11. Click on Returns. 12. Click the Import link to open the Import menu. 13. Click Import from Excel on the Import menu. 14. On the file browser, locate and select the file you wish to import. 15. Click Open. 16. On the Import window, enter the Worksheet Name where the data to import is stored in the Excel file. 17. Click Ok on the success prompt. USER MANUAL - PAYROLL NOVEMBER 2016 79
18. Once the employees are imported, they will be displayed on the list on the Employee section of the file where you can editor delete them if necessary. Note: If an error ocurred on the import, the application will give you an error report specifying the fields that provided the error. Correct the errors marked on a black square before trying to import again. USER MANUAL - PAYROLL NOVEMBER 2016 80
Reports The Reports area allows the user to generate reports on multiple parts of the module. The information is gathered from the previous sections discussed. To print a report, select it from the list and press the Preview button to generate it and then click the Print option in the File menu. The application will show the report, which you can then print or save it as a PDF file through the File menu and clicking Save As. USER MANUAL - PAYROLL NOVEMBER 2016 81