Tax Agency Codes Table

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941 Tax Agency

Fields on the Tax Agency Table

For every Tax Agency Code, the Deposit Due Rule and Standard Deposit Rule Info sections should be completed.

Tax Agency Code. When adding a new record, enter the code. In the case of a 943 record, a new code of 943 must be added.

A tax agency code name of 943 that has the Defined Federal Deposit Record button selected and taxes accumulated for it causes the system to produce a 943 instead of the standard federal report for non-agricultural employers.

Description. Enter the description to identify the tax agency.
Active? An active code has the Active checkbox selected, making the code available and keeping the code in effect as a valid choice. Having the Active checkbox marked shows that a tax agency is active and keeps any tax codes with this code selected from having containing an invalid, orphaned selection.
Company Code. The Company Code for a Tax Agency needs to be assigned on the Tax Agency code record before a corresponding tax code is in use.
Tax ID Number. Define the tax ID number for the company and this tax agency.

Escrow Vendor Cd. To define the account to be used to create a deposit for the escrow agent to pay the liability, select the Escrow Vendor. If your company is the Third-Party Administrator, a Vendor Code should have been set up for you in order to escrow tax payments. A Service Bureau’s entire client database can be rolled up into one payment by using this "escrow pay to" method and Enterprise Manager.

Tax Agency Information

Company Name. Enter the tax agency’s name in the Company Name field.

Address 1, Address 2, and City. Use the fields Address 1, Address 2, and City from the tax agency's mailing address information. For a federal tax agency, this is typically left blank.
State. For a state or local tax, choose the state code for the tax agency's mailing address information. For a federal tax agency, this is typically left blank.

CAUTION: For a federal tax agency with eFiling information, avoid selecting the state. The state selection will act as a filter, filtering out needed ePayment information for federal taxation.

Zip. Complete the zip code for the tax agency's mailing address information. For a federal tax agency, this is typically left blank.
Contact Name, Title, Phone number, Fax number, and Email Address. Complete the name of the contact person for the tax agency in Contact Name, and complete his/her business Title, Phone number, Fax number, and Email Address.
Reference Info. Enter reference information for the Tax Agency into the Reference Info field. Some tax reports may use this value to provide either additional percentage information or an additional ID number when required for tax reporting.

For instance, New Mexico requires both an employer's number and a CRS ID number on ES903A and WKC forms that are produced from the New Mexico SUI Tax Report. The CRS ID number should be entered in the Reference Info field on the NMSUI Tax Agency record to populate on these forms.

Alternatively, Montana SUI Tax Contribution Report uses a percentage value from the Reference Info field on the MTSUI Tax Agency record to break out the Montana UI Administration Fund calculation, and the SDSUI Tax Agency record similarly uses the reference information value to break out the South Dakota Investment Fee calculation.

Tax Payment Information

The Tax Agency Codes Table's Tax Payment Information section defines the type of payment to be generated. For ACH or EFTPS transactions, payment information includes the tax agency's Bank Account, Transit Number, and the addenda.

Type of Payment

To indicate what type of payment to generate, select one of the following options:
Check indicates that a payment check should be generated to pay the tax liabilities due to this agency.
ACH indicates that an electronic ACH transaction should be used to pay the tax liabilities due to this agency. (For states such as New York and Nebraska, additional per state and per company information may be required. This is defined on the E-File Data Screen.)
EFTPS indicates that an electronic EFTPS transaction is used to remit tax payments to this agency using Federal EFTPS Debit batch payment files.
No Payment indicates that an external bookkeeping system will be used to pay the tax liabilities due. Only select the No Payment option when no payment should be processed by the system or payroll service provider outside of the system.

Bank Information on the Tax Agency Codes Table

Bank Transit Number. The Bank Transit Number is the receiving bank for ACH payments to the tax agency.
Agency Account #. The Agency Account # number is the receiving bank account for ACH payments to the tax agency. For each tax agency that accepts ACH payments, to define the banking, complete the following. Click on the Validate-> button to validate the Bank Transit Number. Enter the Account Number. To complete this bank information, click on the Ok button.
Tax Reporting Code. Select the Tax Reporting Code from the drop-down list. For instance, a tax agency for federal 941 would need the tax reporting selection: code 941, with description Federal 941.
Rates button. Sub-rates for Tax Agencies are defined on the Tax Agency Rate Table. The Rates button provides a shortcut to open the Tax Agency Rate Table.

ePayment Information

EFT Addenda Format. For each tax agency that accepts ACH or EFTPS payments, select the EFT Addenda Format for the tax addenda.
Tax Type Code. Choose the tax type code. For instance, a tax agency for federal 941 would need the tax type: code 94105, with description 941 Federal.
Tax Period End Rule. Choose the tax type code. For instance, a tax agency for federal 941 would typically have tax type: code QTRENDDATE, with description 941 Federal Deposit.

Tax Reporting Information

Other Identifier. Define an alternate Tax Identifier for specific tax filing requirements, such as those for EFTPS.
eFile Data 1, eFile Data 2, and eFile Data 3. eFile Data 1 through 3 fields are used to provide agency-specific eFile values.
Credit Overpayments? Opt to credit overpayments in the Tax Balancing and Reconciliation module by selecting Credit Overpayments. To manually manage and adjust for any overpayments, clear this checkbox.
Mag File Reporting? Indicator to report taxes via magnetic media (includes e-filing) or paper reports. Track whether reports to this tax agency should be made via magnetic media (includes e-files) by selecting "Mag File Reporting." Leave this clear if paper reporting is required or permitted and your organization's preferred method. Having the "Mag File Reporting" checkbox selected is what allows information for the tax agency to be included in the e-files and files for magnetic media tax filing.

Deposit Due Rule and Deposit Due Rule Information

Deposit Due Rule

The deposit rule and standard deposit processing information define the rules governing payment of this tax's liabilities incurred from payroll processing and should comply with the requirements of this tax agency according to regulatory guidelines. The Deposit Due Rule can be defined to follow a standard deposit rule, to use the Federal deposit rule, or to be the federal deposit record (for 941 or 943).
Federal Deposit Record. Only select the "Federal Deposit Record" option if the tax being set up is the Defined Federal Deposit Record. Usually, this is the company's 941-tax record. The 941 Federal Deposit is for FIT, FHIEE, FHIER, FICAEE and FICAER. Only one record per client should be marked as the 941 Federal Deposit Record, unless multiple companies are defined in the same client system. If this is the 941 Federal Deposit Record, also complete the Standard Deposit Process information as appropriate based on the applicable federal rule.
Use Federal Deposit Rule. Select the "Use Federal Deposit Rule" option if the tax being set up is going to fall under the same deposit rules as the Defined Federal Deposit Record (the tax will be due the same as the 941 taxes and the system will search for the record marked as "Defined Federal Deposit Record")
Use Standard Deposit Processing. Select the "Use Standard Deposit Processing" option to point the system to look at the "Standard Deposit Process Info" box just below the Deposit Due Rule box on this screen to define the standard deposit processing frequency. Complete the "Standard Deposit Process Info" box as appropriate based on the applicable processing rules.

Standard Deposit Due Rule Info

Standard Deposit Due Rule. Define the standard deposit processing frequency. According to the company's required depository frequency for compliance with regulatory tax agencies, select the standard deposit due rule period: Semi-Weekly, Weekly, Monthly, Semi-Monthly, Quarterly, or Qtr-monthly (4 times per month), or Check Date Plus.
Tax Deposit Day. Enter the Deposit Day, which is usually the number of days from the check date that the deposit is due.

To define as semi-monthly, choose "Qtr-Monthly" as the standard deposit rule and enter a 2 in the Deposit Day field (as described in the tip text for the Deposit Day field).

Accelerated $ Amt. Enter any amount that would escalate the deposit to the next rule parameters in the "Accelerated $ Amt." field for standard deposit processing. (For example, for the Federal 941 deposit in 2011, this amount is 100,000.00.)
Accelerated Dep. Days. Enter the number of deposit due days for an accelerated deposit.