The end result is to confirm 943 amounts, File and pay UI-5, and pay 940 tax due.
Determine if client is a 941 filer or 943 filer. If client is a 943 filer, at year end Print 943 and mail (paper file). QB cannot E-file 943 forms. If 943 filer then:
Open Master PR file, Open previous quarter’s filing, Open QB.
Update Payroll Control Sheet with FUTA & SUTA dates and Liability amounts.
In QB, PDF Payroll Summary for the quarter and for the YTD.
Fill in the Cheat Sheet with QTD and YTD amounts.
Open UI-5 in QB. Compare the outstanding UI Liability to the UI due on the UI-5.
If UI-5 is off by a few cents and we are filing using QB, then adjust balance due on the UI-5 form to match the outstanding liability. Get the category amounts from the Payroll Summary (MT UI or Admin).
If we are filing by entering on the UI website manually, we can’t adjust the website online amount, so we must adjust the QB Liabilities with a journal entry.
In UI-5, make sure there is the ability to E-file, otherwise we’ll need them to sign a 3rd Party Authorization Form, and upload it to MT UI site. PDF UI-5 “Tax Forms Only”. Save and close.
UI-5: Match to Cheat Sheet. Verify UI Rates on the UI-5 form with the spreadsheet on P Drive in Resource Library/UI.
UI-5: Open Draft. Submit: E-File & E-Pay. Select bank Account: E-file - E-Pay. Add our Phone number, personal email address, and submit. PDF the confirmation.
940: Form is filed at year end but Payments are made quarterly no matter if the limits are reached.
940 Form:
Match QB liability to QTD Payroll Summary.
Pay via EFTPS website. PDF the EFTPS confirmation.
PDF payment history and highlight for the quarter.
Clear the liability in QB. Change from E-pay to check. Change the check number to EFTPS. Make check date and payment settlement date the last day of the month following the quarter.
Go to TAP. Go to “More”, “Submissions” section and PDF payments for the quarter. No filing to do.
MT withholding payments reconciliation: Highlight TAPS payments, run PDF tape, match to Payroll Summary and save.
943 payment reconciliation: Compare the 943 wages to the Cheat Sheet and the Payroll Control Sheet. Open EFTPS payments and match taxes paid to the 943 taxes paid and match to the Payroll Control Sheet taxes paid.
Fill out Client Instructions. Advise UI-5 was electronically filed, specify dollar amount electronically paid and settlement date. Advise 940 form to be filed at year end but specify dollar amount electronically paid and settlement date.
PDF the Cheat Sheet. PDF the Client Instructions. PDF the Payroll Control Sheet.
Combine: Client Instructions and UI-5.
Save as “202X-XX-XX QX Quarterly Reports - Deliverables”. Add to Caseware. Email this to client. Mark the project “Complete”.
If client wants to pick up forms, print forms to mail, add “sign here” tags, and attach pre-addressed envelopes. Print another set of forms and stamp “Copy” for the client to keep. Put the packet in a sealed envelope, add client name and file it in the client pick-up bookcase. Notify client to pick up packet. Mark the project “Notify”. Front desk will mark “Complete” once client has picked up.
Combine all files for “202X-XX-XX QX Quarterly Reports” and add to Caseware.
Delete all in 01 Current. Enter the time on the CCH clocks.
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