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How To Do "941-Client" Quarterly Reports (includes 4th quarter)

PTIN: P__________ FEIN: 46-3057681 / 2024 Excess Soc Sec: 168,600 & Additional Medi: 200,000 @ 9%

The end result is to confirm and file: 941, 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, Print 943 and mail (paper file). QB cannot E-file 943 forms. If 941 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 the 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 amts 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.

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https://uieservices.mt.gov/_/⁠

UN: Amatics PW: Amatics2!2022!

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.

Update Client Instructions regarding UI-5 payment.

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: If not the 4th quarter:

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.

940 Form: If 4th quarter: Open 940.

Make sure Balance Due matches Liability amount. Make sure the Total FUTA (Gross) on the 940 matches the YTD Gross on the Payroll Control sheet. Make sure the 940 matches the QTD and YTD Payroll Summary. Don’t save, just x out to close.

If the Balance Due does not match the Liability amount, make a Liability adjustment to make the amount equal the balance due on the 940, as the form cannot be adjusted like the UI-5 can.

EFTPS the 940 payment amount as shown on the 940 Balance Due.

On EFTPS site, PDF payment history of the full year, highlight just the 4th quarter and run a PDF tape for the 4th quarter 941 payments. This total will be used when checking the 941 form.

in QB: Pay the 940 Liability.

Open 940 “For Reporting Agents”. Should now show zero Balance Due. On page 1, fill in Reporting Agent info. On page 3 add “Allow another to discuss” info. and add Paid Preparer info. PDF Form (Print for Your Records, Form Only). Submit Filing. E-File (or Print out if client does not E-File). PDF the Confirmation. Save and close.

Go to TAP. Go to “More”, “Submissions” section and PDF payments for the quarter. If 4th quarter, take PDF of the full year. No filing to do.

MT withholding payments reconciliation: Highlight TAPS payments for the quarter, run PDF tape, match to quarterly Payroll Summary and save. If 4th quarter, match to YTD Payroll Summary.

Open 941. Check for errors and add reporting info if needed. PDF the “Tax Forms Only”. Save and close. Compare the 941 wages to the Cheat Sheet and the Payroll Control Sheet. Open EFTPS payments and match taxes paid to the 941 taxes paid and match to the Payroll Control Sheet taxes paid.

941: Open Draft. Submit form: E-File: Submit. Add Agency Login info and personal email if needed. Firm E-File PIN: 811470 // Reporting Agent PIN: 33854. Submit. PDF confirmation.

If 4th Quarter: Open W2 & W3. Verify W2 totals from the W3 form with the Cheat Sheet. List employees with “Special Situations” on a scratch paper to transfer info to MT-W2 File State questionnaire, later on.

If zero returns, don’t process.

PDF the 4 part W2 forms for EE, print on form paper, save, mail to Employees or deliver in packet for client to mail.

PDF the Copy-D employer copies.

If paper filing to Social Security, PDF W2 Copy-A for Social Security.

PDF the W-3. Close the print screen.

Submit Form. E-File Federal Forms. Change email Address to your personal email and Submit. PDF the confirmation. Save as W2-W3 Filing Confirmation.

If 4th Quarter: Open MW-3. Verify totals with Cheat Sheet. Change the Filing Method from Paper to Electronic. Fill in “Discuss, Yes” info. PDF the form. Select E-File. Submit. E-File, Verify email address. PDF the confirmation. Save as MW-3 Filing Confirmation.

If 4th Quarter: Open MT-W2 E-File State W2 MT Stat W2s Worksheet. Add contact info. Answer “Special Situations”. Add Retire/Pension “X”s to the people listed on the scratch paper from the Federal W2 processing step earlier. No need to PDF the MW-3 W2. Submit. PDF the confirmation. Save as MW-3 W2 Filing Confirmation.

If zero returns, don’t process.

Fill out Client Instructions. Advise 941 was electronically filed. 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.

At year end, if we cannot verify the state payments on the TAP site, then advise client to verify that their MT State Income tax payments were made and that the payments should equal X amount.

PDF the Cheat Sheet. PDF the Client Instructions. PDF the Payroll Control Sheet.

Combine: Client Instructions, 941, UI-5.

If 4th Quarter: Combine: Client Instructions, 941, UI-5, 940, W3, W2 Copy-D, and MW-3.

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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