How To Do "943-Client" Quarterly Reports

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

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.

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.

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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 the 943 payments for the year and run a PDF tape of the 943 payments for the year. This total will be used when checking the 943 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, run PDF tape, match to Payroll Summary and save. If 4th quarter, match to YTD Payroll Summary.

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.

If 4th Quarter: Open 943 Draft and PDF “Tax Forms Only”. Save and close. Client will need to sign and mail 943 as QB cannot e-file 943 forms.

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.

PDF the 4 part W2 forms for EE, print on form paper, don’t save, mail to Employees or deliver in packet for client to mail.

Later on, if an employee needs a reprint, go back to QB and print it from there.

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 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.

Fill out Client Instructions. Advise 943 needs to be signed and mailed to the IRS. 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. If 4th Quarter, advise that the 940 form was electronically filed.

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 and UI-5.

If 4th Quarter: Combine: Client Instructions, 943, 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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