Company-Level User Instructions for Online Tax Forms

Transcription

1 Company-Level User Instructions for Online Tax Forms The tasks described in this topic can be performed by the Payentry tax form administrator at the client company (a company-level user), as opposed to a system-level user at the service bureau. The tax form administrator is the person at the employee s company whom the employee will contact to have a tax form printed or remove their enrollment. In some cases, the service bureau performs these tasks for the company; in other situations, the company itself performs the tasks. These instructions are provided for you if your company elects to perform these tasks. You can provide your employees the ability to retrieve their year-end W-2 and 1099 tax forms through Employee Self Service (ESS). The major steps in providing online tax forms to employees are: 1. The service bureau enables your company to use online forms. 2. At year-end, the service bureau prepares the tax forms. 3. You review the tax forms and release them to the employees. 4. Employees enroll in the service. 5. Each enrolled employee uses ESS to view their personal tax forms online. Important: You should review Treasury Regulation (j) to ensure that you are compliant with the rules and regulations regarding electronic receipt of tax Online Tax Forms 1 of 12

2 Configure the Web Tax Form Services The configuration pages allow you to set up the tax form service, announce the service to employees, and release the forms to the employees. Once your company has the tax form services, you must enter the Tax Form Administrator information for both the WebW2s and Web1099s services. To set up the online tax form services, perform the following steps: 1. Log in to the company. 2. Select the Additional Options link: The system opens a new browser window and displays the Company Options page. 3. Click on the Tax Forms link: Selecting the Tax Forms Link Online Tax Forms 2 of 12

3 The system displays the Online Tax Forms page: Online Tax Forms Page 4. Click the Online Tax Form Setup link. The system displays the Online Tax Form Setup page. This page allows you to set up company-specific information regarding online taxes, such as: Your tax form administrator information Any special employee instructions for - Obtaining a paper copy - Changing their contact information The last date on which employees can enroll to get their tax forms online The default method for notifying employees about their tax forms An option to be informed when an employee enrolls in or unenrolls from this service You must define the contact information for a W-2 tax form administrator and a 1099 tax form administrator. Even if one person administers both forms, you must define the information separately. Use the Select a Tax Form type to setup drop-down list to choose a tax form. Valid entries are W2 or Online Tax Forms 3 of 12

4 5. Use the Select a Tax Form type to setup drop-down list to choose a tax form. Valid entries are W2 or 1099 The system displays the appropriate Tax Form Administrator Information page (in this case, for W-2s): Company Online Tax Form Setup 6. Fill in the appropriate contact information for Name, Phone, and so on. 7. Enter the instructions that describe how an employee can receive a paper copy in the Paper Copy text area, if desired. 8. Enter the instructions for how an employee can contact the tax form administrator in the Contact Info text area, if desired. 9. Determine the cut-off date the last date on which the employees can enroll for this online tax form service in the Enroll Date drop-down lists. Note: It is recommended that you select a date prior to the one on which you process tax forms. Online Tax Forms 4 of 12

5 10. Use the Release Notify drop-down list to select the default method of notifying the employee that their tax form has been released These notifications are automatically generated whenever a release is performed for either all employees or an individual. Valid entries include: Sends an to each employee Mail Creates a generated letter in PDF format that you can print and send via the postal service Note: If you release a form to a single employee, the generated letter is customized for that one employee. If you perform a release all, the letter is generic. None Does nothing; employees are not automatically notified You are still required by law to notify employees that their forms are available. If you choose this method, you can notify each employee individually using the Notify Employee field. 11. Put a check in the Enroll Notify check box if you, the tax form administrator, want to be notified via that an employee has changed their enrollment status for this service. 12. When you are done, click Save Changes. Announce the Service You can inform the employees about the availability of the online tax forms by sending an announcement. The system allows you to: the employees about the service. Provide details on how to enroll and use the service. Print a letter for employees without access to (or have not provided their address). If an employee does not enroll in an online tax form service, they will receive a paper copy of the W-2 or 1099 in the usual manner. Online Tax Forms 5 of 12

6 To work with service announcements, follow these steps: 1. From the Online Tax Forms page, click the Online Tax Form Announcement link. The system displays the Online Tax Form Announcement page: Online Tax Form Announcement Online Tax Forms 6 of 12

7 The fields on this page are as follows: Online Tax Form Fields Fields Send Announcement Send To Field Description Use this button to send out the announcement once it is ready. Works in conjunction with the Send To field. Use this drop-down list to select the recipients of this announcement. Valid entries are: AllESSEmployees All employees listed in ESS. ESSEmployeesNotYetEnrolled Only those employees in ESS who have not enrolled in the online tax service. ESSEmployeesHiredAfterDate Only those employees in ESS who were hired after a date. Address Only one particular person. When you select this option,the page displays an field, in which you enter that person s address. Introduction Main Body Contact Info Closing Enter the text you want at the beginning of the announcement in this text area. Text in the Main Body area, see below. Text in the Contact Info area, see below. Enter the text you want at the end of the announcement in this text area. Main Body The text in the Main Body area, which you cannot edit, is: MPAY is pleased to announce the capability for all employees to obtain, view, and print their tax return documents online using the Payentry ESS portal! To access your tax return documents, you must first enroll. To do so: 1. In a web browser, navigate to the Payentry ESS portal at 2. Log into your ESS account. 3. Select <b>employee</b>. 4. Click <b>go to Your Online Tax Form Enrollment</b> at the bottom of the screen. 5. Click the orange slider button. A screen displays with disclosure information. 6. Read the disclosure document. At the bottom of the document is a checkbox that indicates whether you agree to the terms. 7. Check the checkbox if you agree to the terms. You must agree to the terms to take advantage of the Online Tax Forms feature. 8. Check the <b>i can view PDF files</b> checkbox if you are able to view them. If you are unsure, you can download a sample PDF document. 9. Click <b>ok</b>. Once you have enrolled, you can view or print your tax forms from Payentry ESS at any time. These forms can be viewed in the My Documents screen. We hope you will take advantage of this new, convenient functionality! Online Tax Forms 7 of 12

8 Contact Info The text in the Contact Info area, which you cannot edit, is: For W2 inquiries contact: John Smith Main Street East Somewhere, MA For 1099 inquiries contact: Jane Cahill Main Street East Somewhere, MA The names and information for the contacts is taken directly from the Online Tax Form Setup page (see Company-level User Instructions for Online Tax Forms). 1. Fill in each field with the appropriate information. 2. When you are ready and your organization is prepared to send out the announcement, click Send Announcement. Review & Release Employee Tax Forms Important: Payentry makes use of pop-up windows. You do not have to turn off any pop-up blockers you may use; however, you should allow pop-ups for *.Payentry so the application can function properly. Tax forms are calculated and produced by the service bureau. During the production process, the service bureau prepares data for hard copies for employees that do not enroll in the online tax form service and publishes the forms for the employees that are enrolled. Once the service bureau has published the tax forms, the next step is for you to review those tax forms. During the review process, you can also release an employee s tax forms. Once they are released, the enrolled employees can retrieve their tax forms online via ESS. You can also unrelease tax forms, which means the employee cannot view them in ESS. Released tax forms ensure the employee that the W-2 or 1099 has been reviewed by both the service bureau and the employer. Online Tax Forms 8 of 12

9 To review and release employee tax forms, follow these steps: 1. From the Online Tax Forms page, click the Online Tax Form Review link. The system displays the Online Tax Form Review page: Company Online Tax Form Review Online Tax Forms 9 of 12

10 This page displays the summary of each employee, whether they have access to ESS, what their current enrollment status to the tax form service is, and so on. This page allows you to manually unenroll employees, should they request it. This page also allows you to retrieve company copies of the tax forms, including a few different filtered sets of copies. You have the option to release or unrelease an employee or the entire company at once. Once the form is released, the form will then show up within Employee Self Service. The fields and buttons at the top of the page are as follows: Online Tax Form Fields Year Release Notification Field Description Use this drop-down list to select the tax year you want to display. Use this drop-down list to determine the method of notifying employees their tax forms are available. This selection overrides the value of the Release Notify field on the Online Tax Form Setup page (see Company-level User Instructions for Online Tax Forms). Valid entries are: None Mail Release All, Unrelease All Use these buttons to either release or unrelease all the employee tax forms at once, respectively. The ability to release/unrelease individual employee tax forms is in the Release Tax Form column in the table of employees. View Tax Forms Use this drop-down list to select the tax forms reports you want to view or print. This works in conjunction with the Preview Tax Forms button. You can use this feature to review all the tax forms in a single report or to print all the tax forms for mailing or filing purposes. It has no effect in what data is displayed in the table on the page itself. The selections that appear in this drop-down list vary according to the tax forms for this company; for example, if this company only has W-2 employees, entries for 1099s will not appear. Valid entries are: W2-All W2-ViewAllEnrolled W2-ViewAllUnenrolled 1099M-All 1099M-ViewAllEnrolled 1099M-ViewAllUnenrolled 1099R-All 1099R-ViewAllEnrolled 1099R-ViewAllUnenrolled Online Tax Forms 10 of 12

11 Fields Preview Tax Forms Filter Employees By Page Page Length Refresh ESS Access? Current Enrollment Field Description This button is activated when you select an entry in the View Tax Forms field. Click on this button to display a PDF of the tax forms you chose to view. You can print the PDF, if you choose. Use this drop-down list to display a subset of employees on this page. Valid entries are: All Active Enrolled NotEnrolled Released NotReleased Releasing Error The current page in the employee list. The number of pages is determined by the total number of employees in the company and the value you select in the Page Length field. Use this drop-down list to select the number of employees (rows) you want to display per page. Use this button to force the system to renew the page information. Indicates whether the employee is currently enabled to use ESS. Indicates whether the employee is currently enrolled to obtain tax forms online. Tax Form Indicates whether the employee is currently receiving a W-2 or View Tax Form Published Date Release Tax Form Released Date Notify Employee Viewed by Employee A link to click that will display the employee s tax form. When the tax form was published by service bureau. A link to click if you want to release/unrelease the tax form to the employee. Also indicates the status of the change after you click the link. The date the tax form to the employee was released. If a link is present, use it to notify or re-notify the employee that their tax form has been released and is available to them. Indicates whether the employee viewed the tax form. Online Tax Forms 11 of 12

12 Release & Unrelease Forms The steps you perform to release/unrelease tax forms are: From the Online Tax Form Review page, depending on the action you wish to take, click the: For an individual employee, click the link in the Release Tax Form column. For all employees, click the Release All button or Unrelease All button 2. Confirm the action you just selected. The system displays a pop-up window to show it is processing your request. The page automatically refreshes. When the job has completed, the text in the pop-up window indicates it is finished. The system reloads the Online Tax Form Review page, showing the updated status in the Release Tax Form column. Whether the system sends out notifications of this action depends on your setting of the Release Notification field. If you do automatically generate notifications, the system notifies the employees whether you release to an individual or all employees, or unrelease to an individual or all employees. Online Tax Forms 12 of 12