Adding Tax Information

September 2, 2015

Where do I find my account numbers for payroll tax filing?

You can find account numbers on the pre-printed forms, tax coupons or any correspondence from the taxing agencies. Contact them if you don’t have the official forms or coupons.

What happens if I don’t know my account numbers?

If you don’t know your account numbers, you can temporarily mark your account number as “applied for” in the software, but you’ll need this information before any payroll tax filings or deposits can be properly handled. When we are handling your payroll tax filing or depositing tax liabilities, we need the account number to eliminate confusion with the tax agency. If we don’t have the account number in time, we’ll still make timely deposits and payroll tax filings on your behalf, but you’ll need to add your account information. To make your life easier, try to gather this info when you first sign up with our Full-Service Payroll.

What W-2 or W-3 forms are there?

The W-3 form is submitted to the Social Security Administration. (We will submit this for you, but we suggest printing a copy of the W-3 for your records.)

There are multiple versions of the W-2 forms, each intended for a different recipient:

  • The W-2 Copy A is submitted to the Social Security Administration (We will submit this for you!)
  • The W-2 Copy D or W-2 Copy 1 is for you (the employer) to keep, or submit with the EMPLOYER’S state, city, or local tax return.

Be sure to give your employees the following:

  • The W-2 Copy B is to be submitted by the EMPLOYEE for their federal tax return.
  • The W-2 Copy C is to be kept by the EMPLOYEE for their records.
  • The W-2 Copy 2 is to be submitted by the EMPLOYEE to their state, city, or local tax agency.
What is a deposit frequency?

Deposit frequency is how soon you need to deposit your tax liabilities following a payroll run. The tax agency determines your deposit frequency. For example, depending on your payroll size, the IRS may decide your business should file monthly deposits and require your federal payroll tax liability (941) for November to be deposited by December 15. As far as the IRS is concerned, you’d be considered a monthly depositor, but other tax agencies may require different frequencies. (That’s why it’s just easier to let us keep track of it all through the payroll tax filing service!)

What happens if I don’t know my deposit frequencies?

Our software knows the different deposit frequency options for various tax agencies and will narrow down your options. If you don’t know your deposit frequency, choose the frequency that happens most often. When you have the exact info, please enter the proper frequency so we can get your deposits on track.

What do I do with rate change notices?

Sometimes you may receive a rate change notice on taxes. If this happens, and it is a tax that you manually entered into the software yourself, you must enter the rate change yourself. This only applies to employer taxes such as varying unemployment rates (such as SUTA), which are based on each employer’s experience rating. Note: When changing a rate in the payroll software, indicate the proper start date for the changed rate.  For specific instructions, see the training article Updating your State Unemployment (SUTA) Rate.

On the other hand, our software automatically adjusts when a global tax rate changes or a new tax goes into effect. With the Full Service Payroll, we automatically update global rates that don’t vary for individual employers, such as federal, state, and local income tax rates.

What does “allow courtesy” mean?

Your employees may be liable for payroll tax filing where they live. It’s not always your responsibility to deduct these taxes from their pay and make deposits on their behalf, but you can as a courtesy. If you “allow courtesy,” you (as the employer) must register for account numbers in all additional tax jurisdictions so the payroll tax filing service can file and deposit these taxes for you.  For more information, see our software training article Courtesy Tax Withholding in Patriot Software.

What will happen if I select “allow courtesy”?

Our software will determine if your employees are responsible to pay taxes based on where they live. Patriot withholds these taxes from the employee and deposits and files the taxes. As the employer, you’ll need to register for account numbers in all additional tax jurisdictions so Patriot can comply with the payroll tax filing and deposit regulations.