Payroll Help

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What Should I Do When I Receive a Tax Notice?

In this article:

Background

If you are a Full-Service Payroll Customer of Patriot Software, and you have received a tax notice, you will need to inform Patriot so that our Tax Team can review the notice and confirm your account is properly set up.

Before You Upload a Tax Notice

Take a moment and look over common issues that may have caused the agency to contact you.

  1. BLANK TAX FILING FORMS: Patriot does NOT need blank tax filing forms the state may send you. The software handles this on your behalf. You can dispose of those.
  2. WRONG EIN/ACCOUNT NUMBERS: Make sure the EIN listed on your notice matches the EIN in Patriot.
    • Go to Settings > Payroll Settings > Tax Settings. 
    • If the EIN is incorrect, make the correction in the software if needed and contact our tax department to refile your return.
    • If the agency is sending you a notice from a previous employer account you held and the account should be closed, contact the state.
  3. WRONG DEPOSIT FREQUENCY SETTING IN THE SOFTWARE: Ensure that your tax deposit frequency is correct.
    • Go to Settings > Tax Service Settings > Tax Deposit Frequencies. 
    • If your tax notice says your deposits are late and your settings are incorrect in the software, update the deposit frequency so the payments will be sent on time.
    • You’ll need to pay the penalty for the late deposit frequency to the government if the settings were incorrect.
    • If your deposit settings were correct and the deposit was late, please upload the notice to support.
  4. INCORRECT SUTA RATE: If your notice is for State Unemployment Insurance (SUI/SUTA), check to see if your your SUTA rate has been updated in the software.
    • Go to Settings > Payroll Settings > State Unemployment Rates.
    • If you have an incorrect rate in the software, update the rate here. Any payrolls in the current quarter will be adjusted for the updated rate based on the effective date.
    • You will need pay the amount on the notice to the state directly.
    • If you have a credit, please upload the notice.
  5. LIABILITIES/FILINGS BEFORE THE TAX FILING SERVICE: Many times notices are sent for periods that may not be coincide with when your tax filing service was active with Patriot.
    • Go to Reports > Payroll Tax Reports > Tax Takeover Details to verify that your balance due is not for a liability incurred before signing up with Patriot. 
    • If it was liabilities before your tax filing service date began with Patriot, you will need to contact your previous provider.
  6. LIABILITIES/FILINGS AFTER THE TAX SERVICE: If your account is inactive, please make sure that your liability is not for a period after Patriot stopped filing for you by checking your termination details. If you canceled your service in the middle of a quarter, you will be responsible for filings/deposits.

How to Upload a Tax Notice for Review

We recommend you upload a copy of your tax notice to Patriot so that our Tax Team can review the actual notice.  

  • Go to Settings > Account Activity > View/Upload Files to Support
  • Choose the file from your computer.
  • Add a description.  Please include the words “Tax Notice” so it gets routed to the correct team.
  • You can also attach the tax notice to an email and send it to our Tax Team directly at tax@patriotsoftware.com. Please do not send any personal information via email. Upload sensitive files to your account instead.

When Will I Receive a Response from the Tax Team?

Our Tax Team reviews tax notices in the order they were received.  If you have sent more than one tax notice, keep in mind that we may not review both of them at the same time if they were sent to us at different times.  Our team will respond to you via email with a detailed explanation of the notice and any action you need to take to resolve any issues.

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