Can I get a user’s manual for CFS programs?
Can I have my programs delivered on CD?
How do I contact CFS for technical support?
Quick Reference Guide is discontinued
Where can I get help for Fill-N-Print?
Why can't I order forms and envelopes over the phone?
Why didn’t you tell me to renew my programs?
Why do I need a MyCFS account?
Why does CFS no longer send renewal packets?
Does CFS carry the form to set up Section 125 health plan for an employer?
Does CFS have a penalty and interest calculator?
Display additional client information in the Client List
Filter/Sort Client List
Purge Deleted Clients
Set Client Codes
CSV Import Guidelines
Can my data automatically backup to the cloud?
Data Locations (Default)
Export Client List
Generic ASCII File Client List
How do I back up/restore my data?
How do I backup to and restore from a CD or DVD?
How do I configure automatic backup?
How do I find missing backup data?
How do I move CFS programs and data to a new computer?
How do I move CFS programs and data to a new server?
How do I send client data to a colleague via email?
Importing from non-consecutive program years
Importing/Exporting Client Data
Lacerte Client List
Manually Importing Client Data From The Previous Year
ProSystem Client List
Why does Financial Planning Tools indicate restore database is being shared?
Why is the program not automatically backing up?
Can I install CFS programs on a Mac?
Downloading the installer to a USB flash drive to transfer it to an offline computer
Entering Data at a Client's Office
How To Download And Install Software From The CFS Website
How do I download and install an update from within the program?
How do I download and install the single user version of a program?
How do I install a program or update in "safe mode?"
How do I install programs from CD?
How do I manually download and install an update?
How do I map a network drive?
How do I perform a network installation?
How do I perform a workstation setup?
Install Procedure - Add private database
Install Procedure - Continue private database next year
Installing in demo mode
Manual installation of a specific program from a CD
Reinstalling and repairing software
Where to download CFS software
Why aren't all the programs I ordered on the CD?
Why does my desktop shortcut open the installer?
Why does the setup tell me to reboot the computer?
Workstation setup locations
Do I need a network license?
How do I change my address or firm name?
How do I edit my license code/firm information?
How does my license code work?
How many computers am I licensed for?
Using a License Code to access a program
What is the purpose of a network license?
Where can I find my Customer ID number?
Where can I find my license code?
Why can't I call to update my firm name/address?
Why does my license code change?
Why does the installer tell me my license code is invalid?
Add, edit, or delete a network user
CFS Program Interface
Calendar and Notes
Label Setup Options
Selecting multiple clients
Data File List
Federal/State Tax Planner
Field Details for Numeric Fields
Form 2848 - Power of Attorney
Formatting a field for SSN or EIN
How do I print to a PDF?
Two ways to print from a module
Using the Editor
CA Sales Tax Preparer
MD Personal Property
NY Sales Tax Preparer
Small Business Tools
1099 E-Filing Module Overview
1099 E-Filing Step 1: Inputting Transmitter Data
1099 E-Filing Step 2: Create IRS file
1099 E-Filing Step 3: IRS Submittal
1099 E-Filing Step 4: Create state file
1099 E-Filing Step 5: State Submittal
1099 E-Filing: Checking file status
1099 E-Filing: Filing Corrections
1099 E-Filing: Navigating the IRS FIRE System Website
1099 E-Filing: submitting prior year files
Applying for a Transmitter Control Code (TCC)
Checking Size of Uploaded File
Creating an IRS FIRE account
Does CFS support the Combined Federal/State Filing program?
FIRE System Upload: Navigating to your File
IRS seeks to lower e-filing threshold
Printing Summaries and Reports
Uploading 1099 files to CA SWIFT website
CA Form FTB 6274 - Waiver Request From Filing Information Returns Electronically
CA Form FTB 6274A - Extension Request to File Information Returns Electronically
Form 4419 - Application for Filing Information Returns Electronically
Form 8508 - Request for Waiver From Filing Information Returns Electronically
Payroll Return E-filing
941 E-Filing Module Overview
94x E-Filing Common Problems
94x E-Filing Step 1: Create Submission Files
94x E-Filing Step 2: Create Transmission Files
94x E-Filing Step 3: Upload File
94x E-Filing Step 4: Check Ack File
Fixing rejected files
Modifying Your IRS E-file Application to E-file Forms 94x
Opening the E-File Federal Employment Tax Returns module
Requirements to E-File Forms 94x
Submit a Communications Test File
CA Bulk Payment Record
CA Form DE 9C - e-Services Import a CSV File
CA Forms DE 9 and DE 9C
NYS-45/NYS-1 - E-filing (Web Upload Files)
New York E-filing Overview
Online State UI Filing Support
Online UI Filing Support from the State UI Form Module
PA UC-2/2A - UCMS FTP or File Upload Support
Texas C3/C4 Employer's Quarterly Report
Applying for a Business Services Online Account
BSO Request access to the SSA Services Suite for Employers
W-2 E-Filing Step 1: Providing Submitter Data
W-2 E-Filing Step 2: Creating an SSA File
W-2 E-Filing Step 3: SSA Submittal
W-2 E-Filing Step 4: Create State File
W-2 E-Filing Step 5: State Submittal
W-2 E-Filing: Checking the Submission Status
W-2 E-Filing: Navigating the SSA's Business Services Online Website
W-2 E-Filing: Navigating the SSA's old Wage File Upload program (Resubmitting a W2 Wage File)
W2 E-Filing Module Overview
Creating Form 8809 Extension files
E-File Format Error W2 and 1099
E-Filing: Copying and pasting file name and path
E-Filing: Create a Cover Letter
FIRE System login changes
Handling omitted payees when 1099's or W-2's are added after transmission
IRS FIRE System is down for maintenance for a month every winter
Is the IRS website down?
"The current license code does not allow access..."
Do W-2, W-3, 1099, or 1096 forms need to be printed on red forms or on plain paper in black ink?
Does CFS support WA Cares Fund for Long Term Care benefits?
Finding a report of how many forms were prepared
Hourly rate is updated but Payroll System is still calculating at old rate
How Do I ... ?
How do I fix a duplicate reporting?
Printing SSA-approved, black scannable W-2 forms
Printing SSA-approved, black scannable W-3 forms
The modules in W2/1099 are in red text instead of black text
When will Form 940 be released?
When will my program be released (or when will it be updated)?
Where is the 4th Quarter 941 module?
Where's my W2/1099 program?
General (used in all 4 program parts)
Copy Employee/Recipient Info to Another Form
Copy Employee/Recipient to Another Client
Export Information Returns to CSV File
Export State Employee Wage Listing
Export client list to Excel
Import last year's 1095-B/1095-C As Is
Import prior year clients/payees/preparers/labels
Importing CSV files into Payroll System
Importing payroll or 1099 data from Excel
Merge different employees into an employer
Move employee/recipient to another client
Payroll System QuickBooks Import
Transfer Payroll Data to W-2
Transfer Vendor Payment Data to CA Form 592-B
Transfer W-2 data to W-2c from current or prior years
Payroll System Database Reconstruction
Repair Client Database
Special Database Recovery Detail Instructions
Special Database Recovery Overview
Affordable Care Act: Notice to Employee of Coverage Options
CA Form DE 1 - Commercial Employer Account Registration and Update Form
CA Form DE 1 HW - Employers of Household Workers Registration and Update Form
CA Form DE 1245W - E-File and E-Pay Mandate Waiver Request
CA Form DE 2251A - Affidavit of Mailing
CA Form DE 34 - Report of New Employee(s)
CA Form DE 4 - Employee's Withholding Allowance Certificate
CA Form DE 48 - Power of Attorney
CA Form DE 542 - Report of Independent Contractor(s)
CA Form DE 89 - Employer of Household Worker Election Notice
Fax Transmission Cover Sheet
Florida Form RTS-3, Employer Account Change Form
Form 1094-B / 1095-B
Form 1094-C / 1095-C
Form 2848 - Power of Attorney and Declaration of Representative
Form 8809, Application for Extension of Time To File Information Returns
Form 8821, Tax Information Authorization
Form 8822-B - Change of Address - Business
Form 8952 - Application for Voluntary Classification Settlement Program (VCSP)
Form I-9, Employment Eligibility Verification
Form SS-4 - Application for Employer Identification Number
Form W-4 - Employee's Withholding Allowance Certificate
Form W-9 - Request for Taxpayer Identification Number and Certification
NY Form DTF-95 - Business Tax Account Update
NY Form DTF-96 - Report of Address Change for Business Tax Accounts
NY Form POA-1 - Power of Attorney
NY Form TR-2000 - E-ZRep Tax Information Access and Transaction Authorization Form
Paycheck Withholding Calculator
Statement of Account
To Do List
Withholding Tax Rate Tables
Program Operation and Utilities
Adding employers and payers to the Client List
Client List Options
Client Status Fields
Create a copy of a client
Deleting an employee or a form
Firm/License Information Screen
Import Prior Year W-2/1099 for E-filing Purposes
Network Utilities (Network Version Only)
Payroll Client Folder
Payroll Client List
Payroll Firm/License Information Screen
Payroll Getting Started
Payroll Label/Envelope Maker
Payroll Module Interface
Payroll Module Library
Payroll System Overview
Restore Backed-Up Data
Restore Deleted Clients
Payroll (ATF and Live)
Blank Check Setup
Check Printing Supplies
Creating a local rate schedule file
Direct Deposit in LivePayroll
Gross-up for All Taxes and Deductions
Live Payroll Setup utility
LivePayroll vs. After-the-Fact Payroll
Print Payroll Checks or stubs
Setting up a progressive or rate schedule tax
Setting up employee withholding
Setting up employers and employees in LivePayroll
Setting up hourly employees
Setting up local withholding tax
Setting up vacation & sick leave
Typical Examples of Vacation/Sick Leave Policy Settings for Hourly and Salaried Employees
Vacation and Sick Leave in LivePayroll
Vacation/Sick Leave Employee Setup
Vacation/Sick Leave Overview
Vacation/Sick Leave Policy Setup
Vendor Check Utilities
Workers' Compensation Information
Workers' Compensation Report Setup
Workers' Compensation Setup
Arizona AZFSET Web File for Withholding Return Filing
Arizona Form A1-APR - Annual Payment Withholding Tax Return
Arizona Form A1-QRT/A1-WP - Quarterly Withholding Tax Return
Arizona Form UC-018/020 Quarterly Unemployment Tax and Wage Report
Arizona Forms A1-R - Annual Withholding Reconciliation Return
CA EDD e-Services File Attachment
CA Form 592 - Resident and Nonresident Withholding Statement
CA Form 592-B - Resident and Nonresident Withholding Tax Statement
CA Form DE 3B HW - Employer of Household Worker(s) Quarterly Report of Wages and Withholdings
CA Form DE 3HW - Employer of Household Worker(s) Annual Payroll Tax Return
CA Form DE 88 - Payment Coupon
CA Form DE 9 - Quarterly Contribution Return and Report of Wages
CA Form DE 9C - Quarterly Contribution Return and Report of Wages (Continuation)
CO Form DR 1094 - Colorado W-2 Wage Withholding Tax Return
CO Form DR 1107 - 1099 Income Withholding Tax Return
CO Form UITR-1 - Your Quarterly Report of Wages Paid and Premiums Owed
CT Form CT-941 - Employer Quarterly Reconciliation of Withholding
CT Form CT-W3 – Connecticut Annual Reconciliation of Withholding
CT Form UC-2/5A/5B - Employer Contribution Return and Quarterly Earnings Report
CT UC-2/5A/5B - FTP File Upload Support
FL Form RT-6 - Electronic Filing Instructions
FL Form RT-6 - Florida Quarterly Reemployment Compensation and Wage Report
FL Form RT-6 Electronic Filing Error Codes
Form 8453 - Employment Tax Declaration for an IRS e-file Return
Form 8655 - Reporting Agent Authorization
Form 8655 Reporting Agent List
Form 8879 - IRS e-file Signature Authorization
Form 940 - Employer's Annual Federal Unemployment (FUTA) Tax Return
Form 941 - Employer's Quarterly Federal Tax Return
Form 943 - Employer's Annual Tax Return for Agricultural Employees
Form 944 - Employer's Annual Federal Tax Return
Form 945 - Annual Return of Withheld Federal Income Tax
Generic State Quarterly Unemployment Compensation and Wage Report
Georgia Form DOL-4N – Employer's Quarterly Tax and Wage Report
Georgia Form G-7 – Employer’s Quarterly Return For Monthly Payers and Voucher GA-V
Georgia Form G-7 – Employer’s Quarterly Return For Quarterly Payers
IL Form UI-3/40 - Employer's Contribution and Wage Report
IL Forms IL-941/IL-501 - Employer's Quarterly Withholding Income Tax Return
Instructions for Completing Employer Payroll Form WR-30
MD Forms DLLR/DUI 15/16 - Maryland Unemployment Insurance Quarterly Contribution and Employment Reports
MD MW506/MW506M - Employer's Return of Income Tax Report
MD MW508 - Annual Employer Withholding Reconciliation Return
MI Form 5080 - Sales, Use and Withholding Taxes Monthly/Quarterly Return (and Form 5095)
MI Form 5081 - Sales, Use and Withholding Taxes Annual Return
MI UIA 1028 - Employer's Quarterly Wage/Tax Report
Missouri Form MO-941 – Employer's Return of Income Taxes Withheld
Missouri Form MODES-4 – Quarterly Contribution and Wage Report
NC Web File Upload for Form NC-3
NJ-927 and WR-30 E-Filing Acknowledgement File
Nevada Form RPT3795/NEW0098 – Employer's Quarterly Contribution and Wage Report
New Jersey Form NJ-927/NJ-927-W and Form WR-30 E-Filing
New Jersey Form NJ-927/NJ-927-W/WR-30, Employer's Quarterly Report
New York Form MTA-305, Employer's Quarterly Metropolitan Commuter Transportation Mobility Tax Return
New York Form NYS-1, Return of Tax Withheld
New York Form NYS-45, Quarterly Combined Withholding, Wage Reporting and Unemployment Insurance Return
North Carolina Form NCUI-101, Employer's Quarterly Tax and Wage Report
North Carolina Withholding Forms
Payroll Deposit Records
Pennsylvania Form UC-2 – Employer's Report for Unemployment Compensation
South Carolina Form WH-1601, Withholding Tax Coupon
South Carolina Form WH-1605, SC Withholding Quarterly Tax Return
South Carolina Form WH-1606, SC Withholding Fourth Quarter/Annual Reconciliation
TN Form LB-0456/0851, Quarterly Unemployment Premium and Wage Report
Texas Forms C-3/C-4, Employer's Quarterly Report
UT Form 33H - File Upload Instructions
UT Form TC-941-E - File Upload Instructions
Utah Form 33H/33HA, Utah Employer Quarterly Wage List and Contribution Report
Utah Form TC-941-E, Utah Withholding Return
Utah Form TC-941PC, Payment Coupon for Utah Withholding Tax
VA Web Upload for Return Filing
Virginia Forms VA-5, VA-6, VA-15, VA-16
Virginia Forms VEC-FC-20/21 – Employer's Quarterly Tax Report
Washington State Form F212-055-000 - Quarterly Report for Industrial Insurance
Washington State Forms 5208A and 5208B, Employer's Quarterly Tax and Wage Detail Reports
Wisconsin Form UCT-101 and UC-7823-E, Quarterly Contribution Report and Quarterly Wage Report
Program Operation and Utilities
Add FUTA Only Adjustment
Add State UI Adjustment
Adding or editing vendors
Auto – Personal Use
Choose between entering paychecks by payee or by date
Cost of Employer Sponsored Health Coverage
Custom Payroll Journal
Customizing the Payroll Data Grid with the Options button
Entering vendor payments
Gross-up for Employer Paid FICA
Gross-up for Employer Paid FICA and CA SDI
Health Insurance Compensation for 2% Owners of S-Corps
Health Savings Account (HSA)
New Jersey Payroll Setup
Opening the Payroll Data Grid
Payroll Data Grid shortcuts
Reordering the columns on the Payroll Data Grid
S Corp Paid Medical Insurance
Setting up paycheck items
Show/Hide Payee Info in Payroll Data Grid
CA Form DE 678 - Tax and Wage Adjustment
CA Form DE 9ADJ - Quarterly Contribution and Wage Adjustment Form
Form 941-X – Adjusted Employer's QUARTERLY Federal Tax Return or Claim for Refund
Form 943-X – Adjusted Employer's ANNUAL Federal Tax Return for Agricultural Employees or Claim for Refund
Form 944-X – Adjusted Employer's ANNUAL Federal Tax Return or Claim for Refund
Form 945-X – Adjusted Annual Return of Withheld Federal Income Tax or Claim for Refund
Form W-2c and W-3c
New York Form NYS-45-X, Amended Quarterly Combined W/H, Wage Reporting and UI Return
AZ Form A1-T - Withholding Transmittal of Wage and Tax Statements
CFS Form Order Worksheet
CO Form DR 1093 - Annual Transmittal of State W-2 Forms
CO Form DR 1106 - Annual Transmittal of State 1099 Forms
CT Form CT-1096 – Connecticut Annual Summary and Transmittal of Information Returns
CT Form CT-W3 or CT-1096- CSV File Upload Instructions
DE Form W3 - Annual Withholding Reconciliation Statement (for e-file only)
DE W3 - CSV File Upload Instructions
Form 1096 - Annual Summary and Transmittal of US Information Returns
Form 1098 - Mortgage Interest Statement
Form 1098-T - Tuition Statement
Form 1099-A - Acquisition or Abandonment of Secured Property
Form 1099-B - Proceeds From Broker and Barter Exchange Transactions
Form 1099-C - Cancellation of Debt
Form 1099-DIV - Dividends and Distributions
Form 1099-INT - Interest Income
Form 1099-MISC - Miscellaneous Information
Form 1099-NEC - Nonemployee Compensation
Form 1099-PATR - Proceeds from Broker and Barter Exchange Transactions
Form 1099-R - Distributions From Pensions, etc.
Form 1099-S - Proceeds From Real Estate Transactions
Form 1099-SA - Distributions from an HSA, Archer MSA, or Medicare Advantage MSA
Form W-2 and W-3
Form W-2G - Certain Gambling Winnings
GA Form G-1003 - CSV File Upload Instructions
GA Form G-1003 – Income Statement Return
ID Form 967 -Idaho Annual Withholding Report
MO Form MO W-3 - Transmittal of Tax Statements
NJ Form NJ-W-3 - Reconciliation of Tax Withheld
North Carolina Form NC-3, Annual Withholding Reconciliation
OR Form OR-WR- Electronic Filing Instructions
Ohio IT 3, Transmittal of W-2 and 1099-R Statements
Oregon Form OR-WR – Annual Withholding Tax Reconciliation Report
PA Form REV-1667 - Annual Withholding Reconciliation Statement
PA Form REV-1667 - CSV File Upload Instructions
South Carolina Form WH-1612 – Transmittal Form for W-2s or 1099s Submitted by CD-ROM or Paper
West Virginia Form WV/IT-103 - Withholding Year End Reconciliation
Program Operation and Utilities
Client password protection
Customize how a Client's Files are listed
Filtering clients based on the selected Toolbox
Integrated knowledge base
Managing inactive clients
Removing client password protection
Search for clients, client's files, and tools
Set automatic backup frequency
Switching products using the Toolbox pulldown
Change screen font size
Connecting to an Existing Network Database
Creating a new network database
Firm Information Screen
How do I add email addresses or usernames for other users to grant them access to TaxTools WorkShop?
Importing clients from a CSV file
Importing clients from other CFS software into TaxTools WorkShop
Importing from Lacerte
Introduction to TaxTools WorkShop
Rolling over client data
Running TaxTools WorkShop in the Windows Notification Area
Setting: Application Mode
Switching Between Single-User Mode and Network Mode
Using an email address to access a program
Automatically extend subscriptions
Buying a subscription
Network upgrades and additional users
Partial-month subscription credit
"Offline mode has expired"
Error: "An internet connection was not found"
Error: "The program cannot connect to the CFS server"
Licensed software is stuck in demo mode
Troubleshooting internet connectivity
User Account Control (UAC) message: "Do you want to allow this app to make changes to your device?"
"Download failed" error
"Error 9 Subscript Out Of Range" when trying to 'Add/Edit Payroll Data'
"Exceeded maximum amount" with respect to Social Security and CA SDI withholdings
"Not Saved" message when saving Firm Information
"Not saved" message when entering or exiting program
"OCX File Missing" or "OCX File Not Registered" error after updating Windows
"Small Fonts and Sans Serif can't be found" when Starting Program
"The feature you are trying to use..."
"This client is currently locked by another user. Access is denied."
"Unable to open infobase"
After installation the desktop shortcut icon is wrong
An error occurred during the move data process: -214...
CD install fails with message "Previous installation not found"
CFS Setup runs another vendor's installer
CFSSTRT: Program <File Name> was not Found in Folder <Folder Name> - Install may be Necessary
Change printers in Windows 10
Change printers in Windows 7
Component Not Registered or Component Missing error
Error 1004: Error Accessing Database
Error 105: The transmission was unsuccessful
Error 12007 "Name not resolved" on Update from the Web
Error 12029 "Cannot Connect" on Update from the Web
Error 12031 when Downloading
Error 16 when Printing Form
Error 1706: No valid source could be found for product ( ). The Windows Installer cannot continue.
Error 2018: Page margins are too large, can't run report
Error 2019 when Printing Report
Error 3022 in Payroll System
Error 3031 when Restoring Payroll Data
Error 3045 in Payroll System
Error 3049 in Payroll System
Error 3050 in Payroll System
Error 3051 in Payroll System Network Installation
Error 3051 when Restoring Payroll Data
Error 3051: The Microsoft Jet database engine cannot open the file...
Error 3075 in Payroll System
Error 3112 in Payroll System
Error 32765 when printing
Error 3343 in Payroll System
Error 339 "File is not correctly registered" During Install
Error 339: CSCMD32.OCX etc failed to self-register
Error 339: THREED32.OCX is not correctly registered
Error 339: VSSPELL6.OCX failed to self-register
Error 339: component missing or not properly registered
Error 3421 when Restoring Data
Error 35756 when Starting Program
Error 35761 when Attempting to Update
Error 35764 when Attempting to Update
Error 3633 when Starting Payroll System
Error 3800 in Payroll System
Error 380: Invalid property value
Error 381: Invalid property array index
Error 400: Form already displayed; can't show modally
Error 429 when Printing Form
Error 429: ActiveX component cannot create object
Error 429: You don't have an appropriate license to use this functionality
Error 480: Can't create AutoRedraw image
Error 482 when Trying to Print
Error 484 when Trying to Print
Error 48: Trouble loading DLL
Error 5001 on Installation
Error 5003 during Print Preview
Error 52: Bad file name or number
Error 53: File Not Found
Error 5: Invalid procedure call
Error 63 and Error 380
Error 6: Overflow
Error 7 when Starting Program
Error 70: Permission Denied
Error 75: Path/File Access Error
Error 9 and Error 381
Error 9 and Error 63
Error 94 - Invalid Use Of Null: When Trying To Add/Edit Payroll Data
Error Message: "A previous version of [program] was not found..."
Error Message: "Not a Valid Win32 Executable"
Error Message: "Version of the application could not be determined"
Error Message: "Zip file damaged"
Error TX4OLE invalid property value 1-900
Error Using Font - There was an error using the font OCR-ACFS [Payroll System Only]
Error: "Installed Version Could Not Be Determined"
Form is missing text and/or graphics (boxes, shading and lines)
Forms print on both sides of the paper
Importing Data from the Prior Year: Only Client Demographic Data is Imported, No Client Folder Data is Imported
Install / Uninstall: Setup Runs Another Vendor's Installer
Installer's Repair option freezes on EXE files
Items "Not Saved"
MICR Font Not Installed - The MICR font necessary to print on blank check stock is not installed
Mapped network drives are not visible during installation
Message During Automatic Backup: Change Backup Location - The Specified Location Cannot Be Used For The Backup
Message that something "needs to be installed" or "is on CD"
Modules do not load and no error is displayed
Move Data Process Errors
OCR-A (or OCR-ACFS) font is not properly installed
Printing paychecks freezes Payroll System
Printouts are crunched into a small area at the top of the paper
Program Crashes Without Error Message when Printing
Program freezes after displaying Error 52: "Bad file name or number"
QBXML Query Response Error
Setup Stalls During Full Install
Still Running Old Version after Update
The top of the window is off screen
Update Setup Reports File Is Locked
Update Setup Stalls
When printing red forms all pages are blank
Your Network Data Is Read-Only
Table of Contents
Updated by Greg Hatfield
Filing of state UI tax and wage reports is increasingly being done electronically. States prefer the online method due to a reduction in costs and many filers prefer it due to the more immediate feedback given to users. Many states can import properly formatted wage files into their online filing system so that users don't have to type the information that they may have already entered into their payroll software. This utility creates the formatted wage files specific to each state for the currently selected employer.
The Online Filing Support module is found in the Module Library section of the Payroll program by selecting "941/940 After the Fact/Live Payroll". In additional to this separate module, online filing for several states is supported directly from the state UI form module. Each file contains the wage data for only one employer at a time. It does not bulk file multiple employers at one time. The process is described below.
Prior to using this utility: Users must be registered for, and familiar with, the state online filing website that they are using. This utility only creates a formatted wage file for the user to upload. The user must know how to determine if there are data errors on the state website and must know how to complete the filing process online. See additional state specific information below.
Step 1 - Select State/Store Log-in
Select the filing state from the dropdown list. Each state requires a wage file with a different format and specific employee information. After the state is selected, the employee listing will display the information that the selected state requires. Text below the state also indicates the type of file that will be created.
Each state online filing website has different login requirements, such as User ID and Password. Although users can manually enter the login information, the program allows the user to enter the login information and save it. The saved login information can be used to automatically log in to the state website. See Step 5.
- Preparer Log-in - If the state website allows preparers to log in as a third-party and file for their client, then the user can enter the log-in information here. This information will be used when logging in as a preparer for all clients.
- Employer Log-in - If the user will be logging in using the employer's log-in information, then it can be entered here. This information is specific to the currently selected employer and will only be used for this employer.
- User ID, Name, Account No., etc. - This first parameter may have a different name on each state website. If you want the program to automatically enter this when logging in, then enter it here.
- Password, PIN, etc. - The second parameter is most often called a password. If you want the program to automatically enter this when logging in, then enter it here. If the User ID is not entered then the Password will not be automatically entered when logging in. If you are concerned about security of this log-in information, then CFS suggests that you manually enter it each time you log in.
- Number of seconds to allow the browser to load - When logging in, the browser must load and then the User ID and Password will be sent to the browser window. If the browser is slow to load for whatever reason, the User ID and Password may be sent too early to be read by the log-in screen. If the automatic log-in fails because the User ID and Password don't appear automatically, then the user can try to increase the number of seconds in this delay. If the automatic log-in continues to fail then CFS recommends that the log-in information be removed from this screen and entered manually instead.
Step 2 - Select the filing period
1st, 2nd, 3rd, or 4th quarter. For New York a checkbox allows you to designate that this will be the final filing period of the calendar year. It is only necessary to check this box if the employer is closing business before the 4th quarter. For Illinois a check box allows you to create files for monthly reporting.
Step 3 - Import/Complete Data
After the state is selected the employee listing screen will display the information that the selected state requires. Click the Import Payroll Data button to import employee wage information entered into the payroll grid for the currently selected employer for the filing period selected in Step 2. In some instances the user may be required to complete certain columns that could not be imported by manually typing data into the grid.
Step 4 - Create Upload File
When data in the employee listing is complete, click the Create Upload File button. A file will be created specifically formatted according to the requirements of the state selected in Step 1. A message box will display the name of the file. The directory path and name of the file will also be saved in the Windows Clipboard. This allows the user to easily paste the name of the file into the state browse window when selecting the file to upload.
Users can investigate the contents of the files by clicking the View File button. Typically this would only be used for troubleshooting purposes.
Most states simply require uploading the file to the state website. New York is an exception. New York uses a Copy and Paste function to copy the contents of an excel spreadsheet. Click the View Contents button to load the New York CSV file into Excel (requires Microsoft Excel or other spreadsheet program to be associated with CSV files). See the New York instructions for how to copy and paste the information into their wesite.
Step 5 - Log-in to State Website and Manually Upload File
Click either the Log-in as Preparer button or the Log-in as Employer button. See Step 1 to determine which is appropriate. After clicking the button, the state website will be automatically loaded in the system's default browser. The program will wait the number of seconds entered on the Step 1 log-in screen before typing the log-in information. If successful, the user will be logged into the state website. If the log-in fails because the browser loads slowly, then the user can increase the number of seconds delay entered on the Step 1 log-in screen. If the automatic log-in is still not successful then CFS recommends that the log-in information be removed from the Step 1 log-in screen (at least the password) to avoid repeated log-in failures which sometimes results in the user being required to call the state to reset the account.
Once logged in, the user should start the state process to file a quarterly return. The user must be familiar with the state online filing system. Some states have more than one file upload system. The file created using this utility contains wage data for only one employer. Locate the online file upload function to allow uploading data for a single employer. When the state Wage File Upload or Import feature is reached, most states have a browse function to locate the file to be uploaded. The browse window lets the user navigate folders and/or type in the name of the file. The user can press CTRL+V to paste the file path and name that was copied to the Windows Clipboard in Step 4. Click Ok or Open on the browse dialog to select the file. Proceed with the upload operation.
The user must pay attention to any errors the state website may report. Some states report errors when the file is uploaded. Others require that the user check back later for a status report. It is up to the user to be familiar with their state's wesite and filing requirements. Be sure to complete the quarterly filing by entering any necessary tax report information.
Additional State Specific Filing Information
Note that this utility properly formats the state file. Although the user may be required to complete data on the employee listing screen, the user is not required to perform any special formatting of the file after it is created unless specified below (see New York).
Additional information website: https://des.az.gov/content/arizona-unemployment-tax-and-wage-system
The CSV file contains only employee wage records. See link for Required File Upload Format. The CSV file may also be created directly from the Form UC-018.020 module. See AZ Form UI-018/020.
Additional information website: https://eddservices.edd.ca.gov/index.html
The CSV file contains only employee wage records. The State Plan column is normally "S" indicating that the employee is covered under the state plan for UI and DI. If the employee is not covered under the state plan, then manual entry may be required on the state website after importing the CSV file. The CSV file may also be created directly from the Form DE 9C module. See CA Form DE 9C - e-Services Import a CSV File.
Agent Log-in website for online filing: https://brtx-fl-uc.bswa.net/UCTAgentLogin
Employer Log-in website for online filing: https://brtx-fl-uc.bswa.net/
Additional information website: https://floridarevenue.com/taxes/eservices/Pages/default.aspx
The flat file contains both employer tax and employee wage records.
Additional information website: https://labor.idaho.gov/dnn/Businesses/e-services
The CSV file contains only employee wage records. Once logged in, see link for Import Wage Records Help.
Additional information website: same as above
In addition to quarterly reporting, Illinois requires certain employers to electronically report wages monthly. The monthly wages must be reported by uploading a CSV file to MyTaxIllinois. There is no manual entry option. The monthly wage file is formatted differently than the quarterly wage file. The monthly wage file contains an employer record followed by employee wage records. The quarterly CSV file contains only employee wage records. The quarterly CSV file may also be created directly from the Form UI-3/40 module. See Form UI-3/40.
Additional information website: https://www.in.gov/dwd/indiana-unemployment/employers/ess-resources/
The CSV file contains the employee wage records for the employer and represents the entire return. After importing data, certain fields must be verified or added by the user. Since the file contains the return for a single employer, the user must have access to and log into the employer's account to submit it.
Note: Indiana also allows agents to submit a single multi-employer file per filing period, however, CFS does not support this option currently.
SOC Code - The 6-digit standard occupation code must be entered by the user with no hyphen. See the Indiana website for the codes. After creating a file, this entry will be retrieved when importing the next quarter's data.
Work location ZIP code - The employer's ZIP code is entered by default but the user should change it to the employee's work location ZIP code, if different. See the Indiana website for instructions on determining the correct ZIP code to use. After creating a file, this entry will be retrieved when importing the next quarter's data.
Full Time, Part Time, or Seasonal worker Code - The program defaults this to FT, but the user should change it to FT, PT, or the 2-digit seasonal worker code (only if specifically assigned by Indiana). After creating a file, this entry will be retrieved when importing the next quarter's data.
Start Date - The program uses the employee Hire Date from the employee screen. Enter the date there to avoid having to enter it each time a file is created.
Employed on the 12 day of the month indicator - The user is responsible for making sure the indicators for each month are marked Y or N correctly to indicate that the employee was employed on the 12th day of the 1st, 2nd, or 3rd month of the quarter.
Note: The file contains 2 header rows. The first row has the name of each column and the second row contains sample data. These rows must be present in each file exactly as in the Indiana template file located online. Do not alter these rows or the submission will fail.
Additional information website: https://www.iowaworkforcedevelopment.gov/my-iowa-unemployment-insurance-employers-and-agents
The CSV file contains only employee wage records. The Sequence Number represents the record number in the file. The Reporting Unit number must match the Reporting Unit in My Iowa UI; example 0001. The program will complete this column if the Reporting Unit is entered for each employee into the Unit No. field on the employee screen. See link for Tutorial E from the above website.
Additional information website: same as above
The CSV file contains only employee wage records. Users must manually mark which employees were employed on the 12th day of each month. The program marked them all by default. See link for Instruction Manual from the above website.
The Standard Occupational Classification (SOC), if available, or Job title, and the last hourly rate for the quarter are required. Live Payroll users can enter the rates for hourly and salaried employees on the Employee Rates tab in order for the program to import the rate to this module. The rate for salaried employees is the annual salary divided by 2080. After-the-Fact Payroll users must enter the rates manually in the Hourly rate column. All users must enter the 6-digit Standard Occupational Classification (SOC) in the SOC/Job title column. If the SOC is not available, then enter the employee's job title.
Additional information website: https://employer.beacon.labor.md.gov/
The EWAGE Maryland 80 Format created by this module is no longer supported by Maryland. See MD Form DLLR/DUI 15/16 module to create a properly formatted CSV file instead.
Employer Log-in website: https://uionline.detma.org/Employer/Core/Login.ASPX
Additional information website: https://www.mass.gov/unemployment-insurance-ui-for-employers
The CSV file contains only employee wage records. The program will complete the Unit No. column and the Officer Code column if they are entered for each employee into the Unit No. and Employee code fields on the employee screen. Owner/officers must be marked with "y" in the Officer Code column. Users must manually mark which employees were employed on the 12th day of each month. The program marked them all by default. The user may need to complete the hours column if the data is not entered in the Payroll grid. See links for File Upload demo, Employment Wage Detail File Upload Template, and the Employer and TPA User Guides.
Log-in website for online filing: https://miwam.unemployment.state.mi.us/EmpMiWAM/_/
Click the Michigan Web Account Manager link
Additional information website: same as above
The formatted file contains both employer tax and employee wage records for upload to MiWAM.
Employer Log-in website: https://www1.uimn.org/ui_employer/employer/login.do
Additional information website: same as above
The CSV file contains only employee wage records. The program will complete the Unit number column using the 4-digit suffix on the Employer UI Account number entered on the Employer screen. The Officer Code column will be completed automatically if the Employee code field on the employee screen is completed, otherwise enter "y" if the employee is an owner/officer. Users must manually mark which employees were employed on the 12th day of each month. The program marked them all by default. The user may need to complete the hours column if the data is not entered in the Payroll grid.
Additional information website: same as above
The 72 characters per record file contains only employee wage records. See link on the above website for View File Specifications under Test Your File Format. The file may also be created directly from the Form MODES-4/10B module. See MO Form MODES-4/10B.
Additional information website: same as above
The CSV file contains only employee wage records. See the User Guide for more information.
Additional information website: http://ui.nv.gov/ess.html
The CSV file contains only employee wage records. Once logged in, see link for Help for Tax and Wage Reporting File Uploads. The CSV file may also be created directly from the Form RPT3795/NEW0098 module. See Form RPT3795/NEW0098.
Additional information website; same as above.
The CSV file contains only employee wage records. See the CSV Upload Requirements instruction link on the log-in website above.
Additional information website (Taxation and Finance): http://www.tax.ny.gov/online/
The CSV file contains only employee wage records. The CSV file may also be created directly from the Form NYS-45 module. See NY Form NYS-45. The CSV file cannot be uploaded directly. It must be loaded into an Excel spreadsheet (or equivalent program) so the Copy and Paste function on the New York website can be used. Click the View File button to load the file using the default program associated with CSV files (usually Microsoft Excel if loaded on the computer). Follow the New York instructions below to Copy and Paste the wage information into the online filing system.
How to copy the data into the application:
· Login and go to the NYS-45 Web File service, proceed to the “Copy and Paste Wage Reporting Information” screen.
· Locate and open the spreadsheet on your computer that contains your employee wage reporting detail.
· Select the rows and columns you want to copy and paste by clicking in the cells and dragging down and across the spreadsheet. This will highlight the data that will be copied. (Do not include the header row in your selection)
· Copy the information that is highlighted.
· Click on your internet browser window to display the “Copy and Paste Wage Reporting Information” screen.
· Click in the empty box on the screen.
· Paste your copied information.
· Your wage reporting data should now be visible.
· Select Format to continue your return filing.
· Your employee wage data will be displayed on the “Data Entry Wage Reporting Information” screen. Any errors detected will be highlighted.
· Review each page of wage detail and correct errors by typing over the data on the screen.
· If you made an error and need to begin again, you can select Clear All on the “Copy and Paste Wage Reporting Information” page or the “Data Entry Wage Reporting Information” page and start the process from the beginning.
· When you are ready to go on to the next part of your return filing, select Continue.
Log-in website for online filing: https://www.ncesc1.com/business/login.asp
Additional information website: https://desncc.com/deshome
The ICESA formatted file contains both employer tax and employee wage records.
Additional information website: same as above
The tab delimited file contains only employee wage records. Once logged into the online system, see the link for help on Importing a Wage Report File. In the online system select the default choices when importing the file: Delimited File, Step 1 - Skip 0 lines (no header record), Step 2 - Tab Delimiter, Step 3 - Quotes for string qualifier, Step 4 - Field order: SSN, Last, First, Initial, Wages, Step 5 - Decimal not implied
Additional information website: https://apps.sd.gov/ld75uibp20/secure/qtrwageEntry/qtrwageentry.htm
The CSV file contains only employee wage records. Click the Help link on the above website and then scroll down to Upload a Delimited File and read the instructions. When uploading the file select Comma Delimited. All required fields are included in the file but you may need to match the columns in the file with the required columns online.
Additional information website: https://www.twc.texas.gov/businesses/unemployment-tax-services
The CSV file contains only employee wage records. Once logged into the online system, look for information on uploading wage data.The CSV file may also be created directly from the Form C-3/C-4 module. See TX Form C-3/C-4.
Additional information website: https://tnpaws.tn.gov/Forms/Welcome.aspx
The 58-character text formatted file contains only employee wage records. See link on the above website for Acceptable File Formats. The file may also be created directly from the Form LB-0456/0851 module. See TN Form LB-0456/0851.
Log-in website for online filing: Utahid
Additional information website: same as above.
The MMREF formatted file contains both employer tax and employee wage records for upload to the Utah UI website.
Additional information website: http://www.wvcommerce.org/business/workforcewv/unemployment_compensation/employers/default.aspx
The ICESA formatted file contains only employee wage records. See the link on the above website for Online Contribution User Guide. For the file specifications, see the link for Magnetic Media Wage Reporting Manual.
Additional information website: http://dwd.wisconsin.gov/uitax/
The tab delimited file contains only employee wage records. See this link for tab delimited File Specifications. See this link for file upload error messages. The file may also be created directly from the Form UCT-101/7823 module. See WI Form UCT-101/7823.