CA Bulk Payment Record

Greg Hatfield Updated by Greg Hatfield

California mandates that all payroll taxes be paid electronically. Preparers can log into the EDD e-Services website and make payments online or they can upload a Bulk Payment CSV file after loggin in. By entering payment data in this module, Monthly and Quarterly schedule depositors can create a Bulk Payment CSV file containing payments for multiple employers using the CA DE 9, DE 9C, DE 3BHW, DE 3HW, Bulk Payment - e-Services File Attachment module. Semi-weekly and Next Day schedule depositors will need to make payments manually online instead.

Note: This module is similar to the State Payroll Deposit Record module but is designed specifically to allow for California bulk payments to be filed electronically.

Follow the instructions below.

1. Choose the appropriate Deposit Schedule period by selecting from the drop-down list in the first column of each row. "M 1" is month 1 (January, etc.) "Q 1" is 1st quarter, etc.

2. If you want the program to calculate and include UI and ETT for this payment then check the box in column 2. Note that UI and ETT are only due quarterly, whereas PIT withheld and SDI are due monthly if the accumulated PIT withheld exceeds $350.

3. Choose the Payroll Date by selecting from the drop-down list in the third column. The dates in the list are taken from the checks entered in the payroll check grid. Payroll data will automatically be imported from the Payroll Date in the prior row to the Payroll Date in the current row. The starting date for the first row is January 1st. If the date is changed, you will be prompted to confirm that you want to import again. The user can also manually click on the Import Payroll Data menu item to import to the current row. Note that UI and ETT data imports using the Payroll Date in the last previous row with the Include UI/ETT box checked.

4. Review the data making sure that the amounts are correct, including UI and ETT liability if appropriate. Add any Penalty and Interest amounts if applicable.

5. Enter the desired Debit Date for the electronic payment. Monthly payments are due by the 15th of the month following the period. For example, "M 1" (January) payment would be due February 15th (or next business day). Quarterly payments are due by the end of the month following the period. For example, "Q 1" (1st quarter) payment would be due April 15 (or next business day). The program will not let the Debit Date be a weekend or banking holiday. In addition, when making the Bulk Payment CSV file, the Debit Date cannot be today's date or before. It must be in the future.

6. Click the button to enter the employers Bank Account Info for Bulk Payment Filing. The first time you enter this screen the routing number and bank account number from the employer's Check Setup screen will be entered automatically. A different account can be entered if desired. When done, check the box to use the bank information to pay liabilities electronically and click OK.

7. Save the module. Note that the most recent payment line also appears at the top of the module. This is the only data that can be included in a Bulk Payment CSV file created using the CA DE 9, DE 9C, DE 3BHW, DE 3HW, Bulk Payment - e-Services File Attachment module. After you have saved a CA Bulk Payment Record for each employer, then use that module to group the payment information into one Bulk Payment CSV file and upload it to the EDD.

How did we do?

CA Form DE 9C - e-Services Import a CSV File

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